Patient Identifiers: Which Items Should Be Used To Identify a Patient?

September 30, 2024

Table of Contents:

• Introduction
• What are HIPAA Patient Identifiers?
• Common Types of Patient Identifiers 
• Role of Biometric Identifiers
• Challenges in Patient Identification
• Best Practices for Effective Patient Identification
• Future Trends in Patient Identification
• Final Thoughts

Accurate patient identification within the healthcare sector is a fundamental aspect as it ensures the delivery of quality care and patient safety. Healthcare professionals most commonly use the patient’s name, date of birth, and medical record numbers as patient identifiers. Proper identification helps avoid unintentional critical errors such as wrong diagnostic testing, medical procedures, and medication administration. 

According to a study, almost 98000 Americans die in hospitals each year as a result of medical errors. However, healthcare providers minimize the risk of performing interventions on the wrong individual by verifying a patient’s identity while ensuring the right care is delivered to the right patient at the right time. 

In this blog, we will explore various aspects and types of patient identifiers in hospitals and the challenges healthcare professionals face due to patient misidentification in healthcare organizations.

What are HIPAA Patient Identifiers?

Under HIPAA, patient identifiers are specific types of information that can be used to identify an individual and are protected to ensure the confidentiality of their health information. The HIPAA Privacy Rule mandates that any data containing these identifiers must be treated with strict privacy and security measures. These identifiers, when linked to health information, become Protected Health Information (PHI). Some of the key patient identifiers include:

1. Name
2. Address (including street address, city, county, ZIP code)
3. Dates (birth, admission, discharge, death)
4. Telephone numbers
5. Fax numbers
6. Email addresses
7. Social Security Number (SSN)
8. Medical record numbers
9. Health insurance beneficiary numbers
10. Account numbers
11. License or certificate numbers
12. Vehicle identifiers and serial numbers
13. Device identifiers and serial numbers
14. Web URLs and IP addresses
15. Biometric identifiers (fingerprints, voiceprints)
16. Full-face photographs and any comparable images

All of these must be protected under HIPAA regulations to prevent unauthorized access and ensure patient privacy.

Common Types of Patient Identifiers

Patient identification depends on several common types of identifiers to diminish the risk of misidentification. Each identifier helps secure the handling of protected health information (PHI) and ensures accurate patient matching to healthcare records and treatments. Following are the common types of patient identifiers used by healthcare professionals to minimize associated risks: 

1. Full Name

A patient’s full name is one of the most obvious and widely used patient identifiers. Using the complete name instead of just partial names or initials is significant to avoid ambiguity. A patient’s name represents their identity. It is the most important factor to verify the patient’s identity in case of admission or transfer to another healthcare organization. 

For example, multiple patients with the same name can be admitted, which can lead to potential confusion. Healthcare providers can easily distinguish one patient from another by using the full name along with other identifiers such as date of birth, medical record number, social security number, and so on.

2. Date of Birth

The date of birth of a patient, along with the name, is the most used and accurate method of identifying a particular patient admitted to a hospital or other medical care center. It adds a layer of reliable specification and removes confusion between patients with the same or similar names. The simplicity and consistency make it an ideal patient identifier. 

Over 50% of residents of the USA can be uniquely identified while being admitted as patients by three basic elements: date of birth, 5-digit Zip code, and gender.

3. Medical Record Number (MRN)

A medical record number is a unique identification code number assigned to each patient within a healthcare organization. Unlike the name and date of birth, the MRN of each patient is a unique number provided to every patient to track their medical records within the facility. This makes MRN an essential tool for hospitals and clinics when managing patient records across different departments. According to surveys, nearly 90% of U.S. hospitals use MRN as a primary method of patient identification.

4. Social Security Number

In the USA, the SSN is considered an effective tool for patient identification. However, its usage has declined due to privacy concerns and the potential risk of identity theft in healthcare facilities. A survey by the American Hospital Association revealed that only 30% of hospitals still use SSNs as a key identifier, primarily due to concerns over data breaches and patient privacy.

5. Phone Number or Address

The phone number or address of a patient is used as an additional means of confirming identity in non-urgent healthcare settings, especially during outpatient appointments or telemedicine consultations. These identifiers, though less precise than MRN or SSN, are still useful in verifying patient identity when full medical data is not immediately accessible.

Role of Biometric Identifiers

Biometric identifiers, such as facial recognition, fingerprints, and retina scans, are crucial in healthcare organizations. Hospitals widely use these tools to confirm patient identity with exceptional accuracy. 

However, due to the sensitive nature of biometric data, healthcare providers are required to issue a Notice of Privacy Practices (NPP) to inform patients about how their biometric information, as part of their PHI, is collected, stored, and safeguarded under HIPAA regulations. Various biometric tools are becoming an essential part of the healthcare sector, offering efficient and secure ways to confirm patient identity. 

• Fingerprint scanning is a widely accepted tool, especially in routine care, for secure identification. 
• Facial recognition is used in emergency settings where patients are supposedly unconscious or unable to communicate. 
• Advanced methods like retina scans and palm vein scans offer even higher accuracy, but they are less common due to their cost. 

Also Read: HIPAA NPP: What is a Notice of Privacy Practices

Challenges in Patient Identification

Though implementing patient identifiers in organizing and managing medical information of the admitted patients, healthcare professionals are bound to envisage certain challenges such as:

1. Cultural and Language Barriers

In multicultural health settings in the USA, patients with foreign names or identities may face problems like miscommunication or mispronunciation while admitted to a hospital. Language barriers can lead to misunderstandings during the registration process. 

According to a study, 30% of patients who received treatment from nurses from a different culture or speaking a different language have difficulty grasping medical instruction. In comparison, 50% of the patients believed that the language barrier had influenced unintentional errors in the delivery of after-treatment care. 

2. Duplicate Records and Identity Theft

Wrong identifications of the patients can lead to the generation of duplicate records, risking patient safety and increasing administrative burden. A report by the American Health Information Management Association (AHIMA) revealed that 10% of healthcare records are fraudulent. Identity theft in the healthcare sector also poses significant risks, with a rise in fraudulent claims and inaccurate medical histories, endangering patient care and increasing costs.

Best Practices for Effective Patient Identification

To combat patient misidentification issues, healthcare organizations must implement effective strategies to ensure accuracy and safety. Following HIPAA’s minimum standard, healthcare providers must use patient identifiers that comply with privacy regulations.

Some of the best patient identification practices that can help achieve high accuracy and minimize errors include:

1. The Two-Identifiers Rule

Healthcare systems commonly follow the two-identifiers rule, which requires verifying a patient’s identity using at least two distinct identifiers—such as name and date of birth. This practice is crucial in preventing misidentification, ensuring accurate treatment, and eliminating medical errors. The rule is especially important in risky medical practices like surgery or medication administration, where even small mistakes can lead to serious consequences. 

2. Use of Barcoded Wristbands

Barcoded or RFID wristbands are widely used in hospitals to streamline patient identification. These wristbands store critical patient information that allows healthcare professionals to confirm identity before performing procedures or administering medication. This method has significantly reduced identification errors. 

3. Engaging Patients in the Process

Encouraging patients to actively confirm their details, such as their name, date of birth, or medical history, adds an extra layer of security. Educating patients to participate in this process and teaching them the importance of well-organized patient identifiers helps to identify potential errors and enhance overall safety measures.

4. Integration of Electronic Health Records (EHRs)

Present-day Electronic Health Records, or EHRs, include several identifiers, for example, barcodes or biometric data, to make sure data matches the information provided by individual patients. EHR provides healthcare facilities with strong identification protocols. It helps them to reduce medical errors. As per recent studies, 75% of healthcare facilities that integrated the EHR technology within their facility are more likely to deliver better patient care. 

Future Trends in Patient Identification

Advancements in technology have influenced the way and method of identifying and enlisting patients within a healthcare organization. Future trends lie in incorporating technologies such as machine learning, AI, blockchain security, and wearable health devices with patient identifiers to ensure the security of patients and accuracy in the methods of patient identifiers.

1. AI and Machine Learning

AI and ML hold various potentials in patient identification. By referencing vast amounts of data, AI systems can eliminate the risk of errors. AI systems can identify and analyze the pattern of patient information, removing inconsistencies and reducing misidentifications. 

For example, AI could very quickly verify and scan biometric data such as facial recognition and fingerprints and make the identification process seamless.  

2. Blockchain for secure identification

Blockchain technology in the healthcare sector provides a verifiable and secure method for patient identification by storing data in a decentralized and immutable system. It ensures privacy security while allowing healthcare providers to access accurate patient information quickly. Nowadays, various healthcare organizations are experimenting with blockchain technology to create a unified health record that patients can control and share securely. 

Final Thoughts 

Accurate patient identification is key to providing the right care to the right patient. Common patient identifiers include full name, date of birth, medical record number, and phone number. These identifiers play an important role in patient safety. 

Both healthcare professionals and patients need to understand these identifiers. A HIPAA course helps professionals follow legal standards and protect patient information. So, take a course today to learn more about HIPAA rules and patient identification.

Also Read: Who Does HIPAA Apply To?