Patient Access User Guide

Imprivata Patient Access matches a patient’s photo to their medical record to improve patient safety, streamline registrar operations, and help reduce the number of duplicate records.

This topic describes how to positively identify patients using their facial biometric and link them with their electronic health record (EHR) using Patient Access.

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Workflows

Registrars can use one of the following workflows in Patient Access.

Enroll

Identify

Verify

  • Enroll patients into Patient Access

  • Identify patients without an appointment, for example, in ED, urgent care, or walk-ins.

  • Verify the identity of a patient with a scheduled appointment.

  • Verify the identity of a patient with multiple scheduled appoints during their visit.

Guidelines for Facial Biometric Capture

Environment

  • Provide even lighting. Reduce shadows on faces. Avoid any heavily back-lit situations.

  • Minimize any glare or reflections coming from glass dividers.

  • Frame patients closer to the camera to fill in more of the frame.

    Patient Access automatically crops the photo capture.

Cameras

 

  • High definition (HD) cameras perform better than standard definition (SD) cameras.

    Lower resolution cameras are not recommended due to outdated technology.

  • Use a narrower field of view. For example, use 65 degrees instead of 90 degrees.

    This allows the camera to be farther away while properly framing the patient.

  • Cameras may need to be adjusted in height to accommodate patients in wheelchairs.

Patients

  • During enrollment, the patient should remove anything that covers their face, such as glasses or masks.

  • Patient should use a neutral expression, not smile.

  • The photo capture should contain only one person.

Photo Quality Pass/Fail Color Scheme

The user interface assists you in capturing the patient's photo for enrollment, identification, and verification.

The Patient Access user interface displays a photo quality color scheme in the photo capture frame.

  • Green is Pass

  • Red is Fail

  • When enrolling patients, capture the highest quality photo possible. The higher the enrollment photo quality, the better Patient Access is able to identify and verify patients on their next visits.

  • Enroll the patient with nothing covering the face, including glasses or a mask. During enrollment, a patient's glasses can reduce the photo quality.

  • During identification or verification, a patient's glasses or masks may affect the photo quality.

Patient Minimum Age

Patients must be a minimum age to be enrolled in Patient Access. This limit is set according to your hospital's policies for the minimum age for enrolling a child's biometric information.

When a registrar attempts to enroll a patient who is under the minimum age, the Patient Access UI displays a message of "Patient too young: Must be <minimum age> or older to use Patient Access".

Duplicate Records Found During Enrollment

When enrolling a patient, Patient Access may find patient records with a similar face already enrolled in the system. This may be from a duplicate enrollment, but there are some instances where this can happen, for example, identical twins.

The Patient Access UI displays the search results of patient records with a similar face.

The UI highlights any differences between the patient demographic and contact information of the patient and similar records.

  1. Ask the patient for a photo ID as proof of identity.

  2. If multiple duplicates are found, use the arrows to scroll through the resulting records.

  3. Compare the patient demographic and contact information details with the patient's photo ID.

  4. Confirm that this the correct record before submitting the photo enrollment to avoid duplicates.

Re-enroll a Patient

There may be cases where you need to re-enroll a patient in Patient Access: when the patient's appearance has changed significantly, or there was an error in their existing enrollment.

The Patient Access UI prompts you to take the following actions:

  1. Verify that the appointment is for the correct patient. Ask the patient for a photo ID as proof of identity.

  2. Compare the patient demographic and contact information details with the patient's photo ID and medical record.

  3. Click Re-enroll to replace the current enrollment photo with a new photo capture.

Interface Navigation

Use the Tab and Enter keys to move through most workflows in the Patient Access UI.