In Manitoba today, information about individuals receiving health care (clients) exists in numerous health care information systems throughout the province. Client demographics are replicated many times and there is no means to tie the various sources of clinical and administrative information together. Health care stakeholders are striving to overcome the lack of consistency and interoperability between their systems as well as the inability to link multiple local identifiers for the same individual. In order to maximize quality and efficiency of health care delivery, a single, comprehensive source of client information is required.

The Provincial Client Registry provides a source for the latest known client identifiers and demographic information to assist in uniquely identifying a client being registered for the purpose of receiving health care. The system assists with identifying duplicate records and improves matching of records. The Provincial Client Registry system is being implemented in a phased approach and is currently available to some health care facilities and to Manitoba Health.  The Provincial Client Registry is laying the foundation for the provincial and pan-Canadian electronic health record.

Most health care systems in Manitoba contain the client’s Personal Health Identification Number (PHIN). However, the PHIN cannot on its own facilitate linking of client information because it does not cover all clients receiving health care and is not always assigned in a timely fashion. Most health care facilities have their own number to uniquely identify a patient within the facility but this number is not normally shared beyond the bounds of the facility. There is no other number available, which can consistently be used to tie together client information across the province.

The Provincial Client Registry makes use of existing client registration systems and infrastructure. Rather than imposing upgrades or replacement of registration systems, the Provincial Client Registry uses the individual’s identifying information that is already in the registration systems to link their identifiers and associated demographic information to present a single view.

Components

• Source systems – acute care registration systems, Manitoba Health, CancerCare Manitoba (Maxon), WRHA Community Services (PARIS), and the Pan Am Clinic.
• Initiate Hub – the software used to link client information.
• Enterprise Viewer – a web-based tool providing access to Client Registry for verification of client information.
• Active Mode – the ability for registration systems to retrieve client information directly from Client Registry eliminating the need to re-enter client demographics.
• Query Broker – a tool which can be used by other systems to retrieve client demographics and identifiers.
• Reports – used by the Client Registry administration and by source system organizations to improve and safeguard integrity of client information.

Who Benefits
Health Care Providers

• Access to the latest known client demographics, identifiers, and facilities in which the client was seen.

Clients

• Improved health care delivery due to more complete and accurate health care information.

Administrative Benefits

• Accurate, consistent, timely identification of clients within and across health jurisdictions.
• Improved efficiency and accuracy of registration process.
• Reduced costs and risks associated with person misidentification.
• Reduced incidence of duplicate health records for an individual.
• Less billing rejections and follow up work.
• Reduced unrecoverable health care costs due to unavailable or incorrect eligibility information.
• Timely death information leading to more accurate appointment scheduling and more efficient health record storage.
• Reduced cost of returned mail.

Major Milestones / Schedule
These data sources are now linked to Client Registry

• Assiniboine Regional Health Authority (facilities using MedSeries4)
• Brandon Regional Health Authority (facilities using MedSeries4)
• Burntwood Regional Health Authority (facilities using WinCIS)
• CancerCare Manitoba
• Churchill Regional Health Authority (facilities using WinCIS)
• Concordia Hospital
• Deer Lodge Centre
• Grace Hospital
• Health Sciences Centre
• Interlake Regional Health Authority (facilities using Rise HealthSuite)
• Manitoba Health Insurance Registry
• Misericordia Health Centre
• North Eastman Regional Health Association (facilities using MedSeries4)
• Norman Health Authority (facilities using WinCIS)
• Parkland Regional Health Authority (facilities using Clinibase)
• Riverview Health Centre
• Seven Oaks General Hospital
• South Eastman Regional Health Authority (facilities using Rise HealthSuite)
• St. Boniface General Hospital
• Victoria General Hospital
• Central Regional Health Authority (facilities using Medisolution)
• Pan Am Clinic

Before project completion, WRHA Community Services facilities using PARIS will also be linked to Client Registry.

Active Mode has been implemented at Health Sciences Centre, Assiniboine RHA, Brandon RHA, CancerCare Manitoba, North Eastman Health Association.

Before project completion, Active Mode will also be rolled out to Central RHA, St. Boniface General Hospital, Victoria General Hospital, Concordia Hospital, Misericordia Health Centre, and Pan Am Clinic.

Project End Date

• December 2008