What is the best code to use as a resident identifier?
Currently we use the last 4 of the resident's SS#. However, it would be difficult to find that resident using this method. Is it OK to use the residents apartment number with initials? (ie: 1234AB)
Whether submitting Incident Reports (IR) on paper, by fax, or on-line using the QuickBase application, Resident Identifiers are not required and are discouraged. Here's why:
First, you should know that each IR that is submitted via QuickBase has automatically assigned to it a unique record number that should be used if you need to refer to a specific IR. For example, if asked/directed by ELD to submit additional information on a specific IR, the record number assigned to the IR by QuickBase will be included in the e-mail sent to the ALR by ELD. This unique record number should be referenced in any further correspondence about that specific IR as well.
Second, when e-mailing any information about a specific resident, you should not include any personal identifiers or “protected health information” as this term is defined by HIPAA (the Health Insurance and Portability and Accountability Act).
At the same time, we recognize one or more Assisted Living Residences may wish to assign/create a resident-specific identifier for its own internal operations. In this regard, a resident’s room number alone is not particularly reliable, unless an immutable numeric value is added as a suffix. For example, here I’ve added the Resident’s 6-digit birth date (MM/DD/YY) to the room number 102 (i.e., 102-120324).
Again, however, resident identifiers should never be submitted with any Incident Report.