Page Description

Use the Edit Patient Match Rules page to define the specific settings for conditions and actions associated with patient match rules.

For more help, click one of the following links:

• Accessing this Page
• Adding or Editing Patient Match Rule Conditions
• Setting Patient Match Rule Actions

Accessing this Page

• Click the Add or Edit button for the desired condition or action on the Patient Match Rules administration page.

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Adding or Editing Patient Match Rule Conditions

Below is a description of each available condition and the steps to follow to add or edit the condition's settings.

• Address 1: The first line of the patient's address that allows the rule to match on.
1. Select the Match on patient address 1 field checkbox to have Copia match on the first line of the patient's address.
2. Once you have completed your changes, click the Save button to return to the Patient Match Rule administration page to continue creating or editing the patient match rule. Remember that you must click the Save button on the Patient Match Rule administration page in order to finalize the changes you make on this page.
• Address 2: The second line of the patient's address that allows the rule to match on.
1. Select the Match on patient address 2 field checkbox to have Copia match on the second line of the patient's address.
2. Once you have completed your changes, click the Save button to return to the Patient Match Rule administration page to continue creating or editing the patient match rule. Remember that you must click the Save button on the Patient Match Rule administration page in order to finalize the changes you make on this page.
• City: The name of the city in which the patient lives that allows the rule to match on.
1. Select the Match on patient city checkbox to have Copia match on the city that the patient lives in.
2. Once you have completed your changes, click the Save button to return to the Patient Match Rule administration page to continue creating or editing the patient match rule. Remember that you must click the Save button on the Patient Match Rule administration page in order to finalize the changes you make on this page.
• Date of Birth: The date of birth for the patient that allows the rule to match on.
1. Select the Match on patient date of birth checkbox to have Copia match on the patient's date of birth.
2. Once you have completed your changes, click the Save button to return to the Patient Match Rule administration page to continue creating or editing the patient match rule. Remember that you must click the Save button on the Patient Match Rule administration page in order to finalize the changes you make on this page.
• First Name: The first name of the patient that allows the rule to match on.
  1. Select an option from the patient first name when matching a patient drop-down list. Select either "Do not use," "Match Entire," "Match First Character of," or "Match First (2, 3, 4, 5, 6, 7, 8, 9) Characters of" option to have Copia match using a specific character of the patient's first name.
  2. Once you have completed your changes, click the Save button to return to the Patient Match Rule administration page to continue creating or editing the patient match rule. Remember that you must click the Save button on the Patient Match Rule administration page in order to finalize the changes you make on this page.
• Last Name: The last name of the patient that allows the rule to match on.
1. Select an option from the patient last name when matching a patient drop-down list. Select either "Do not use," "Match Entire," "Match First Character of," or "Match First (2, 3, 4, 5, 6, 7, 8, 9) Characters of" option to have Copia match using a specific character of the patient's last name.
2. Once you have completed your changes, click the Save button to return to the Patient Match Rule administration page to continue creating or editing the patient match rule. Remember that you must click the Save button on the Patient Match Rule administration page in order to finalize the changes you make on this page.
• MRN: The Medical Record Number (MRN) for the patient that allows the rule to match on.
  1. Select the Match on patient MRN checkbox to have Copia match on the patient's Medical Record Number (MRN).
  2. Once you have completed your changes, click the Save button to return to the Patient Match Rule administration page to continue creating or editing the patient match rule. Remember that you must click the Save button on the Patient Match Rule administration page in order to finalize the changes you make on this page.
• Patient ID: The unique patient identification number for the patient that allows the rule to match on.
1. Select the Match on Patient ID checkbox to have Copia match on the patient's unique identification number.
2. Once you have completed your changes, click the Save button to return to the Patient Match Rule administration page to continue creating or editing the patient match rule. Remember that you must click the Save button on the Patient Match Rule administration page in order to finalize the changes you make on this page.
• SSN: The Social Security Number (SSN) of the patient that allows the rule to match on.
  1. Select the Match on patient SSN checkbox to have Copia match on the patient's Social Security Number (SSN).
  2. Once you have completed your changes, click the Save button to return to the Patient Match Rule administration page to continue creating or editing the patient match rule. Remember that you must click the Save button on the Patient Match Rule administration page in order to finalize the changes you make on this page.
• Sex: The sex of the patient that allows the rule to match on.
1. Select the Match on patient sex checkbox to have Copia match on the sex of the patient.
2. Once you have completed your changes, click the Save button to return to the Patient Match Rule administration page to continue creating or editing the patient match rule. Remember that you must click the Save button on the Patient Match Rule administration page in order to finalize the changes you make on this page.
• State: The state that the patient lives in that allows the rule to match on.
1. Select the Match on patient state checkbox to have Copia match on the state in which the patient lives.
2. Once you have completed your changes, click the Save button to return to the Patient Match Rule administration page to continue creating or editing the patient match rule. Remember that you must click the Save button on the Patient Match Rule administration page in order to finalize the changes you make on this page.
• Suffix: The suffix of the patient's name that allows the rule to match on.
1. Select the Match on patient suffix checkbox to have Copia match on the patient's name suffix.
2. Once you have completed your changes, click the Save button to return to the Patient Match Rule administration page to continue creating or editing the patient match rule. Remember that you must click the Save button on the Patient Match Rule administration page in order to finalize the changes you make on this page.
• ZIP Code: The patient's ZIP code that allows the rule to match on.
1. Select the Match on patient ZIP code checkbox to have Copia match on the ZIP code of where the patient lives.
2. Once you have completed your changes, click the Save button to return to the Patient Match Rule administration page to continue creating or editing the patient match rule. Remember that you must click the Save button on the Patient Match Rule administration page in order to finalize the changes you make on this page.

If your modifications are complete, click the Save button to record all changes. Otherwise, complete the remaining sections, and then click the Save button.

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Setting Patient Match Rule Actions

Below is a description of each available action and the steps to follow to add or edit the action's settings.

• Display warning upon save if patient match is found: Select this action to have Copia display a warning upon saving if a patient match is found in the system.
1. Select the Display warning upon save if patient match is found checkbox to have Copia display a warning upon saving if a patient match is found in the system.
2. Once you have completed your changes, click the Save button to return to the Patient Match Rule administration page to continue creating or editing the patient match rule. Remember that you must click the Save button on the Patient Match Rule administration page in order to finalize the changes you make on this page.
• Prevent patient save: Select this action to have Copia prevent saving a patient in the Copia system.
1. Select the Prevent saving patient checkbox to prevent Copia from saving a patient in the system.
2. Once you have completed your changes, click the Save button to return to the Patient Match Rule administration page to continue creating or editing the patient match rule. Remember that you must click the Save button on the Patient Match Rule administration page in order to finalize the changes you make on this page.
• Send Notifications: Allows the user to define specific Event Notifications to be sent out when the Patient Match Rule is triggered.
1. Select the Active checkbox to specify that the notification is active in the Copia system.
2. Enter text into the Event Type field to specify the type of event that the notification should fire on.
3. Select an option from the Field Code drop-down to insert field codes into the Description field. This will happen automatically. Select either "Select field code to insert into the body," "Current User's Full Name," "Current User's Sign-in Location," "Matching Patient List," "New Patient First Name," "New Patient Full Name," "New Patient ID," "New Patient Last Name," "New Patient MRN," or "Patient Match Rule Names" from the list. There is a limit of 250 characters in the Description field and is automatically tracked by the Characters counter.
4. Select an option from the Form Letters drop-down to specify a form letter upon saving a patient. Click inside the Form Letter search field to select a form letter. The "Form Letter" template selected for the rule will be included as an attachment in emails and faxes. If there is no order associated with the patient, the notification will still be delivered, but no form letter will be included.
5. The Threshold section in the Patient Match Rule-level Notifications section will read "Upon patient save." This section is required.
6. Click the Add Recipient button to add a rule notification recipient to the page. The Add Event Recipient pop-up will appear asking what type of recipient you would like to create.
   • External Recipient: A custom recipient that does not reflect a record in Copia's database.
   • Copia User: Click this button to add the Copia User who should be alerted to the event using the User Search page. See the User Search topic. Once you select the Copia User, you may enter the appropriate information for the recipient (see "Adding Notification Recipients" below).
   • Location: A location record.
   • Current Client: The current client on the Item that the rule is being fired upon. Note that this is evaluated after the "New Client" action, and therefore the "Current Client" is the new client.
   • Current Assignee: The current Assignee on the patient that the rule is being fired upon. Note that this is evaluated after the "New Assignee" action, and therefore the "Current Assignee" is the new assignee.
   • Event Log: Click this button to add the event to the Event Log. See the Admin: Event Log topic.
   • Sales Person: Click this button to add the sales person that the rule is being fired upon.
   • Region Manager: Click this button to add the region manager that the rule is being fired upon.
7. Once you have completed your changes, click the Save button to return to the Patient Match Rule administration page to continue creating or editing the patient match rule. Remember that you must click the Save button on the Patient Match Rule administration page in order to finalize the changes you make on this page.

If your modifications are complete, click the Save button to record all changes. Otherwise, complete the remaining sections, and then click the Save button.

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