Naming Policy Framework Helps Advance Patient Matching

Capturing essential, standardized demographic data elements to identify and match persons to their health records is the starting point of trusted and reliable data and is foundational to the success of data sharing through electronic health information (EHI) exchange. 

Given the absence of a national patient identification strategy, one important way that patient identity and person matching can be improved is through the development and widespread adoption of standardized approaches to capturing the demographic data elements that are relied on for matching heath records to individual persons. A Naming Policy (or Naming Convention Policy) is an organizational policy that provides structure for data entry and collection of essential data elements in health information technology (IT) systems.

In July 2023, AHIMA^® updated and launched an expanded demographic data element framework to help capture standardized data and assist in identifying and matching person(s) in health IT systems.  

A naming policy is critical to ensure accurate patient matching both within as well as external to the healthcare organization. Inaccurate patient matching leads to duplicate records or record overlays which can ultimately result in delayed, inappropriate, or unnecessary care; reduced trust in patient data; inefficiencies in care coordination, prior authorization, and billing; and increased potential for unauthorized or incomplete disclosures.

Capturing Essential Demographic Data

The Naming Policy framework recognizes today’s healthcare ecosystem where essential person demographic data is being captured and managed beyond the Master Patient Index (MPI) and the Enterprise Master Patient Index (eMPI). 

AHIMA is urging all health information (HI) professionals to adopt the AHIMA Naming Policy and, where appropriate, to compare the components of the 2023 AHIMA Naming Policy Framework to any existing organizational naming policies that outline how person demographics are being collected in health IT systems. 

Additionally, Version 4 of the United States Core Data for Interoperability (USCDI), which has recently been released, includes a section on patient demographics/information.  It is recommended that those data elements that are used to categorize individuals for identification, records matching, and other purposes be incorporated into an organization’s naming policy to ensure alignment with those data standards.

HI professionals should lead an organization-wide discussion around any missing components in their existing naming policies with internal stakeholders as well as their technology partners. It is critical to identify any system constraints that may need attention before implementation of the Naming Policy from AHIMA. For example, recognizing that whenever source technology is unable to collect data in the recommended manner or within a certain field length, the organization should discuss with IT leadership/partners to address enhancing the platform to accommodate the needed changes.

As HI professionals committed to excellence in health information for the benefit of persons and providers, AHIMA believes all healthcare organizations have an obligation to capture and manage high quality data, recognizing that data integrity is foundational to health information being accurate, complete, and timely throughout its lifecycle. In adopting the AHIMA Naming Policy, HI professionals have the opportunity to lead in ensuring that accurate patient identification and matching can be optimized across the healthcare ecosystem. 

Lesley Kadlec, MA, RHIA, CHDA, is the director of knowledge and practice for AHIMA.

Julie A. Pursley, MSHI, RHIA, CHDA, FAHIMA, is the senior director of knowledge and practice at AHIMA.