What Sets Medibase Apart from Other E/MPI Companies?       Request Information

Medibase provides a permanent solution using proven technology and services to identify and cleanup existing duplicate and overlay errors as well as preventing new identity errors from occurring during the normal course of patient intake.

Our philosophy is to provide a permanent solution for achieving and maintaining a Master Patient Index free of duplicate and overlay errors. Medibase addresses four levels of E/MPI Integrity: prevention of duplicates , notification of suspected duplicates/overlays , identification and cleanup of existing duplicates/overlays , and synchronization of systems . Other outsourcing companies only address the cleanup of existing duplicates. Without prevention and ongoing maintenance, duplicates will always be an issue and patient care and safety will be at risk.

Rather than work from the back-end, cleaning up existing duplicates, Medibase maximizes your return on investment by initially focusing on new patients and those more recently treated.  They are given priority in the prevention and cleanup process. Medibase leverages a strong technical background that offers alternative solutions to help control the cost of a cleanup and to expedite the cleanup process.  

Medibase tools help prevent duplicates from occurring in the first place

Our first level of E/MPI Integrity is to prevent duplicates before they occur in order to avoid costly cleanups and to ensure optimal patient care. Medibase believes that those providing care should not be handicapped by unnecessary and preventable identity errors.  Medibase is the leader in providing hospitals and physician practices with technological solutions for recognizing potential duplicate situations at the time of registration. Between 80 and 90% of duplicates can be prevented using our solution.

·         Medibase utilizes the industry proven BASEshield product to work in concert with dedicated Registrars to aid in recognizing and preventing new duplicate and overlay errors. Our BASEscan product works as part of BASEshield and provides customers with the ability to initiate patient intake automatically simply by scanning the patient's driver license (US and Canadian) or military CAS identification card to identify and orient too their correct medical record number.

·         When adding a new patient to the E/MPI, the Registrar is presented with suspected matches. The Registrar can reorient to the existing record without loss of information they have already entered, and by doing so, prevent a new duplicate.

·         Accurate identification at this level eliminates the need to cleanup downstream systems, and ensures that clinicians have the full medical history available to them.  Medibase strongly believes that patient safety begins with accurate identification.

Medibase tools immediately notify personnel of potential duplicates or overlays as soon as they occur

Our next level of E/MPI Integrity is to notify key personnel that a suspected duplicate has been created for a returning patient or a patient’s identification information has inadvertently been overlaid with another person’s information. Regardless of the tools provided by your native registration system and the diligence of your Registrars when searching for a patient in your E/MPI, identity errors will continue to occur. Medibase provides a robust warning system that immediately detects possible identify errors and immediately notifies key personnel using email alerts.  Early notification of identity errors helps avoid potential patient safety disasters caused by something as simple as miskeying, misspelling or routine changes to the demographic data.   Medibase also provides services to monitor all notifications so problems can be addressed immediately and so minimize the impact of an error.

·         Medibase tools analyze each patient added to the system and immediately notify appropriate staff when suspected duplicate or overlay errors occur. Medibase utilizes the industry proven BASEnotify product to send email notification to hospital staff, or to Medibase E/MPI Specialists to be the first in line to quickly research and rectify duplicates.

·         Immediate notification allows the registration error to be cancelled, re-registered, or merged to the patient’s existing record. This typically precedes any clinical activity and allows correction.

·         Immediate notification helps safeguard the patient, clinicians, and hospital by ensuring that clinicians are aware of each patient’s complete medical history.

·         Medibase E/MPI Specialists compare demographic information within the hospital systems and external tools that search public and private sources. This cuts down on return mail, intentional misrepresentation, and future identification errors.

Medibase identifies and resolves existing duplicates giving priority to patients seen more recently

The third level of E/MPI Integrity is to identify, research and cleanup existing duplicates in the E/MPI and ancillary systems. This is normally the only level addressed by other HIM outsourcing companies, and unfortunately consumes the most time, resources and costs. Our approach is to prioritize the cleanup to start with those patients with the most recent visit history. 

·         Medibase E/MPI Specialists work with internal HIM personnel to adopt standard operating policies and procedures to electronically merge all duplicate records to the correct surviving number and consolidate the physical charts and radiology film jackets to the single unique MRN for the patient.

·         Medibase E/MPI Specialists include experienced technical analysts that work to ensure that all suspected identity errors are isolated, scrutinized and merged when appropriate in all systems.

·         Medibase E/MPI Specialists utilize the industry proven BASEmatch product to aid in adjudicating suspected duplicate errors.

·         Medibase E/MPI Specialists are conditioned to recognize unusual situations as well as common situations involving babies, twins, trauma patients, family members and institutional names. 

·         If the available hospital data does not fully support that two identifiers are definitely the same individual, Medibase E/MPI Specialists utilize external tools that search a variety of public and private sources that aid in the adjudication process.  

·         Each team is lead by experienced cleanup managers who constantly interact with the client, provide direction to the team and monitor decisions and processes.  

Synchronization of systems

The final level of E/MPI Integrity is to compare the data from the primary MPI to data from any of the downstream systems in order to isolate, report and resolve out-of-sync conditions.   Our experience has taught us that over time systems diverge for a number of reasons.  Medibase leverages on our strong technical background in order to normalize and compare data from all systems in order to identify out-of-sync conditions and develop programs to correct the errors from a historical and ongoing perspective.  Medibase provides experienced staff to research differences and to assist in executing the appropriate corrective actions.  These actions can range from updating the systems with the outdated or incorrect information, un-merging identifiers that were incorrectly merged or merging downstream duplicates that failed to merge when the merge occurred in the primary MPI system.