Chart Medical Record Number (MRN) Import Options (2024)

The following page was created for technical staff involved in importing data to an Enterprise Health (EH) system. It outlines the process for importing medical record numbers (MRNs) using theChart Data CSV API. These options give the import the ability to process MRNs in a number of ways. This is especially useful for systems where the MRNs may change or need to be removed entirely. Although the default process of simply adding MRNs works in most situations, the options that follow a user to fine tune how processed charts are identified.

The processes discussed on this page should only be performed with the guidance of an MIE subject matter expert. Mistakes in this process could have detrimental effects on an EH system.

Definitions

  • Aninsertionoccurs when new record is created, without affecting any data that are already in the database.
  • Anupdateoccurs when a record is replaced with the new information.
  • Adeletionoccurs when a record is removed from the database.

Related terminology is discussed on theChart Data CSV APIpage.

Processing Medical Record Numbers

To use these options for MRN processing, the values described below as ‘INSERT Options’ and ‘Blank Handling Options’ need to be within the header row of the data file. The options can be linked together to allow for both types of options. When linking them together, the options need to be separated by a ‘space’. Regardless, when using options, a space must always follow the option. For example:

...,DELETE_BLANK UPDATE @patient_mrns.MR,...

Any partition and MRN combination must be unique in the database. An insertion or an update will not occur if the new data already exists in the database.

It is possible to configure the options through translations. See theTranslationssection for details.

Insert Options

The following options are available for insert commands.

INSERT

Insert options affect how new MRNs are treated. The default behavior will always insert new MRNs, ignoring any blank entries. The new information is inserted. This means that a record can have more than one MRNs for a single partition, or across multiple partitions.

UPDATE/REVISE

An existing entry is updated with the new information.

  • If there is not an existing entry for this record, the new information is inserted.
  • If there is more than one entry for this partition on the record, one of the entries is updated. With current functionality, it cannot be determined which entry should be updated.

DELETE_THEN_INSERT

Delete MRNs in the partition that are attached to this record, then insert the new information.

  • This will delete all of the MRNs that match this partition and record.
  • If new data is not provided, the existing MRNs are still deleted.

Blank Handling Options

These options are applied when a record is not given any data for a partition. Blank values commonly fall into 2 categories, either ignore and leave as is, or delete the existing value. These options tell the import which way to handle it.

IGNORE_BLANK

The record is skipped, with no additional processing done. The DELETE_THEN_INSERT option applies if used.

DELETE_BLANK

Delete MRNs in the partition that are attached to this record. This deletes all of the MRNs that match this partition and record.

AUTO_ASSIGN_IF_BLANK

This option works a little differently, depending on what’s in the field. It also assumes that the partition is set up to auto assign incremental mrnumbers. If the partition is not set up as an auto increment partition, then an mrnumber will fail to be assigned.

If the mrnumber field with this option is empty, then an mrnumber will be assigned note that if the import is being used to add an mrnumber to an existing chart, the csv file must contain data that can be used to look up the chart.

If the mrnumber field with this option is populated, then this mrnumber could still be used to look up the chart. The import will not process this mrnumber, but will instead log a warning.

Examples

The following scenario provides examples of each type of processing possible for MRN import.

The patient MRNs listed in the screenshot below are used in this example.

The example import file is as follows:

@patient_mrns.MR,DELETE_THEN_INSERT @patient_mrns.NMC,INSERT INGORE_BLANK @patient_mrns.NMC,UPDATE @patient_mrns.CCHIT,DELETE_BLANK @patient_mrns.CCHIT,patients.first_name,patients.last_name,patients.birthdate1111,,,1000,,Test,Mrns1,01/01/20012222,,,3000,42,Test,Mrns2,02#02#20024444,123456789,987654319,,,Test,Mrns3,03/03/20035555,123456780,,4000,43,Test,Mrns4,04-04-2004

File:Di mrn opts.csv

Import Logic

The imported file is processed as follows:

First Column (MR partition, default options are implied)

No new data–none of these MRNs will change.

Second column (NMC parition, DELETE_THEN_INSERT option)

All MRNs data are deleted and replaced by whatever is in this column.

  • Mrn1: Existing MRNs are deleted, even though there is no data to replace it with.
  • Mrn2: No existing data. Nothing is deleted. Nothing is inserted.
  • Mrn3: Both MRNs are deleted. The new MRN is inserted.
  • Mrn4: No existing data. Nothing is deleted. The new MRN is inserted.

Third Column (partition, default options are explicitly stated)

Any new MRNs here are inserted.

  • Mrn1: Nothing is inserted.
  • Mrn2: Nothing is inserted.
  • Mrn3: MRN matches one that was deleted. It is inserted.
  • Mrn4: Nothing is inserted.

Fourth Column (CCHIT partition, UPDATE option)

New MRNs replace an existing numbers, if available.

  • Mrn1: MR number is the same as the existing entry. Nothing changes.
  • Mrn2: One of the existing MRNs is replaced by the incoming number.
  • Mrn3: No new MRN. Nothing changes.
  • Mrn4: The existing MRN is replaced by the new number.

Fifth Column (CCHIT partition, DELETE_BLANK option)

When a blank is submitted, existing MRNs are deleted.

  • Mrn1: All CCHIT MRNs are deleted.
  • Mrn2: Depends on which MRN was updated. The 42 MRN will either be unchanged, because it exists or is inserted because it was previously updated.
  • Mrn3: Nothing is changed.
  • Mrn4: The new MRN is inserted.

Post Processed Data

After the import finishes, the MRNs are updated.

Translations

If it is undesired to add the options directly into the file header, it is possible to configure the options thru translations; mapping the original column header name to the desired column header name.

A translation entry needs a translation name, something to translate from, and something to translate to. In this case, reverse translations are used. This means that translate from and translate to are switched.

Name

There are two parts to the name: interface name and the category. The interface name should match whatever is used for the interface when the file is loaded; “WC_DATA_IMPORT” is the default interface. “column_alias” is the category.

When using the translation manager, the interface is entered into the “Interface Name” field, and “column_alias” is entered into the “Other Category” field if it is not found in the category drop-down list.

When loading the translation directly into the database, the name field is the the interface and the category separated by a hyphen. (e.g. “WC_DATA_IMPORT-column_alias”)

Trans From

The Trans From field is what will replace the header column in the file. This will have the options listed before the header field. (e.g. “UPDATE DELETE_BLANK @patient_mrns.CCHIT)

Trans To

The Trans To field is the alias for the column; this is what is in the file. (e.g. “EmpID”)

Translation Manager

Here is an example of using the Translation Manager to add a translation.

Related Pages

  • Data Import Master List
  • Chart Data CSV API
Chart Medical Record Number (MRN) Import Options (2024)

FAQs

How to find mrn on MyChart? ›

  1. Find your Medical Record Number (MRN) online in 3 easy steps. ...
  2. Find your Medical Record Number (MRN) in MyChart App. ...
  3. Click on After Visit Summary (AVS)
  4. Medical Record Number will. ...
  5. Note: If you have discharge instructions or a printout from your doctor's office, you can find your MRN number on them.

What is the MRN medical record number? ›

The Medical Record Number (MRN) is the critical link between a patient and the patient's medical records. All UTMB Health staff responsible for patient registration must ensure that each patient receiving services at UTMB Health is assigned only one unique, permanent MRN.

Is your mrn number always the same? ›

The MRN can be assigned in many ways, but in most cases, it's generated by the Healthcare Information Technology (HIT) system. Once assigned, the MRN will not change and remains unique to that patient, much like a social security number.

Is MRN a patient identifier? ›

A medical record number (MRN) is a unique identifier assigned to a patient in an electronic health record (EHR), practice management, or healthcare IT system. The MRN is used to keep track of medical history, diagnoses, treatments, and other important information related to patient care.

How do I find my patient MRN on Epic? ›

The Appointments icon on the toolbar, press Ctrl + 1 or from within the Epic Button selections. Type the patient information into the Name/ID field (use Medical Record Number, or the first 3 letters of the last name, comma, the first 3 letters of the patient's first name). Click “Find Patient” button.

Is mrn the same as account number? ›

The difference between a medical number and an account number is that a medical number always stays the same. It is a personal permanent number given to the patient. An account number is assigned to a patient every time they come to the hospital, it does not stay the same.

How do I get a MRN number? ›

How is the MRN assigned? For every declaration processed, CDS will issue a unique MRN . This is automatically generated for all import and export declarations, including pre-lodged declarations submitted to CDS .

Where can I get an MRN? ›

Finding your medical records number (MRN)
  • Discharge or visit summary you received at your last office visit, ER visit, or inpatient stay.
  • Orders documents for lab testing.
  • Future appointment list.

Who issues the MRN number? ›

MRN stands for Movement Reference Number. The Customs Authority issues a Movement Reference Number (MRN) in each member state. The MRN number is the customs registration number that enables the customs authority to identify and process your shipment in the customs system.

What can someone do with your MRN number? ›

What Can Someone Do With Your Medical Identity?
  • Obtain illicit drugs under false representation. ...
  • Bill for made-up medical services. ...
  • Falsify medical insurance claims. ...
  • Alter medical records. ...
  • File for fraudulent financial claims.

Can you have multiple MRN numbers? ›

Usually, a patient has a single MRN and potentially multiple "billing" numbers for each occasion of service or encounter.

Is an MRN number private? ›

Since both a serial and medical record number can identify patients and include sensitive information like treatment and diagnosis, HIPAA classifies them as identifiers. This means that as a covered entity or business associate, you cannot share serial or medical record numbers under HIPAA.

Can a medical record number be used as a patient identifier? ›

Additional examples of identifiers may include, but not limited to: An assigned identification number (e.g. medical record number, etc). Telephone number or another person-specific identifier.

Is MRN a Hipaa violation? ›

The HIPAA Privacy Rule explicitly lists an MRN as Protected (PHI), meaning that the Security Rule disallows sending it over an insecure system.

What is the red rule for patient identification? ›

The most commonly discussed Red Rules are: 1) Timeouts shall be performed prior to all procedures; 2) Two forms of identification shall be used to identify patients before taking action with a patient or patient information; and 3) All specimens shall be labeled at the patient's bedside.

Is medical record number the same as member ID? ›

5.2 MEDICAL RECORD NUMBER

The MRN enables medical records/history to be tracked for all periods of enrollment. Note: The MRN should be used as the "Member ID" when submitting bills or encounter data.

How many digits is mrn? ›

MRN is 8 digits.

Is MRN private information? ›

Answer: Yes, the information is PHI, because it contains two identifiers, the MRN and the date, in connection with your office and future care. This is a permissible disclosure without authorization, so you may send the information because it's for the purpose of payment.

How long does it take for MRI results to show up on MyChart? ›

When can I see my test results in MyChart? Test results including labs, pathology and imaging, are generally available via MyChart as soon as the test has been finalized. Tests can be finalized within a day or two, or as long as several weeks.

Top Articles
Latest Posts
Article information

Author: Eusebia Nader

Last Updated:

Views: 6104

Rating: 5 / 5 (80 voted)

Reviews: 95% of readers found this page helpful

Author information

Name: Eusebia Nader

Birthday: 1994-11-11

Address: Apt. 721 977 Ebert Meadows, Jereville, GA 73618-6603

Phone: +2316203969400

Job: International Farming Consultant

Hobby: Reading, Photography, Shooting, Singing, Magic, Kayaking, Mushroom hunting

Introduction: My name is Eusebia Nader, I am a encouraging, brainy, lively, nice, famous, healthy, clever person who loves writing and wants to share my knowledge and understanding with you.