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UCSF Medical Center CTG June 5, 2014 Patient Identification Solution UCSF Medical Center

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Presenters: Michael Skehan, Executive Director of Clinical Services Maria Novelero, Administrative Director of Hospitalist Services Michael Trader, President, M2YS Todays Objectives: To inform the CTG Committee of the goals and recommendations of the Patient ID Task Force To seek the CTG Committees feedback on the proposed project 2

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Overview of Presentation Identify the goals, scope, and members of the Patient ID Task Force Describe the proposed patient identification solution Provide a tool demonstration 3

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4 A Patient Case

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5 Status Quo Patient identity fraud COWPIE 85 cases since APEX live Record duplication 3% Quality/safety issues Operational/financial costs associated with these challenges

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6 Goals of the Patient ID Project Enhance patient safety Prevent charting on wrong patient Prevent duplicate medical record numbers Help validate patient insurance and demographic information Increase patient satisfaction by minimizing repeated request for information Support a more efficient check-in process Strengthen the UCSF brand identity and relationship with the patient in their continuum of care Minimize identity theft Assure patient privacy is not compromised

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7 Scope ANCILLARY SERVICES AMBULATORY CARE INPATIENT SERVICES ALWAYS THE RIGHT PATIENT

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Patient ID Task Force Seth Bokser Roger Cameron Bryan Chamberlain Heidi Collins Cindi Drew Sheree Garcia Tim Hamill Julia Huang Eileen Kahaner Galen Laserson Jonathan Meyers Maria Novelero Susan Penney Ann Sparkman Ed Thornborrow Deborah Yano-Fong 8 Chair: Michael Skehan Members:

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Sponsors Barrie Strickland Chief Financial Officer Josh Adler Chief Medical Officer Ken Jones Chief Operating Officer 9

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Activities of the Task Force Monthly meetings Market survey of available options, weighing pros and cons of each solution Educational presentations/demos from vendors Informal reference calls to other hospitals that have implemented patient ID solutions Consensus on recommendations 10

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11 Patient ID Card Matrix OptionFunctionalityProsCons Basic ID Card ID card ID number may help to eliminate duplicate medical records and improve registration process [Photo identification assists identity check] Can serve as patient loyalty card Requires patient to carry card Limited to information printed on card, poses privacy/security risk Requires manual entry at point of registration Limited utility to patient Magnetic ID Card ID card with magnetic strip Magnetic Card Reader Immediate recall of correct medical record prevents medical record duplication, increases speed at registration, prevents fraud Can serve as patient loyalty card, integrate with local vendors Limited scope may enable rapid implementation Requires patient to carry card Limited scope of information stored on card Smart Card ID card with embedded chip Smart Card reader Incorporates positive identification of patient High security of data Can serve as patient loyalty card, integrate with local vendors Can serve as real-time, portable mini EHR with array of information available to patient, emergency providers, other providers of care Can store biometric information Requires patient to carry card Depending on scope of card options offered, larger effort from a system setup perspective Biometric Scanning Registration of patient using iris, face, fingerprint, palm, vascular or voice scanning Highly accurate positive patient identification prevents duplicate medical records, increases speed of registration, prevents medical identity theft/fraud Can be used to identify unconscious patients Patient does not need to carry card Does not incorporate patient loyalty card benefits May raise concerns with patients for sanitary and privacy reasons

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12 Option #1: Basic ID Card ProsCons ID number may help to eliminate duplicate medical records and improve registration process Photo identification assists identity check Can serve as patient loyalty card Requires patient to carry card Limited to information printed on card, poses privacy/security risk Requires manual entry at point of registration Limited utility to patient

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13 Option #2: Magnetic ID Card ProsCons Immediate recall of correct medical record prevents medical record duplication, increases speed at registration Can serve as patient loyalty card, integrate with local vendors Limited scope may enable rapid implementation Requires patient to carry card Limited scope of information stored on card

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14 Option #3: Smart Card ProsCons Incorporates positive identification of patient High security of data Can serve as patient loyalty card, integrate with local vendors Can serve as real-time, portable mini EHR with array of information available to patient, emergency providers, other providers of care Can store biometric information Requires patient to carry card Depending on scope of card options offered, larger effort from a system setup perspective

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15 Option #4: Biometric Scanning ProsCons Unique to each person Highly accurate positive patient identification Can be used to identify unconscious patients Patient does not need to carry card Does not incorporate patient loyalty card benefits May raise concerns with patients for sanitary and privacy reasons Can be more expensive

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16 The Proposed Solution: Iris Biometric Authentication Accuracy Hygiene Universal Use Scalability Platform Concept PLUS patient photo in APEX

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Projected Costs 74 areas (ED, ancillary services, outpatient clinics at PRN and MZ) One-time Expenses: Vendor = $531,424 Services (implementation, training, support) Server & Server License Cameras and Accessories Internal = $30,000 APEX Analyst (25% FTE for 3-4 months) Marketing/Communication Staff Training (2-3 hours per staff) Total = $561,424 Ongoing Expenses: Annual Maintenance & Support = $150,856 per year Staff Training 17

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Communication and Education For Staff: Email and flyers describing technology, its functionality, and why the hospital chose to adopt it Classroom training that includes instructional videos, Q&A session, and a live demo Marketing materials for staff on the biometric technology

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Communication and Education For Patients: Flyers/hand-outs describing the technology, its functionality, and why the hospital chose to adopt it Articles in local media (TV, print, or both) Tri-fold Patient Privacy & Safety Guide that explains how the technology works

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Next Steps Engage senior leadership and other stakeholders Identify funding source Identify 5 areas for pilot Develop project plan Prepare for implementation of pilot

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Sample Pilot Timeline Project 2010 JanFebMarAprMayJunJulAugSepOctNovDec NDAs, Clearance Docs., Tech. Call Epic Access, Test Environment, Config., Process Flow Marketing/PR Intro Site Walk-Throughs Train Phase System Install & Go- Live 08/2014 11/2014 Orders Placed For Hardware 12/2014 12/2014 Pilot Sites 1/2015 Pilots At Go-Live 11/2014 On-going Process We are here June 2014 Care Governance Technology Committee Presentation

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Tool Demonstration 22

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23 Questions or concerns?

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24 Thank you!