Users may only access to data for patients who are admitted to facilities within their scope. If a patient is transferring to a dialysis facility, the new unit must admit the existing patient before they can enter treatment data for the patient.
Do not admit a patient as a transfer in CROWNWeb until the patient has actually received at least one treatment at your facility. Admitting a patient prior to their actual treatment may inadvertently affect the patient’s admit status at their existing facility and corrupt CROWNWeb data.
When admitting an existing patient (transferring in), CROWNWeb uses six identifiers to verify the patient’s identity:
These six identifiers help determine if the patient data entered is similar to an existing record (known as a “Near Match”), or if the information matches what is already in CROWNWeb (known as an Exact Match).
Below are instructions on how users can admit the following existing patients:
Near Match: In Scope
Near Match In-Scope indicates that the patient who you are attempting to admit to your facility already exists at another facility within your scope, but at least one of the six identifiers does not match. If CROWNWeb finds an In-Scope Near Match, a Possible Duplicate Patients screen displays. Review the information on screen to determine the error. Make the necessary corrections to ensure that the data matches the information in CROWNWeb to complete the admission.
If near matches are found out of the user’s scope, the system displays a message informing the user to contact his/her ESRD Network for further assistance in determining what data is causing the near match.
To admit an In-Scope Near Match patient :
Out of Scope Near Match
Near Match Out-of-Scope indicates that the patient exists at a facility that is outside of your scope, and at least one of the six identifiers does not match. If CROWNWeb finds an Out-of-Scope Near Match, a Possible Duplicate Patients screen displays with instructions to contact the ESRD Network for assistance. Contact your ESRD Network to determine what is causing the near match.
To admit an Out-of-Scope Near Match patient:
An Exact Match indicates that the identifiers entered during the admission process are the same as what currently exists in CROWNWeb. Users can admit Exact Match patients at a facility-level without the assistance of their ESRD Network. It does not matter if the patient is in or out of the user’s scope, the user can admit the patient as long as the identifiers are identical.
If the user finds an exact match for the patient outside the user’s scope, the user is presented with the Patient Admission Confirmation dialog screen. The user must click the Accept button to continue with the admission. If the user refuses to obtain scope over the patient he/she can click the Cancel button, the system cancels the admission.
To admit an Exact Match patient:
If the user finds an exact match for the patient outside the user’s scope, the user is presented with the Patient Admission Confirmation dialog screen. Click Accept to continue with the admission process.
To ensure the patient record is as accurate as possible, users should apply any necessary changes to the patient's attribute data, prior to clicking Submit.
Admitting a Transient Patient:
In CROWNWeb, a patient can only be assigned to one facility at a time. Any admission to a facility for a short duration requires the user to indicate the patient is transient. A transient patient is one who is expected to be managed by the facility for 30 days or less or 13 treatments or less. Facilities are required to admit all transient patients to their facility. When admitting a transient patient, users must enter the transient reason, and can provide the transient address and phone number.
To admit a transient patient:
If a patient is admitted to a facility as a transient, CROWNWeb will hold the patient's records at both the home and the transient facility. Once the patient returns to his/her home facility the transient facility should discharge the patient. If the patient decides to stay at the transient facility as a permanent transfer in, the previous home facility should process a discharge with Transfer as the Discharge Reason and the transient facility should then change the transient status from Yes to No.