Person Directory Quick Reference How to Update Demographic Data Who can validate identity?
Demographic Data Updates
Effective January 2010, PD users will no longer be
A member of the public can update their
able to modify the Alberta Health Preferred Name
demographic information using an online form or they may go to an authorized Registry Agent to request an update. A list of Registry Agents and current forms can be found on the Alberta Health public website: http://www.health.alberta.ca/AHCIP/registrationservices.html
Title, Last Name, First Name, Middle Name, Suffix, Gender and Date of Birth, once a person’s identity has been validated in the Ministry’s Central Stakeholder Registry (CSR). All identity validation of Alberta residents will be conducted by Alberta Health personnel or at authorized Alberta Registry Agent Offices.
IDENTITY VALIDATION
Who can update in PD? Permission Levels required: Admin 1, Admin 2, Clinical 8 or Clinical 10.
Individuals are required to provide proof before a change; update or correction will be made to their first, middle, or last name, date of birth or gender. Forms of Proof are:
What is included as demographic data in PD? View/Update Person provides access to the following demographic data categories:
Name and Person Details.
Address & Phone Numbers.
Eligibility (can only be viewed).
Additional Information:
Birth Certificate.
Marriage Certificate.
Legal Name Change Certificate.
Final Divorce Certificate.
Citizenship/ Immigration Status document.
Certified Copy of the Court Order for Name Change or Adoption Order.
Gender Change requires a letter from the
o
Alberta Person Health Card Requests.
attending physician, confirming the reassignment
o
Alternate IDs.
requested as part of the therapeutic protocol.
o
Merge Potential Duplicates.
o
Registration Validation.
o
Residency.
o
Secondary ULIs.
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of gender is complete and that a new card is
DATE OF DEATH VALIDATION The only validation functionality left for PD users will be the ability to validate a person’s Date of Death (DOD) based on verifying supporting documentation.
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How to Update Person Information
Document Type (validating documents are Certificate of Death, Medical Certificate of Death
UPDATE NAME AND PERSON DETAILS
and Registration of Death).
Log in to Alberta Netcare Portal > Access PD >
Issuing Authority (Alberta, BC, etc) from the validating document.
Search for the Person.
Effective Date or Expiry Date of the document.
UPDATE ADDRESS AND PHONE NUMBERS A number of persons may share the same residential mailing address and/or phone number. Ensure you only update the persons requiring a change to their demographic data. Update address information before updating phone information – in case more than one person is changing address. If you update an address a second time within a week, PD will display a warning. Address Types •
A
Civic Mailing Address is usually an urban
address.
Preferred Name From the View/ Update Person screen, click
edit to view all
•
update Preferred Name and Person Details or
A
Delivery Installation Address is used for rural
route address, post office box address, and
names to add other types of names, such as alias,
general delivery addresses. When a Delivery Site
legal or maiden name.
Address is used, a Physical Address is required. •
Date of Birth Details
A
Physical Address is collected when an Alberta
resident provides a PO Box or to collect a foreign
Once recorded and validated, the date cannot be
address under physical address and use the
changed again without additional validation
residential mailing address as a contact address
documents. To change the Date of Birth details:
in Canada.
Enter Date of Birth.
Select Document Type (validating document).
How to Edit Address Information
Enter Issuing Authority (Alberta, BC, etc.) from
From the View/Update Person screen:
the validating document.
Type Effective Date or Expiry Date of the document.
Click
edit to update Residential Address
information, OR
Click on
view all addresses and phone numbers
Date of Death Details
to add other types of addresses and/or phone
If a date of death has been recorded using validating documentation, Validated appears to the right of the
Note: This option can be used to update or add phone
date. If a date has been entered but not validated, Notified appears to the right of the date. Once
numbers. details without updating address information.
Make changes to the address information and
without additional validation documents. To change
phone information. When you are ready click Submit.
the Date of Dealth:
Note: See Page 3 and 4 for an explanation of the address
validated, this information cannot be changed again
Enter Date of Death.
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fields for Civic and Delivery.
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CIVIC MAILING ADDRESS
Field Explanations a.
The
would enter Millwoods here and Road under
Extra Address Information is optional data
Street Type. For a street or avenue number you
that a mailer wishes to include (title, floor,
would enter the number (32) here and select
department, etc.). It is always placed above the
Street or Avenue in the Street Type).
civic address. b.
A
Unit Number is placed before the civic number
f.
PARKWAY).
using an acceptable Unit Identifier (ex. Unit, c.
The
g.
building number). d.
When a
Civic Number Suffix is present, there is
no space when it is alpha (2002B), and there is one space when it is a fraction (123 1/2). e.
The
Street Name is the official name recognized
by each municipality and should not be translated (ex. Street is not Rue). Ensure street names are entered correctly (ex. For Millwoods Road you
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The
Street direction is spelled out (ex. North,
North West)
Civic Number is the official number assigned
to an address by the municipality (ex. 2002 is the
Street Type is provided by the municipality.
The Street Type is also the street name (ex. THE
with a hyphen between, OR after the street type, Suite, Apt 10).
The
City is the official municipality name.
h.
The
i.
Province defaults to Alberta (Country defaults to Canada).
j.
The
Postal Code (no space required).
This information is an excerpt from the Canada Post Website. Some information has been modified based PD business rules. Refer to the Canada Postal Guide > Addressing Guidelines for more information. http://www.canadapost.ca/tools/pg/manual.
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DELIVERY INSTALLATION ADDRESS
Field Explanations a.
The
Extra Address Information is optional data
that a mailer wishes to include (title, floor, department, etc). It is always placed above the civic address. b.
c.
A
Mode of Delivery plus Identifier – indicates the
d.
The City is the official municipality name.
e.
Province defaults to Alberta (Country defaults to Canada).
f.
The
Postal Code (no space required).
type of service offered, method of delivery for a
This information is an excerpt from the Canada Post
non-civic address such as Case Postal, General
Website. Some information has been modified based PD
Delivery, Mobile Route, Post Office Box, Rural
business rules. Refer to the Canada Postal Guide >
Route and Suburban Service.
Addressing Guidelines for more information.
Delivery Installation Type plus Station Identifier – indicates the type of Canada Post The
Delivery Station, such as Commercial Dealership Outlet, Community Mail Centre, Letter Carrier
http://www.canadapost.ca/tools/pg/manual
ELIGIBILITY (VIEW ONLY) Health Care Insurance Plan Coverage eligibility is
Depot, Post Office or Retail Post Office.
identified on View/Update Person or View Person
Note: This is an Optional field in PD.
authorized Alberta Registry Agent Offices may update
The
Delivery Installation Area is only required if
the area is different from the municipality.
screen. Only Alberta Health personnel or at Health Care Insurance Plan coverage. To request a new Alberta Personal Health Card – refer to Additional Information on Page 5 of this Quick Reference document.
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ADDITIONAL INFORMATION How to Update Additional Information Additional Information
Description
Alberta Personal Health Card
This links to a Request Alberta Personal Health Card screen. It displays the history of
Requests
requests. When you click on the Request Alberta Person Health Card button, a request is sent to Alberta Health for a card to be sent out to that person. This is only available when the person is eligible for Alberta Health Care Insurance.
Alternate IDs
Alternate IDs can be recorded for other Provincial or Territories Health Numbers, Canadian Forces Number, Treaty Number and Veteran Affairs. As of June 2011, if you are a Visitor to Alberta you would only see a list of Provincial and Territories Health Numbers. If you are a Federally Insured person, you would only see Canadian Forces, Treaty and Veteran Affairs types in the list.
Merge Potential Duplicates
Displays a request Merge of Potential Duplicates. This is actually requesting that 2 PHNs have been assigned to one person and you are requesting that these two PHNs are linked together - one PHN becomes the Primary PHN/ULI and the other becomes a
Secondary ULI. This ensures that any test results or medication information is still linked to that person. Registration Validation (view
This displays the status of a person’s AHCIP eligibility documentation.
only) Residency
The View/Update Residency screen provides a method of entering a person’s Alberta Entry Date and a Canada Entry Date. It also provides a method of adding Departure from Alberta with Destination Province/State and Destination Country.
Secondary ULIs
The Secondary ULI information will only display if there is a Secondary ULI which occurs when a merge (link) has occurred for this person. See Merge Potential Duplicates.
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