Enter Indigenous Self Identification
Enter Other Demographics
Enter GP/NP
Organization Search Procedure
Enter Languages
Enter Unregistered Contacts
Enter Allergies
Enter Funding and Income Sources
Complete all of the required search steps. Once you have exhausted all search steps, click within the Person Search window. The New Registration form displays the Details section.
New Registration
IMPORTANT!
- Only use the New Registration form to “create” new clients. DO NOT use the New Registration form to update client information. Updates to client demographics should be done in Central Index.
- Do NOT register a person if you do not know their name. See Central Index guidelines on PARIS website.
- See more Best Practice Tips
- To review client registration basics, refer to the Health Information Management produced VCH PARIS Client Identity Basics refresher available on the Learning Hub.
Ensure you have exhausted all search steps before creating a new person in PARIS.
- Enter as much demographic detail as possible to make the person unique. This will help to prevent duplicate creation.
Enter Details
Name: Enter person’s legal Last and First Name in appropriate fields
- DO NOT use unknown in the last name field
- Enter person’s Middle Name (if available)
Preferred Name: Enter preferred name if applicable
- If the person has known aliases or different ways of spelling their name(s), create an appropriate aliases in the Names section of Central Index
Birth Date: (dd/mm/yyyy), if DOB is unknown enter 01/01/1900 (note: prior to June 13, 2016 01/01/0101 was used)
Gender: Select appropriate gender from picklist
Address: For Canadian addresses always use Address Search to find the correct address.
- Always enter the primary, permanent residence in this field. Click Current box (If the person is residing at a Temporary residence, add it in Addresses section)
If you wait to save, the record may corrupt.
Household: Press F4 or click on in the Household field
Long-Term Care History: Press F4 in Long-Term Hx field
House Type: Press F4, select appropriate House Type from picklist
Click Save after completing the mandatory fields. If you don’t, your record may corrupt. After saving continue completing the New Registration form. PARIS automatically assigns a PARIS ID to a new person. PARIS ID appears next to the person’s name in the Client Banner.
Enter Indigenous Self Identification
1. Ask the client if they wish to identify as Indigenous, noting that the Person’s response is completely voluntary
2. If the person answers YES, proceed to ask if they identify as First Nations, Metis, and or Inuit. You may tick all that apply
Enter Other Demographics
Home phone: Prefix = Area Code, Suffix = number. Enter a tick mark for Primary contact number
- If client has a cell, tab to the Cell field and complete sections as above
- If numbers other than Home or Cell are required, enter information in Contact Details grid further down page
PHN: Enter PHN if known. Make every effort to obtain a PHN
Marital Status: Feeds forward into some assessments and should be completed for MH and AOA
Ethnicity and Religion: Should only be completed if they’re an MRR or required for care
- After saving, Home & Cell will display in Contact Details grid
Enter GP/NP
GP Field: If GP/NP is known, enter GP/NP using GP search screen. Enter the practitioners last name in the Last Name field, remembering to put an asterisk (*) after the providers last name to include specialists. Select the correct physician in the Search Results. Some physicians will appear in the list more than once because they work in multiple clinics. Select the clinic where the client sees this physician. GP/NP Location, GP/NP Address, and GP/NP Telephone will auto-populate.
Search organization by Name, Code, Address, or partial address
- Enter any additional Organizations, enter additional Organizations in External Agencies / Other Professionals grid
Organization Search Procedure
-
Partial Name search: If you know a word an agency starts with, enter the word followed by a * (e.g. byron*) then press Ctrl+S
- If only one word in the agency name is known, enter the word with an * on either side (e.g. *home*) then press Ctrl+S
- Code: If agency code is known, enter it in Code field & search
- Address: If agency address is known, enter into Address field, press Ctrl+S
- Partial Address: You can search by partial address by entering a * on both sides of partial address (e.g. *Granville*) then press Ctrl+S
Any combination of above search parameters can be used such as:
- Partial address with partial name or
- Partial code with partial name and so on
Remember: When using only part of the agency name, you must use asterisks either before, after or before and after the text. E.g. *home*
- You can also use the Type & Find In field to navigate the picklist
- If you need to enter more than 2 Organizations, enter additional Organizations in External Agencies / Other Professionals grid
Enter Languages
Language & Communication: Use Languages & Communication grid to enter additional language(s)
Enter Unregistered Contacts
1. Click Insert a row to enter non-family, other non-VC professionals
Complete as necessary
Enter Allergies
Entered allergies display in the Client Banner with the date the allergy was entered or modified. An Allergy indicator also displays in the Client Banner. See the Add Allergies article for steps.
Tick 'YES' or 'NO' depending on Veteran Status
Enter Funding and Income Sources
1. Click Insert a row to enter information about additional funding
Complete as necessary
NOTE: Click Save after completing the mandatory fields. If you don’t your record may corrupt. After saving continue completing the New Registration form.