Resource Centre - Advanced Search

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The Advanced Search narrows patient search results using a combination of unique identifiers and returns results faster than a simple search. This is especially helpful when searching for a patient with a common name.

Like the Simple Search, the advanced search has the Search Scope filter which is helpful if you only want to perform the search for patients based on your CPSO number.

Completing an Advanced Search

To locate a patient using Advanced Search:

1. Click the Advanced Search option located in the toolbar at the top of the screen.

Image showing where the advanced search option is located in the toolbar

2. From the Advanced Search window you can use multiple search options to provide you with a specific range of results. 

A tip icon NOTE: The Source is a mandatory field. The Source drop down list will include multiple hospitals that may have multiple associated facilities.

Image where the source option is located on the advanced search tab

3. Text boxes, drop downs, and calendar options are available to enter the patient information you want to search by. Once you have entered your search information click the Search button. 

4. Search results appear in a list below the Advanced Search header. Search results appear in a list below the Advanced Search header. To access the patient record, click the patient information row. 

Image of the advanced search results

a tip icon TIP: If there are no results returned when doing an Advanced Search, this may indicate that one or more of the search fields contain incorrect information, and you should check the search criteria entered before searching again.

 

Advanced Search Options 

When using the Advanced Search, keep in mind the following Advanced Search options and restrictions:

Search Option Description

Source and Facility

The Source dropdown list includes hospitals and Home and Community Care that can have several associated facilities.  

After you select a Source, use the Facilities dropdown list to drill down on a specific facility you want to use in your search. The All option is available in the Facilities dropdown to search through all facilities in the selected source hospital. 

Last Name and First Name

When using the first and last name search option keep in mind the following:

  • Requires at least an entry in the Last Name field. 
  • At least two characters of the patient’s last name are required.
  • A patient’s maiden name or other name(s) are also considered in the search and may appear in the results if applicable.

a tip icon Search results may not always match the name entered in the first and last name fields. For example: if Mary Smith (the patient’s maiden name) was entered, Mary Jones (the patient’s current name) will be displayed in the results.

Medical Record Number (MRN)

The maximum length for an MRN search is 15 characters. 

Account Number

Account numbers are typically assigned to acute care encounters and are different for each individual patient encounter. Account numbers can be used to narrow down the search to a specific patient encounter at the selected facility.  

Health Card Number (HCN)

The maximum length for a HCN search is 10 characters.

Encounter Date

The Encounter Date can be entered if you are sure you know the specific date the patient visit occurred in the acute care facility. Encounters dates may not be used across all contributing source systems.

Date of Birth

Enter the Date of Birth using the dd/mm/yyyy format.

Image of the date of birth option for the advanced search

Gender

Image of the gender option for advanced search

The gender field can be used along with other search criteria such as the name fields to narrow down the search results.  

Encounter Date Type

You can include the type of patient encounter to narrow down your results. Encounter types include: 

  • Admit (patient currently admitted into a acute care bed)
  • ER (Emergency Department visits)
  • Service
  • Discharge (patient is discharged from acute care)

Search Scope

If you have an associated College of Physicians and Surgeons of Ontario (CPSO) number you can limit or expand your patient search results to only search My Patients(default), My Group Patients or All Patients. Narrowing your search scope to just My Patients or My Group Patients will only search for patients on your census list and return faster search results. If after performing an initial search and your patient is not found, you can use the drop down in the Search Scope box to expand the search to All Patients and search again to find the patient’s record you’re looking for.

Advanced Search Preferences

Preferences are used to customize how you want to view information presented in the Advanced Search results to suit your clinical viewing needs. Preferences need only be set once, and can be easily be updated anytime as your clinical needs change.

Advanced Search has its own set of preferences that can be accessed and configured by clicking the Preferences button Preferences button in the Advanced Search results header (after you’ve completed an Advanced Search) or through your Global Preferences. 

NOTE: Both Advanced Search and Simple Search are grouped under the Search section in the Global Preferences. Changes made will apply to both search features.

Image of the advanced search preferences tab

After updating your preference settings, click the Apply button Apply button to save your changes.

The following table provides a summary of all available preference settings:

Preference Description

Source and Facility Preferences

The Source dropdown list includes multiple hospitals that can have several associated facilities. After you select a Source, use the Facilities dropdown list to drill down on a specific facility you want to use to filter your census list. 

The All option is available in the Facilities dropdown to search through all facilities in the selected source hospital.

Search Scope

Image of the search scope options for advanced search preference settings

If you have an associated College of Physicians and Surgeons of Ontario (CPSO) number you can limit or expand your patient search results to only search My Patients (default), My Group Patients or All Patients.

Sort By

Image of the sort by options for advanced search preferences

Allows you to set which column you want your results to be sorted by.

Sort Direction

Image of the sort direction options for advanced search preferences

After setting the Sort By column, you can select to sort the data in Ascending or Descending order. 

a tip icon If the Sort By column uses a date (numeric) field, selecting Descending order will display the most recent rows of data at the top of the list view. 

a tip icon If the contents of the Sort By column uses characters A through Z, setting the Sort Direction to Ascending will order the list view alphabetically from A to Z. Setting the Sort Direction to Descending will order the list view from Z to A.

PDF Export Orientation

Allows you to configure the PDF page orientation when exporting data. Options include Portrait or Landscape orientation.