Pin Number & HIPAA

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Specializes in Neuroscience/Cardiac.

Hello, I am currently completing my FNP program and have to write a paper regarding a process I would like to change in my work environment. I was reading posts from a while ago where nurses were discussing the system where patients are given a pin number upon admission to the hospital. Patients would then be able to give out their pin number to people whom they authorize to receive info. When the person calls the nurse, then they have to provide the pin number in order to receive any kind of information about the patient. Well, I was wondering if anyone would be able to provide any info about how this system works in your facility? If anyone can send me linked policies and procedures that would be even more helpful! Thanks so much.

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Specializes in NICU, Post-partum.
Hello, I am currently completing my FNP program and have to write a paper regarding a process I would like to change in my work environment. I was reading posts from a while ago where nurses were discussing the system where patients are given a pin number upon admission to the hospital. Patients would then be able to give out their pin number to people whom they authorize to receive info. When the person calls the nurse, then they have to provide the pin number in order to receive any kind of information about the patient. Well, I was wondering if anyone would be able to provide any info about how this system works in your facility? If anyone can send me linked policies and procedures that would be even more helpful! Thanks so much.

Our facility doesn't permit public access to our policies, so I could not provide you with a link.

However, we have done away with a number system (was getting out of control of who had the number...authorized family members were giving it to unauthorized parties) and we have opted for a "designated" system where upon admission, the patient gives us the names of UP TO THREE people that may have medical information.

We will not provide information to any more than three people...period. So if Mom has 7 kids, too bad, she needs to pick which 3 kids she has that will give the information to the other 4.

The staff was spending too much time on the phone updating everyone and their mother that called.

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our P&P's are also private therefore couldn't send you the info, but basically how it works, is we give the patent a pin and they can give it to 3 people. Generally when anyone calls who can give the phone number can have the information. The number is typically the last 4 numbers of their billing number which is randomly generated number for their admission.

I previously worked in an ICU where there was 1 (ONE) contact person for the patient and when anyone would call in we would direct their inquerys to taht one person, IE they'd agree to it knowing we'd be giving their phone number to friends and family that would call in, and would be ok with that.

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Specializes in Neuroscience/Cardiac.

Thanks for your replies! Totally spaced on the P&P's being private, so definitely disregard that!

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Just an FYI (truly not meaning to be snarky) "PIN number" is redundant. PIN stands for Personal Identification Number. No need to say "number" again. People do it a lot with "ATM machine" as well. The M already stands for machine. :D

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Specializes in Neuroscience/Cardiac.

lol thanks, didn't even think about that.

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Specializes in ER, ICU.

We use this exact system and it works, although family frequently get ticked off when they don't have it. We actually take the last 4 digits of their hospital number so anyone can look at the chart and verify the number. A few months ago a patient's husband called and when I asked for it he said "if one more person asks me for that number I'm coming down there with a shotgun". Needless to say the police educated him that that wasn't a smart thing to say.

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Specializes in Ortho, Neuro, Detox, Tele.

we do the same last 4 digits of their acct or record number, but we usually ask the nurse who has the patient to talk to family/etc. Has caused headaches, but I often have to just be firm and polite. If I have the chance, I'll run down, ask the patient "hey, mr x, sue y is on the phone, is it ok if I talk to her about your care?" and then go back(but that is a VERY rare day)

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Specializes in ICU, ER, EP,.

While I can't provide you the policy, as others have stated.. its a very simple form that WITH the patients permission has the las 4 digits of the account number, the one that changes with each admit... we make a copy and give it out to the primary designated person in the room.

problems we've encountered;

1. common law spouses not recognized by my state

2. The non responsive intubated patient with one person at the bedside handing out contact numbers... do you give a pin? But they say there is no family... and then they start calling after you've released info or worse gotten consents.

3. the dysfunctional family that thinks you will check ID's and make a list of who can come...I"m not the visitation police and I don't ID anyone with a pin #... shame on you all for giving it out after I told you not to.

4. You all are a mess now with your mucked up family dynamics with 4 divorces and remarriages through ya and no one likes anyone... well only next of kin gets info and the pin is now void.

5. idiots that don't understand the pin and work folks are given updates that tick off family.

6. You come in claiming your the daughter, the family hates you and refuses you the pin and now you can only stare at your loved one as I'm left telling you to speak to the crazy family that you couldn't speak to... to begin with.... and yes we'll need your consent later to with draw life support and never ever ask you for any ID.

7. We pull life support with out any proof of ID and checking that these people are whom they say they are.... and we're all doing it... and management thinks I'm nuts because I want to change the policy to have someone verify the ID before I pull life support and let someone die.

8. Apparently I'm the crazy one, so you shouldn't take notes on my suggestions as management suggests.

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We do not accept phone calls of any kind in our ICU... we do not have a system in place to handle the HIPPA related to it. I will not give an ounce of info over the phone except condition status (stable, unstable etc) and even then they go thru the operator. There is some talk of getting the PIN system for the hospital but its just not pausible for us to use it in the ICU... we have no secretary, no aides.... just us RNs. If we had to stop every 2 seconds to talk to family members on the phone it would take away from patient care. I would not be opposed to authorizing ONE or TWO pt representative to be allowed access to our phone, although they would have to go thru the operator as if they had our ext they could give it out... but I could live with that but can not live with everyone and their uncle calling in... Live in a small town so everyone knows everyone and everyone is "concerned"...

The first hospital I worked for did have the PIN system and we used the last 4 of the FIN as their pin so that it would be different for every pt... didn't seemed to be abused too much on a regular floor

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