Registration, Insurance, Billing and EHR Entry

Patient Registration and Identifier Verification

Patient registration forms the operational foundation for all clinical care and administrative processing. During registration, staff must obtain the patient's full legal name and date of birth. Registration staff also confirm vital contact information, including the patient's residential address and telephone number, according to facility policy. Additionally, emergency contact information is routinely recorded during this initial intake process. A unique Medical Record Number (MRN) is assigned to each individual to link all clinical records, orders, and diagnostic results within an institution. Accurately identifying the ordering provider on the laboratory order is mandatory, and the primary care provider is recorded when applicable.

To ensure patient safety, phlebotomists must always verify identity using at least two patient identifiers before performing any specimen collection. When facility policy requires it, phlebotomists must also check government-issued or institutional photo identification. Confirming these details directly with the patient prevents serious diagnostic errors. An everyday example of this verification is presenting identification at a bank: just as a teller checks both your name and account number before releasing funds, a phlebotomist checks two distinct identifiers to ensure the correct person receives the correct laboratory procedure.

Incomplete or mismatched registration data can lead to serious consequences, including specimen misidentification or billing rejections from insurance payers. If any discrepancy appears between the requisition, the electronic order, the patient's identification card, or the wristband, the phlebotomist must not proceed with collection. Instead, resolve all discrepancies in patient identifiers before drawing blood, involving a nurse or supervisor as needed to correct the information.