2-1 PATIENT TRACKING (MODEL)
I.
POLICY
In the event of an influx of multiple casualties with the potential to overwhelm normal
operations, the hospital may implement its disaster patient-tracking process. This tracking
system will ensure that all patients may be readily located within the hospital, or, if
transferred, at the alternate care site(s). The Patient Tracking Manager will receive all
information about patient movement and be the resource for patient location. Patients who
have presented for emergency care during a disaster/emergency will be documented as
described in the following procedural steps.
II.
PROCEDURE
A.
Triage Tag
1.
All patients arriving during a disaster will be identified at the Triage Area
using a Triage Tag. The Personal Property Tag section will be attached to the
bag containing patient valuables.
2.
The Triage Tag number will serve as the patient identifier throughout the triage
and initial treatment processes.
3.
Unresponsive or expired patients will have 2 photos taken in the Triage Area,
which will be labeled with the Triage Tag number.
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4.
B.
C.
Patient Registration will assign a hospital patient number for medical records
and billing purposes when time allows.
Patient Chart
1.
Upon triage, Patient Registration will complete appropriate forms and place an
armband on the patient with the name, Triage Tag number, and birth date of
the patient.
2.
The patient chart will be sent with patient to designated treatment area
Patient Tracking Manager
1.
The Patient Tracking Manager is assigned to maintain a current list of the
locations of patients at all times within the hospital’s patient care system.
2.
The Patient Tracking Manager will track patient arrival, location, and
disposition on the Disaster Victim/Patient Tracking Form (see below). This
manager works closely with the following individuals in coordinating and
recording admissions, transfers, and discharges:
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May 2008
One photo will be taped to the patient chart.
A second photo will be sent to the Patient Tracking Manager.
Medical Care Branch Director
Casualty Care Unit Leader
Inpatient Unit Leader
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Patient Registration Unit Leader
Public Information Officer
Liaison Officer
2-1  Patient Tracking (Model)  Page 1 of 2
Note: After the “All Clear” is announced, all patient tracking documents will be sent to the
Hospital Command Center (HCC); nothing is destroyed.
Hospital Incident Command System Forms to be Used
No.
Name
Responsible for
Completion
Purpose
213
Incident Message Form
All Positions
Provide standardized method for
recording messages received by phone
or radio.
254
Disaster Victim/Patient
Tracking Form
Situation Unit Leader or, if
designated, Patient
Tracking Manager
Account of victims of identified event
seeking medical attention. To be
completed and routed hourly and at the
end of each operational period, upon
arrival of the first patient and until the
disposition of the last.
259
Hospital Casualty/Fatality
Report
Patient Tracking Manager
Document the number of injuries and
fatalities. To be completed prior to
briefing in the next operational period.
Attachments:
A. HICS Form 213, Incident Message Form
B. HICS Form 254, Disaster Victim/Patient Tracking Form
C. HICS Form 259, Hospital Casualty/Fatality Report
D. Triage Tag
May 2008
2-1  Patient Tracking (Model)  Page 2 of 2