36C77619R0003-0003007.docx

OVERRIDE (OVR) GUIDELINES

Disclaimer: This document provides general information and instructions for using the OVR action or OVR Task within the Identity Management Toolkit (IdM TK). These guidelines do not address every possible OVR scenario. Use of the OVR will be in accordance with VHA Directive 1906 Data Quality Requirements for Healthcare Identity Management and Master Veteran Index Functions, which provides specific guidelines for data entry. VHA Directive 1906 and Identity Management Fact Sheet Identity Trait Changes (issued May 2018) will always be used in conjunction with the OVR.

1. General Information:

A. The OVR action/Task is used by the Healthcare Identity Management (HC IdM) Team to edit and/or lock down the identity (ID) trait fields after a thorough investigation. ID traits will be locked down using the below Authority Scores (AS) based on the source/verification method. Other names/Social Security Numbers (SSN) used by the person will be added, edited, or deleted using the Alias option unless the person is under the Witness Protection Program or Domestic Violence.

Social Security Administration (SSA) is the highest authoritative source and takes precedence over other verification sources. However, recent information indicates SSA has not always required the use of legal names and our SSA display does not contain fields for full middle name or suffix; therefore, we are to retain what appears to be the most correct full name whenever possible.

Mother’s Maiden Name (MMN) and/or Place of Birth (POB) if proper documentation is received that provides a verified MMN or POB (example: Birth/Death Certificate, Marriage license/certificate) – OR – Site Documentation for Corrections & Verification purposes ONLY – DD-214 (Certificate of Release or Discharge from Active Duty), Enrollment Form, or other forms completed by the person and contained in their record – OR – Document in VBMS submitted by the person – OR – Site has a full middle name beginning with the verified initial – OR – Verbal confirmation has been received from site for employee record (does not include SSN) Note: Do NOT use an AS of 950 unless ID trait data is received as stated above or noted in this guideline.

(The AS for the above types of documentation was formerly 775. It was changed to 950 on 06/08/2017 per the HC IdM Program Manager and SMEs.)

Identity traits that cannot be verified should retain the original AS.

B. Additional Authority Scores can be entered by other groups or auto-assigned based on the source, such as IP tasks. Listed below are those scores and why they were assigned to the data fields.

DATA FIELDS AVAILABLE FOR OVR ACTION:

2. OVR Data Entry Reference Guide:

Surname Verified by SSA, VBA, or legal/site documentation.

(See the FAQ section for instructions on restoring names which were edited by VBA updates.)

First name Verified by SSA, VBA or legal/site documentation. First initials are not locked down unless the person’s verified legal name only includes a first initial rather than a full first name.

(See the FAQ section for instructions on restoring names which were edited by VBA updates.)

Middle name Verified by VBA or legal/site documentation – OR – full middle name begins with the verified initial – OR – Accurint unexpired driver’s license has a full middle name that begins with the verified initial. For example, “E” can be edited to “Edward.” Middle initials are not locked down unless the person’s verified legal name only includes a middle initial rather than a full middle name.

A middle initial may be added to the record if provided in the MN field in the full screen SSA and no information is discovered that shows this middle initial is incorrect or has been removed in the past. Do not add an Authority Score in these circumstances.

(See the FAQ section for instructions on restoring names which were edited by VBA updates.)

Prefix ES, VBA and other groups use the Prefix in communication with the patients. As long as a VistA site is not asking for removal of a prefix and the prefix is appropriate for the birth sex, do not remove it and/or do not add an AS to it. If a VistA site does ask for it to be removed because it is causing a problem, inquire about the problem, then contact the SME group for guidance.

Suffix Verified by VBA or legal/site documentation.

(See the FAQ section for instructions on restoring names which were edited by VBA updates.)

SSN

Verified by SSA or legal/site documentation.

SSN Verification Status Verified by SSA or legal/site documentation.

DOB

Verified by SSA, VBA, or legal/site documentation.

MBI

If provided by site.

MMN

If provided by site or listed on Birth/Death Certificate, Marriage license/certificate. If there are discrepancies identified, ask site for verification. Mother’s Maiden Name can be obtained from the Birth Certificate via EVVE.

DOD*

VistA sites will be responsible for entering the Date of Death. The DET Team will be responsible for removing and validating these dates.

Birth Sex Verified by SSA, VBA, or legal/site documentation. Refer to Identity Management Fact Sheet Identity Trait Changes (issued May 2018) for information regarding transgender change requirements.

POB City If provided by site or listed on Birth/Death Certificate, Marriage license/certificate. Note, at this time, the POB City field is not synchronized from the MVI Primary View (PV) to treating facilities/correlations. If circumstances require the POB City to be updated at the treating facilities/correlations, each facility will need to be notified.

POB State If provided by site or listed on Birth/Death Certificate, Marriage license/certificate. Note, at this time, the POB State field is not synchronized from the MVI PV to treating facilities/correlations. If circumstances require the POB State to be updated at the treating facilities/correlations, each facility will need to be notified.

ID State Valid person records should have a Permanent ID State, except for records undergoing an ID Theft investigation or test persons. HC IdM can grant an exception, when requested, for test person records to appear as “real” person records. Test person records should have a Temporary ID State unless HC IdM is preparing to link them for testing purposes. Once linked, the remaining test person record needs to be reassigned from a Permanent ID State to a Temporary ID State.

ID Theft See Identity Theft Guidelines.

3. Frequently Asked Questions (FAQ’s):

Q: What format is used when locking down hyphenated or foreign names?

A: The most accurate way to enter Spanish last names is Father’s Last Name-Mother’s Maiden Name. For more information on other foreign names and countries, please see Appendix A of VHA Directive 1906 and related documentation within the Name folder of the HC IdM Share Drive.

Q: Should I lock down the middle initial if I cannot locate a full middle name?

A: No, middle initials should not be locked down unless you have verified that the person’s legal name included only a middle initial rather than a full middle name. This is because the MVI Business Rules currently only allow a full middle name to overwrite a middle initial when it has not already been locked down by HC IdM. In an effort to obtain as much complete information as possible, we do not want to prevent sites from being able to update a middle initial with a full middle name.

Q: When should I lock down a full middle name?

A: As long as there are no significant differences, it is appropriate to lock down a full middle name if you can obtain it from documentation, your verification sources or the full middle name begins with the verified initial.

Q: What are the requirements to remove a full middle name?

A: The request to remove a name is not processed the same as a request to change a name. An official name change court order is required for removal of a middle name. However, in cases where the person claims to never have had a middle name, a Birth Certificate is required for removal.

Q: What if a name was changed or edited by a VBA update?

A: Name changes due to VBA updates are an exception to our normal policy. If a TK request or Person Verification Task is submitted to change a name back to a name formerly on the record (prior to the VBA update), the change/correction can be made without documentation. Carol Turner said if a primary name was on a record in the past and it cannot be ruled out, it is okay to place it back in the primary name field or the alias name field. (Taken from 04/06/2017 team call minutes)

Q: How should a person’s name or alias name be truncated (shortened) to the 30 character limit?

Q: Should an Alias Name be added to a record if the person is under the Witness Protection Program or Domestic Violence victim?

A: A true Witness Protection and/or Domestic Violence case will have court documents. In these cases do not add any alias names.

Q: How do I lock down the SSN field for a person that has no SSN or is an illegal alien or prisoner?

A: A pseudo SSN should be assigned with the reason as “No SSN Assigned” with no AS if the person was never issued a SSN. If the person is a prisoner or is under a sharing agreement, the valid SSN should be verified and locked down, if available.

Q: Should I lock down the SSN field for a person for whom I am unable to verify the SSN?

A: If you are not able to verify a valid SSN the SSN field should not be locked down. If the SSN is determined to be invalid (e.g. belongs to another person, is a prison issued number, military number, etc.) and the person is not deceased, assign a Pseudo SSN and select “SSN Unknown/Follow-up Required” as the pseudo SSN reason with no AS. If the person is deceased, select pseudo SSN reason “No SSN Assigned” with no AS to prevent an automatic notification letter being sent to the family.

Q: How do I lock down the SSN field for a person that has local duplicate records at the site?

A: Lock down the merging “TO” record with the verified SSN and AS. The merging “FROM” record will be assigned a pseudo SSN with an AS of 1000 to prevent it from being overwritten prior to the merge. Always select “No SSN Assigned” as the pseudo SSN reason, for the duplicate record, to prevent an automatic notification letter being sent to the Veteran. Note: To lock down the “From” record that is already in a Deactivated state, go to Create Task, enter 17 digit Deactivated ICN, Create Task, and then select Primary View Override to create the OVR Task.

Q: When can I edit the birth sex field for a transgender/transsexual person?

A: Only edit the birth sex field when there is legal documentation (i.e., amended birth certificate or court order), passport, or a signed original statement on office letterhead from a licensed physician. Refer to the Identity Management Fact Sheet Identity Trait Changes (issued May 2018) for information regarding transgender change requirements.

Q: Can I lock down a field based on information found in Accurint?

Q: Should I lock down a null/blank field?

A: No, unless proper documentation supports that field should be null (for example a Birth Certificate verifying no middle name) or there are extenuating circumstances such as data keeps reverting back to past entries or the field originally had an AS assigned (see 9/1/2011 HC IdM Team Call meeting minutes).

08/17/2018 GC/KJW