Tools for Registration

1. Tools for Registration Reporting Race, Ethnicity and Language: A Guide to Helping Patients

2. STOP Before you continue… PLEASE remember that it is very important to ask ALL patients. No Assumptions!

3. Introduction This will make your job easier and will make the data we collect better! Several studies have shown that a brief introduction before asking the questions makes patients more comfortable.

4. Introduction The Introduction should tell patients: We are collecting race and ethnicity data from all patients We need this information to know more about your culture and language to improve the care that we give to all patients This information will be kept private and only be used to meet the needs of all patients we serve

5. Introduction We are now collecting race and ethnicity information from all of our patients to help us know them better. We can learn more about the communities we serve if we know your race and ethnicity. We can meet the needs of all patients if we know more about race, ethnicity, language and culture.

6. If a patient asks “Why?” We are collecting this information from all patients. This will help us to see differences in health among different populations. We can reduce those differences by making sure that all patients receive the same quality of care.

7. If a patient asks “Why?” There are new state regulations requiring hospitals in Massachusetts to collect this information. This information will only be used to better meet the needs of our patients. We will not share this information with immigration.

8. If a patient asks about Privacy Your privacy is protected. Individual Hospital Privacy Statement Here

9. If a patient asks“What is Ethnicity?” Ethnicity refers to your background, heritage, culture, ancestry or sometimes the country where you were born. You can tell me more than one. For example, please let us know if you are Haitian, Vietnamese, Brazilian, etc. Record Patient’s Response

10. If the patient responds “I’m Multiethnic” We can record as many categories as you need to describe yourself. Please tell me all of your ethnicities. Record Patient’s Response

11. If the patient cannot describe their ethnicity Give examples! For ethnicity, please let us know if you are Haitian, Vietnamese, Brazilian, etc. You can tell me in your own words and I will record your response. Record Patient’s Response If category not found, use Free Text!

12. If a patient asks “What is meant by Hispanic, Latino or Spanish?” A person is Hispanic, Latino or Spanish if they or their family come from a country in Latin America or another Spanish-speaking country. Record Patient’s Yes or No Response If the response is some, partly, half, or a little, please enter Yes. If a patient declines, enter No.

13. If a patient asks“What is Race?” Race is the group or groups that you identify with as having similar physical characteristics or similar social and geographic origins.You can tell me more than one. For example, please let us know if you are Asian, Black, White, etc. Record Patient’s Response

14. If the patient responds “I’m Multiracial” We can record as many categories as you need to describe yourself. Please tell me all of your races. Record Patient’s Response

15. If the patient cannot describe their race Give examples! For race, please let us know if you are Asian, Black, White, etc. You can tell me in your own words and I will record your response. Record Patient’s Response If category not found, use Free Text!

16. Asking about Language What is the primary language spoken in your home? In what language do you prefer to discuss health-related concerns? In what language do you prefer to read health-related materials? Have you requested an interpreter if one is needed?

17. Asking about Language Have you requested an interpreter if one is needed? REMEMBER Enter Hospital Protocol for requesting an interpreter here!

18. If the patient thinks the answers are obvious I understand that you may think that the answers are obvious. I have to ask every patient. It is really important that we record your response. Record Patient’s Response

19. If the patient refuses I understand that these questions may be a little sensitive. We are required to ask all patients. This information will be kept private and will only be used to improve the care we provide to all patients. Record Patient’s Response

20. If the patient still refuses That is okay. You have the right to not answer these questions. Record Patient’s Response as Other Declined? Unknown?

21. If the patient gets upset I will call my manager.

22. If the patient wants more information Here is a pamphlet explaining more about why we are collecting this information and how it can be used to better meet the needs of communities we serve.

23. THANK YOU! Your help with collecting this information is really important. Thank you for all that you do for the hospital and our patients. Obrigada Merci Gracias Mesi

24. This tool, “Reporting Race, Ethnicity and Language: A Guide to Helping Patients” was developed by the Cambridge Health Alliance in collaboration with: MA Department of Public Health Boston Public Health Commission MA Division of Health Care Finance and Policy MGH Disparities Solution Center MA Hospital Association www.challiance.org