HL7 Electronic Health Record System Functional Model, Release 2.1.1
2.1.1 - Normative

HL7 Electronic Health Record System Functional Model, Release 2.1.1, published by HL7 International / Electronic Health Records. This guide is not an authorized publication; it is the continuous build for version 2.1.1 built by the FHIR (HL7® FHIR® Standard) CI Build. This version is based on the current content of https://github.com/HL7/ehrsfm-ig/ and changes regularly. See the Directory of published versions

## : CPS.1.2 Manage Patient Demographics (Function)

Page standards status: Normative

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    <Requirements xmlns="http://hl7.org/fhir">
      <id value="EHRSFMR2-CPS.1.2"/>
      <meta>
        <profile
                 value="http://hl7.org/ehrs/uv/ehrsfmr2/StructureDefinition/FMFunction"/>
      </meta>
      <language value="en"/>
      <text>
        <status value="extensions"/>
        <div xml:lang="en" xmlns="http://www.w3.org/1999/xhtml" lang="en">

        <div id="description"><b>Description <a href="https://hl7.org/fhir/versions.html#std-process" title="Informative Content" class="informative-flag">I</a>:</b> <div><p>Demographic information (including names, addresses, phone numbers, email addresses, date of birth, gender, race, and ethnicity) must be managed to support unique patient identification, reporting, care provision requirements. Patient Demographic information may also include information about the patient's contacts, methods of contact (e.g., email or telephone), and modes of contact (e.g., call secretary during the day, send text message on the weekend). Patient demographic data are captured and maintained as discrete fields and may be enumerated, numeric, or codified according to scope of practice, organizational policy, and/or jurisdictional law. Key patient identifiers (i.e., name and primary patient record identifier) often appear on patient information output (e.g., rendering of a patient's record). Patients may have multiple, and/or compound names, sometimes employing accent marks or special characters. To help parse patient names, discete fields are often used.</p>
    <p>Example(s):
    For example, &quot;Mary Jane Sue Smith&quot; may be parsed as: First-name: “Mary Jane&quot;, Middle-name: ”Sue&quot;, Last-name: “Smith&quot;. Some jurisdictions may specify the capture and reporting of key patient demographic information (e.g., the &quot;Meaningful Use, Stage 2&quot; information requirements in the USA).</p>
    </div></div>

        <div id="requirements"><b>Criteria <a href="https://hl7.org/fhir/versions.html#std-process" title="Normative Content" class="normative-flag">N</a>:</b></div>

        <table id="statements" class="grid dict">

            <tr>
                <td style="padding-left: 4px;">
                CPS.1.2#01
                </td>
                <td style="padding-left: 4px;">
                SHALL

                </td>
                <td style="padding-left: 4px;" class="requirement">
                    <div><p>The system SHALL provide the ability to capture demographic information as discrete data as part of the patient record.</p>
    </div>

                </td>
            </tr>

            <tr>
                <td style="padding-left: 4px;">
                CPS.1.2#02
                </td>
                <td style="padding-left: 4px;">
                SHALL

                </td>
                <td style="padding-left: 4px;" class="requirement">
                    <div><p>The system SHALL provide the ability to maintain demographic information as discrete data as part of the patient record.</p>
    </div>

                </td>
            </tr>

            <tr>
                <td style="padding-left: 4px;">
                CPS.1.2#03
                </td>
                <td style="padding-left: 4px;">
                SHALL

                </td>
                <td style="padding-left: 4px;" class="requirement">
                    <div><p>The system SHALL provide the ability to render demographic information as discrete data as part of the patient record.</p>
    </div>

                </td>
            </tr>

            <tr>
                <td style="padding-left: 4px;">
                CPS.1.2#04
                </td>
                <td style="padding-left: 4px;">
                SHALL

                </td>
                <td style="padding-left: 4px;" class="requirement">
                    <div><p>The system SHALL provide the ability to manage historic information for demographic data including prior names, addresses, phone numbers and email addresses.</p>
    </div>

                </td>
            </tr>

            <tr>
                <td style="padding-left: 4px;">
                CPS.1.2#05
                </td>
                <td style="padding-left: 4px;">
                SHALL

                    <span style="border-radius: 999px;margin: 2px 2px;font-size: 10px;display: inline-block;padding: 3px 5px;letter-spacing: 0.5px;line-height: 1;white-space: nowrap;background-color: #e5f5e5;color: #388e3c;border: 1px solid #a2d1a2;">dependent</span>

                </td>
                <td style="padding-left: 4px;" class="requirement">
                    <div><p>The system SHALL render a set of patient identifying information at each interaction with the patient record, according to scope of practice, organizational policy, and/or jurisdictional law (e.g., a certain realm may require that the patient's picture appear on every screen that is used during a provider's face-to-face interactions with the patient).</p>
    </div>

                </td>
            </tr>

            <tr>
                <td style="padding-left: 4px;">
                CPS.1.2#06
                </td>
                <td style="padding-left: 4px;">
                MAY

                </td>
                <td style="padding-left: 4px;" class="requirement">
                    <div><p>The system MAY store the demographic information (and other meaningful individual identifiers) separately from clinical data for identity protection purposes.</p>
    </div>

                </td>
            </tr>

            <tr>
                <td style="padding-left: 4px;">
                CPS.1.2#07
                </td>
                <td style="padding-left: 4px;">
                SHALL

                </td>
                <td style="padding-left: 4px;" class="requirement">
                    <div><p>The system SHALL provide the ability to capture valid date/time values in discrete fields ( e.g., 2011/12/31 2330), including valid incomplete or partial date/time values (e.g., 2011/12).</p>
    </div>

                </td>
            </tr>

            <tr>
                <td style="padding-left: 4px;">
                CPS.1.2#08
                </td>
                <td style="padding-left: 4px;">
                SHOULD

                </td>
                <td style="padding-left: 4px;" class="requirement">
                    <div><p>The system SHOULD provide the ability to enter a partial date/time if the exact date/time of birth or death is unknown (e.g., year/month only).</p>
    </div>

                </td>
            </tr>

            <tr>
                <td style="padding-left: 4px;">
                CPS.1.2#09
                </td>
                <td style="padding-left: 4px;">
                SHALL

                </td>
                <td style="padding-left: 4px;" class="requirement">
                    <div><p>The system SHALL provide the ability to capture the patient's gender used for administrative purposes (as distinct from the clinical gender).</p>
    </div>

                </td>
            </tr>

            <tr>
                <td style="padding-left: 4px;">
                CPS.1.2#10
                </td>
                <td style="padding-left: 4px;">
                SHOULD

                </td>
                <td style="padding-left: 4px;" class="requirement">
                    <div><p>The system SHOULD provide the ability to manage multiple active addresses for the patient.</p>
    </div>

                </td>
            </tr>

            <tr>
                <td style="padding-left: 4px;">
                CPS.1.2#11
                </td>
                <td style="padding-left: 4px;">
                SHOULD

                </td>
                <td style="padding-left: 4px;" class="requirement">
                    <div><p>The system SHOULD provide the ability to manage multiple active phone numbers for the patient.</p>
    </div>

                </td>
            </tr>

            <tr>
                <td style="padding-left: 4px;">
                CPS.1.2#12
                </td>
                <td style="padding-left: 4px;">
                SHOULD

                </td>
                <td style="padding-left: 4px;" class="requirement">
                    <div><p>The system SHOULD provide the ability to manage the names and contact information of the patient's personal representatives (e.g., guardian, surrogate or financial guarantor) and personal relationships (e.g., foster parents or biological parents).</p>
    </div>

                </td>
            </tr>

            <tr>
                <td style="padding-left: 4px;">
                CPS.1.2#13
                </td>
                <td style="padding-left: 4px;">
                SHALL

                    <span style="border-radius: 999px;margin: 2px 2px;font-size: 10px;display: inline-block;padding: 3px 5px;letter-spacing: 0.5px;line-height: 1;white-space: nowrap;background-color: #e5f5e5;color: #388e3c;border: 1px solid #a2d1a2;">dependent</span>

                </td>
                <td style="padding-left: 4px;" class="requirement">
                    <div><p>The system SHALL provide the ability to manage the date/time of birth, down to the minute, according to scope of practice, organizational policy, and/or jurisdictional law.</p>
    </div>

                </td>
            </tr>

            <tr>
                <td style="padding-left: 4px;">
                CPS.1.2#14
                </td>
                <td style="padding-left: 4px;">
                SHOULD

                </td>
                <td style="padding-left: 4px;" class="requirement">
                    <div><p>The system SHOULD provide the ability to capture patient demographics through integration with hospital systems to facilitate patient registration.</p>
    </div>

                </td>
            </tr>

            <tr>
                <td style="padding-left: 4px;">
                CPS.1.2#15
                </td>
                <td style="padding-left: 4px;">
                SHOULD

                </td>
                <td style="padding-left: 4px;" class="requirement">
                    <div><p>The system SHOULD provide the ability for the patient to annotate demographic data.</p>
    </div>

                </td>
            </tr>

            <tr>
                <td style="padding-left: 4px;">
                CPS.1.2#16
                </td>
                <td style="padding-left: 4px;">
                SHOULD

                </td>
                <td style="padding-left: 4px;" class="requirement">
                    <div><p>The system SHOULD determine and render a patient's age and age units for any given date.</p>
    </div>

                </td>
            </tr>

            <tr>
                <td style="padding-left: 4px;">
                CPS.1.2#17
                </td>
                <td style="padding-left: 4px;">
                MAY

                    <span style="border-radius: 999px;margin: 2px 2px;font-size: 10px;display: inline-block;padding: 3px 5px;letter-spacing: 0.5px;line-height: 1;white-space: nowrap;background-color: #e5f5e5;color: #388e3c;border: 1px solid #a2d1a2;">dependent</span>

                </td>
                <td style="padding-left: 4px;" class="requirement">
                    <div><p>The system MAY analyze and render potential merge matches for registrations according to organizational policy.</p>
    </div>

                </td>
            </tr>

            <tr>
                <td style="padding-left: 4px;">
                CPS.1.2#18
                </td>
                <td style="padding-left: 4px;">
                SHALL

                </td>
                <td style="padding-left: 4px;" class="requirement">
                    <div><p>The system SHALL provide the ability to manage multiple patient names in each name component field (e.g., first, middle, last, suffix, or title).</p>
    </div>

                </td>
            </tr>

            <tr>
                <td style="padding-left: 4px;">
                CPS.1.2#19
                </td>
                <td style="padding-left: 4px;">
                SHALL

                </td>
                <td style="padding-left: 4px;" class="requirement">
                    <div><p>The system SHALL provide the ability to manage patient names that include any accent marks or special characters.</p>
    </div>

                </td>
            </tr>

            <tr>
                <td style="padding-left: 4px;">
                CPS.1.2#20
                </td>
                <td style="padding-left: 4px;">
                MAY

                </td>
                <td style="padding-left: 4px;" class="requirement">
                    <div><p>The system MAY provide the ability to link family or group members so that information that is common to all the members can be updated.</p>
    </div>

                </td>
            </tr>

        </table>
    </div>
      </text>
      <extension
                 url="http://hl7.org/fhir/StructureDefinition/structuredefinition-standards-status">
        <valueCode value="normative"/>
      </extension>
      <extension
                 url="http://hl7.org/fhir/StructureDefinition/structuredefinition-wg">
        <valueCode value="ehr"/>
      </extension>
      <url value="http://hl7.org/ehrs/uv/ehrsfmr2/Requirements/EHRSFMR2-CPS.1.2"/>
      <version value="2.1.1"/>
      <name value="CPS_1_2_Manage_Patient_Demographics"/>
      <title value="CPS.1.2 Manage Patient Demographics (Function)"/>
      <status value="active"/>
      <date value="2025-12-13T09:06:06+00:00"/>
      <publisher value="HL7 International / Electronic Health Records"/>
      <contact>
        <telecom>
          <system value="url"/>
          <value value="http://www.hl7.org/Special/committees/ehr"/>
        </telecom>
      </contact>
      <description value="Manage patient demographic information."/>
      <jurisdiction>
        <coding>
          <system value="http://unstats.un.org/unsd/methods/m49/m49.htm"/>
          <code value="001"/>
          <display value="World"/>
        </coding>
      </jurisdiction>
      <purpose
               value="Demographic information (including names, addresses, phone numbers, email addresses, date of birth, gender, race, and ethnicity) must be managed to support unique patient identification, reporting, care provision requirements. Patient Demographic information may also include information about the patient's contacts, methods of contact (e.g., email or telephone), and modes of contact (e.g., call secretary during the day, send text message on the weekend). Patient demographic data are captured and maintained as discrete fields and may be enumerated, numeric, or codified according to scope of practice, organizational policy, and/or jurisdictional law. Key patient identifiers (i.e., name and primary patient record identifier) often appear on patient information output (e.g., rendering of a patient's record). Patients may have multiple, and/or compound names, sometimes employing accent marks or special characters. To help parse patient names, discete fields are often used.

    Example(s):
    For example, &quot;Mary Jane Sue Smith&quot; may be parsed as: First-name: “Mary Jane&quot;, Middle-name: ”Sue&quot;, Last-name: “Smith&quot;. Some jurisdictions may specify the capture and reporting of key patient demographic information (e.g., the &quot;Meaningful Use, Stage 2&quot; information requirements in the USA)."/>
      <statement>
        <extension
                   url="http://hl7.org/ehrs/uv/ehrsfmr2/StructureDefinition/requirements-dependent">
          <valueBoolean value="false"/>
        </extension>
        <key value="EHRSFMR2-CPS.1.2-01"/>
        <label value="CPS.1.2#01"/>
        <conformance value="SHALL"/>
        <conditionality value="false"/>
        <requirement
                     value="The system SHALL provide the ability to capture demographic information as discrete data as part of the patient record."/>
        <derivedFrom value="EHR-S_FM_R1.1 DC.1.1.2#1"/>
      </statement>
      <statement>
        <extension
                   url="http://hl7.org/ehrs/uv/ehrsfmr2/StructureDefinition/requirements-dependent">
          <valueBoolean value="false"/>
        </extension>
        <key value="EHRSFMR2-CPS.1.2-02"/>
        <label value="CPS.1.2#02"/>
        <conformance value="SHALL"/>
        <conditionality value="false"/>
        <requirement
                     value="The system SHALL provide the ability to maintain demographic information as discrete data as part of the patient record."/>
        <derivedFrom value="EHR-S_FM_R1.1 DC.1.1.2#2"/>
      </statement>
      <statement>
        <extension
                   url="http://hl7.org/ehrs/uv/ehrsfmr2/StructureDefinition/requirements-dependent">
          <valueBoolean value="false"/>
        </extension>
        <key value="EHRSFMR2-CPS.1.2-03"/>
        <label value="CPS.1.2#03"/>
        <conformance value="SHALL"/>
        <conditionality value="false"/>
        <requirement
                     value="The system SHALL provide the ability to render demographic information as discrete data as part of the patient record."/>
        <derivedFrom value="EHR-S_FM_R1.1 DC.1.1.2#3"/>
      </statement>
      <statement>
        <extension
                   url="http://hl7.org/ehrs/uv/ehrsfmr2/StructureDefinition/requirements-dependent">
          <valueBoolean value="false"/>
        </extension>
        <key value="EHRSFMR2-CPS.1.2-04"/>
        <label value="CPS.1.2#04"/>
        <conformance value="SHALL"/>
        <conditionality value="false"/>
        <requirement
                     value="The system SHALL provide the ability to manage historic information for demographic data including prior names, addresses, phone numbers and email addresses."/>
        <derivedFrom value="EHR-S_FM_R1.1 DC.1.1.2#6"/>
      </statement>
      <statement>
        <extension
                   url="http://hl7.org/ehrs/uv/ehrsfmr2/StructureDefinition/requirements-dependent">
          <valueBoolean value="true"/>
        </extension>
        <key value="EHRSFMR2-CPS.1.2-05"/>
        <label value="CPS.1.2#05"/>
        <conformance value="SHALL"/>
        <conditionality value="false"/>
        <requirement
                     value="The system SHALL render a set of patient identifying information at each interaction with the patient record, according to scope of practice, organizational policy, and/or jurisdictional law (e.g., a certain realm may require that the patient's picture appear on every screen that is used during a provider's face-to-face interactions with the patient)."/>
        <derivedFrom value="EHR-S_FM_R1.1 DC.1.1.2#7"/>
      </statement>
      <statement>
        <extension
                   url="http://hl7.org/ehrs/uv/ehrsfmr2/StructureDefinition/requirements-dependent">
          <valueBoolean value="false"/>
        </extension>
        <key value="EHRSFMR2-CPS.1.2-06"/>
        <label value="CPS.1.2#06"/>
        <conformance value="MAY"/>
        <conditionality value="false"/>
        <requirement
                     value="The system MAY store the demographic information (and other meaningful individual identifiers) separately from clinical data for identity protection purposes."/>
        <derivedFrom value="EHR-S_FM_R1.1 DC.1.1.2#10"/>
      </statement>
      <statement>
        <extension
                   url="http://hl7.org/ehrs/uv/ehrsfmr2/StructureDefinition/requirements-dependent">
          <valueBoolean value="false"/>
        </extension>
        <key value="EHRSFMR2-CPS.1.2-07"/>
        <label value="CPS.1.2#07"/>
        <conformance value="SHALL"/>
        <conditionality value="false"/>
        <requirement
                     value="The system SHALL provide the ability to capture valid date/time values in discrete fields ( e.g., 2011/12/31 2330), including valid incomplete or partial date/time values (e.g., 2011/12)."/>
      </statement>
      <statement>
        <extension
                   url="http://hl7.org/ehrs/uv/ehrsfmr2/StructureDefinition/requirements-dependent">
          <valueBoolean value="false"/>
        </extension>
        <key value="EHRSFMR2-CPS.1.2-08"/>
        <label value="CPS.1.2#08"/>
        <conformance value="SHOULD"/>
        <conditionality value="false"/>
        <requirement
                     value="The system SHOULD provide the ability to enter a partial date/time if the exact date/time of birth or death is unknown (e.g., year/month only)."/>
      </statement>
      <statement>
        <extension
                   url="http://hl7.org/ehrs/uv/ehrsfmr2/StructureDefinition/requirements-dependent">
          <valueBoolean value="false"/>
        </extension>
        <key value="EHRSFMR2-CPS.1.2-09"/>
        <label value="CPS.1.2#09"/>
        <conformance value="SHALL"/>
        <conditionality value="false"/>
        <requirement
                     value="The system SHALL provide the ability to capture the patient's gender used for administrative purposes (as distinct from the clinical gender)."/>
      </statement>
      <statement>
        <extension
                   url="http://hl7.org/ehrs/uv/ehrsfmr2/StructureDefinition/requirements-dependent">
          <valueBoolean value="false"/>
        </extension>
        <key value="EHRSFMR2-CPS.1.2-10"/>
        <label value="CPS.1.2#10"/>
        <conformance value="SHOULD"/>
        <conditionality value="false"/>
        <requirement
                     value="The system SHOULD provide the ability to manage multiple active addresses for the patient."/>
      </statement>
      <statement>
        <extension
                   url="http://hl7.org/ehrs/uv/ehrsfmr2/StructureDefinition/requirements-dependent">
          <valueBoolean value="false"/>
        </extension>
        <key value="EHRSFMR2-CPS.1.2-11"/>
        <label value="CPS.1.2#11"/>
        <conformance value="SHOULD"/>
        <conditionality value="false"/>
        <requirement
                     value="The system SHOULD provide the ability to manage multiple active phone numbers for the patient."/>
      </statement>
      <statement>
        <extension
                   url="http://hl7.org/ehrs/uv/ehrsfmr2/StructureDefinition/requirements-dependent">
          <valueBoolean value="false"/>
        </extension>
        <key value="EHRSFMR2-CPS.1.2-12"/>
        <label value="CPS.1.2#12"/>
        <conformance value="SHOULD"/>
        <conditionality value="false"/>
        <requirement
                     value="The system SHOULD provide the ability to manage the names and contact information of the patient's personal representatives (e.g., guardian, surrogate or financial guarantor) and personal relationships (e.g., foster parents or biological parents)."/>
      </statement>
      <statement>
        <extension
                   url="http://hl7.org/ehrs/uv/ehrsfmr2/StructureDefinition/requirements-dependent">
          <valueBoolean value="true"/>
        </extension>
        <key value="EHRSFMR2-CPS.1.2-13"/>
        <label value="CPS.1.2#13"/>
        <conformance value="SHALL"/>
        <conditionality value="false"/>
        <requirement
                     value="The system SHALL provide the ability to manage the date/time of birth, down to the minute, according to scope of practice, organizational policy, and/or jurisdictional law."/>
      </statement>
      <statement>
        <extension
                   url="http://hl7.org/ehrs/uv/ehrsfmr2/StructureDefinition/requirements-dependent">
          <valueBoolean value="false"/>
        </extension>
        <key value="EHRSFMR2-CPS.1.2-14"/>
        <label value="CPS.1.2#14"/>
        <conformance value="SHOULD"/>
        <conditionality value="false"/>
        <requirement
                     value="The system SHOULD provide the ability to capture patient demographics through integration with hospital systems to facilitate patient registration."/>
      </statement>
      <statement>
        <extension
                   url="http://hl7.org/ehrs/uv/ehrsfmr2/StructureDefinition/requirements-dependent">
          <valueBoolean value="false"/>
        </extension>
        <key value="EHRSFMR2-CPS.1.2-15"/>
        <label value="CPS.1.2#15"/>
        <conformance value="SHOULD"/>
        <conditionality value="false"/>
        <requirement
                     value="The system SHOULD provide the ability for the patient to annotate demographic data."/>
      </statement>
      <statement>
        <extension
                   url="http://hl7.org/ehrs/uv/ehrsfmr2/StructureDefinition/requirements-dependent">
          <valueBoolean value="false"/>
        </extension>
        <key value="EHRSFMR2-CPS.1.2-16"/>
        <label value="CPS.1.2#16"/>
        <conformance value="SHOULD"/>
        <conditionality value="false"/>
        <requirement
                     value="The system SHOULD determine and render a patient's age and age units for any given date."/>
      </statement>
      <statement>
        <extension
                   url="http://hl7.org/ehrs/uv/ehrsfmr2/StructureDefinition/requirements-dependent">
          <valueBoolean value="true"/>
        </extension>
        <key value="EHRSFMR2-CPS.1.2-17"/>
        <label value="CPS.1.2#17"/>
        <conformance value="MAY"/>
        <conditionality value="false"/>
        <requirement
                     value="The system MAY analyze and render potential merge matches for registrations according to organizational policy."/>
      </statement>
      <statement>
        <extension
                   url="http://hl7.org/ehrs/uv/ehrsfmr2/StructureDefinition/requirements-dependent">
          <valueBoolean value="false"/>
        </extension>
        <key value="EHRSFMR2-CPS.1.2-18"/>
        <label value="CPS.1.2#18"/>
        <conformance value="SHALL"/>
        <conditionality value="false"/>
        <requirement
                     value="The system SHALL provide the ability to manage multiple patient names in each name component field (e.g., first, middle, last, suffix, or title)."/>
      </statement>
      <statement>
        <extension
                   url="http://hl7.org/ehrs/uv/ehrsfmr2/StructureDefinition/requirements-dependent">
          <valueBoolean value="false"/>
        </extension>
        <key value="EHRSFMR2-CPS.1.2-19"/>
        <label value="CPS.1.2#19"/>
        <conformance value="SHALL"/>
        <conditionality value="false"/>
        <requirement
                     value="The system SHALL provide the ability to manage patient names that include any accent marks or special characters."/>
      </statement>
      <statement>
        <extension
                   url="http://hl7.org/ehrs/uv/ehrsfmr2/StructureDefinition/requirements-dependent">
          <valueBoolean value="false"/>
        </extension>
        <key value="EHRSFMR2-CPS.1.2-20"/>
        <label value="CPS.1.2#20"/>
        <conformance value="MAY"/>
        <conditionality value="false"/>
        <requirement
                     value="The system MAY provide the ability to link family or group members so that information that is common to all the members can be updated."/>
      </statement>
    </Requirements>