Tools for Registration

Reporting Race, Ethnicity and Language:

A Guide to Helping Patients

STOP

Before you continue…PLEASE

remember that it is very important to ask ALL patients.

No Assumptions!

Introduction

Several studies have shown that a brief introduction

before asking the questions

makes patients more

comfortable.

This will make your job easier and will make the data we

collect better!

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

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.

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.

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.

If a patient asks about Privacy

Your privacy is protected.

Individual Hospital Privacy Statement Here

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

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

If the patient cannot describe their ethnicity

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 ResponseIf category not found, use Free Text!

Give examples!

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 ResponseIf the response is some, partly, half,

or a little, please enter Yes.If a patient declines, enter No.

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

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

If the patient cannot describe their race

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 ResponseIf category not found, use Free Text!

Give examples!

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?

Asking about Language

Have you requested an interpreter if one is needed?

REMEMBEREnter Hospital Protocol for

requesting an interpreter here!

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

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

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?

If the patient gets upset

I will call my manager.

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.

Your help with collecting this information is really important.

Thank you for all that you do for the hospital and our patients.

THANK YOU!

GraciasMerciObrigada Mesi

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 HealthBoston Public Health Commission

MA Division of Health Care Finance and Policy

MGH Disparities Solution CenterMA Hospital Association

www.challiance.org