How to De-identify Client Information in Prompts

In healthcare and allied health settings, client privacy is a top priority. Some users prefer to de-identify personal information, like client names, this can help meet their privacy-preferred clinic standards and management of sensitive data.

This article covers various methods for de-identifying client names and provides a list of prompt examples you can copy and paste to use in your notes.

De-identifying client names can further ensure confidentiality and compliance with some privacy regulations.

By removing or substituting specific names, you can create clear, professional notes that maintain privacy standards while keeping your workflow organized.

Below is a list of options, if you would like one of these to be the way you de-identify your notes or letters then please copy and paste the prompt and add to your prompt templates.  

Add your option from below at the beginning of your prompts to ensure automatic de-identification. This will help maintain privacy across your documentation without needing to specify client identifiers in each session note.

"To ensure client privacy, please de-identify all personal information throughout this note. Use one of the following methods to refer to clients:

• Initials only (e.g., J.D.),
• Session date or session date and time (e.g., ‘Session on 2024-11-09’ or ‘2024-11-09 10AM session’),
• Generic titles such as 'Client,' 'Patient,' or 'Participant,'
• Gender with initials (e.g., 'Ms. A'),
• An assigned code (e.g., P-001),
• Group or role designation (e.g., 'Participant 1'),
• A combination of initials and session number (e.g., ‘JD-S1’),
• Or a pseudonym (e.g., Alex, Jordan).

Use these consistently across all entries."

Examples of How This Governing Prompt Looks in Practice

With the governing prompt in place, here’s how you might see it applied in different scenarios:

1. Using Initials

   • Example: “J.D. reported improvement in mobility.”
   • Prompt: “{Client Initials} attended today’s session and reported [specific observation or progress].”

2. Session Date Reference

   • Example: “Session on 2024-11-09 reported improvement.”
   • Prompt: “Client from {Session Date} showed [observations, improvements, or concerns].”

3. Generic Titles

   • Example: “The client reported increased comfort with exercises.”
   • Prompt: “The {Client Title} described [specific feedback, symptom, or result] in today’s session.”

4. Gender & Initials Combination

   • Example: “Ms. A expressed concerns about pain levels.”
   • Prompt: “{Mr./Ms.} {Initial} reported [specific observation or symptom].”

5. Anonymous Code Numbers

   • Example: “P-001 reported decreased symptoms during today’s session.”
   • Prompt: “{Client Code} attended the session and reported [improvement, symptom, or feedback].”

6. Role or Group Description

   • Example: “Participant 1 engaged well with the session activities.”
   • Prompt: “{Role/Group Description} provided feedback on [activity, treatment, or exercise].”

7. Session Time Reference

   • Example: “10AM session client described significant progress.”
   • Prompt: “Client from {Session Date and Time} discussed [concerns, improvements, or feedback].”

8. Unique Initials with Session Number

   • Example: “JD-S1 reported feeling more relaxed.”
   • Prompt: “{Client Initials and Session Number} shared [observations, experiences, or updates].”

9. Assigning a Pseudonym

   • Example: “Alex showed enthusiasm in today’s exercises.”
   • Prompt: “{Pseudonym} shared feedback on [activity, progress, or area of concern].”

Additional Tips for De-identification

• Consistency: Choose a method that works best for your workflow and apply it consistently for clear records.
• Review: Always double-check prompts and transcriptions to ensure there are no accidental identifiers.
• Reminders: Customize prompt templates with reminders to avoid specific names and use preferred de-identification methods.

Using these options and prompts, you can easily incorporate privacy-friendly practices into your documentation processes while maintaining professional and clear records.