PPS and IHI numbers help healthcare staff to identify patients correctly and link their details to their healthcare records.
PPS and IHI numbers
PPS numbers
A Personal Public Service (PPS) number is a unique number that enables people to access social welfare benefits, public services and information.
Because each PPS number is unique, it helps to accurately verify a patient's identity. PPS numbers also help link a patient's Individual Health Identifier (IHI) number to their healthcare record.
While information such as address, Eircode, or mobile number may change, a person's PPS number remains the same. This consistency allows us to match people to their healthcare records, regardless of other changes to their personal information.
IHI numbers
An Individual Health Identifier (IHI) is a unique number that helps healthcare staff match records with the person receiving treatment.
PPS numbers are the main way we identify patients. IHIs are technical identifiers used in the background to securely combine patient data from various systems and parts of the health service.
Benefits of PPS numbers
Benefits include:
- provides a reliable way to uniquely identify each person
- helps healthcare staff connect patients to their healthcare records
- improved data accuracy and reduction of duplication errors
- enables digital health advancements, such as electronic healthcare records or the HSE App, as accurate patient identification is essential for their success
Key changes for staff
- Ask the patient for their PPS number as part of the patient registration process (such as when they attend the emergency department or outpatient appointment).
- In some cases, the PPS number may already be on the patient’s file. In these cases, ask the patient to confirm the number to ensure accuracy.
Please note: if a patient does not have their PPS number or chooses not to provide it, they can still receive healthcare.
Key changes for managers
- Electronic systems and paper registration forms will need to be updated to capture PPS numbers, ensuring a consistent process across healthcare settings.
- Outbound communication such as appointment letters or SMS texts will need to be updated to include a request for the patient to bring their or their child’s PPS number.
- The suggested text to add to an appointment letter for adults is: Please bring your PPS number to your upcoming appointment. Providing your PPS number will help us to verify your identity and allow us to link more easily to your records.
- The suggested text to add to an appointment letter for a child is: Please bring your child’s PPS number to their upcoming appointment. Providing their PPS number will help us to verify their identity and allow us to link more easily to their records.
Common questions
How can patients find their PPS number?
Patients can find their PPS number on correspondence from social welfare or tax offices. It may also appear on their payslip. PPS numbers consist of 7 digits followed by 1 or 2 capital letters. They don't include letters X, Y, or Z.
If a patient does not know their PPS number, they should contact their Intreo Centre or Social Welfare Branch Office - gov.ie.
What if a patient doesn’t want to provide their PPS number?
Patients will continue to receive healthcare even if they choose not to provide their PPS number. However, it is now a standard part of the registration process for all health and social care interactions.
What if a patient doesn’t have a PPS number?
If a patient does not have a PPS number, they will still receive healthcare. You should use other identification methods to record their care and treatment.
Can someone use their PPS number on a patient's behalf?
No, only the patient’s PPS number should be recorded in their patient record. If they don’t know it, leave the field blank.
What if the patient is a tourist or visiting Ireland temporarily?
If a patient is a tourist or temporary visitor without a PPS number, they can still access healthcare services. You should use other identification methods to record their care and treatment.
Are IHIs still necessary or has the PPS number replaced them?
Yes, IHIs are still necessary and have an important background role. While PPS numbers are the main way to identify patients, IHIs are technical identifiers used in the background to securely combine patient data from various systems and parts of the health service.
Are healthcare services and providers allowed to collect PPS numbers?
Yes, the HSE has a lawful basis for collecting PPS numbers under the Social Welfare Consolidation Act 2005 as a specified body.
The HSE also collects and stores PPS numbers to accurately verify patient identity in accordance with GDPR requirements.
How do healthcare services and providers keep PPS numbers safe?
Strict policies and procedures are in place to protect PPS numbers and all other personal data from unauthorised access or breaches. Measures include robust data security policies and procedures, staff training, and full adherence to GDPR guidelines.
Data Protection Impact Assessment Summary - PPSN Expanded Use (PDF, 796 KB, 5 pages)
Contact
Email PPSNID@hse.ie for general queries about collecting PPS numbers.
Note: This email is only for HSE staff and should be used for general queries. Do not send personal information.