Post on 13-Jan-2016
Records Management Presentation
Overview
Directories for administrating health care informationIntegrated records managementMaking of new recordsStraight numeric filingPermanent and temporary attachment of reportsStorage of patient filesCirculation and following of filesMaintenance scheduleFile securityLegal and Ethical accountability
(Green & Bowie, 2006)
Introduction
What is records management?
Responsibility for managing records and information
Properly document information in time
Not duplicating records
(Flickr, n.d.)
Indexes for administering health care information
Master patient index Identification data Record retrieval
(Istockphoto, n.d.)
Centralized Records Management
One file roomAccountability for record
keeping is easily recognized
Operative use of equipment, supplies, space, and personnel is made
Better security
(Flickr, n.d.)
Creation of manual records
Face SheetProblem oriented record
Database Problem list Initial plan Progress notes
(istockphoto, n.d.)
Straight Numeric Filing System
Office personnel can be easily educated
Improves file security Files can be lengthened for
additional space Removal is easier File numbers are prepared
from lowest to highest
(Flickr, n.d.)
Temporary and Permanent insertion of loose reports
Clinical data Permanent
Administrative data Temporary
Organize loose forms according to numeric filing system
(istockphoto, n.d.)
Storage of Patient Files
Short Term Two to three days
Permanent Currently under care
Archive Has not been used
(flickr, n.d.)
Circulation of records within and outside our facility
Automated chart tracking system Providers call records from
their computer Clerks sign out patient files
from file area Out-guides are used to
indicate elimination
Lab reports are stored in an extra file cabinet
(istockphoto, n.d.)
Retention schedule-destruction of records
Archived records Shredding Certificate of destruction
Maintained permanently
(istockphoto, n.d.)
File Security
Protect records from fire or water damage Save records in locked file
or roomGuard records from theft
Approved personnel in file area
Lock file room when unstaffed
Password protect computers
(flickr, n.d.)
Legal and Ethical Responsibilities
Preserving the Patient’s Records
Privacy of Information
Issue of Protected Health Information
Patient admission to records
Secure Health Information must be traced
(istockphoto, n.d.)
Review
Centralized Records ManagementArchive files kept 5 yearsProblem Oriented RecordsStraight Numeric Filing SystemAutomated Chart Tracking System
References
ARMA (2009). What is Records Management?. Retrievedfrom
http://www.arma.org/pdf/WhatISRIM.pdf
FotoSearch (n.d.). File Room Stock Photo & Images. Retrieved, from
http://www.fotosearch.com/photos-images/file-room_1.html
References Continued
Green, M. A. and Bowie, M. J. (2005). Essentials of health information management: Principles and
practices. Clifton Park, NJ: Thomson.
Istockphoto (n.d.). Photos. Retrieved, fromhttp://www1.istockphoto.com/file_thumbview_approve/457238/2/
istockphoto_457238_reviewing_medical_chart.jpg