Records Management Presentation

Click toCollege of University of AXIA edit Master subtitle style

Lavora Moses

Phoenix

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Overview

Indexes for administrating health care information Centralized records management Creation of new records Straight numeric filing Permanent and temporary insertion of reports Storage of patient files Circulation and tracking of files Retention schedule File security Legal 4/25/12 and Ethical responsibility
(Green & Bowie, 2006)

Introduction

What is records management? Responsibility for managing records and information Properly document information in time Not duplicating records

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(Flickr, n.d.)

Indexes for administering health care information

Master patient index

Identification data Record retrieval

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(Istockphoto, n.d.)

Centralized Records Management

One file room Responsibility for record keeping is easily identified Effective use of equipment, supplies, space, and personnel is made Improved security

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(Flickr, n.d.)

Creation of manual records

Face Sheet Problem oriented record

Database Problem list Initial plan Progress notes

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(istockphoto, n.d.)

Straight Numeric Filing System

Office personnel can be easily trained Enhances file security Files can be expanded for additional space Purging is easier File numbers are organized from lowest to highest

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(Flickr, n.d.)

Temporary and Permanent insertion of loose reports

Clinical data

Permanent Temporary

Administrative data

Organize loose forms according to numeric filing system

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(istockphoto, n.d.)

Storage of Patient Files

Short Term

Two to three days Currently under care Has not been used

Permanent

Archive

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(flickr, n.d.)

Circulation of records within and outside our facility

Automated chart tracking system

Providers request records from their computer Clerks sign out patient files from file area Outguides are used to indicate removal

Lab reports are stored in an extra file cabinet

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(istockphoto, n.d.)

Retention schedule-destruction of records

Archived records

Shredding Certificate of destruction

Maintained permanently

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(istockphoto, n.d.)

File Security

Secure records from fire or water damage

Keep records in locked file or room Authorized personnel in file area Lock file room when unstaffed Password protect
(flickr, n.d.)

Protect records from theft

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Legal and Ethical Responsibilities

Maintaining the Patients Records Confidentiality of Information Release of Protected Health Information Patient access to records Protected Health Information must be tracked
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Review

Centralized Records Management Archive files kept Five years Problem Oriented Records Straight Numeric Filing System Automated Chart Tracking System

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References

ARMA (2009). What is Records Management?. Retrieved

February 18, 2012, from http://www.arma.org/pdf/WhatISRIM.pdf FotoSearch (n.d.). File Room Stock Photo & Images.

Retrieved February 18, 2012, from

http://www.fotosearch.com/photos-images/file-room_1.html

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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 February 19, 2012, from

http://www1.istockphoto.com/file_thumbview_approve/457238/2/istockphoto_457238_reviewing_medical_chart.jp g

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