HCR 210 Week 9-Final Project - Records Management Presentation

HCR 210 Week 9-Final Project - Records Management Presentation

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Unformatted text preview: Records Management Presentation AXIA College of University of Phoenix 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 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 (Flickr, n.d.) Indexes for administering health care information Master patient index Identification data Record retrieval (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 (Flickr, n.d.) Creation of manual records Face Sheet Problem oriented record Database Problem list Initial plan Progress notes (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 (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 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 (istockphoto, n.d.) Retention schedule-destruction of records Archived records Shredding Certificate of destruction Maintained permanently (istockphoto, n.d.) File Security Secure records from fire or water damage Keep records in locked file or room Protect records from theft Authorized personnel in file area Lock file room when unstaffed Password protect computers (flickr, n.d.) Legal and Ethical Responsibilities Maintaining the Patient's Records Confidentiality of Information Release of Protected Health Information Patient access to records Protected Health Information must be tracked (istockphoto, n.d.) Review Centralized Records Management Archive files kept Five years Problem Oriented Records Straight Numeric Filing System Automated Chart Tracking System References ARMA (2009). What is Records Management?. Retrieved May 24, 2009, from http://www.arma.org/pdf/WhatISRIM.p df FotoSearch (n.d.). File Room Stock Photo & Images. Retrieved May 24, 2009, 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 May 25, 2009, from http://www1.istockphoto.com/file_thumbview_approve/457238/2/istockphoto_457238_reviewing_medical_chart.jpg ...
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