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Records ManagementPresentation

Records ManagementPresentation. 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

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Records ManagementPresentation

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  1. Records ManagementPresentation

  2. 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

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

  4. Indexes for administering healthcare information Master patient index Identification data Record retrieval

  5. Centralized Records Management One file room Responsibility for record keeping is easily identified Effective use of equipment, supplies, space, and personnel's made Improved security

  6. Creation of manual records Face Sheet Problem oriented record Database Problem list Initial plan Progress notes

  7. 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

  8. Temporary and Permanentinsertion of loose reports Clinical data Permanent Administrative data Temporary Organize loose for MS according to numeric filing system

  9. Storage of Patient Files Short Term Two to three days Permanent Currently under care Archive Has not been used

  10. 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 Out guides are used to indicate removal Lab reports are stored in an extra file cabinet

  11. Retention schedule-destruction of records Archived records Shredding Certificate of destruction Maintained permanently

  12. 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

  13. 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

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

  15. References ARMA (2009). What is Records Management?.RetrievedMay24, 2009 fromhttp://www.arma.org/pdf/WhatISRIM.pdf  FotoSearch (n.d.).  File Room Stock Photo & Images. Retrieved May 24, 2009, from http://www.fotosearch.com/photos-images/file-room_1.html

  16. 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_medi cal_chart.jpg

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