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Final Project: Records Management Presentation
You have been hired as the
records manager for Happy Health Medical Clinic, a medium-sized, general
practice about to start up business. Whereas this medical facility hopes to
have everything computerized at some point in the future, that is not currently
the case. Therefore basic patient information is located on the computer, but
medical information is only found in paper files.
Your facility stores, circulates and updates patient records
internally for six doctors, and traffics them up one floor to an X-ray
department—in other words, you loan records, but you do not borrow them.
Because the X-ray facility is in partnership with Happy Health, you send actual
patient files up to X-ray, not copies, and it is important to get the files
back.
Resource: Appendix
A, Presentation Guide
Create a
12- to 15-slide PowerPoint® presentation outlining standard
records management procedures for the employees who work for Happy Health
Medical Clinic. Your presentation should include introduction and conclusion
slides, as well as detailed speaker’s notes. The speaker’s notes must describe
the bulleted items on the slide and provide rationale for policy decisions.
Include one or more complete paragraph of speaker’s notes per slide; cite outside
references used, if any, according to APA format.
Include the
following information in your presentation:
o The importance of
getting new information into a patient’s record as timely as possible
o Not duplicating
medical records for the same person
o Being able to know
at all times where a record is located as you write practical, how-to
procedures to cover the following aspects of records management:
Indexes
for administering health care information
Centralized
or decentralized records management
Creation
of new records—record format
Type
of filing system:
- Basic rules of the system
- Examples to clarify names or numbers that might be confusing in that system
Temporary
and permanent insertion of loose forms and care reports:
o Handling clinical
data that a doctor needs to see
o Handling
administrative data that a doctor does not need to see
Storage
for patient files:
o Short-term
(patient returns in 2 to 3 days)
o Permanent (patient
is not due back soon but is currently under care)
o Archive (patient
record has not been used for some time)
The physical
circulation of records within your facility, and between your facility and
X-ray:
o Routing and tracking
records within areas of your department and out to X-ray
o Storing lab
reports that come in when a patient’s file is at X-ray
o Retention
schedule—destruction of records
o File security
o Legal and ethical
responsibilities
Post your
presentation as an attachment.
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