Medical Records: Loan Process, Database & Quality Mgt.

Unit 9: Medical Records Management

Types of Indices for Medical Record Loan Control

The main indices used in controlling the loan process for Medical Records (HHCC) are:

• Security Index (Is)
• Evaluation Indices (Id)
• Supplied Control Indices
• Emergency Loan Control Indices (IPU)

IPU: Emergency Loan Control Index

The IPU, or Emergency Loan Control Index (Índice de Préstamos Urgentes), measures the rate of urgent medical record loans. It is calculated by dividing the number of urgently requested Medical Records (HHCC) by the total number of requested Medical Records, then multiplying by 100.

Formula:

IPU = (Number of Urgent HHCC Requested / Number of Total HHCC Requested) x 100

Determining File Space Requirements

What determines the space requirements for a records file?

To determine the necessary space, the file management system must evaluate and define requirements based on:

• The volume of existing documentation.
• Forecasted growth of documentation.

Understanding Database Control

Database control ensures that a computerized database, which links patients with their medical records, is free of errors to provide a quality service.

Key Database Control Requirements

To achieve effective database control, the following requirements must be met:

• Single Patient Log: Each patient should have only one unique record.
• One Record per Clinical History: Each database record must correspond to a single medical record (Historia Clínica - HC).
• Accurate Identification Data: Each record must contain correct patient identification data and the accurate location of their medical record.

Characteristics of an Effective Standard

A standard should be:

• Detailed
• Clear
• Unambiguous, not leading to interpretations that could cause application errors.

File Security: A Core Principle

Complete the following statement regarding file security:

"The closer we control the file, the safer it will be when checking the records that are circulating around the center during the loan process."

Defining Quality in Service

Quality consists of identifying and meeting the needs and expectations of customers (or clients).

How Customer Perception Defines Quality

Quality is defined by the customer's perception of both the product quality and the service offered.

Features of a Quality Product/Service

A quality product or service must:

• Respond to the expectations of clients/customers.
• Meet all applicable standards and specifications.

The Essence of Quality Control

Quality control is a series of planned and systematically implemented actions that contribute to meeting quality requirements.

Audits: Purpose and Types

What are Audits?

Audits involve the development of research techniques and analysis to determine if an activity is being carried out in line with pre-established targets or objectives.

What are their types?

There are two main types of audits:

• External Audits
• Internal Audits

Calculating HHCC File Efficiency

The efficiency in locating Medical Records (HHCC) in the file is calculated as follows:

Efficiency = (Number of HHCC Located / Number of HHCC Searched)

Common Types of Error Indices

Key indices for tracking errors include:

• Index of Localization Errors in the File (ELCA - Índice de Errores de Localización en el Archivo)
• Index of Tracking Errors in HHCC Loans (IELP - Índice de Errores de Localización en Préstamos)