Medical Records Management and Hospital Workflow Standards
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Hospital Revenue and Admission Circuits
Outpatient Hospitalization
- Central file of medical records
- Resolution of hospitalization
- Outpatient hospital units
- Investigations
- Block surgical hospitalization
- Discharge (HIGH)
Emergency Department Circuit History
Emergency Admission Process
- Hospital emergency department admission
- Central file of medical records
- Resolution of emergency
- Outpatient emergency department
- Inpatient units
- Block surgical hospitalization
- Discharge (HIGH)
Medical Record Availability and Performance Metrics
Key Performance Indicators
- Index of Unrequested Records: (Records not served / Records requested) x 100. Standard: 5% - 10%
- Index of Records Outside File: Records borrowed in the past 12 months. Standard: 1-3
- Security Index: (Records served - Records not repaid) / Records served. Standard: > 0.95
Process Control Metrics
- Performance Index: Records in file / Records searched. Standard: 0.95 to 1
- Return Rate: Records requested / Archive total. Standard: 3.4
- Error Rate: (Loan location errors / Total loans) + (File location errors / Total records). Standard: 1-1.5
- Emergency Loan Control: (Urgent requests / Total requests) x 100. Standard: < 10%
Error Correction Techniques
- Terminal Digit Filing: Locating records by searching for matching last two digits.
- Number Inversion: Tracking transposed digits (e.g., 48 instead of 84).
- Number Confusion: Identifying swapped digits (e.g., 39 instead of 29).
- Stuck File Location: Manual search of adjacent records when a file is misplaced.
Standard Return Times
- Outpatient Service: Day after consultation.
- Hospitalization: No later than 10 days post-discharge.
- Emergency: Immediately after consultation.
- Study Records: End of consultation or 24 hours after clinical session.
- Document Inclusion: Immediately after attachment.
- Special Reports: Within 1 week of delivery.