Record Control 1

Record Control Lavora Moses Axia College of University of Phoenix Instructor: Kimberly Kirby-Bass HCR/210

Record Control 2
What conclusions can you draw about similarities and differences in circulation, tracking and security measures for records handling and storage within small, medium, and large facilities? Discuss reasons for these differences. Consider how these differences affect other aspects of records management, and postulate consequences of staff not following those procedures properly.

Records management is defined as the systematic life-cycle management of records that includes identification, collection, classification, storage, retrieval, and, eventually, disposition. There are many elements which fall under the management of patient records including but not limiting to, patient data maintenance, identifying, classifying, and storing records, and identifying information requiring capture. Questions six thru twelve of the interview assignment from week four discuss similarities and differences between the circulation, tracking and security measures for records handling and storage within small, medium, and large facilities. Upon reviewing questions six of the interview assignment which states if paper records: How many different locations are there in your department that patient files may be found? (For example, are there some temporary holding areas in addition to a permanent area? I can conclude that smaller offices which use paper filling system on average have less holding stations for medical records while medium facilities tend to have a few more holding and the majority of larger facilities use electronic medical records in which case this question does not apply. Smaller facilities likely have less holing stations than medium size facilities since they have less patient as well as less staff. In my opinion having a low number of holding stations where charts may be found helps to eliminate misplacing charts. For instance, if there are only two holding areas for charts the likelihood of misplacing a chart is lesser than that of a facility which has five holding stations for charts that are not field. Today, there are many security measures within small, medium and large facilities. There are secure rooms, passwords, access codes and other things to keep records safe. If these security measures are not in place, then the medical facility could be at risk for letting confidential information get to the wrong people. There are differences and similarities in ways each medical facility handles their medical records.

Record Control 3 Small, medium, and large facilities seem to use similar security measures within an electronic record filing system. Most facilities use passwords, usernames, and access codes. With this said, only certain staff members have these access codes. Sometimes, one person has these access codes depending on how big the facility is. Sometimes files are only kept in a filing cabinet that is locked, along with the building locked when no one is there. Many small facilities seem to still use paper records. Paper records can have their positives and negatives. Small facilities do not have many doctors which in this case they know many of their patients on a personal level. This is a good aspect, especially for looking up records. Many small facilities keep their records in a secured room that is locked. Some facilities use only one person with one key, and others have access codes to get into the secured room. Depending on the facility and how many patient records there are, they all follow certain rules in their facility. Some facilities follow color coded record filing, numeric filing, and alphabetical filing. Some facilities keep their record in one place, other facilities have 2. If it is paper filing and they have 2 secure rooms, usually one room is for current patients and the other room is for old patient record. Records are kept from eight to ten year, depending on facilities regulations, and then destroyed of properly according to privacy. The conclusions that I can draw about the similarities and differences in circulation, tracking and security measures for records is that not all facilities are continuing to using paper files. More and more every day facilities are taking their files and using electronic files. This makes it faster to pull a file and makes its very easy when it comes to having to file. There is no paper involved making it easier to store that information in a facility that is off site. You are able to back up your files daily. Those facilities that were still using paper files were making sure that they have a second copy on hand at a different facility to make sure that they had those files backed up. I can only assume that it is less time consuming when it comes to the electronic files as well. Youre able to give those who do the filing more time to focus on other items in the office. I can speak for myself when we have new information come in, that the first thing we do is enter it into the system and scan it in. This makes it more available for those to use faster.

When it comes to tracking a medical record none of the facilities I looked at were doing any type of tracking when it comes to the files. They made sure those who are handling the files

Record Control 4 are qualified to handle them. They werent letting anyone just gain access. For those files online you need to have an access code or password to get into the files that you needed. There are a lot of files that have social security numbers you want to make sure that all aspects of a person information in a file is protected at all cost. There any many rules and regulations that comes with any patients records. Starting with the Health Insurance Portability and (HIPAA) Privacy and Security Rules, it all starts with the patients security. The next would be security of the files stored in any type of facility, Making sure that the files are in secure place.