Good day Scholars. Kindly suggest ways to resolving UNDUE RETENTION of patients' health records in a paper-based environment?
It is common to paper-based environments that users would want to hold onto patients' health records after clinical consultation and after formal inpatient discharge. Ethically, such records are to be returned to the Department of Health Records for better handling and storage. All needs, aside the primary use, which is direct patient's care, are to be formally applied for. Most users defy the rules and follow the backdoor with excuses like, for review; for research; for,,....and so on.This attitudes generates a whole lot of problems to the managers of the records, causes delay in waiting time of patients during followup; slows the pace of users (causer) clinical attention and create unnecessary bottleneck to hospital administration.
NOTE please, electronic health records is not one of the expected suggestive solutions here as it is stated PAPER-BASED SYSTEM.
HOW DO WE SOLVE THIS PROBLEM?
Thank you
Hi Adeleke
We had a similar problem in a Welsh hospital I once worked in. Seems to me you need a proper electronic document management system where your paper records are scanned electronically then shredded.
The only other way I can suggest if this is not feasible is to have a sign out/sign back in book in your Department of Health Records.
Best Wishes
Colin
Hi Adeleke, this is also a common problem in Australian paper-based health record systems. In theory we don't have a problem with this practice provided the new location of the health record is known and the record is not held for extended periods. We use a health record tracking system, either electronic or a manual tracer card system. Both these systems should be audited at regular intervals. In my experience there are problem departments and individuals where follow up may be required. I agree the best place for the health record is in the Medical Record Department where the record is secured and protected from unlawful access. Happy to discuss furthervif required. Best Wishes. Stella
The U.S. military utilized -es a paper system or at least partially (service treatment record), this colorcoded folder system is notorious for producing multiple "skeleton" or "shadow" copies as the service member traverses with record from clinic to clinic, base to base.
I agree with the afformentioned recommendations; start collecting, scanning and destroying the paper.
Otherwise, the age old tracers include pink-sheet signature cards, ID card exchange for check-out return, and newly utilized cell-phone or car key exchanges. The later mentioned make it difficult to leave with the file.
Remember, that record is property of and under the legal charge of the department.
Hope this helps...
Dear Rowlands (Australia) and Phillips (US),
I appreciate your invaluable recommendations. Indeed, experience is a good teacher.
Adeleke IT
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