Organization management of medical records departmentpart-2

1. KESHAVARAO.T ASST., MEDICAL RECORD OFFICER, BELGAUM INSTITUTE OF MEDICAL SCIECES, BELGAUM-590001. ORGANIZATION AND MANAGEMET OF MEDICAL RECORDS T.Keshavarao Mob.[phone]

2. ORGANISATION AND MANAGEMENT OF MRD Medical record services are to be provided efficiently and effectively attention must be directed to organizational structure functions,procedures,staff,space equipment supplies, communication and transportation system the important of each of the points depending on type of facility. Organizational Structure . How the medical records department relates to the organization as a whole. How the internal activities of the department are organized. Medical record is a technical activity and such the chief of the department should be responsible to the Director of the Institution. The date of processed by the MRD are useful to Administration, branch of the institution the relationship must be maintain between the MRD and Medical staff and other health care professional are such that it is advisable that the department will be gripped with the other technical department. How the MRD itself is organized depend on the members of the MRD staff . The function assigned to the department the location of the officers etc., organization chart for the both establishment as the whole of the MRD should kept up-to-date and should available to show staff members how they relate to other employees in the organization. T.Keshavarao Mob.[phone]

3. STAFF As per Medical Council of India Requirement Existing staff in MRD are One Medical Record Officer. Four MRTs Six Medical record clerks of Junior MRTs One Statistician One Steno typist Two Daftaries Two Peons Totally 17 Members in MRD staffs According to Dr.G.D.Mogli Senior MRO & W.H.O Consultant. Need for MRD staff are each 30 beds hospital need for 1 MRT and 2 Asst.MRT And 100 beds hospital needs for 1 MRO & 2 MRTs and 10 Asst MRTs T.Keshavarao Mob.[phone]

4. Staff Staff should be sufficient in quantity and quality to perform the assigned medical record performance. It is important to maintain continues vigilance to ensure that the sum of the tasks assigned does not exceed what one person can accomplish, training in the correct completion and processing of records and reports should be provided. The qualified MRD staff will vary depending on the functions of the department ie ,. Work load , hours of service procedures, equipments, layouts etc,. A position classification and remuneration scheme which will be help to attract and retain competent staff , should also encouraged. T.Keshavarao Mob.[phone]

5. SPACE Medical Record Department should be locate in near by OPD. The efficiency with which the MRD function is greatly influenced by its location within the facility and by the amount of space it has available. In hospital space and location assume greatest significance with regard to the file areas as this often determines whether a medical records is possible or not. The amount of file space needed should be based on the maximum quantity of records that must be maintained in the file room at any give time. This normally would be volume of records on hand at the end of the year plus the estimated expansion to be accumulated during the coming year. The maximum quantity of records is a function of the policies, which establish how long Medical record will be retain. The file area should be free from danger Of flooding, leaks, or other source of excessive humidity. The construction should be such ie ,. Discourage us invasion by insects. Only authorized personnel should allowed to access the file, which should be locked when it is attended. T.Keshavarao Mob.[phone]

6. SPACE REQUIREMENT FOR MRD FOR 500 BEDDED HOSPITAL Medical Record officer 14 square meter Asst Medical Record Officer 10 square meter Medical Record Filing room 200 square meter Computer section 14 square meter Statistical Section 10 square meter Doctors Conference room 20 square meter Working area for MRD staff 40 square meter Class Room 20 square meter New forms storage area 22 square meter Rest room for MRD staff 10 square meter Total MRD Space 360 square meters Admission Officer 15 sq mtr OP registration 50 sq mtr Casuality registration 10 sq mtr T.Keshavarao Mob.[phone]

7. MRD Equipments Proper and sufficient equipment contributes to the efficiency with which medical record activities are performed. The possibility or impossibility of obtaining equipment such as typewriter or computers will influence form design and the type of staff skills required. The usual chairs, desks, computers, worktables, stationary, filing cabinets, scanning machines or microfilm unit calculators,Almaras,Teleohones, Xerox machines, filing racks for storage of active and inactive records. EQUIPMENTS REQUIRED FOR 500 BEDDED HOSPITAL MRD Movable racks Cupboards 5 nos Staff working tables 15 Book shelf or glass cupboards-02 Computers with Printers- 10 (MRD,OP,IP,Emergency) Ladder-01 Notice board-01 6 digit Numbering Machines-05 Xerox machine -01 Chairs-30 T.Keshavarao Mob.[phone]

8. Date Rubber stamps-02 Expired Rubber Stamp-01 Medico Legal Case Rubber stamp-01 Cancelled Rubber stamp-01 Duplicate case sheet rubber stamp-01 Calculators-02 Giant size Staplers-05 Wall clocks-02 Dust bins-10 ICD 10 th volume Books-2sets Telephone-01 Surgical coding book-01 Medical Dictionary-01 T.Keshavarao Mob.[phone]

9. MANAGEMENT OF MRD The Medical Record officer is Head of the MRD. He will organize, develop, Improve & control over the staff of MRD. The Medical Record services classified into four categories 1.OP Registration 2. IP Registration 3.Emergency(Casualty) registration 4.MRD or MRL OP REGISTRATION Patients first meeting place is OPD. Usually OPD is situated in the entrance of the hospital. The medical records first begins with collection of identification information at OPD. There are 2 types of registrations New case registration Revisit case registration T.Keshavarao Mob.[phone]

10. Duties and responsibility of OPD staff Collection of accurate patients identification data, Prepare the OP Record. Control the hospital numbers. Supply the OP Record for Concern Departments Maintainance of Patient Alpha index Uses for New and Old registration. Hospital administration planning purpose. Calculate daily New & Old case attendance (monthly yearly sexwise,Service) MCI Inspection purpose. Care review meeting purpose. T.Keshavarao Mob.[phone]

11. Accident and emergency & Casualty services This department function around the clock. Functions of this department. Registration of the casualty/Medico legal cases. Collection of sociological data Preparation of case sheets. T.Keshavarao Mob.[phone]