Medical Record Retrieval and Follow-Up for Release of Protected ...
Medical Record Retrieval and Follow-Up for Release of Protected ...
Medical Record Retrieval and Follow-Up for Release of Protected ...
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<strong>Release</strong> <strong>of</strong> In<strong>for</strong>mation Policy Manual<br />
<strong>Medical</strong> <strong>Record</strong> <strong>Retrieval</strong> <strong>and</strong> <strong>Follow</strong>-<strong>Up</strong><br />
For <strong>Release</strong> <strong>of</strong> <strong>Protected</strong> Health In<strong>for</strong>mation<br />
Policy: M-05-ROI<br />
Page 2 <strong>of</strong> 3<br />
5. Obtain the reservation slips <strong>and</strong> place each slip in a red outguide <strong>and</strong> sort the outguides in<br />
terminal digit order on the designated shelf in the release <strong>of</strong> in<strong>for</strong>mation area.<br />
6. Log the total number <strong>of</strong> reservation slips received into the release <strong>of</strong> in<strong>for</strong>mation log.<br />
7. Retrieve the unit folders <strong>and</strong> incomplete records (as needed) in terminal digit order,<br />
beginning with 000 <strong>and</strong> work through 999 in the following manner:<br />
A. Locate the terminal digit section <strong>for</strong> the medical record requested using the file<br />
guides <strong>and</strong>/or color coded system.<br />
B. Locate the specific medical record number requested<br />
C. Verify the patient’s name <strong>and</strong> medical record number on the chart request against<br />
the record in file. If the name <strong>and</strong> number are not the same, make a notation on the<br />
chart request <strong>for</strong>m indicating wrong #. At the completion <strong>of</strong> this task, check the<br />
Master Patient Index (MPI) <strong>for</strong> the correct medical record number <strong>and</strong> retrieve the<br />
medical record accordingly.<br />
D. Retrieve the medical record<br />
E. Place a copy <strong>of</strong> the chart request <strong>for</strong>m in the plastic pocket on the front <strong>of</strong> the<br />
medical record<br />
F. Retrieve any incomplete records <strong>and</strong> combine with the unit folder when needed<br />
G. Continue this process until all unit folders <strong>and</strong> incomplete records have been<br />
retrieved.<br />
8. Verify the patient’s medical record number by per<strong>for</strong>ming an additional medical record<br />
number inquiry when you are unable to locate the medical record.<br />
9. Verify if you need to obtain additional medical record folders from the following areas:<br />
9 Feist-Weiller Cancer Center <strong>Record</strong> (FWCC) (VOL F1)<br />
9 Ambulatory Care Center (VOL A1)<br />
9 Women’s Health (VOL W1)<br />
9 Children’s Services (VOL C1)<br />
9 Family Medicine <strong>and</strong> Comprehensive Care (VOL M1)<br />
If the patient has a medical record folder with any <strong>of</strong> the above volumes, contact the HIM<br />
area to obtain this volume <strong>of</strong> the patient’s medical record to assist in responding to the<br />
request <strong>for</strong> in<strong>for</strong>mation.<br />
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