Health Records Management I

At the end of the course, the students should be able to: 1. explain numbering in health records; describe the types and methods of assigning numbers; 2. identify and discuss the types of equipment used and control of numbering system conversion; 3. define filling system and explain its objectives; 4. discuss types and methods of filing system as well as filing control; 5. describe master patient index in the unit system, its purpose, content and arrangement; 6. explain record retention, factors influencing retention and disposition of health records; and 7. appreciate microfilming of health records, objectives of microfilming, processing, design, selection, advantages and disadvantages of microfilming.

Numbering system in health records, methods of numbering system, types and methods of assigning numbers. Types of equipment used and control of numbering system conversion from one system to another and relationship of numbering to filing. Define filing system and state its objectives, types and methods of filing system. Filing control in relation to: requisition and charged-out system, colour coding of records folders, access incomplete records, checking location, physical facilities in the file area, safety, organisational patterns, other file rules and procedures. Conversion from one filling system to another, Transportation of records, equipment and supplies and factors affecting choice. Definition of master patient index in the unit system, master patient index: purpose and content, filling methods, filling equipment, alphabetical index guides, automation of patient index, control of patient index and arrangement of master file. Record retention, factor influencing retention and disposition of health records, health records retention policies, methods of destruction of health records. Microfilming of health records: definition of microfilm, objectives of records microfilming, uses of microfilm in the hospital records keeping, microfilm processing, steps in designing microfilm system, selecting microfilm for use in hospital records, process of preparing records for microfilming and filling the records including advantages and disadvantages in health records.