MEDICAL RECORDS DEPARTMENT

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MEDICAL RECORDS DEPARTMENT

• CORPORATE INDUCTION

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Medical Records

• Department Make-up
• Chart Retrieval
• General and Routine Access Queries
• Central Medical Dictation
• Births Deaths Notification
• Satellite Clinics
• The department is made up of 13 teamplayers

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Medical Records

• We provide Admin. Support for the following
  areas
• Baby Clinic
• Admissions
• Antenatal Education / Physio Department
• X-Ray
• Community Midwifes
• Secretary Managers Office
• Social Work Department

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Medical Records

• Validation Audits are carried out in the dept.
  for
• Duplicate numbers charts
• Misfiles missing charts
• Case-note tracking system
• Colour coded charts filing systems
• Dictation quality, completeness lagtime
• Policies, Procedures Guidelines

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Medical Records

• Routine Access Requests for Information
• All requests must be in writing.
• No information is given out over the phone
• Written Requests received by the department
• 2005 1020 / 2006 959 / 2007 924
• 90 of these are copies of charts
• Others include times of births, BCG, blood
  groups, I.B.T.S. queries etc
• We have a fax request form that can be forwarded
  to outside agencies for completion. This
  includes GPs and other hospitals etc.

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Medical Records

• Availability of records
• CD Storage DW Registers 1894 1995
• Microfilm (1968 1992)
• Secondary Storage (1995 2006)
• We keep the previous and current year charts
  onsite (2007 2008)

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Medical Records

• Chart Management Overview (Information
  Governance Group June 2005)
• This group reviews chart layout and content and
  implements changes when needed.
• The Medical Records Policy is available on the
  Intranet or upon request
• We are constantly researching new Technologies
  Electronic Patient Records and Opitical Disc
  Storage

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Medical Records
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Medical Records

• The department is open in line with clinic times
  from 8am to 5pm
• The admissions department can be contacted
  outside of these hours for chart requests or for
  tracing on of charts
• We are located in the basement opposite the
  Laundry Dept
• The main hospital fax machine is located in our
  office. Faxes are sent in the internal post in
  the morning. Should you require an urgent fax it
  is essential that you come down to the department
  and check.

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Medical Records

• Alan McNamara
• Medical Records Manager
• Bleep 085
• Ext. 3208
• amcnamara_at_nmh.ie
• Gayle Reilly
• Assistant Medical Records Manager
• Bleep 114
• Ext. 3155
• greilly_at_nmh.ie