Revised and updated 2006

WHO Library Cataloguing in Publication Data

Medical Records Manual: A Guide for Developing Countries

ISBN 92 9061 005 0

World Health Organization 2002

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The named author/s alone is/are responsible for the views expressed in this publication.

Medical Records Manual

A Guide for Developing Countries

ACKNOWLEDGEMENT

WHO Regional Office for the Western Pacific acknowledges the contribution made by
Professor Dr. Phyllis J. Watson, Head of School of Health Information Management
(formerly), Faculty of Health Sciences, University of Sydney, to this publication.

Medical Records Manual

A Guide for Developing Countries

TABLE OF CONTENTS
1.

INTRODUCTION.............................................................................. 1

Aim of the Workbook............................................................................ 1

Objectives............................................................................................ 1
National and international support.......................................................... 2
Name changes and definitions............................................................... 3

2.

THE MEDICAL RECORD................................................................... 7

Patient identification and medical record numbering................................. 8

Medical record numbering .................................................................. 11
Components of a medical record.......................................................... 13
Medical record forms ......................................................................... 14
Clip or fastener................................................................................... 16
Medical record dividers....................................................................... 16
Medical record folder.......................................................................... 17
Responsibility for medical records......................................................... 18

3. THE MEDICAL RECORD DEPARTMENT ........................................... 21

Support for Medical Record Department and staff................................... 21

Functions of a Medical Record Department............................................ 21

Development of medical record policies and procedures.......................... 23

Writing procedures . ........................................................................... 24

4. BASIC MEDICAL RECORD DEPARTMENT PROCEDURES................... 27

Admission procedure and the Master patient Index................................. 27

Admission register.............................................................................. 28
Computerization of the Master patient Index.......................................... 36

Discharge procedure........................................................................... 38
Medical record completion procedure.................................................... 40
Discharge summary............................................................................ 41
Computerized admission, transfer and discharge system......................... 42

Disease classification and clinical coding............................................... 43

Clinical coding procedure.................................................................... 45
Disease and procedure index............................................................... 47
Computerization of the disease and procedure index............................... 48

Medical record filing procedure............................................................ 49

Filing systems and Methods................................................................. 51
Terminal Digit Filing............................................................................ 53

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5.

Removing medical record from file and record control............................. 55

Locating misfiled medical records......................................................... 56
Culling medical records....................................................................... 56
Computerized record tracking system.................................................... 57

Statistical definitions........................................................................... 60
Hospital inpatient monthly/annual statistical collection............................ 61

6.

MEDICO-LEGAL ISSUES AND POLICIES.......................................... 67

7.

The medical record as a legal document................................................ 67

Privacy, confidentiality and release of patient information......................... 68
Patient access to their medical records.................................................. 70
General medico-legal principles............................................................ 71
Procedure for the release of medical information in a legal case............... 72
Other important medico-legal issues..................................................... 77

8.

MEDICAL RECORD COMMITTEE.................................................... 87

9.

QUALITY ISSUES FOR MEDICAL RECORD SERVICES....................... 91

COLLECTION OF HEALTH CARE STATISTICS................................... 59

OUTPATIENT RECORDS................................................................. 79
General outpatient clinic . ................................................................... 80
Specialists outpatient clinics................................................................ 81
Counting outpatients........................................................................... 82
Outpatient statistics............................................................................ 83
Emergency patients............................................................................ 84

Terms of reference.............................................................................. 87
Functions and responsibilities.............................................................. 88

Areas in which the MRO can evaluate medical record procedures............. 91

Evaluating the content of the medical record.......................................... 92

10. CASEMIX MEASUREMENT AND DRGS............................................ 95

The formation of DRGs........................................................................ 96

11. COMPUTERIZED HEALTH INFORMATION SYSTEMS AND THE

ELECTRONIC HEALTH RECORD..................................................... 99

ii

Electronic health records................................................................... 100

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12. CONCLUSION............................................................................. 105

Annex 1. Pre-employment Test for Medical Record Clerks/Officers........... 107

Annex 2. International federation of Health Record Organizations........... 109

Annex 3. Glossary............................................................................ 111

REFERENCES.................................................................................. 114

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List of Illustration

A large teaching hospital....................................................................... 1

Sample Medical record forms................................................................. 7

The top section of a front sheet.............................................................. 8

Samples of X-ray, pathology, and other investigation forms...................... 15

The Patients Medical Record: Sole source of health information............... 19

A typical medical record department with manual systems...................... 21

A typical computerised medical record department................................. 22

A medical record officer coding a medical record.................................... 27

A sample identification form................................................................. 31

Removing a medical record and replacing it with a tracer........................ 32

A master patient index........................................................................ 35

Clerical staff working on the discharge procedure................................... 40

A bay of filing shelves......................................................................... 51

A sorter in a large Medical Record Department....................................... 54

A colour coded Terminal Digit Folder..................................................... 54

A tracer being removed on the return of a medical record........................ 55

A medical record officer working on the monthly statistics report.............. 59

A diagram showing the flow of data from the patients admission

to the return of the medical record to file............................................... 65

A terminal digit folder marked Confidential.......................................... 67

An emergency department attached to a large teaching hospital............... 79

A typical Medical Record Committee meeting......................................... 87

An MRO checks the information records with a doctor............................ 91

Staff working in a computerised Medical Record Department................... 99

Medical Records Manual

A Guide for Developing Countries

INTRODUCTIOn

edical/health records form an essential part

of a patients present and future health care.
As a written collection of information about a
patients health and treatment, they are used essentially
for the present and continuing care of the patient. In
addition, medical records are used in the management
and planning of health care facilities and services, for
medical research and the production of health care
statistics.
Doctors, nurses and other health care professionals
write up medical/health records so that previous
medical information is available when the patient
returns to the health care facility. The medical/health
record must therefore be available. This is the job of
the medical record worker. If a medical record cannot be located, the patient may suffer
because information, which could be vital for their continuing care, is not available. If the
medical/health record cannot be produced when needed for patient care, the medical record
system is not working properly and confidence in the overall work of the medical/health
record service is affected.

A large teaching
hospital.

Aim of the Manual

The aim of this Manual is to help medical/health record workers in developing countries
to develop and manage the medical record/health information service in an effective and
efficient manner. It has been written for clerical staff with a basic understanding of medical/
health record procedures. It has NOT been designed as an introductory text to medical record/
health information management, rather as an aid to medical record officers (MROs) and
medical record clerks by describing appropriate systems for Medical Record Departments.
The emphasis is on manual systems but includes some discussion of computerized
applications and may be used as an adjunct when considering the introduction of some
basic computerized systems. It does not provide all of the options for medical record
management, but it does provide one option in each area for the management of medical
records in developing countries. For the interest of readers, a small segment on some more
advanced applications such as electronic health records and DRGs have been included.
The reference list at the end of this Manual lists some textbooks that provide detailed
information on medical record management.

Objectives
When you have reviewed the Manual, you should be able to:
identify the major functions of a Medical Record Department and carry out basic
procedures;

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understand the multiple uses of a medical/health record and the confidential nature
of medical/health record data;
carry out patient identification and registration procedures;
implement and maintain a master patient index within the Medical Record
Department;
assess the need for a new form (the points to remember when designing a form)
and the role of the Medical Record Committee in implementing new forms;
classify health care data and develop a disease and procedure index, if required;
identify different ways of filing medical/health records and the importance of using
a tracer or outguide;
discuss the importance of developing medical/health record policies, such as the
retention of medical/health records, access to patient care information, privacy,
confidentiality and the release of patient information;
prepare a diagram of the flow of medical/health care data in your health care facility
and identify possible problem areas;
explain a hospital information system (HIS) and discuss the areas within your
Medical Record Department, which could be computerized as the first step to the
development of a HIS; and
understand what an electronic health record is and how it is developed.
Medical/health record officers and clerks should have sufficient basic education to enable
them to file accurately in both alphabetical and numerical order, and to spell patient names
correctly. All staff in Medical Record Departments should be given an alphabetical and
numerical filing test before appointment (Annex 1).

National and International Support

MROs need to keep up-to-date with changes and developments in medical/health record
systems on both a national and international level. To develop a support system within each
country, MROs are encouraged to establish a national medical record/health information
management association. To gain support and recognition at an international level, national
associations are encouraged to apply for membership to the International Federation of
Health Records Organizations (IFHRO). IFHRO is an international federation of national
associations of medical record/health information managers and individual MROs.
Membership of IFHRO can assist MROs to become part of an international network that
includes MROs from countries with similar health systems. If there are insufficient MROs
within the country to form a national association, individuals may apply to join IFHRO as
an Associate Member.
The Federation holds an international congress every three years at which the latest trends
and developments in medical record /health information management practice and medical/
health record education are discussed. More detailed information about IFHRO in included
in Annex 2.

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Name Changes and Definitions

Over the years there have been several changes in the title of the person in charge of the
Medical Record Department as well as the title of the department. These changes have come
about due to a greater awareness of medical record systems and an increased emphasis on
computerization and the development of computerized health information systems.
In some countries, the title of trained persons (persons who have completed a formal
program) responsible for the medical record service has changed from medical
record officer (MRO) and medical record administrator (MRA) to health information
manager (him) or health information administrator (HIA). In many developing
countries, the title MRO or medical record clerk is still used. For the purpose of
this Manual the title MEDICAL RECORD OFFICER (MRO) or MEDICAL RECORD
CLERK will be used, but should be substituted for the title commonly used in your
country.
Also, in many countries the Medical Record Department is often referred to by
another name, such as Medical Record Room, Clinical Information Services, Patient
Information Services, or Health Information Department. Again, in this Manual
it will be referred to as the MEDICAL RECORD DEPARTMENT. You should also
substitute this with the name commonly used in your country.
The term health care facility is being used more often to describe a hospital, or a
health care centre, or a clinic. Again, you should check the name commonly used
and substitute where necessary. For this Manual the term HEALTH CARE FACILITY
or HOSPITAL will be used.
With the many changes in health care delivery today, the medical record is often
referred to as the HEALTH RECORD. This term generally refers to a broader view of
health care in many countries. A health record actually means a single record of all
data on an individual's health status from birth to death. That is, it would include
birth records, immunization records and records of all illnesses and treatments
given in any health care facility. Unfortunately, this type of record is not maintained
in many health care facilities today. The term MEDICAL RECORD, therefore, should
still be used to accurately describe the type of record currently used in most hospitals
and will be used in the following pages. The HEALTH RECORD, as described
above, is becoming more popular and will be used more extensively in the future.
In many countries during the 1980s, manual medical record systems were replaced
by computerized medical information systems (MIS). In an MIS, facts concerning the
health or health care of individual patients are stored and processed in computers.
With progress over the years, the MIS has developed further and now hospital
information systems (HIS) have replaced the MIS in many countries. An HIS is
defined as an information system that links basic business process functions such as
registration, admission, discharge and transfer, with patient accounting processes.
That is, all information collected on individual patients while in hospital is part
of a HIS. It is derived from the data recorded about a patient, commencing with
the first encounter or treatment at a hospital, clinic, or primary health care center
and includes medical and financial data. Clinical staff record the data about their
patients diseases/injuries in the medical record. The date, linked to the identification
information collected by clerical staff, is available in the HIS.

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Today, efficient health information systems are not only important to hospitals but also for
the government as they provide information about the health of the people in a country.
The collected information is used by governments in the planning of health facilities and
programs, for the management and financing of health facilities as well as medical research.
However, as computerized HIS have not been developed in many countries to date, the
efficient management of manual medical record systems remains essential for the collection
of complete, accurate and timely data on health.
Regardless of the system, the job of the medical record staff is to make sure that the
information collected on each patient is stored in the medical record. It should also be
available when and where it is needed for the continuing care of that patient.
We have tried to keep the language in the Manual simple, but if there is a word you do not
understand you should refer to an English dictionary.

Remember
The meaning of a word or words varies sometimes from
country to country.
The Manual begins with an overview of:
the Medical Record including patient identification and medical record numbering;
and
the Medical Record Department including the development of policies and
procedures.

A more detailed discussion on four basicMedical Record Department procedures follows

including:
the admission procedure including the Master Patient Index;
the discharge procedure - including the computerized Admission, Transfer and
Discharge system;
disease classification and clinical coding;
the medical record filing procedure.
The last sections of the Manual cover:
the collection of Health Care Statistics;
medico-legal issues.
outpatient medical records;
the Medical Record Committee;

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quality issues for medical record services;

casemix and DRGs; and
computerized medical record systems and electronic health records.

As you work through the following pages, you should review the medical record services
provided in your hospital/health care facility and see where they can be improved. You
should, however, plan your changes carefully and make sure that they will fit into your
situation. Poor planning could result in failure of the project and lack of confidence in the
proposed changes.

Medical Records Manual

A Guide for Developing Countries

THE MEDICAL RECORD

efore looking at specific medical record

procedures, we need to discuss the medical
record, what it is, how it develops and why it
is so important. As mentioned in the introduction,
the medical record is an important compilation of
facts about a patients life and health. It includes
documented data on past and present illnesses and
treatment written by health care professionals caring
for the patient. The medical record
must contain sufficient data to identify the patient,
support the diagnosis or reason for attendance at
the health care facility, justify the treatment and
accurately document the results of that treatment
(Huffman, 1990).
The main purpose of the medical record is:

Sample of
medical records
forms.

to record the facts about a patient's health with emphasis on events affecting the
patient during the current admission or attendance at the health care facility, and
for the continuing care of the patient when they require health care in the future.
A patients medical record should provide accurate information on:
who the patient is and who provided health care;
what, when, why and how services were provided; and
the outcome of care and treatment.
The medical record has four major sections:
administrative, which includes demographic and socioeconomic data such as
the name of the patient (identification), sex, date of birth, place of birth, patients
permanent address, and medical record number;
legal data including a signed consent for treatment by appointed doctors and
authorization for the release of information;
financial data relating to the payment of fees for medical services and hospital
accommodation; and
clinical data on the patient whether admitted to the hospital or treated as an
outpatient or an emergency patient.

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All of the above will be discussed in more detail as you proceed through the Manual.
It is important to note at this time that accurate, timely and accessible health care data plays
a vital role in the planning, development and maintenance of health care services. The
quality of data in the medical record and its availability is essential if health care authorities
wish to maintain health care at optimal level.
The main uses of the medical record are:
to document the course of the patient's illness and treatment;
to communicate between attending doctors and other health care professionals providing
care to the patient;
for the continuing care of the patient;
for research of specific diseases and treatment; and
the collection of health statistics.
Where Does the Medical Record Begin?
The medical record begins with the patients first admission as an inpatient or attendance
as an outpatient (if a combined medical record) to the health care facility. This begins
with the collection of identification information, which is recorded on the FRONT SHEET
or IDENTIFICATION AND SUMMARY SHEET. The name of the first form in the medical
record varies from hospital to hospital and country to country.

Question
What is the front sheet on identification and summary sheet called in your hospital/health
care facility?
_____________________________________________________________________

The top section

of a front sheet.

In this Manual, it will be referred to as the FRONT SHEET, but you should substitute this
for the name more familiar to you.

Patient Identification and Medical

Record Numbering
Before discussing specific Medical Record Department
functions and procedures, we should look at how a
patient and his or her medical record is identified.
Accurate identification of a patient is the backbone
of an effective and efficient medical record system.
Correct identification is needed to positively identify the
patient and ensure that each patient has one medical
record number and one medical record.

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Responsibility for Patient Identification

The responsibility for correctly identifying a patient rests with the clerk who interviews the
patient in the admission office or outpatient department.
The clerk must carefully question the patient or a person accompanying the patient if in
case the patient is unable to give the necessary information (e.g., child, elderly relative,
etc.). It should be made sure that the questions asked are clear and understood by the
person being interviewed. Many people who come to a hospital or clinic are nervous and
may have difficulty with some simple questions. They should be put at ease and be given
time to respond. The data collected must be written clearly on the correct form. Correct
patient identification enables hospital staff:
to find a particular patient's medical record whenever they come to the health
care facility;
to link a patient's previous admission or outpatient attendance to the current
admission using his or her medical record number;
to find the correct medical record of patients when there are more than one
patient with the same name.

Patient identification is a key issue for medical record services. Ideally, the staff in the
Admission Office should be responsible to the MRO to enable them to be trained in
identification procedures. It would also enable the MRO to monitor their performance and
re-train if required.
Unique Patient Characteristic
In order to identify patients, we need a UNIQUE PATIENT CHARACTERISTIC. The type and
number of unique patient characteristics used will change from country to country, and are
defined as:

SOMETHING ABOUT A PATIENT THAT DOES NOT CHANGE

In some countries, the unique patient characteristic often used is the patients mothers
maiden name, (the mothers name before she was married). This is something that does
not change.
In many countries, however, patients attending a health care facility do not know their
mothers maiden name, or their own date of birth, and are often unsure of their exact age.
Each country will need to decide on a unique patient characteristic that will assist with
the identification of a particular patient. There is no limit to the number of unique patient
characteristics that can be used. Some useful unique patient characteristics are:
a national identification number;
a social security number;
date of birth;

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health insurance number;

mother's maiden name;
mother's first name;
father's first name; and
in the case of a new-born infant a biological characteristic, e.g. fingerprint or
footprint.
The following are NOT considered unique characteristics:
Where a person lives is NOT a unique patient characteristic because it can
change;
A person's age is NOT a unique patient characteristic because it DOES
change;
Although it should not change, it is important that a patients birthplace is NOT
used, as it is often identified by most people as being the place where they
"come from" as opposed to the place where they were actually born.

Remember
EFFECTIVE PATIENT IDENTIFICATION IS THE BEGINNING OF AN
EFFICIENT MEDICAL RECORD SYSTEM

Questions
Is a unique patient identifier used in your hospital/country?
___________________________________________________________________________
If yes, what is it?
___________________________________________________________________________
If no - what should or could be used?
___________________________________________________________________________
Do you have a problem in your hospital with patient identification?
___________________________________________________________________________
What is the main problem?
___________________________________________________________________________

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Do you find that a patient can have more than one medical record due to identification
errors/problems?
___________________________________________________________________________
How can the problem be rectified?
___________________________________________________________________________

Medical Record Numbering

Once a patient has been identified the next step is to be able to identify their medical
record. The collection of patient identification data and the assignment of a medical record
number or verification of an existing medical record number should be the first step in every
admission procedure. In the system we are discussing, that is, WHERE THE PATIENT HAS
ONE MEDICAL RECORD AND ALL ADMISSIONS ARE FILED IN THE ONE FOLDER, the
patient is given a medical record number at the time of the first attendance at the hospital.
This number is then used during the current admission and in the future to identify a patient
and his or her medical record.
The term used for this number varies from hospital to hospital and country to country.
It can be referred to as the hospital number, patient identification number, unit
record number or medical record number. We will call it the MEDICAL RECORD
NUMBER (MRN).
The MRN is a permanent identification number assigned in STRAIGHT NUMERICAL
SEQUENCE by the admission staff and is recorded on all medical record forms
relating to that particular patient. An important point is that THIS NUMBER IS
THEN USED TO FILE THE MEDICAL RECORD. Thus, it is important to make sure
that the number is correctly assigned and recorded on all forms in the patient's
medical record.
Note that MEDICAL RECORD NUMBERING SYSTEMS are HOW WE GIVE A NUMBER
to medical records. FILING SYSTEMS are HOW WE FILE THE RECORD after a number
has been given.
In some hospitals, every time a patient comes to the hospital, a new medical record number
is given and a new medical record is started. With this system, a patient could have many
medical records scattered throughout the file room. This is NOT RECOMMENDED. For
good patient care, the patient should have one medical record with all admissions filed
in the one record and kept in the one place. For the purpose of this Manual, we will be
referring to this method of medical record keeping.

Remember
ONE PATIENT ONE MEDICAL RECORD NUMBER = ONE
MEDICAL RECORD

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Procedure for Issuing Medical Record Numbers

The MRN should be issued in straight numerical order from the NUMBER REGISTER
commencing with the number 1. For example, if the last number given to a patient
were 342, the number issued to the next patient would be 343 and the next 344
and so on.
If the patient has been an inpatient previously, the admission clerk must look for
and find the old number in the MASTER PATIENT INDEX (See Basic Medical Record
Procedures). If the patient has not been an inpatient previously, the next number in
the NUMBER REGISTER is allocated.
Once a patient has been identified and the next unused number in the number
register has been given to that patient, this number is how the patient and his or her
medical record will be identified for this admission and in the future. That is, this
number should belong to the patient for the rest of his or her life and should never
be given to another patient. Even if a patient has died, the number should NOT be
given to another patient.
If an error has occurred and a patient is found to have two medical record numbers
and subsequently two medical records the DUPLICATE number should be cancelled,
and NOT used again, and the medical records combined under the FIRST number.
As will be discussed under the Master Patient Index, a cross-reference must be
made to the duplicated number and medical record.

Number Register
As mentioned above, MRNs are issued from the NUMBER REGISTER, which is the origin
of the patient identification numbering system and is a numerical list of numbers issued
to patients. That is, it is a book of numbers in numerical order. This method of issuing
numbers is simple, easy to assign and easy to control.
A NUMBER REGISTER could be a bound book or a loose-leaf book where the
sheets are bound at the end of each year to prevent loss.
The use of a NUMBER REGISTER is important for patient identification NUMBER
CONTROL. As a number is issued, the name of the patient is immediately
entered beside that number. The date of issue is also recorded along with the
place of issue.
For example:

12

Number

Name

Date

Where issued

342

Lee, Joseph

12.01.2001

Admission Office

343

Wong, Grace

12.01.2001

Admission Office

344

Pearson, Joseph

13. 01.2001

Admission Office

345

Reilly, Susan Jane

13.01.2001

Admission Office

346

Roberts, John

14.01.2001

Emergency Room

347

Chong Agnes

14.01.2001

MRD

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Numbers SHOULD NOT be pre-assigned. That is, a medical record number

should be given to a patient when he or she comes to the hospital for the first
time and NOT before.
In some hospitals/countries, the Medical Record Department takes full
responsibility for issuing MRNs and other departments must call the department
for a new number.
The NUMBER REGISTER should be routinely monitored for accuracy and
completion.

More Important Points about Patient Numbering

Some countries use a national identification number to identify the patient and the
medical record. Such as an Identification Card number which is also used to file the
medical record. THIS IS NOT RECOMMENDED.
The Identification Card Number or National Identification Number should be
used as a unique identifier BUT NOT TO FILE THE MEDICAL RECORD. A
medical record number should be issued on the first attendance and retained
for future admissions or attendance at the hospital or clinic.
The way a number is presented can also add to the efficiency of the system. For example,
when the numbers reach four to six digits such as 12345, the number could be written
as 1-23-45. Many hospitals start with a six-digit number by adding a series of 0s. For
example the number 1 could be shown as 00-00-01. Clerical staff often find it easier to
remember numbers when they are broken down into sets of two

Components of a Medical Record

When a patient has been admitted to hospital, they become an INPATIENT and the FRONT
SHEET is the beginning of the inpatient medical record.
An INPATIENT is a patient who has been admitted to the health care facility. Inpatients
usually occupy a bed in a health care facility for at least four hours to overnight.
While in the ward, the medical record develops with many forms added as the patient is
treated and cared for by health professionals. The physical medical record will eventually
consist of the following:
medical record forms;
a clip or fastener to hold the papers together;
dividers between each admission and outpatient notes; and
a medical record folder.

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Medical Record Forms

The medical record is made up of a number of forms, which are all used for a specific
purpose. The basic set of forms in the inpatient medical record includes:
front sheet or identification and summary sheet, which covers identification, final
diagnoses, disease and operation codes, and the attending doctors signature;
consent for treatment is often on the back of the Front Sheet and must be signed
by the patient at the time of admission. There are two parts to this form. The first
half of the form is a general consent for treatment and the bottom half is consent to
release information to authorised persons;
correspondence and legal documents received about the patient, e.g., referral letter,
requests for information, etc.;
discharge summary, if required by the hospital/health authority;
admission notes, including the patients family medical history, the patients past
medical history, presenting symptoms, results of a physical examination, provisional
diagnosis (the reason the patient came or was brought to hospital), proposed tests
and care;
clinical progress notes recording the patient's daily treatment and reaction to that
treatment written by the attending doctor and other health care professionals;
nurses progress notes recording daily nursing care including temperature, pulse
and respiration charts, blood pressure charts etc.;
operation report if an operation or operations are performed;
other health care professional notes, e.g., physiotherapy, Social Workers, etc.;
pathology reports including haematology, histology, microbiology, etc.;
other reports X-ray, etc.;
orders for treatment and medication forms listing daily medications ordered and given
with signatures of the doctor prescribing the treatment and the nurse administering
it; and
special nursing forms for observation of head injuries etc.

Order of Forms in the Medical Record

There should be a specified order in which all forms are placed within the medical record
after discharge/death of the patient.

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A Guide for Developing Countries

THE ORDER OF FORMS AS LISTED ABOVE IS RECOMMENDED.

Samples of
X-ray, pathology
and other
investigation
forms.

Samples of X-ray, pathology and other investigation forms.

The hospital administration or the Medical Record Committee (if there is one) should
determine the order in which forms should be filed in the medical record. The list should be
printed and available to medical record clerks and other personnel working with or using the
medical record. This will make it easy for the medical record staff to assemble the medical
record and for health care personnel to locate specific information.
It is important to note that the order of forms as listed above is NOT the order used on the
ward. It is the order in which forms are filed within the medical record after the patient
has been discharged and the medical record has been returned to the Medical Record
Department. While on the ward the clinical progress notes and nursing notes are usually
kept in the front for easy access with all forms kept in a loose-leaf binder.
In many countries, it is the responsibility of the ward staff to sort the medical record forms
into the correct order before returning them to the Medical Record Department. If they are
not in order when received by the Medical Record Department, the medical record staff
responsible for discharges must sort them into the correct order as part of the discharge
procedure.

Some Important Points about Forms in the Medical Record

Forms should all be the same size, usually A4.
The patient's name and medical record number, and the name of the form
should be in the same place on EVERY form.
Only official forms approved by the administration or Medical Record
Committee (if there is one) should be included in the medical record.

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The following is a sample medical record form. Sections A, B, C, D and E of the sample
form (see below) remain the same on all forms. Section F is different for every form, as it
is where the content of each form is written.

B Top margin 1 cm
C Name & logo of hospital
A
M
A
R
G
I
N
2 cm

Patient Names
Other patient details

D
Medical
Number.
Ward:

E
Record
N
A
M
E

F
Sections A, B, C, D and E remain the same for all
forms.

Of

Content of each different form recorded in this

section.

F
O
R
M
2 cm

Clip or Fastener
Forms should be held in the medical record either by a clip or fastener. Staples should NOT
be used as they tend to rust and additional forms cannot be easily added. Some countries
use a large fastener, which is secured in the top left-hand corner of the medical record.
A two-pronged clip can be threaded through clip holes in the folder or can be attached to
the folder by the adhesive backing.

It is best to use plastic rather than metal clips. Metal clips can
cut fingers or rust.
Medical Record Dividers
It is good practice to separate each admission by a divider; the divider will be slightly wider
than the forms in the medical record and have a tab on which to write 1st Admission, 2nd
Admission, etc.
In addition, if combined with the inpatient notes, all outpatient notes can be stored behind
an outpatient divider.
For specialist outpatient records, a separate divider could be used for the clinic, e.g.,
hypertension clinic, heart clinic, etc.

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Medical Record Folder

All medical record forms should be kept in a medical record folder. This should be a manila
folder and, if possible, stronger cardboard folders should be purchased.

Sample medical record folder:

Number tab

12-34-56
MR Number
Patients full name
Year of last
attendance
2004
2005
2006
Etc.
0

Spine

0---Clip hole---0

Medical record folders should be filed on their spine so that the medical record number is
clearly visible for filing purposes.
Every hospital, health centre and Department of Health should BUDGET ANNUALLY for
medical record stationery.
The following should be written on the medical record folder:
patient's name;
patient's medical record number; and
year of last attendance.

Remember
MEDICAL INFORMATION SHOULD NOT BE RECORDED ON THE
FOLDER.

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Responsibility for Medical Records

The primary function of a hospital, clinic or other health care facility is to provide quality
patient care to all patients, whether an inpatient, outpatient or emergency patient. The
hospital administration is legally responsible for the quality of care given to patients.
Responsibility for direct patient care and documentation in the patients medical record
is delegated to doctors, nurses and other health care professionals. The accuracy and
completeness of this documentation is the responsibility of those who are recording the
data.
The MRO or person in charge of the Medical Record Department is delegated responsibility
for the functions of that department and overall management of the medical record service.
That is, he or she is responsible for the management of patient health care data on a daily
continuing basis. A major responsibility of the MRO is seeing that the medical record is
available at all times when needed for the continuing care of the patient. They are also
responsible for:
seeing that all forms related to the care of a particular patient are in that patient's
medical record;
seeing that staff are trained and understand the value of the medical record and
importance of its availability at all times;
making sure that the medical record has been completed by the doctor;
making sure that diseases and operations are coded accurately and within a
specified time period; and
seeing that all information produced for statistics is accurate and readily available
when required by the administration, Ministry of Health or other government
agency.

Questions
Before proceeding you should review the medical record used in your hospital and answer
the following questions.

Are all the forms in the medical record in your hospital the same size?
___________________________________________________________________________
Who designs the medical record forms in your hospital and who approves the introduction
of a new form?
___________________________________________________________________________
Are medical record forms in your hospital held together by a clip or fastener?
___________________________________________________________________________

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If yes, which type of clip or fastener is used?

___________________________________________________________________________
Do you use admission dividers to separate each admission?
___________________________________________________________________________
Are the medical record forms placed in a medical record folder after discharge of the
patient?
___________________________________________________________________________
Who is responsible for the medical record service in your hospital?
___________________________________________________________________________

THE PATIENTS MEDICAL RECORD

Sole source of health information

Direct
patient care
Doctors,
nurses,
others

Planninng,
Legal
issues,
protection

The Patients
medical
record source of
information

Governmant
Health care
agencies,
Health
insurance

Indirect care
House
keeping,
business
office, etc.

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THE MEDICAL RECORD DEPARTMENT

he Medical Record Department is a busy

department and the work of medical record
clerks are highly demanding. Although staff are
not directly involved in patient care, the information
recorded in the patients medical record is an essential
part of that care. The Medical Record Department
staff are, therefore, required to perform an essential
service within the hospital. Sometimes, the nature
of this work is not understood by the medical staff,
hospital administrators and other hospital personnel,
and medical record clerks and MROs often feel isolated.
In addition, in many countries, funding is inadequate,
making the effective running of the medical record
service difficult. Medical record staff, therefore, must
be resourceful and dedicated to working in a busy and
extremely important section of the hospital. With knowledge and experience, they will find
the job both satisfying and rewarding.

Support for Medical Record Department and Staff

A typical
Medical Record
Department
with manual
systems.

Because of the vital nature of the work of the department, it is important to obtain support
from the hospital administration and medical staff. The hospital administration, medical
and nursing staff, and allied health professionals should also be made aware of the work of
the Medical Record Department and problems that may arise in relation to the inaccurate
recording of patient care data. This can be achieved by:
the MRO liaising with clinical staff and hospital administration about the content
of medical records, and procedures required in the management of medical record
services;
having adequate stationery (medical record forms, folders, and office stationery)
available to enable basic medical record functions to be carried out; and
having sufficient trained staff to complete all basic medical record procedures.
To maintain an effective medical record service, medical record officers also need the support
of a Medical Record Committee. They need to be able to bring important issues relating
to medical record services to the Committee for discussion. In doing so, they also need to
ensure that the issues are carefully recorded and presented to the Committee in a clear and
objective manner. The Medical Record Committee will be discussed in more detail later.

Functions of a Medical Record Department

The Medical Record Department staff, under the leadership of the MRO or medical record
clerk in-charge, is responsible for the maintenance of medical records and medical record

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services. The hospital administration must provide security, sufficient staff as well as sufficient
storage space for medical records, and an adequate working area. The Medical Record
Department staff must safeguard medical records from tampering, loss and unauthorized
use. They are responsible for seeing that the patients right to privacy and the confidentiality
of the information stored within the medical record is maintained at all times.
The MRO is also responsible for the development and maintenance of policies and procedures
relating to the medical record services of the hospital.
The major functions of a Medical Record Department include:
admission procedure, including patient identification and the development and
maintenance of the master patient index (MPI);
retrieval of medical records for patient care and other authorized use;
discharge procedure and completion of medical records after an inpatient has been
discharged or died;
coding diseases and operations of patients discharged or having died;
filing medical records;
evaluation of the medical record service;
completion of monthly and annual statistics; and
medico-legal issues relating to the release of patient information and other legal
matters.

A typical
computerized
Medical Record
Department.

Associated with these functions, there is an essential group of basic medical record
procedures that should be performed by the staff of a Medical Record Department. Failure
to undertake any of these procedures could result in a poor medical record service. These
procedures will be explained in the following sections.

Computerization of Medical Record Procedures

In a number of countries, many of the procedures such
as patient identification and admission and discharge
procedures have been computerized. The automation
of these procedures can improve the efficiency and
effectiveness of Medical Record Departments and are
discussed as we progress through the Manual.
Although computerization could assist in the efficient
management of the medical record services, it is
important to develop a simple, effective and efficient
manual medical record service before considering
computerization. Computerization will NOT solve all
problems if manual systems are not properly developed and maintained.

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Development of Medical Record Policies and Procedures

Before discussing specific Medical Record Department procedures we should look at defining
a policy and developing a procedure with some specific examples.
Each country should have national policies for medical records. The Ministry of Health in
most countries is responsible for developing many hospital and health center policies. The
policies will be different for each country, depending on legal and cultural issues. Once the
policies are determined, procedures then need to be written to ensure that the policies are
followed.

Policies
A Policy is a definite course of action adopted by the health care facility/government within
which objectives may be set and decisions made. MROs may develop policies specific to
their department, but the policies must be limited to the activities of the department and
not conflict with hospital organizational policies. It is usually the responsibility of the senior
hospital management in conjunction with the Medical Record Committee, with input from
the MRO, to approve the policies relating to the medical record services. Many procedures
in the Medical Record Department are based on medical record policy.
When developing a policy a number of questions need to be answered before setting a
course of action to ensure all issues are addressed.

Policy on Retention of Medical Records

When developing a retention policy, it is important to remember that medical records should
be kept by the hospital as long as required under the Statute of Limitations (retention
for legal requirements) or the countrys record retention regulation. Before determining a
retention policy, the hospital administrator should review the record usage after discharge.
Some questions that need to be answered include:
How long should medical records be kept after the last visit of the patient?
Are there separate rules for children's records?
If medical records are not kept, how are records to be destroyed?
Are there specific diseases for which the medical record must be kept for the life of
the patient?
What penalties are provided for breaking the rules?
Who approves the destruction of medical records?
In general, the retention of medical records in an active file depends on:
the amount of filing space available; and
the yearly expansion rate of current files.

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There is NO general retention policy and individual hospitals/health care facilities or

governments should determine how long medical records will be kept. When considering
such a policy, the hospital/government must consider:
the readmission rate of inpatients;
the volume of medical research undertaken by hospital staff;
the Statute of Limitation (legal requirement);
cost involved in finding inactive filing space;
cost of alternative storage e.g. microfilming, optical disk or other computerized
system; and
cost of destruction of medical records.

Once the retention policy has been determined and the decision to destroy inactive
medical records is made, the next step would be to develop a policy on how they
are to be destroyed and what needs to be retained.
Policy of the Destruction of Medical Records
In many countries, when medical records are destroyed after the required retention period,
basic information is retained permanently. This information includes the:
patient's full name and date of birth;
admission and discharge dates;
name of the attending doctor;
diseases treated and operations performed; and
a discharge summary for each admission if more that one.

In addition, to leave a permanent record of the patient on file, a note should be included
with the retained documents stating that the records have been destroyed according to the
retention policy.
If it is the policy to destroy inactive medical records, they should be destroyed by
burning.
To ensure that the medical records are completely destroyed, the MRO should
supervise their destruction.

Writing Procedures
There are several essential medical record procedures that need to be undertaken to
ensure an effective and efficient medical record service.

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WHAT IS A PROCEDURE AND HOW ARE THEY DEVELOPED?

A procedure is a particular course or mode of action. Procedures are developed for repetitive
work in order to define the task to be performed, achieve uniformity of practice and assist
with training staff. In most countries, the MRO is responsible for developing the departments
procedures and keeping them up-to-date.
Steps to be taken when developing a procedure include:
determining the minimum number of steps needed for carrying out the
procedure;
deciding on the best sequence for the performance of these steps. Similar or
closely related steps to each other should be grouped together;
reviewing steps within the planned procedure that might be affected by changes
in other procedures;
testing the procedure before putting it into everyday use and try to discover any
problems; and
reviewing and evaluate the procedure after it has been used for several weeks.
All procedures should be put in writing, describing each of the stages in a step-by-step
detail. Correctly completed samples should be included when appropriate. Employees
should be given a written copy of the procedure for which they are responsible. A copy of
all procedures should be filed in a PROCEDURE MANUAL, which is a detailed list of all
procedures kept in a loose-leaf binder in the Medical Record Department for easy up-dating
and reference. All procedures should be reviewed against actual performance on a regular
basis.

Questions
What is the department where you work called?
___________________________________________________________________________
Are you responsible for the medical record service in your hospital? If not, who is?
___________________________________________________________________________
Name the procedures carried out in your department.
___________________________________________________________________________
Is there a Statute of Limitations in your country that is the length of time documents
should be kept for legal purposes?
___________________________________________________________________________
If yes, what is the time limit?
___________________________________________________________________________

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Does your hospital have a retention policy for medical records?

___________________________________________________________________________
If yes, how long are active medical records kept?
___________________________________________________________________________
If no, what do you do about storage space and inactive medical records?
___________________________________________________________________________
Does your hospital destroy inactive medical records? If yes, do you have a written procedure
and how are they destroyed?
___________________________________________________________________________
Does the MRO supervise their destruction?
___________________________________________________________________________
If yes, how?
___________________________________________________________________________
Do you have a list of medical record department procedures? If yes, what are the
procedures?
___________________________________________________________________________
Are they up-to-date? If yes, who keeps them up-to-date?
___________________________________________________________________________
Do your staff refer to the written procedure manual?
___________________________________________________________________________

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BASIC MEDICAL RECORD

DEPARTMENT PROCEDURES

n this section, four essential Medical Record

Department procedures are discussed. Commencing
with the admission of patients to hospital and the
procedures involved with identification and the MPI;
this is followed by the discharge procedure, then
disease classification and clinical coding and finally
the procedure for filing medical records.

Admission Procedure and the Master

Patient Index (MPI)
As discussed earlier, the medical record starts with the
admission of a patient to hospital or their attendance
at an Outpatient Department or presentation to an
Emergency department. We have covered the identification of a patient and allocation of a
medical record number. The question one needs to ask is:

How is the information transferred to the Medical Record

Department and what is the Admission Procedure for medical
record staff?

A medical
record officer
coding a
medical record.

During the admission of a patient, the staff member in the Medical Record Department
responsible for patient identification and the MPI is required to check to see if the patient
has been an inpatient or outpatient (if medical records are combined) previously and has a
medical record number. This is usually done by:
a telephone inquiry about a patient from the admission clerk to the Medical Record
Department where the MPI, (which is kept in the Medical Record Department),
is checked to see if the patient has been in hospital previously and already has a
MRN;
if the answer is yes, the number is given to the admission clerk to record on the
FRONT SHEET of the patient's medical record; and
if no, the admission clerk assigns the next unused number from the NUMBER
REGISTER.
The patient is sent to the ward with the FRONT SHEET. That is the beginning of the medical
record. At the end of each day there must be a procedure to ensure that notification of
the admission is sent to the Medical Record Department for the next important step to be
taken.
Inpatients usually occupy a bed in a health care facility for at least four hours or overnight.
The time needed before a person is declared an inpatient varies from country to country and
you should check what the rules are in your country.

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Remember
An Inpatient is a Patient who has been admitted to the Health
Care Facility.
Inpatients may be admitted through the Emergency room, general outpatient clinics or
through specialist outpatient clinics. In some countries, doctors in General Practice may
refer patients to a hospital for admission. In this case they are usually referred to the
Emergency Department for assessment and subsequent admission or referral to a specialist
clinic.
The ADMISSION of a patient to hospital is ORDERED BY A DOCTOR and carried out by an
admission clerk.

Question
What is the period of time necessary to declare a person an inpatient in your hospital?

_____________________________________________________________________

Admission Register
At the time of admission, a patient may already have a medical record number and a
medical record, thus a new number is NOT issued. The hospital, however, needs to keep
a daily list of ALL admissions. ALL patients admitted, whether admitted for the first time
or the second, third or fourth time, are listed in the ADMISSION REGISTER. From this
register a daily list of ALL admissions is made.
The admission register is kept in the Admission Office and, as mentioned, is a list of all
admissions to the hospital/health care centre in date order. In some countries, the discharge
date is also included in the admission register. It is better to have one register that has all
admission and discharge details in the one place. In this case a separate discharge register
is NOT required.

Remember
DO NOT CONFUSE THE ADMISSION REGISTER WITH THE
NUMBER REGISTER
Contents of the Admission Register

Family name and given name.

Reason for admission (presenting disease/illness).
Date of admission.
Date of discharge.*
Discharge alive/dead.*
Other details may include doctor's name, sex, date of birth/age, ward, etc.

*Include date of discharge and alive/dead if admission and discharge register are
combined.

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Daily Admission List

The Admission Office should also prepare a DAILY ADMISSION LIST containing the patients
full name, patients MRN, and the ward where the patient has been sent. A copy of the
ADMISSION LIST is sent to the Medical Record Department to check that a Master Patient
Index card has been made for all new patients. This is why it is best that the Medical
Record Department staff control the NUMBER REGISTER. A copy of this list is also sent to
the Accounts Office and Inquiry Desk.
Link between Medical Record Department and Admission Office
All the above are usually carried out in the Admission Office and ideally there should be a
formal link between the Medical Record Department and the admission office if they are
separate. The admission clerk must be able to access the information about a patients
previous admission and this is done through the MASTER PATIENT INDEX, which is kept
in the Medical Record Department.
As a general principle, the MRO should be responsible for the numbering system
used for patient identification as it is also used for filing the medical record.
If numbers are issued from the Admission Office, Emergency Department or
Outpatient Department, the MRO relies on the clerks from those offices to
maintain a correct and efficient medical record numbering system.

Remember
You must not mistake the NUMBER REGISTER with the
ADMISSION REGISTER.

The NUMBER REGISTER is where a number is given to each patient on his or

her FIRST admission to the hospital to IDENTIFY THE PATIENT, and to IDENTIFY
HIS OR HER MEDICAL RECORD and to FILE THE MEDICAL RECORD.
The ADMISSION REGISTER is a register listing ALL admissions - re-admissions
as well as new admissions. The ADMISSION REGISTER is used to produce the
admission statistics.

Questions
Are medical record numbers given to patients in your hospital?
___________________________________________________________________________
If yes, how are they allocated and what are they called?
___________________________________________________________________________

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Is a number register kept?

___________________________________________________________________________
If yes, where is the number register kept?
___________________________________________________________________________
If no, how is a patients medical record identified?
___________________________________________________________________________
Does your hospital maintain an admission register?
___________________________________________________________________________
If no, how do you know the daily number of admissions?
___________________________________________________________________________

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Front Sheet
During the admission procedure, identification data are collected and recorded on the
FRONT SHEET, which is the first form in the medical record. The information is also
recorded on an ADMISSION SLIP or NOTIFICATION. In the past, this task was performed
at the same time using carbon paper to save duplication and subsequent errors. Today in
many countries, the Front Sheet is generated via a word processor and a second copy of the
top section produced as the Admission Slip/notification. If a word processor is not available,
a written copy should be made. The FRONT SHEET goes with the patient to the ward (with
the old medical record, if any) and the admission slip/notification is sent to the Medical
Record Department to enable the preparation of the MASTER PATIENT INDEX CARD. The
business/accounts office where the patients accounts are prepared may also require this
information and the ADMISSION SLIP/NOTIFICATION may be sent there first for processing
before being sent to the Medical Record Department.

Sample Identification form

The top section of the FRONT SHEET contains details about the patient (this
is the section which is used for the ADMISSION CARD)
Family name and First name
Home address
Sex
Unique patient identifier
Source of referral

Medical record number

Date of birth (and age)
Insurance/finance details

The bottom section of the FRONT SHEET contains clinical details about the
patient, documented by a DOCTOR when the patient is discharged
Principal diagnosis ICD code
Other diagnoses . ICD code
Procedures performed ICPM code
External cause of injury ICD code
Discharged alive/dead ..
Attending Doctors signature

On receipt of the Admission List, the clerk responsible for the Admission Procedure checks
for new admissions and re-admissions. For a re-admission the patients previous medical
record must be located and sent to the ward on request, making sure that a tracer or
outguide (both will be discussed later) is placed in the space from where the record has
been removed.
The next step for new patients in the patient identification process is the preparation of the
MPI card.

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The development and maintenance of the MPI, also called the

PATIENTS MASTER INDEX, is one of the most important
procedures in the Medical Record Department, as errors at
this stage could completely undermine the efficiency of the
department.
How do we find a patients medical record again?

THE KEY IS THE MASTER PATIENT INDEX

Master Patient Index Card
Removing a
medical record
and replacing it
with a tracer.

The MPI card is prepared by the medical record staff

responsible for the admission procedure in the Medical Record Department and is
the key to locating the medical record. In manual systems it is a card index. It can
also be computerized, which will be discussed later.
The MPI card contains only information necessary to identify the patient and
locate that patients medical record. It SHOULD NOT CONTAIN ANY MEDICAL
INFORMATION.
Information should include:

the patient's full name - family name and given names;

the patient's full address;
the hospital's identification number - that is, the medical record number;
patient's date of birth and sex; and
the patient's mother's maiden name and/or other unique patient characteristic.

Remember
THE PATIENTS AGE IS NOT RECORDED ON THE MPI CARD AS
THE PATIENTS AGE CHANGES.

All information must be written carefully and legibly with the Patients name in CAPITAL
LETTERS. Cards can be either hand-written or typed.

MPI card (basic outline):

Full name: Family name first
Home Address/village

Medical Record Number

Date of Birth:
Sex:

Unique Patient Characteristic 1 Unique Patient Characteristic 2

Unique Patient Characteristic 3 Unique Patient Characteristic 4

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MPI card (example)

WELLIN MARY
14 Lakeside Drive
Lakemba NSW 2246

12-34-56
Date of Birth: 17-10-58
Sex: Female

Mothers maiden name:

National Identification number:

STEWART

9456 6543

Fathers name:

Health Insurance Number:

John Wellin

345123W

As shown in the following example, some countries record admission and discharge dates
on the MPI card (on both sides if necessary).

MPI card (including admission details):

WELLIN

MARY

14 Lakeside Drive

12-34-56
Date of Birth: 17-1058

Lakemba NSW 2246

Sex: Female
Mothers maiden name:

National Identification number:

Health Insurance No.

STEWART

34 9456 6543

345123W

Admission

Discharge

15/1/1997

18/1/1997

19/5/1999

22/5/1999

2/11/1999

12/11/1999

Remember
ALL MPI CARDS MUST BE FILED IMMEDIATELY. THEY ARE
WRITTEN OR TYPED.
THERE SHOULD BE NO EXCEPTIONS TO THIS RULE.

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Important Points about MPI Cards held in a manual index

MPI cards should be 7.5 x 12.5 cm (ruled or plain).
There should be a separate card for each patient.
MPI cards should be filed in a card drawer in strict alphabetical order. It is best
if the card drawer is part of a cabinet. MPI card drawers can be made of wood
or metal, and should be no longer than 50 cm.
It is important that the drawers are not too full. If they are too full, it is difficult
to find or file a card, making errors possible.
The order of names used in the local telephone book should be used as a guide
in determining the order of names in the MPI.

Guidelines for Alphabetical Filing of MPI Cards

Place family name first, then given name followed by the middle name or initial
and file in STRICT ALPHABETICAL ORDER.
If there is more than one patient with the same surname and given name the
middle initial is then used and the cards are filed in alphabetical order by first
initial of the second given name. If there is no middle name or initial the cards
should be filed by date of birth, filing the oldest first.
If unsure, you should follow the guidelines used in your country for entries
in the telephone directory. For example, normally in telephone directories a
person with the name St. John would be filed as S-A-I-N-T J-O-H-N.
If names are hyphenated such as Chrichton-Brown they are filed in alphabetical
order letter by letter e.g. CHRICHTONBROWN.
Names with religious titles such as Father, Sister, Reverend etc., are filed under
the patient's family name - the title is NOT used. For example, Sister Mary
Agnes Brown would be filed under BROWN, Mary Agnes.
As a general rule remember that NOTHING COMES BEFORE SOMETHING. For
example, M. Agnes Brown would come before Mary Agnes Brown; J. Jones
would come before John Jones; A. Lee would come before Ann Lee; and Ann
Lee would come before Anna Lee.

Guides for the MPI

There should be sufficient guides placed in the index to ensure speedy reference.
As a general rule, a guide should be used every 10 cm.
Each drawer should contain a minimum of 10 guides. Guides are used to show
sub-sections within a drawer. Guides are cards with a tab protruding above the
other cards.

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For Example:

Ba

Guidelines in the B section or the drawer may be used for names starting with
the following:
Ba
Be
Bi

Bo
Bu
By

A Master Patient Index

Cross-reference or see also cards in the MPI
If a patient's name has changed since a previous admission, a
CROSS-REFERENCE card should be made to the former name.
For example, if Ellen Marie Smith was admitted and she had been
in hospital before under a different name, e.g., Ellen Marie Jones,
a cross-reference should be made to her previous admission as
Ellen Marie Jones. The information recorded on her original card
is checked and entered on the new card and the original card is
cross-referenced to the new card under Ellen Marie Smith.
For example: JONES, Mary Ellen - See - SMITH Mary Ellen

A master
patients index.

When looking for a patient's previous MPI card, the clerk should remember
that there can be different spellings of patients' names. A search must be
made under every possible spelling of the name. For example, there are many
ways of spelling Jeffrey. They include Jeffries, Geofrey, Geoffrey, etc. In such
an instance a SEE ALSO card should be used to indicate the different spelling.
Again, the telephone directory is a good guide.

Question
What similar names in your country have different spelling?
___________________________________________________________________________

REMEMBER:
IF THE CORRECT CARD IS NOT LOCATED, THIS COULD CAUSE A MAJOR
PROBLEM AS THE WRONG RECORD COULD BE USED BY MISTAKE.
THEREFORE CAREFUL CHECKING IS ESSENTIAL.

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Computerization of the Master Patient Index (MPI)

As hospitals move to automation, many have already computerized their MASTER PATIENT
INDEX. When considering an automated medical record system, the MASTER PATIENT
INDEX should be the first procedure to be computerized.
The information in a computerized MPI is the same as that recorded in a manual one.
As for a manual system, the objective of a computerized MPI is patient identification. The
main function is the entry, storage and retrieval of the patients name and MRN.
This system would require a group of programmes that would be accessed by users via
computer terminals and/or printing terminals. The programmes would be designed to
enable access to the information held on the MPI file, and to build or modify the file
information, as required by the hospital.
As discussed, the MPI holds information on all patients who have attended or have
been admitted to a hospital. Clinical details are NOT held on this file, only basic
information required to IDENTIFY the patient.
As with a manual file, a computerized file would be cumulative. That is, new patients
would be continually added to the file. Previous patients are NOT deleted, as their
details are kept available for future attendance or admission, or for any other need to
retrieve a patient's medical record.

Implementation of a computerized MPI

Computerization of the MPI would be spread over a period of time through
entry of information already held on index cards from the manual MPI card system
including all patients in hospital at the time of implementation;
inpatient registration; and
outpatient registration.
The entry of data on new patients should be completed at the time they are admitted as
inpatients or registered as outpatients, that is, in the Admission office for inpatients and the
outpatient department registration desk for outpatients.

Search programme
As for the manual system, in a computerized MPI, the search programme should enable the
operator to locate a particular patient to determine if that patient has been in hospital previously
and has a medical record number.
Limited information on a number of patients (one patient per line) may be displayed on a
screen for review or further action. These can be displayed by:
patient name giving hospital number; and
hospital number giving patient name.

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When the particular person is identified, the full index file information for that selected patient
may be displayed on the screen. If there are changes to a patients identification details, they
should be made at the time of admission..
When retrieving information, strict security codes should be used to prevent unauthorized
access and alterations. Each user should have his/her own user name as well as a
password, which is assigned by the computer manager and changed periodically.
Only an authorized user should be able to access information relating to a patient and
to change, add to or delete records on the master file.

REMEMBER
AS IN THE MANUAL SYSTEM, NO NAME MAY BE ENTERED
INTO THE MPI WITHOUT FIRST CHECKING IF THE PATIENT
ALREADY HAS AN ENTRY IN THE INDEX.
The MPI should force a name search before a name can be entered, unless the name is
being entered with a pre-existing medical record number.

Important Points for the Operation of a Computerized MPI

All name searches should use the name and at least one unique patient characteristic

(see PATIENT IDENTIFICATION).

As in a manual system, correct spelling of names is vital to minimize duplicated
registration of a patient.
Entry of at least one unique patient characteristic is compulsory when adding a
patient to the MPI.
Entry of the medical record number is compulsory when adding a patient to the
MPI.
The computer automatically issues medical record numbers in strict numerical
order.
The MPI should enable the manual entry of pre-existing medical record numbers.
Reports generated from the MPI should include:
a daily printout of numbers issued, in number order, creating the NUMBER
REGISTER; and
regular printouts in alphabetical order of all names by family name or by first name
depending on the naming conventions of the country.
Before planning such a system, however, many administrative decisions must be made. Some
important ones include:

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sufficient funds are available for its development and implementation;

the type and size of computer required, and that sufficient computer terminals are
available to meet the needs within the funds available;
trained staff are available to install and maintain the system;
the hospital has a computer support team available to assist if hardware or software
problems arise;
all clerks have keyboard and mouse training, and are also trained in the use of the
relevant software;.
a computer terminal is available to the clerical staff and should not be locked away
in the manager's office;
appropriate furniture is made available (power points, electric cables, chairs and
desks). Furniture provided for computers in Medical Record Departments is often
taken away by managers for other offices. This should not be permitted;
security procedures should be arranged to avoid the use of the computer for games
and other non-medical record functions, and to protect the computer from viruses;
and
authorized staff should be issued with passwords, which are changed regularly to
prevent unauthorized access.
Although this system would be self-contained it would also be part of the full set of systems
relating to patient administration and health information services.

REMEMBER
IF A DECISION IS MADE TO INSTALL A COMPUTERIZED MEDICAL
INFORMATION SYSTEM, THE MASTER PATIENT INDEX SHOULD
BE THE FIRST PROGRAM

DISCHARGE PROCEDURE
While in hospital, the patients medical record develops with the recording of clinical
information by doctors and other health professionals. Results of pathology tests etc., are
added as they are received. Nurses record daily progress notes and special observations. If a
patient has any special tests and/or surgical procedures, relevant information is included.
On discharge/death of the patient the medical record, including ALL forms relating to the
admission plus any previous records, should be sent to the Medical Record Department as
soon as possible or within 24 hours.
Medical record staff responsible for the discharge procedure should be trained to ensure that
the medical records are completed promptly and correctly.

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Receipt of Medical Records

The discharge procedure begins with the receipt of the medical records of discharged/dead
patients.
The medical records of discharged patients or patients who have died should be
sent to the Medical Record Department by the ward staff the day of discharge or
death, or the next morning. In some countries, a staff member from the Medical
Record Department collects the medical records of discharged/dead patients from
the wards at a specific time every day. This is time-consuming for the Medical
Record Department so a central collection point should be designated. If this is
done, the ward staff can take all medical records of discharged/dead patients to this
point by a certain time each day where they are collected by the Medical Record
Department staff.
In many countries, Admission Office staff or the Business Office are responsible for
the daily bed census, which they receive from each ward at the beginning of the
day. From the bed census forms, staff are able to record details of discharges and
deaths and prepare a DAILY DISCHARGE LIST. This list is important and should be
duplicated and sent to a number of sections in the hospital including the Accounts,
Catering, Inquiries and the Medical Record Department.
Discharge lists should be kept in date order in the Medical Record Department. The
list should contain the patient's name, age, treating doctor, ward, and service, that
is, whether medical, surgical, obstetric, orthopaedic, etc., and whether the patient
is alive or dead. Discharge lists are usually used to prepare the hospital inpatient
statistics.
By using the discharge list, the staff responsible for the discharge procedure in the
Medical Record Department can check to see if they have all the medical records
of discharged/dead patients from the previous day. If any are missing, they should
contact the ward to find them. Once a patient has been discharged, the medical
record should be returned promptly to the Medical Record Department. Failure to
do so may result in a missing medical record. Once the patient is no longer in the
ward, their medical record can easily be misplaced.

Questions
Do you receive a daily discharge list?
___________________________________________________________________________
If yes, do you use it to check if all medical records of discharged or dead patients have been
received?
___________________________________________________________________________
If no, how do check that you have received all the medical records of discharged patients?
___________________________________________________________________________

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Death Register
Some hospitals maintain a death register, which is a list in date order of all inpatients that
died in the hospital/health care center. The death register DOES NOT INCLUDE persons
who are DEAD ON ARRIVAL (DOA) at the hospital as they are not formally admitted. It also
does not include patients who die in outpatients or emergency. The death register ONLY
includes inpatients that die during their stay in a hospital or other health care facility.
Contents of the death register include the patients
family name and given name;
age and sex;
home address;
treating doctor and ward; and
underlying cause of death as recorded by the attending doctor on the death
certificate (see definitions in collection of inpatient statistics).

Medical Record Completion Procedure

The discharge clerk in the Medical Record Department
needs to::
check to ensure that all the forms are in the medical
record. This procedure is often called the discharge
analysis. For example, the record is checked to
ensure that if the patient has had an operation, an
Operation Report is in the record. In addition, the clerk
needs to check that all progress notes, pathology and
x-ray forms, nursing notes etc. are included. There
should also be a final discharge note made by the
attending doctor indicating to where the patient has
been discharged and arrangements for follow-up.

Clerical staff
working on
the discharge
procedure.

sort the forms into the correct order (if they are not
already correctly sorted - see Order of Forms). In the
case of a new patient, the forms are attached to a
medical record folder with a clip or fastener and the patient's name and MRN are
clearly written in the correct place on the folder. If the patient has been in hospital
before, the old records are retrieved and the latest admission forms are added by
placing them behind the appropriate admission divider.
check if the doctor has completed the lower part of the FRONT SHEET. That is, the
main condition has been recorded along with any other condition treated while in
hospital. The MAIN CONDITION is defined in the section on disease classification.
In some countries, it is referred to as the PRINCIPLE DIAGNOSIS, which is defined
as the diagnosis established after study to be chiefly responsible for occasioning
the patient's episode of care in hospital (or attendance at the health care facility)
(Huffman, 1990). The definition used varies from country to country and it is
important that you know the definition used in your country.

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check that if an operation or other surgical procedures were performed that they are
recorded, and the doctor has signed the FRONT SHEET. The signature of the doctor
is important as it shows that the doctor has completed the medical record and takes
responsibility for the content.
In some hospitals/countries, a discharge summary is required. If this is the case in your
hospital, and there is no discharge summary, the medical record should be assigned to the
doctor to write one.

Discharge Summary
A discharge summary is a summary of the patients stay in hospital written by the attending
doctor. The minimum detail provided in a discharge summary is:

patient identification;
reason for admission;
examinations and findings;
treatment while in hospital; and
proposed follow up.

A discharge summary may be written on a pre-printed form or on plain paper and typed or
word-processed in the Medical Record Department. In many countries, the attending doctor
writes a discharge summary in duplicate when the patient is discharged. The original is
kept in the medical record and the copy given to the patient to take to their local doctor to
enable continuing care.
The medical record should remain in the Medical Record Department and the doctor is
asked to come to the department to complete the FRONT SHEET and write a discharge
summary (if required).

Remember
MEDICAL RECORDS SHOULD NOT BE LEFT IN THE WARD FOR
COMPLETION AS THEY COULD BE MISPLACED ONCE THE
PATIENT HAS BEEN DISCHARGED.

When the medical record has been completed by the doctor, the staff member responsible
for coding should code the diseases/injuries/operations listed on the FRONT SHEET of the
medical record (see Disease Classification and Clinical Coding section).
If the medical record officer is responsible for the collection of health care statistics, they
should be collected as soon as the medical record is completed. This should be done in the
format required by your hospital (see Section on Collection of Health Care Statistics).
Hospitals and health authorities usually require details relating to the main condition, sex
and age of patient plus the outcome, alive or dead.

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Computerized Admission, Transfer and Discharge (ATD) System

Like the MPI, the ATD system is one of the most computerized systems involving
medical records. The introduction of this type of system enables staff to maintain a file on all
patients currently in hospital, awaiting admission and recently discharged. It also enables
authorized users around the hospital to have direct access (via a computer terminal) to the
file and automatically generate bed census and other daily statistics required by the hospital
administration.
The objectives of such a system are to:

provide an inpatient booking service for patients awaiting admission;

keep records of the bed state and bed allocation;
trace patients for inquiries;
provide daily patient census reports and related statistics;
provide information for the MPI (directly linked to the MPI system); and
provide a complete data base for all authorized users of patient identification and
location information.

Within such a system, a data file is maintained on all patients:

currently in hospital;
awaiting admission; and
recently discharged.
In a computerized admission (transfer and discharge system) all admissions are entered
at the time of admission and the discharge details are entered for all discharged /died
patients at the time of discharge or death.

Important Points of a Computerized ATD System

All admissions must have an entry in the MPI.
There must be a linkage between the MPI and the ATD System to enable a name
to be added to the MPI as part of the admission procedure.
Daily reports are generated including:
- an admission list;
- a discharge list;
- a list of all inpatient at a given time; and
- a list of inpatients for longer than 90 days.
In addition, other important reports include:

Condition and Nursing Dependency

Each afternoon, the computer operator should print a ward list for each ward. These
can then be distributed to the wards, where errors or any change of condition will be
noted. The nursing dependency for each patient can also be noted at this time. This

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printout can then be used for the daily bed census and then returned to the central
admission area at a designated time each day to enable the keyboard operator to
amend the files accordingly.

Service Analysis Statistics

This enables a breakdown of clinical services to be prepared for the administration.
On receipt of the medical record, the medical record staff can check the service
under which the patient was treated and record it on the discharge list, if not already
recorded. The details on the list are then keyed into the system to produce the required
statistics.

Other statistical information

Information regarding post-operative deaths and autopsies, plus obstetric information
such as deliveries, maternal deaths, multiple births, foetal deaths and infant deaths
are also keyed in at this time, if not already recorded on file.

Disease Classification and Clinical Coding

With the completion of the discharge procedure (before the medical record is ready to be
filed) two important procedures need to be undertaken: They are clinical coding and the
collection of health care statistics.
Clinical coding, one of the most important procedures should also be carried out in the
Medical Record Department. Clinical coding is the translation of diseases, health related
problems and procedural concepts from text to alphabetic/numeric codes for storage, retrieval
and analysis of health care data. Staff responsible for coding should be formally trained by
attending clinical coding courses offered at a local or regional level.

Why code medical records?

Medical records are coded to enable the retrieval of information on diseases and injuries.
In most countries, coded data are used to collect statistics on the types and incidence of
diseases and injuries. This information is used at a national level for planning health care
facilities, for determining the number of health care personnel required, and for educating
the population on health risks within their country. It is used at an international level to
compare health status of countries in a region or globally.
At present the International Statistical Classification of Diseases and Related Health
Problems, 10th revision (ICD-10) (or an adaptation) is used in many countries to code
diseases, injuries, and external causes of injuries. Prior to 2000 ICD-9 or ICD-9-CM was
used in most countries and one or the other is still being used in some. Surgical procedures
are coded using the International Classification of Procedures in Medicine (ICPM) or the
classification system currently being used in each country.
Before discussing the clinical coding procedure, we should take time for a brief look at
disease classification and the International Statistical Classification of Diseases and Related
Health Problems, 10th revision (ICD-10)
A classification is a system of categories to which diseases, injuries, conditions and
procedures are assigned according to established criteria. Disease classifications are used

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to enable the storage, retrieval and analysis of data. It also allows for the comparison of
data between hospital, provinces and countries.
ICD10 is a statistical classification. That is, it contains a limited number of mutually
exclusive code categories which describes disease concepts. It uses an alphanumeric
coding scheme of one letter followed by three numbers, at the four character level. The
classification system is made up of three volumes:
Vol. 1 the Tabular list;
Vol. 2 an introduction to and instructions on how to use volume 1 and 3, together
with guidelines for certification and rules in Mortality coding; and
Vol. 3 the Alphabetical index of the diseases and conditions found in the Tabular
list.
A detailed discussion of ICD 10 has not been included and readers of the Manual, if
responsible for coding in a hospital, should understand the system. To do so, they should
study the rules and regulations published in Vol. 2. and attend an ICD 10 training course.
Data collected by coding using a classification system such as !CD 10 gives the hospital and
government authorities (e.g., Ministry of Health) information required to not only review the
services of all hospitals under their control, but also to plan for the future. In addition, it
enables the government to collect data on the health status of the community and provide
detailed national health statistics. In some countries the Ministry of Health determines
whether they require hospitals to supply information on all diagnoses treated or only on the
MAIN CONDITION. The MAIN CONDITION as defined by WHO is:

The condition, diagnosis at the end of the episode of health

care, primarily responsible for the patients need for treatment or
investigation. If there is more than one such condition, the one held
most responsible for the greatest use of resources should be selected.
If no diagnosis was made the main symptom, abnormal finding or
problem should be selected as the main condition (WHO, 1993).
In some countries the term PRINCIPLE DIAGNOSIS is used, with variations in definition,
instead of MAIN CONDITION. For the purpose of this Manual we will use the term MAIN
CONDITION.
You need to be aware of the term and definition used in your hospital and also whether
your staff are required to code other conditions/diseases. That is, conditions for which the
patient received treatment while in hospital.
The definition for other conditions are:

Those conditions that coexist or develop during the episode of health care
and affect the management of the patient (WHO, 1993).

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Remember
THE DEFINITION OF MAIN CONDITION/PRINCIPAL DIAGNOSIS VARIES
FROM COUNTRY TO COUNTRY AND YOU SHOULD CHECK TO ENSURE
YOU ARE USING THE CORRECT DEFINITION.
In addition, a decision is made in each country whether to code using either three-digit
or four-digit codes from ICD-10. This decision should be made by a health statistician or
epidemiologist in consultation with the Ministry/Department of Health, and will be based on
the level of specificity needed. Again you need to know what is required in your country.

Clinical Coding Procedure

Only properly trained staff should undertake coding.
Before proceeding to code, the MRO or person responsible for coding should check the
medical record to ensure all forms are present and the doctor has completed the record.
That is, they should take the following steps:
review the front sheet for completeness and accuracy, i.e. the main condition
has been recorded on the FRONT SHEET and the doctor has signed in the space
provided;
read the discharge summary (if one has been written) for information relating to the
diagnosis;
check that the diagnosis is supported by evidence in the medical record such as
pathology report, X-ray, etc.;
review the progress notes;
check the medical record to determine what items should be coded;
if is has been determined that only the main condition is to be coded, the coder
should find the code number for that condition and record it on the FRONT SHEET
in the correct place;

if your hospital/country has decided to code the external causes of injuries. You
need to know if this is the case and code accordingly;

if surgical procedures are to be coded, the ICPM is often used, but some countries
now have a local procedure classification. If this is the case in your country, you
should use the local system and follow the guidelines for use; and
if all diagnoses/injuries are to be coded, the MRO follows the same procedure by
identifying associated conditions and other diagnoses and allocating the correct
codes;
The MRO should make sure that all medical records of discharged patients are coded and
the names on the discharge list are ticked when coding is finished. For any names that are
not ticked at the end of the month, the medical record should be located and coded;

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When the medical record has been coded, the statistical data required by your hospital or
Ministry of Health should be collected. Usually data relating to the main condition on all
discharged/died patients is required and recorded in a monthly statistical analysis report
or format prescribed by the hospital/Ministry. The collection of health care statistics is
discussed in the next section of the Manual.
In some countries, computerized encoding software is available to assist the coder in
allocating correct codes. However, a detailed knowledge of the classification system being
used and coding rules is still needed by the coder.

When completed, the medical record should be filed by the MRN in its correct place
in the Medical Record Department filing area.

Questions
What is the definition for the main condition/principle diagnosis used in your country?
___________________________________________________________________________
How are data relating to the main condition/principal diagnosis collected in your country?
___________________________________________________________________________
Do you use ICD 10?
___________________________________________________________________________
Do you code 3 digit or 4 digit codes?
___________________________________________________________________________
Do you code all diagnoses/conditions listed on the front sheet?
___________________________________________________________________________
Do you code the external causes of injury?
___________________________________________________________________________
If you use ICD10 have you or the person who does the coding attended any formal coding
courses coding?
___________________________________________________________________________
Do you code operations/procedures?
___________________________________________________________________________
If yes, what coding book do you use?
___________________________________________________________________________

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If you code, how is the coded information used and by whom?

___________________________________________________________________________
Does your hospital producea daily discharge list?
__________________________________________________________________________
If not, how do you know that all medical records of discharged patients have been coded?
___________________________________________________________________________

Disease and procedure index

In some countries, data are also collected at hospital and State/Province level for medical
research. This is done by hospitals developing and maintaining a Disease and Procedure
Index.
A DISEASE INDEX lists diseases, conditions and injuries by the specific code
number for each disease, condition or injury according to the coding system used in
a hospital.
A PROCEDURE INDEX lists operations and procedures performed in a hospital by
the specific code number for each operation or procedure. Both are simple indexes
usually maintained by the code number of the disease, injury, or operation on a card
system (except when computerized).

Procedure
Each patient's MRN is listed on the correct disease index card. For example: using
ICD 10, the MRN of patients with a main condition of acute perforated appendicitis
would be listed on a card headed K35.0 (Acute Appendicitis with perforation). Also
included on the card would be the name of the treating doctor, service under which
the patient was treated (medical, surgical, orthopaedic etc.), age and sex of the
patient, and end results of treatment (alive or dead).
To enable health personnel undertaking research to find the medical records of all
persons with a particular disease, such as acute appendicitis with perforation, or an
injury or who have had a particular operation, the cards are filed by code number
for that particular disease, injury, operation etc.

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Example of a Simple Disease Index

Acute Appendicitis
with perforation
Hospital number

Age

Sex

O6-56-98

32

I4-56-76

63

K35.0
Result

Year

Doctor

Service

2004

Dr. Yu

Surg.

2005

Dr.
Chen

Surg.

Decisions to set up a disease index should be based on:

How often and for what purpose the information is required?
Who needs the information?
Who will use it?
The disease index information could be used:
for review of medical records of patients with a particular disease;
for research into a particular disease or to write a scientific paper;
to obtain information on the use of the hospital's facilities;
for the evaluation of the quality of health care;
to conduct epidemiological and infection-control studies; and
to provide educational material for health professional students and for medical staff
meetings.

Computerization of the Disease and Procedure Index

A computerized disease and procedure index has been developed in many hospitals to enhance
the retrieval of medical information for research. As with a manual system, it would contain
information relating to diagnoses and procedures, in coded form, to enable the retrieval of
individual cases for medical research. It could use the ATD system as the base records to
which disease and procedure codes are added following the completion of the medical record
at discharge or death of a patient.
Such a system could also accommodate information relating to tests performed during
hospitalization for later review of the utilization of hospital services.
The program would process the "discharge" area of the ATD master file. In such a
system, relevant records in the discharge area are accessed. A specific time limit,
however, should be determined regarding transfer from the discharge area to the
disease/procedure index. Seven days is the suggested minimum transfer time.

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Coding
The main condition/principal diagnosis and procedure is coded by the MRO or person given
this responsibility. The diagnosis/procedure and code numbers are entered into each individual
patients admission record via a computer terminal.

Retrieval
The system would be designed to enable the retrieval and report generation of information on
the types of diseases/ procedures treated within the hospital. It should enable retrieval by
disease/procedure and also sex/age/doctor/associated diseases and hospital number.
Reports from a computerized Disease/Procedure Index could include:

a list of all discharges not coded;

a list of all patients with a particular code or range of codes;
a list of last month's discharges by ICD code; and
a list of discharges by notifiable disease code.

The ATD system writes into the MPI and disease and procedure systems. It is a temporary
database of patients and kept for about two to five years. It is then archived. The MPI is
permanent.

Questions
Does anyone use medical records for research in your hospital?
___________________________________________________________________________
If yes, do you have a disease index?
___________________________________________________________________________
If no, how do you locate the medical records for a specific disease?
___________________________________________________________________________
How are coded data used in your hospital?
___________________________________________________________________________
Does your hospital have a computerized Disease/Procedure Index?
___________________________________________________________________________

MEDICAL RECORD FILING PROCEDURE

When the medical record has been assembled after discharge, completed by the medical
officer, coded, and the relevant statistics collected the final procedure is filed. Before looking
at the filing procedure, we should take time to consider where the medical records will be
filed. It is important that careful planning be given to the filing area for medical records.

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Medical Record File Area

Plenty of space must be available for filing medical records and that the file area is clean,
tidy and has good light. The file area should have desks for the medical record clerks to sort
medical records and make out tracers; and space for records awaiting filing or completion.

How much space is needed?

It is easy to calculate the amount of space required for medical record files.
Measure one full shelf.
Count the number of files on the shelf.
Calculate the number of files per linear metre.
Count the number of new files created last year.
Calculate the number of linear metres required per year.
You can then calculate the number of linear metres required for one, five or 10
years.
In many developing countries, where medical records tend to be a health record from birth
to death, a lot of space will be required to store medical records.

Filing Shelves/Cabinets
Filing shelves should be used, NOT filing cabinets.
Wood filing shelves are very good, and can be built by the hospital carpenter.
Metal filing shelves are also very good, EXCEPT in coastal/damp areas because of
rust problems. Metal filing shelves have to be purchased and can be expensive.
If possible, compactus filing shelves should NOT be used to file active medical
records, but can be used in the secondary (inactive) file room. An ACTIVE medical
record is one that is still being actively used for patient care. An INACTIVE
medical record is one where the patient has not attended the hospital for a
specific number of years.
Enough space should be left between the filing shelves - the general standard is
900 mm, to allow space for a trolley and a person to walk between the shelves
to file and retrieve records.
Filing shelves should be no higher than the average person can reach and steps
should be made available for access to the top shelf. Records should NOT be
filed on the bottom shelf. The bottom shelf tends to attract more dust. Also, some
people find it hard to file and retrieve records accurately from the bottom shelf.
A 'bay' is a bank of filing shelves and filing bays should be no longer than 60 cm.
If filing bays are longer than 60 cm, upright file supports should be available to
keep the medical records standing upright.

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Medical record folders and the filing shelves should be designed to enable the
records to be filed lying on their spines so that the MRN is clearly visible for ease
of retrieval and filing.
Each filing bay should be labelled with the MRNs of the medical records filed in
that filing bay.
Each filing shelf should be labelled with the range of numbers of medical
records filed on that particular shelf. Number guides should be placed at regular
intervals.

Lighting
Before setting up the filing shelves, check the position of the lights. It is best to
use long fluorescent lights which run in between filing shelves giving light into each
section.

Security
There should be procedures to protect medical records from fire, water damage,
pest damage, and unauthorized access.
The file room should have a lock on all doors.
Access should be restricted to the medical record clerks/officers and to
clinical staff out of hours.
There should be one open entrance to the medical record file room and
a fire exit.
There should be a strict no smoking policy in the file room.
There should be fire equipment and written procedures on what to do
in case of fire in the file room.
There should be regular pest control in the file room.

A bay of filing
shelves.

Filing: Systems and Methods

There are two types of medical record systems: A DECENTRALISED MEDICAL RECORD
SYSTEM and CENTRALISED MEDICAL RECORD SYSTEM.
Under a DECENTRALISED MEDICAL RECORD SYSTEM, inpatient and outpatient
departments have their own individual medical records and should file them
independently. Inpatient medical records are filed in the Medical Record Department
and outpatient medical records are filed in the Outpatient Department. There is
usually NO connection between the services. If a patient has two medical records,
they are NOT combined. As discussed earlier, this system is not recommended as
all data concerning a patient are not instantly available at all times.
Under a CENTRALISED MEDICAL RECORD SYSTEM, all medical records about
a patient, whether inpatient or outpatient, are filed together in the one folder and

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kept in the Medical Record Department. That is, a patient has one medical record
regardless of the number of times he or she has been admitted or attended the
Outpatient Department. To illustrate - John Lee is admitted to hospital for the first
time and is issued the medical record number 34567. He keeps this number for
future admissions and attendances. All medical information about John Lee is kept
in one record and filed by his MRN 34567 in the Medical Record Department. The
number assigned identifies him in any department of the hospital in which he may
be treated. That is, the record of this patient's medical care is continuous with all
data concerning the patient immediately available at all times.
Medical Record Departments in most countries today use a CENTRALISED MEDICAL
RECORD SYSTEM where the MRN is allocated at the first admission or attendance of a
patient to hospital and is used for all subsequent admissions or attendances.
The text above described the types of systems used for keeping medical records. We should
now look at HOW MEDICAL RECORDS ARE FILED. Filing is one of the most important
procedures in a Medical Record Department. If medical records are not correctly filed, the
record may not be found when needed.
Whether using a centralised or decentralised medical record system, there are three types
of filing methods used in hospitals:

alphabetical filing;

straight numeric filing; and

terminal Digit Filing.

As medical records should NOT be filed alphabetically we will discuss the other two.

Remember
MEDICAL RECORDS SHOULD NOT BE FILED IN ALPHABETICAL
ORDER.

The best filing method for developing countries is STRAIGHT NUMERIC FILING. In this
method, medical records are filed in strict number order according to the MRN starting with
the lowest number and ending with the highest number. For example, 542 is followed by
543 which is followed by 544, etc.
New medical records are always added at the end of the number series, concentrating most
of the filing activity in one area of the file. With this method of filing, the training time for
staff is short.

Remember
IT IS EASY TO TRAIN MEDICAL RECORD STAFF TO FILE IN
STRAIGHT NUMERICAL ORDER.

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With straight numeric filing, it is a good idea to have one medical record clerk responsible
for the filing procedure (depending on the volume of work). If it is too much filing for one
person, it could be shared between the medical record clerks. They should file at different
times of the day to prevent congestion in the filing area.
Examples of Straight numeric filing:

345

7650

91234

105997

234879

346

7651

91235

105998

234880

347

7652

91236

105999

234881

348

7653

91237

106000

234882

349

7654

91238

106001

234883

350

7655

91239

106002

234884

Terminal Digit Filing

A filing method used in many developed countries in Medical Record Departments with a
large volume of medical records is TERMINAL DIGIT FILING.
This method is NOT RECOMMENDED in countries where the number of records is small.
It is also NOT RECOMMENDED when clerks are not trained in its implementation and
use.
Incorrect implementation could cause problems and confidence in the staff of the Medical
Record Department will be affected. It is mentioned here for your interest in case you have
heard about it.
Terminal digit filing is a simple and accurate filing method that makes it easier for
clerks to file. They may also file faster and sometimes more accurately. This method of
filing is designed for large acute care facilities and is not appropriate for medical record
systems in small developing countries where the volume of medical records to be filed
is low.
Terminal digit filing is used to spread medical records evenly throughout the filing room.
It is used in facilities where the volume of medical records is large and enables the
distribution of work between a number of clerical staff.

The following is a brief description of Terminal Digit Filing:

In this method, numbers are allocated in the same way as for straight numeric filing.
The difference is HOW they are filed. A six-digit number is generally used and divided
into three parts e.g., the number 345678 is divided as 34-56-78 with each part
containing two numbers. The last two numbers on the right-hand side (78) are called
the PRIMARY DIGITS (that is, the first two digits considered when filing). The middle
two digits (56) are called the SECONDARY DIGITS (the second set of digits to be
considered when filing). The two digits on the left-hand (34) are the TERTIARY DIGITS

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(the third and last set of digits to be considered when filing).

34
Tertiary

56

78

secondary

Primary

With this method, the filing area can be divided into 100 sections for the primary digits
00 - 99. This then allows the filing to be distributed among a number of clerical staff.
Within each primary section, medical records are grouped by the secondary digits and,
again, this ranges from 00 - 99.
Within each secondary section, medical records are grouped by the tertiary digits and,
again, this ranges from 00 - 99.
To file a medical record, after locating the primary and then the secondary section, the
clerk files the medical records by the tertiary digits. For example, to file the number 3456-78, the 78 primary section needs to be located then the 56 secondary section.
The record 34-56-78 is then filed before 35-56-78 and after 33-56-78. A series of
numbers would run as follows:
A color coded
terminal digit
folder.

32-56-78
33-56-78
34-56-78
35-56-78
Some hospitals also use a color code on the folder to assist with identifying the medical
record quickly and to improve the efficiency of the filing clerks.

Remember
THIS METHOD IS NOT RECOMMENDED FOR SMALL
HOSPITALS OR HEALTH CARE CENTRES AND ALSO NOT IN
COUNTRIES WHERE THE TRAINING OF PERSONNEL IN THIS
METHOD IS NOT AVAILABLE.
A sorter in a
large Medical
Record
Department.

A Sorter or pre-file system

Each file room should have a set of shelves for records waiting to be filed. This is
usually called a SORTER.
Medical records that are returned from outpatient clinics (if the medical records
are combined i.e., a centralised system is used) or completed after discharge of an
inpatient and ready to be filed, should be "sorted" in a manner which will enable them
to be found, if required, while waiting to be filed.
The shelves should be numbered, perhaps in sections of 10s or 20s and the records

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placed on the correct numbered shelf.. This makes it easier to find a record which is
waiting to be filed.

Removing Medical Records from File and Record Control

To ensure proper record control, whenever a medical record is removed from file for any
purpose, it should be replaced by a TRACER, which indicates where the medical record
has been sent. A tracer is also called an OUTGUIDE in many countries. TRACERS or
OUTGUIDES enable medical records to be TRACED when not on file.

Remember
USING A TRACER SYSTEM IMPROVES THE WORK OF THE
MEDICAL RECORD DEPARTMENT AND THE CONTROL OF
MEDICAL RECORDS.

The best type of tracer is a card, usually the same size or slightly larger than the medical
record, on which should be written:

the patient's name;

the patient's MRN;

where the medical record is going; and

the date the record was removed from file.

A tracer being
removed on
the return of a
medical record.

A tracer can be as simple as a blank piece of A4 cardboard where the

information is recorded in pencil. On the return of the medical record, the
information is erased and the tracer used again. Or it can be a printed card
with the information recorded in the space provided and crossed out after use.
The next section is then used until the tracer is full and then discarded. Using
a tracer makes it easier to find a medical record when it is not on file.

Important Points on Filing
All medical records should be filed as soon as possible when returned to the Medical
Record Department or completed following the discharge of the patient.

REMEMBER:
THE BEST WAY TO LOCATE A MEDICAL RECORD WHEN NOT
IN USE IS IN ITS CORRECT PLACE ON THE SHELF IN THE
MEDICAL RECORD DEPARTMENT

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At the end of every day, there should be NO MEDICAL RECORDS WAITING FOR FILING.
That is, at the end of every day, all completed and returned medical records should be
filed.
Medical records that are too big should be separated into two or more volumes and
clearly marked as VOL. I or VOL. 2 etc., and filed together in the correct place.
When filing medical records, torn or damaged folders should be replaced and any loose
forms should be secured.

Locating Misfiled Medical Records

Regular checks should be in place to ensure that the file has no missing medical records or
medical records filed in the wrong place. To check for a misfile, the staff should:
Look for the transposition of digits in a number. For example, 131234 may be filed as
131243 or 121334.
Look for missing files under similar looking numbers such as "3" under "5" or "8" or vice
versa. Or "7" or "8" under "9".
Check for a certain number such as 584 under 583 or 585 or under a similar
combination.
Check the transpositions of first and last numbers.
Check the medical record just before and just after the one needed.
Check the shelf immediately above and below where the record should be filed.

In addition, once a month, the file room should be checked to ensure that:
all records are standing straight on the shelves;
there is no dust on the shelves (including the very top shelf) and
the floor is clean.

Culling medical records

Culling medical records that have NOT been used for a specified number of years is the
removal of medical records from the active file room. In some countries, this is also called
PURGING. But we will use the term CULLING.

Remember
An ACTIVE MEDICAL RECORD is one that is still being actively
used for patient care.
An INACTIVE MEDICAL RECORD is one where the patient has
not attended the hospital for a specific number of years.

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If you recall when we discussed the medical record, we said that the year of attendance
should be on the medical record folder. This is used to indicate whether the medical record
is ACTIVE or INACTIVE.
Each new year a patient attends, the year printed on the folder is crossed. For example,
if a patient attended in 2003, a line is drawn through the number. If he has not been
since that date, (and the policy states that medical records will be kept in active files for
five years) in the year 2008, the file can be culled and removed to secondary storage.
The date on the outside enables the medical record staff to see when the patient was
last at the hospital. This means that they do not have to search through the medical
record to find the date of the last attendance.
The aim of culling is to remove INACTIVE medical records from file to make more filing
space.
There should be a hospital policy stating how long medical records should be kept in
the ACTIVE filing area. This is referred to as the RETENTION POLICY (see MEDICAL
RECORD POLICIES).
The medical records that are removed from the file are records of patients who have
not been to the hospital within the last two, five, seven or 10 years, depending on the
RETENTION POLICY of the hospital/ health authority and/or space available for active
filing. The culled records can then be stored in secondary storage or destroyed.
Culling should be done every year. Either culling is carried out in the same month each
year, or a regular program of culling is carried out throughout the year as part of normal
duties.

Computerized Record Location/Tracking System

Many types of computerized file location/tracking systems are available. With such a
system, the location of a medical record can be readily found. In addition, a list of previous
places where the medical record was sent can be printed, e.g.; clinics including the date
when the record was sent to that location. Some hospitals use a bar code system as seen
in department stores and super markets while other enter details via a computer terminal in
the Medical Record Department.

Questions
Do you have a centralised or decentralised medical record system?
___________________________________________________________________________
What filing method do you use - straight numeric or another method?
___________________________________________________________________________
Do you have a sorter or area to pre-sort medical records?
___________________________________________________________________________
Is it effective?
___________________________________________________________________________

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Who is responsible for filing - one clerk or all Medical Record Department staff?
___________________________________________________________________________
Do you have a problem with missing files?
___________________________________________________________________________
If yes, how can it be improved?
___________________________________________________________________________
Do you have sufficient filing space?
___________________________________________________________________________
If no, what is your major problem with regard to filing space?
___________________________________________________________________________
Do you know how the problem could be solved?
___________________________________________________________________________
Do you have a policy on retention of medical records?
___________________________________________________________________________
If yes, how long are medical records kept in active files in your hospital?
___________________________________________________________________________

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COLLECTION OF HEALTH
CARE STATISTICS

nother important procedure required by the

medical record staff is the collection of health
care statistics.

At hospital/health care facility level, statistics collected

from medical records are used to review the incidence
and type of diseases treated and procedures performed.
Also at hospital level, statistics derived from the daily
bed census and medical records are used to assess
the utilization of services and enable the hospital to
make appropriate financial and administrative plans,
and to conduct vital research. At the State or Province
level, the ministries of health use health statistics
for planning health care services and for allocating
resources where they are needed most. The accuracy
and relevance of the information processed is vital to the smooth running of the facility and
also in assisting governments with decisions on the provision of health care services locally
and nationally.

An MRO
working on
monthly
statistics.

As medical records are the primary source of data about a patients stay in hospital, the
MRO is in the best position to collect and prepare the statistical data on health care. It is
important to note that statistics are only as accurate as the original document from which
they are obtained. Therefore, the MRO should accept the responsibility for seeing that
medical records and other source documents are complete and readily available to meet the
requirements for the production of accurate and meaningful statistics.
The type and extent of data collected and the use made of that data varies from country to
country. The administration of each hospital determines the hospital policy on the collection
of statistics relating to the services offered by medical staff and the overall work of the
hospital. There must be mutual understanding, however, of all terms used and the statistics
collected must be relevant and reliable.
It is important to collect data nationally as health care statistics mean something if they can
be compared to statistics from previous years and with other facilities. The government
determines what is required on a national level.
On an international level, the World Health Organization (WHO) requires health care statistics
from member nations in order to obtain a picture of the incidence of specific diseases within
a region and globally.

Remember
MEANINGFUL COMPARISONS CAN BE MADE AND
DIFFERENCES EXPLAINED ONLY IF DEFINITIONS OF ITEMS
COMPARED AND COUNTED ARE IDENTICAL.

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Inpatient statistics are used for:

comparison of present and past performance of the hospital or clinic;
guide for planning future development of the hospital or clinic;
appraisal of work performed by the medical, nursing and other staff;
hospital or clinic funding if sponsored by the government; and
medical research.
When deciding to collect statistical data or if reviewing existing data collections, the hospital
administrator and MRO should ask:
Why are the data being compiled?
What reports do the administration, medical staff and Ministry of Health need?
What use is being made or will be made of the information?
A review of statistics collected should be conducted regularly and a review of reports
generated should be conducted annually. We sometimes continue to collect data that are
no longer used or needed. Therefore, regular reviews are important to save unnecessary
work.

Statistical Definitions
Before progressing further, we should look at some statistical definitions. Remember that
definitions vary from country to country. To enable you to recognize the terms used in your
hospital, the following is a list of definitions used in some countries. As mentioned, it is
important that the terms used mean the same to all persons accessing the data. If your
country has a different definition for an item, or if the item is known by a different term,
change it to the one used by your hospital/country.

Bed Day
A unit of measure denoting the presence of an inpatient bed (occupied or unoccupied)
set-up and staffed for use in one 24-hour period.

Census (Daily Inpatient Census)

A count of inpatients at a given time. That is, the number of inpatients present at
the census taking time each day, plus any inpatients who were both admitted and
discharged after the census taking time the previous day. The census is always
taken in a hospital at the same time each day, usually midnight.

Foetal Death
A Foetal death is death prior to the complete expulsion or extraction from its mother
of a product of conception, irrespective of the duration of pregnancy; the death is
indicated by the fact that after such separation, the foetus does not breathe or show
any other evidence of life, such as beating of the heart, pulsation of the umbilical
cord or definite movement of voluntary muscles.

Inpatient Service Day

A unit of measure denoting the services received by an inpatient during one 24hour period (also known as Patient Day, Patient Service Day, Occupied Bed Day).

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Length of Stay
The number of days of care rendered to an inpatient from admission to discharge.
The duration of an inpatient's hospitalization is considered to be one day if he is
admitted and discharged on the same day and also if he is admitted on one day and
discharged the next day. The day of admission should be counted but not the day
of discharge.

Live birth
The complete expulsion or extraction from its mother of a product of conception,
irrespective of the duration of the pregnancy, which, after such separation, breathes
or shows any other evidence of life, such as beating of the heart, pulsation of
the umbilical cord, or definite movement of voluntary muscles, whether or not the
umbilical cord has been cut or the placenta is attached; each product of such a birth
is considered live born.

Neonatal Death
The neonatal period commences at birth and ends 28 completed days after birth.
Neonatal deaths (deaths among live births during the first 28 completed days of
life) may be subdivided into EARLY NEONATAL DEATHS, occurring during the first
seven days of life, and LATE NEONATAL DEATHS, occurring after the seventh day
but before 28 completed days of life.

Total Inpatient Service Days

The sum of all inpatient service days for each of the days in the period, e.g., for a
month or a year.

Underlying Cause of Death

The disease or injury which initiated the train of morbid events leading directly to
death or the circumstances of the accident or violence which produced the fatal
injury.

Hospital Inpatient Monthly/Annual Statistical Collection

Collecting data for no obvious reason is a waste of time and should be avoided. The
statistics collected in each hospital should be reviewed regularly to make sure that they are
still needed and are still used.
In addition to the DAILY INPATIENT CENSUS (also called the DAILY BED CENSUS), statistical
information routinely collected on inpatients on a monthly and annual basis include:

total no. of admissions - total in hospital and by service, e.g., medical, surgical, etc.;
total no. of discharges (including deaths) total in hospital and by service;
total no. of deaths - total in hospital and by service;
total no. of deliveries (obstetric patients);
total no. of live births;
total no. of foetal deaths;
total no. of obstetric patients (discharged including deaths);
total no. of maternal deaths; and
total no. of patient days;

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This information is used to calculate patient-related rates and percentages. Some rates and
percentages collected include:

average daily census;

average length of stay of discharged patients;
percentage of occupancy of hospital beds;
hospital perinatal death rate;
hospital maternal death rate;
foetal death rate; and

hospital death rate.

Remember
TO CALCULATE THE RATE YOU NEED TO DETERMINE THE
NUMBER OF TIMES OF SOMETHING THAT DID HAPPEN AND
DIVIDE BY THE NUMBER OF TIMES OF SOMETHING THAT
COULD HAVE HAPPENED.
For example, the death rate in hospital is calculated by:

Hospital Death Rate

The hospital death rate is the proportion of inpatients that die in hospital. This is usually
expressed in a percentage, which is computed as follows:
Number of deaths of inpatients in a period X 100
Number of discharges (including deaths) in the same period
Example:
In May there were 21 deaths. A total of 650 patients were discharged (including deaths)

21x100 = 3.23%
650

The hospital death rate for May was 3.23%. Some hospitals would round the result to 3%.
The majority of inpatient statistics are based on inpatient service days as collected by the
daily inpatient census.
The nurses for each ward collect the inpatient census at midnight and record the
data on the daily/midnight census form.
Each day, the census figures are entered into a bed-day book, which is usually kept
in the Admission Office, which lists the number of patients in each ward each day.
At the end of the month the patient-related statistics can be calculated.

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Bed-day book:
Month:

Ward A

Ward B

Ward C

Total

1
2
3
4

28
29
30
31
Total

Daily Inpatient Census

Inpatient census = the total number of inpatients at a given time. The census
is calculated by determining the number of patients in hospital at midnight the
previous night and adding all admissions for next day and subtracting the total
discharges/deaths for the same day. This should equal the number of remaining
inpatients at to the next midnight.
Example:
The census taking time is midnight:

Number of patients in hospital at midnight on May 20
140

Plus

Number of patients admitted on May 21
+21

161

Minus
18

Patients discharged (including deaths) May 21

Patients in hospital at Midnight May 21
143
PLUS Patients both admitted and discharged (including deaths) on May 21 + 2

INPATIENT SERVICE DAYS FOR MAY 21

145

Remember
To obtain the full inpatient census, the number of patients
admitted and discharged the same day must be added.

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How Some Rates and Percentages are Calculated

Average Daily Census
The average number of inpatients present each day for a given time period. This figure is
attained by dividing the number of inpatient service days for a period by the number of days
in the same period.
Total number of inpatient service days for a period (except newborn)
Total number of days in the same period
Example:
In May, there were 4,280 inpatient service days (excluding newborn babies) recorded. May
has 31 days. Using the above formula the average daily census is calculated as follows:
4280
31

138.06 or 138.1

This would be rounded to give the average daily inpatient census during May of 138
patients. That is the average number of patients in hospital each day during May.

Remember
NEWBORNS ARE CALCULATED SEPARATELY AND NOT
INCLUDED IN THESE CALCULATIONS.
Average Length of Stay of Discharged Patients
The average length of stay is the average number of days that inpatients (excluding newborn)
stayed in hospital.
This is calculated by
Total inpatient service days of discharged (including deaths) patients for a given period
Total number of discharges and deaths in the same period
Example:
In June, a hospital discharged 2,086 patients (including deaths, but excluding newborns).
Their combined inpatient service days were 13 654 days. Using the above formula, the
average length of stay of these patients was:
13654
2086

= 6.54 or 6.5 days

That is, the average stay on inpatients during June was 6.5 days.

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These are just a few examples of rates and percentages generally collected by hospitals.
You need to know what is required in your hospital and how they are calculated. If you
require further information, your Ministry of Health or local WHO Regional Office should be
consulted.

Questions
Do you collect the hospitals inpatient statistics?
___________________________________________________________________________
How are they collected?
___________________________________________________________________________
What use is made of them and by whom?
___________________________________________________________________________
Patient admitted
Medical record begins

Pathology, X-ray,
biochemistry,
ECG data

Patient in ward
Clinical date
recorded in
medical record

Consultation
Operation/anaesthetic
Physiotherapy data

The flow of
data from
the patients
admission to
the return of
the medical
record to file

Patient discharged
Medical records to
medical record dept

Medical
record
assembled
and analyzed for
completeness

Coded date
entered in
Disease/Operations
Index

Morbidity statistics

No

Doctor to complete
recording principal/
final diagnosis/
operations/other
conditions,
Discharge Summary
and signature

Yes
Medical record coded
by medical record
dept staff using ICD

Medical record
complete

Medical record
filed complete

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MEDICO-LEGAL ISSUES AND POLICIES

n many countries today, the medical record has

become an important legal document. This may
not be the case in your country, but you should
be aware that good medical records are essential not
only for the present and future care of the patient
but also as a legal document to protect the patient
and the hospital. For both purposes, they must be
complete, accurate, and available when needed.

The Medical Record as a Legal

Document
Remember
As well as being used for patient
care, a medical record is also a
legal document and should be
treated accordingly.

A terminal digit
folder marked
Confidential.

Who Owns the Medical Record?

When a hospital admits a patient, it enters into an explicit contract to render services
necessary in the care and treatment of that patient. This necessitates keeping a chronological
record of the care and treatment rendered by hospital personnel so that the results may be
available for continuing care.
In addition to being kept for patient care, medical records are also kept as a guide for
doctors, and for the education of nurses and other health care personnel. Legally, they are
used to support the patients claim in case of injury, for the protection of the attending doctor
against claims of malpractice, and for the protection of the hospital against criticism and
claims for injuries and damages.
MEDICAL RECORDS are considered the PROPERTY OF THE HOSPITAL and are
compiled and kept primarily for the benefit of the patient.
The PERSONAL DATA contained in the medical record is considered a
CONFIDENTIAL COMMUNICATION and the PROPERTY OF THE PATIENT. That
is, the information contained in a medical record belongs to the patient and is a
confidential communication between the doctor or other health professional and the
patient.
Although the physical medical record is considered to be the PROPERTY OF THE HOSPITAL

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and the information in the medical record is the PROPERTY OF THE PATIENT, information
cannot be released without the consent of the patient. Exceptions to this rule include the
use of the information:
by doctors and other health professionals for the continuing care of the patient;
for medical research where the patient is NOT identified; and
for the collection of health care statistics when the individual patient is NOT
identified.

Privacy, Confidentiality and the Release of Patient Information

The recorded information in a medical record is a privileged communication. A privileged
communication is one that contains certain confidential information given by a patient to
his or her doctor. Unless the patient has given written consent to release information from
his or her medical record, the information contained in it can only be released to court by
subpoena or a court order.

THE MEDICAL RECORD IS A CONFIDENTIAL DOCUMENT AND THE

PATIENTS RIGHT TO PRIVACY MUST BE CONSIDERED AT ALL TIMES.
It is important that the MRO is aware of the need to maintain confidentiality and the
patients right to privacy. As the person in charge of the Medical Record Department, they
are responsible for seeing that UNAUTHORIZED PERSONS DO NOT have access to the
medical record and that information is not given out without the patients written consent.
Medical records should be stored in a secure area and there should be detailed policies
regarding confidentiality and the release of patient information
As discussed in earlier sections of the manual, notes of the patients condition on admission
and complete findings upon physical examination should be recorded along with the progress
of the patient while in hospital. The attending doctor or other health professional must sign
all entries at the time of recording the data. It is important for medical record staff to check
the medical record on discharge of the patient to ensure its completeness and accuracy.
Entries that have been erased and not initialed or signed should be returned to the doctor
for his or her signature, as without such a signature, the legal value of the medical record
will be decreased.
MROs must be familiar with the legal requirements regarding medical records in his or her
country to be able to cope with medico-legal problems when called on to do so. MROs
must also be able to identify legitimate and illegitimate requests for information.

Release of Patient Information

The MRO should develop a policy for approval by the Medical Record Committee for the
release of patient information. It is important to ensure that all staff, not only in the Medical
Record Department, but also in all other sections of the hospital, are aware of the policy
and that it is followed.

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There are four methods of releasing information:

direct access to the medical record;
supply of an abstract giving details requested;
verbal release; and
photocopying.
The department should have specific policies governing each type of release.

Remember
NO UNAUTHORIZED PERSON CAN TAKE ANY OR PART OF
A MEDICAL RECORD OUT OF FILE, OR READ, COPY, OR
OTHERWISE TAMPER WITH IT.
If a request is made for the release of information, the request should contain the
following:
full name of patient, address and date of birth;
name of person/persons or institution requesting information;
purpose and need of the information;
extent and nature of information to be released, including dates; and
a recently dated authorization, signed by the patient or authorized representative
(e.g., parent of a child).

When developing a policy of patient privacy and the release of information, questions that
should be answered include:
Is there a consent form for the patient to sign to permit release of personal
information?
Is anyone outside the hospital/health center allowed access to medical records?
Are there special provisions for the police and law enforcement agencies to view
medical records?
What are the rules for the secure locking of the Medical Record Department outside
working hours?
What special rules apply to the release of patient information to other people
(relatives, friends, insurance companies, lawyers, etc.)?
Can patient information be released to other people for research?
Are there separate rules for children?
Are there separate rules for patients who have died?

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What forms and registers are used to record requests for personal information from
the medical record?
What penalties are provided for breaking the rules?
In general, it is best to have written policies relating to the release of patient information and
all staff must be familiar with these policies.

Questions
Do you have any medico-legal work in your hospital?
___________________________________________________________________________
If yes, is it the responsibility of the medical record department staff?
___________________________________________________________________________
Is information from the medical record released in your hospital?
___________________________________________________________________________
If yes, to whom is it released and under what circumstances?
___________________________________________________________________________

Patient Access to their Medical Records

Patient access to the information in their medical record will vary from country to country
and hospital to hospital if there is no national policy on this issue. You need to find out
if your hospital and country has a current policy. If patients are allowed access to their
medical record in your hospital, you should make sure that a policy based on the regulations
has been prepared and a procedure for patient access is available and is followed by the
clerical staff in your department.
Some questions you need to answer are:
Are patients allowed to see their medical record?
If yes, what procedures are to be followed when patients view their medical
records?
What medical information may be released to patients?
In many countries, patients have the right to inspect, copy, and amend their medical
records.
Patients can also correct data that they believe is incorrect, NOT by changing what is written,
but by writing an amendment (or correction) which is clearly identified as an amendment
entered by the patient.

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Questions
Are patients in your hospital allowed to see/read their medical records?
___________________________________________________________________________
If yes, do you have a written policy and what is the procedure?
___________________________________________________________________________

General Medico-Legal Principles

As a general rule, NO information concerning a patient should be released to another
person without the written consent of the patient or the patient's legal guardian.
If a patient is under the age of 14 years or otherwise subject to a guardianship order,
any consent for access to information should be given in writing by the patient's parents
or legal guardian.
In the case of a patient who has died, the written consent to access information from
the patient's medical record should be provided by the next of kin shown on the medical
records or by the administrator of the patient's estate.
If the patient lacks the capacity to provide genuine consent, then the written consent
must be obtained from the person's legal guardian.
Medical records should be kept under adequate security and only removed from the
hospital or health care center upon receipt of a subpoena, statutory authority, search
warrant, or court order.
In many countries, when an original medical record leaves the hospital for legal purposes,
a photocopy of the medical record is made beforehand and kept in the hospital until the
original is returned. The copy is subsequently destroyed.
As a general rule, a doctor or a health professional should supervise access to a patient's
medical record by non-medical persons.

Instances in which Medical Records are used as Legal Evidence

Medical records are generally used in court for the following:
Insurance Cases: Used by the patient for proof of injury and/or disability in personal
accident cases or by the insurance company to disclaim responsibility.
Worker's Compensation: In most countries, a person injured in the course of his
or her duties and while acting in the scope of his or her employment is entitled
to compensation for bodily injury and disability. The medical record is used as
evidence to show the date of injury, the type and severity of injury, and the patients
expected recovery.
Personal Injury Claims: A person may claim to have been injured through the fault
or neglect of another and sues to recover damages for injuries sustained. The

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medical record would be used to show how the injury happened as recorded in
the patients words on admission to the hospital. The medical record would also
be used to show the extent of the injuries, treatment given, duration of care and
expected recovery or disability.
Medical records are used more frequently in this type of case than in all other cases
combined.
Malpractice Claims: In this type of case the Plaintiff (person suing) claims damages
from a doctor, a hospital, nurse or other health professional for negligence in
rendering care or giving improper treatment. The medical record would be used to
show that there was no negligence and that treatments rendered were adequate and
proper.
Will Cases: A patient may have made a will during his or her hospital stay. After
the death of the patient, an attempt may be made to set aside the will by seeking to
prove the patient mentally incompetent. The medical record would be used to show
the mental state of the patient at the time of making the will.
Criminal Cases: Medical records have been used in many criminal cases; the most
frequent use includes:
o Assault cases: to prove the assault and extent of injuries;
o Violent or unexplained death: to prove death resulted from natural causes,
accident, misadventure or murder;
o Sexual assault cases: to prove the condition of a patient on admission or
attendance at a hospital and the history of the assault related by the patient;
and
o Mental competency: hospital medical records may also be used as evidence
in proving the mental condition of a patient.

Procedure for the Release of

Medical Information in a Legal Case
The hospital may permit a patients lawyer to view the medical record, in the presence of a
doctor, upon the written authorization of the patient. It is rare for this to happen, however,
and in most medico-legal cases, a lawyer requesting specific information about a particular
patient sends a letter to the hospital requesting the information. The lawyer must include
the patients written authority giving the hospital permission for the release the requested
information. The hospital is NOT legally bound, however, to release information if it affects
the hospital or the attending doctor or other staff.
The procedure when handling this request is as follows:
Requests from lawyers are usually registered and date of receipt of request recorded
by the hospital administration and forwarded to the MRO for processing.
The medical record is located and the patient's signature checked against the
signature on the consent form in the medical record.

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In some countries, a charge is made for the production of medico-legal reports.

The amount varies from hospital to hospital and country to country. MROs must be
familiar with the charges and regulations in their hospital. If there is a charge, an
account should be made out by the MRO (or hospital administration) and included
with the report. In some countries, lawyers already know this cost, and in many
cases, a cheque is included with the letter of request.
The information requested is identified and the attending doctor is asked to write a
report. A pre-designed form may be used (see example) or if a discharge summary
is already in the medical record, it is checked and if it includes all the requested
information, a copy is made. This will save the doctor having to write a new
report.
The MRO may write a brief letter acknowledging the request and enclosing the
doctor's report. In some hospitals, a "With Compliments" slip is used instead of a
letter from the MRO.
The letter (or "With Compliments" slip), report and account (if required) are sent to
the lawyer and a copy of each document is filed in the correspondence section of
the medical record.
The MRO notifies the hospital administration that the report has been sent.
In most cases, the report is all that is required. If the actual medical record is needed,
the lawyer must produce a court order of subpoena to enable the release of the medical
record.

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Example of format for a summary of medical record information for medico-legal case:

Date:
To: (name of lawyer or law firm requesting information)
____________________________
____________________________
____________________________
Dear ___________________
The following is a summary of the medical record of (patients name) __________________
Age: _____ living at (address) __________________________________________________
____________________________________________________________________________
who was admitted to this hospital on (date of admission)_____________________________
and who was discharged (or died) on (date of discharge or death) _____________________
HISTORY: ___________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
PHYSICAL EXAMINATION: _____________________________________________________
____________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
LABORATORY REPORTS: ______________________________________________________
____________________________________________________________________________
____________________________________________________________________________
X-RAY REPORTS: _____________________________________________________________
____________________________________________________________________________
OPERATION/PROCEDURE: __________________________Findings: ___________________
____________________________________________________________________________
_________________________Pathological Report: __________________________________
____________________________________________________________________________
FINAL DIAGNOSIS: ___________________________________________________________
RESULT ON DISCHARGE: ______________________________________________________
SIGNED: _______________________________(Attending doctor)

Subpoena or Court Order

A subpoena duces tecum is the term used in most English-speaking countries for a legal
order to produce records to a court. It is usually addressed to the custodian of medical
records directing that person to appear in a given court, on a date and at a time specified
on the subpoena, and to bring on that date the records designated for the patient named in
the subpoena.
After accepting the subpoena, all medical records specifically mentioned in it MUST be
produced in court at the time and place designated, or the person subpoenaed is liable for
contempt of court.

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Procedure for Preparing a Medical Record for Court

If a subpoena or court order is served, it MUST BE OBEYED.
On receipt of a subpoena, the MRO records the date and time the subpoena was
received and records in a diary the date and time the medical record is due in
court.
The MRO should notify the attending doctor and hospital administration that a
subpoena has been received for the release of the medical record to court.
In many countries, if the patient is NOT involved in the court case, he or she is also
notified by the health care facility that the subpoena has been received. They are
also advised of the place, date and time of the court hearing, in sufficient time to
allow the patient to arrange to attend the court if he or she so wishes.
The MRO should locate the medical record. If the medical record is not on file, the
MRO should find it and keep it in a safe place awaiting preparation for court. A
tracer is made out showing that the medical record is with the MRO for medico-legal
purposes.
The MRO should check that all necessary information, as specified in the subpoena,
is in the medical record and that it is complete.
All correspondence not written at the time the patient was in hospital should
be removed as it is considered "hearsay" and not permissible as evidence. The
correspondence is placed in a temporary folder made out with the patient's name
and MRN and kept in the medico-legal file.
All pages (forms) should be numbered in ink and the total number of pages recorded
on the folder, and a record of the number of pages (forms) kept with the removed
correspondence.
In some countries, the original medical record is not sent to court. If a photocopy
is permissible as evidence in court, all forms are photocopied, numbered and the
photocopy sent in place of the original. If a copy is made, a note needs to be recorded
in the medical record indicating that a copy exists and will need to be destroyed on
return from court. Some hospitals send the original and keep a photocopy on file.
When the original medical record is returned to file, the copy is removed from file
and destroyed. To protect the privacy of the patient, it is important that if a medical
record is copied, the copy MUST be treated with the same respect as the original
and MUST be destroyed on return from court. These steps apply to original and
photocopied medical records.
A form of receipt should be prepared for signature of the receiving officer of the
court. This may have a limited amount of information such as the number of the
subpoena, date received, name of the lawyer requesting the medical record, name
and MRN of the patient, number of pages (forms) and date the medical record is
sent to Court. The hospital may wish to use a more structured form as shown in
the following example:

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Example of structured receipt for original medical records:

RECEIPT FOR ORIGINAL MEDICAL RECORD

Date:________________
Received from (name of hospital) _________________________________________________
Address (of hospital) ____________________________________________________________
_____________________________________________________________________________
of (name of patient) ____________________________________MRN: ___________________
a total of ______________pages (forms).
___Summary Sheet
___Personal Identification Sheet
___Admission history form
___Physical examination form
___Doctors progress notes
___Nurses progress notes
___Graphic forms - blood pressure, respiration, pulse
___Fluid balance forms
___Pathology reports
___X-ray reports
___Operation/procedure reports
___Anaesthetic reports
___Medication forms

Other forms:
_____________________
_____________________
_____________________
_____________________
_____________________

This record should be returned to (name of hospital) _________________________________

On (date specified for return if known)______________________________________________
Marked to the attention of (name of MRO) __________________________________________
Signed: _____________________ (Clerk of Court)
The medical record is placed in a large envelope addressed to the Clerk of the Court
(or specified person) with the receipt attached to the front. The tracer on file is
changed to indicate that the medical record was sent to the court and the date it
was sent.
The medical record should be forwarded under adequate security to the Clerk of the
Court named in the Subpoena and the signed receipt is obtained from the person
accepting delivery.
Adequate security should involve hand delivery of the medical record from the
hospital or health center direct to the Clerk of the Court by an employee of the
hospital or health center or by a courier service.
In some countries, the MRO is required to take the medical record to court on the
prescribed day and time. They may be required to testify that the medical record
has been kept in the normal business of the hospital and to the best of his or her
knowledge has not been tampered with by unauthorized persons.

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If the medical record has not been returned to the hospital by the specified date, the
MRO must check with the court to find out if the court case is over. If it is, they will
request the prompt return of the medical record or, if not, ask the probable date of
completion.
On return from court, the medical record is checked to ensure that all pages (forms)
are present. The removed correspondence is returned to the medical record and the
record returned to the file and the tracer removed.

Other Important Medico-Legal Issues

Remember that the laws in each country vary and you must be familiar with your
country's laws for dealing with medico-legal requests. In the absence of specific
Statutes and Regulations, certain practices should be determined by the hospital
administration and MUST be followed by the medical record staff.
Requests for information by the police or a government department where the patient
has NOT authorized access to information from their medical records should be dealt
with by the attending doctor or senior health care professional. Except in circumstances
where the police can confirm that they seek information essential to the execution of
the police officer's duty, the information supplied should be limited to confirmation of
identity and address. Any other information may only be divulged on production of a
search warrant.
The attending doctor or other health care professional should be responsible for
checking legal requests and release of information to ensure that only information
relevant to the request is released.
Except for providing ongoing care and treatment for the patient, all photocopying of
the patient's medical records requested by the patient or the patient's authorized
nominee should be at the expense of the patient and not the hospital.

Medical records may be used for research and statistics without the patient's consent
as long as the patient is NOT identified.

As a general rule, access to medical records should be restricted to health

professionals currently involved in the continuing care of the patient.

Remember
NO INFORMATION MAY BE RELEASED WITHOUT THE
PATIENTS CONSENT, INCLUDING THE FACT THAT THE
PERSON IS A PATIENT. WHERE A PATIENT REQUESTS THAT
NO INFORMATION BE RELEASED AT ALL, OR INFORMATION BE
RELEASED IN LIMITED CIRCUMSTANCES, HIS OR HER WISHES
MUST BE RESPECTED.
Medico-legal issues bring out the necessity for accurate and adequate medical records.
That is, medical records that will clearly show the treatment given the patient, by whom

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it is given, and when given. For the protection of the hospital, doctor and all health care
professionals, they must show that the care and service given were consistent with good
health care practice.

Questions
Are you responsible for medico-legal correspondence?
___________________________________________________________________________
If no, who is responsible and how are you involved?
___________________________________________________________________________
Does your hospital have many requests from lawyers seeking the release of information?
___________________________________________________________________________
If yes, what is the procedure to deal with the requests?
___________________________________________________________________________
Are you aware of the laws governing the release of information in your country?
___________________________________________________________________________
Does your hospital send medical records to court?
___________________________________________________________________________
If yes, does the legal system in your country use a subpoena or court order?
___________________________________________________________________________
If yes, what is it called?
___________________________________________________________________________
If no, what is the system in your country?
___________________________________________________________________________

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OUTPATIENT MEDICAL RECORDS

hen a person attends and receives health

care services in the hospital without being
admitted, he or she is referred to as an
OUTPATIENT or an EMERGENCY PATIENT. We will
begin by discussing outpatients. As for inpatients,
the first task for outpatient staff is to CORRECTLY
IDENTIFY THE PATIENT AND GIVE THEM AN MRN
if they do not already have one. The procedure is the
same as for inpatients.

REMEMBER
THE COLLECTION OF ACCURATE
PATIENT IDENTIFICATION IS THE
FIRST STEP IN THE DEVELOPMENT
OF THE MEDICAL RECORD.

An emergency
department
attached to a
large teaching
hospital.

Outpatient Identification Sheet

There are three ways outpatient medical records may be kept:
outpatient visits are documented in the same medical record as
inpatient notes. Some hospitals prefer to file outpatient notes
at the end of the inpatient notes while others at the front for
easier access. In both cases, they are usually filed behind an
outpatient divider;
outpatient visits are documented in a separate outpatient record/
card; or
outpatient visits are documented in a patient held health record.

Outpatient
Identification
Sheet.

In many countries, the outpatient medical record is separate from the inpatient medical
record. The ideal situation, however, is when both are filed in the one folder under the
one number. This system is of benefit to the patient, as all their health information at that
hospital is in one place for their continuing care. It also benefits the doctor, who is able to
refer to previous notes when treating the patient for a new episode of a previous illness or
for a new illness.
In many developing countries, it is difficult to know in advance the names and MRNs of
patients attending an outpatient clinic as they do not, and in many cases cannot, have
an appointment system for general outpatients. Without an appointment system, it is

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impossible to retrieve the medical records prior to patients arriving at the hospital. In
addition, the number of outpatients is usually very high. This often also precludes the
hospital from combining the inpatient and outpatient records.
If a combined inpatient and outpatient record is not possible, the hospital should at least
use the same number even if they are filed in different areas. This would enable quick
retrieval of inpatient and outpatient medical records when needed. To assist with continuity
of care, when separate inpatient and outpatient medical records are kept, a copy of the
inpatient discharge summary should be included in the outpatient medical record.
Given the many problems associated with combining the medical records in many countries,
we will assume for this section that the inpatient and outpatient medical records are filed
separately but that they have the same medical record number.
In most countries, there are two types of outpatient clinics:
general outpatient clinic; and
specialist outpatient clinic

General Outpatient Clinic

In most countries, general outpatient clinics are for patients who attend the hospital for
treatment of a minor disease or problem, for example, mild acute respiratory infections,
minor injuries (cut/bruise/sprain), cough, cold, flu, headache, etc. In some countries, a
nurse often sees general outpatients.
General outpatients usually do not need an appointment. In many countries, general
outpatient clinics are often held at the hospital or health center in the mornings.

Types of Outpatient Medical Records

The decision on the type of medical record to use for general outpatients should be
determined by:
the number of daily outpatient attendances;
the number of staff available to file and retrieve outpatient records; and
advice from doctors about their need for previous information on general
outpatient visits.
In some countries, outpatient medical records are not kept by the hospital. In these
situations, the doctor writes in a PATIENT-HELD HEALTH RECORD. The patient-held
health record can consist of the maternal/baby health record, or patients can be asked to
purchase an exercise book (sold by the hospital). The use of patient-held health records
reduces the huge daily filing problem for general outpatient records. Problems associated
with using PATIENT-HELD HEALTH RECORDS, however, often outweigh their usefulness.
Some of these problems include:
the patient does not bring the health record to the outpatients;
the health record has been lost; or
the health record has been tampered with.

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If PATIENT-HELD HEALTH RECORDS are not used and the hospital/health center wishes to
keep the medical/health record for general outpatient visits, the general outpatient visit must
be documented and a medical record system maintained
in one medical record for inpatient admissions and outpatient visits together; or
on a separate outpatient card or paper record filed separately. A paper record is
preferred as cards are generally too small and a patient ends up with a number of
cards stapled together, which tend to get shabby and difficult to file and retrieve.
In both cases the amount of filing and retrieving of records must be considered.

Remember
IF GENERAL OUTPATIENT RECORDS ARE NOT FILED BY THE
END OF EACH DAY, THEY MAY BE DIFFICULT TO LOCATE.

The data collected in an outpatient medical record should include:

patient identification as for inpatients;
family health history, relevant history of presenting illness and physical
findings;
clinical observations;
reports of tests and procedures performed;
the outcome of the visit. For example, follow-up for further treatment, admission
to hospital, no further treatment etc.;
growth chart for children;
referral information such as correspondence from a local doctor or community
nurse; and
the doctor/nurse seeing the patient should sign the medical record to indicate
The same information would be collected if the patient visited a separate health center or
clinic.
The arrangement of the information should be convenient for those who must refer to it on
a daily basis.

Specialist Outpatient Clinics

In many countries, outpatient clinics are held for patients who need to see a specialist for
a specific condition.
A specialist outpatient is often a patient with a chronic problem (hypertension, diabetes,
etc.), a paediatric patient, or a recent inpatient. There should be an appointment book for
making appointments for each specialist. On the day of the clinic, the appointments should
be noted as:

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attended or did not attend. This information is needed to measure the workload
of each clinic and determine the number of appointments that are made and not
kept;
at the end of the month, the number of patients who ATTENDED and DID NOT
ATTEND should be counted for each clinic and included in the monthly report; or
other statistics would be collected in the same way as for the general outpatients as
outlined below.
In many countries where outpatient appointments are made, particularly for Specialist clinics,
a computerized appointment scheduling system has been developed with a link to the MPI.
The Outpatient Department would be able to readily produce a typed list of daily appointments
for each clinic for the Medical Record Department to retrieve the medical record.

Counting Outpatients
What information the hospital authorities require will determine the information that will be
collected on outpatients. The person responsible for this collection must make sure that the
definition used in the collection of outpatient statistics is the same for all outpatients.
The routine collection of patient information assists the hospital or the health
care center in analyzing the pattern of care and the demographics of its patient
population.
Some hospitals keep an outpatient register, but unless the data in the register
are regularly used and there is no other way of getting the data, an outpatient
register SHOULD NOT BE KEPT. A lot of clerical time is wasted in keeping such
a register.

Some Definitions Used for Outpatient Department statistics

There is a difference between the number of outpatient visits and the number of outpatient
services given to an outpatient on a given day.
OUTPATIENT VISITS: All services provided as an outpatient during ONE single
visit to an outpatient department.
OCCASIONS OF SERVICE: Specific identifiable acts of service provided to a
patient, such as performance of a test, medical examination, treatment, or
procedure. This includes telephone counseling in some countries.

Remember
THE DIFFERENCES IN THE ABOVE SHOW HOW IMPORTANT IT
IS TO COLLECT THE CORRECT DATA.

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If a hospital only wants to know the NUMBER OF OUTPATIENTS attending

each day, the definition for an OUTPATIENT VISIT should be used. Remember,
an outpatient may have a number of tests or see one or more health care
professionals during the one visit. These are OCCASIONS OF SERVICE and
are NOT counted when counting the NUMBER OF OUTPATIENTS. To correctly
count the ACTUAL NUMBER OF OUTPATIENTS who have attended for a given
period e.g., for a month, the definition for OUTPATIENT VISIT must be used.
If a hospital wants to know the number of OCCASIONS OF SERVICE that is,
the number of services given to a patient during a hospital visit, that definition
is then used. That is, to count the number of services given by all sections of
the outpatient department to each outpatient, all OCCASIONS OF SERVICE are
counted.

Outpatient Statistics
Most of the above are collected to assess the workload of each clinic and to plan for future
needs. It may be found that the surgical clinic staff see twice as many patients than other
clinics. If this is the case, more staff will be required in the clinic area on the surgical clinic
days. Patient waiting time may be too long and the administration decides to look at the
statistics for each clinic to see if it is because too many patients are given appointments
when insufficient medical staff are available. Data that should be collected for outpatients
includes:
total number of outpatient visits - first visit AND revisits, each grouped by age and
sex;
total number of occasions of service, grouped by age and sex; and
type of disease/problem. If no disease noted, the reason for the visit is usually
used.
One way to count outpatients is an outpatient tally sheet, which is summarized daily and
recorded in an outpatient statistics book. The clinical staff in the outpatient department
should fill in the tally sheet.

Sample of a general outpatient tally sheet:

Cross off a 0 for each visit. It is important to separate the first visits from the revisits. The
time should be listed as morning, afternoon, evening or night.

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Day:

Date:

Time:
0 12 Months

First visit for:

Hosp/HCentre name:
1 14 years

60+ years

Male

Female

Male

Female

Male

Female

Acute Respiratory
infection

0000
0000
0000
0000
0000

0000
0000
0000
0000
0000

0000
0000
0000
0000
0000

0000
0000
0000
0000
0000

0000
0 000
00 00
000 0
0000

0000
0 000
00 00
000 0
0000

Malaria

0000
0000
00

0000
0000
00

0000
0000
00

0000
0000
00

0000
0 000
00

0000
0 000
00

Etc.

0000
0000
00

0000
0000
00

0000
0000
00

0000
0000
00

0000
0 000
00

0000
0000
00

0000
0000
00

0000
0000
00

0000
0000
00

0000
0000
00

0000
0 000
00

0000
0000
00

Revisits/
REATTENDANCEs

At the end of each day, the completed outpatient tally sheets should be collected
from the clinics, and summarized into a daily outpatient statistical summary form.
At the end of each month, the outpatient statistics in the daily outpatient statistical
summary forms should be added up to provide the total figures for the month and
reported in the monthly report.
For yearly outpatient statistics, the data in the monthly reports are calculated.

Emergency Patients
Emergency patients come to the hospital/health care centers emergency department
needing immediate attention for a disease or injury. The collection of emergency medical
information must be easy to carry out while focusing maximum attention on the patient.
If a patient is brought to the hospital by ambulance, the data collection starts with the
ambulance service transporting the patient to the hospital. At this time, a record is made
of vital signs, condition during transportation, the nature of the illness or injury, and any
procedures performed. Upon arrival at the emergency department, a copy of the ambulance
record may be included in the hospital emergency service record.

Emergency Records
Emergency patients are identified in the same manner as inpatients and outpatients. If the
patient has been an inpatient or outpatient, previous records must be made available for
emergency care if needed.
Identification information may need to be obtained from the patient within the emergency
treatment room or from a relative or person accompanying the patient. The information
recorded in an emergency record should include:
the time and means of arrival in the emergency department, e.g., by ambulance, etc.;

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pertinent history relating to the reason for attending the emergency department;
emergency care given prior to arrival;
diagnostic and therapeutic orders;
clinical observations;
reports of procedures, tests, etc.;
diagnostic impression; and
conclusion and disposal of the patient, i.e., sent home following treatment with no
further care required, referral to the general or specialist outpatients, admission to
the hospital, died in the emergency room.
The contents of an emergency record, how they are to be kept, and for how long are often
decided by the hospital administration or by government regulation.

Remember
IF A PATIENT IS ADMITTED TO HOSPITAL FROM THE
EMERGENCY DEPARTMENT, THE EMERGENCY RECORD
SHOULD BE INCLUDED IN THE INPATIENT MEDICAL RECORD.
If kept separately, emergency department records need only be kept for the duration of the
STATUTE OF LIMITATIONS. That is, the legal time required in a country in which a person
can bring a lawsuit.
It is recommended that for SPECIALIST and EMERGENCY visits, the visit be documented
in the medical record held by the hospital and not in a patient held health record. A
SUMMARY OF THE VISIT or ADMISSION, however, should be included in the PATIENTHELD HEALTH RECORD.

Counting of Emergency Patients

In some countries, where emergency patients are not admitted, they are counted as general
outpatients, and where emergency patients are admitted, they are counted as an admission.
Some hospitals/health centers count emergency patients separately, and a tally sheet can
be used to count emergency patients as for general outpatients. For admitted emergency
patients, it is important to remember to NOT count emergency patients twice, once as an
emergency case and once as an admission.

Remember
A PERSON WHO IS DEAD ON ARRIVAL AT THE HOSPITALS
EMERGENCY DEPARTMENT SHOULD NOT BE ADMITTED AND
SHOULD NOT BE COUNTED AS AN INPATIENT.

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Questions
Are you responsible for the collection the outpatient statistics?
___________________________________________________________________________
If yes, how are they collected?
___________________________________________________________________________
What do you collect?
___________________________________________________________________________
Who uses the statistics?
___________________________________________________________________________
Does your hospital have an emergency room/department?
___________________________________________________________________________
If yes, what type of emergency record is kept?
___________________________________________________________________________
Can you identify if the emergency record system could be improved?
___________________________________________________________________________
If yes, how?
___________________________________________________________________________
What emergency department statistics are collected?
___________________________________________________________________________
Who collects the statistics?
___________________________________________________________________________

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MEDICAL RECORD COMMITTEE

ach hospital should have a Medical Record

Committee.
This Committee makes
decisions on medical record policy, medical
record procedures, medical record forms, and
procedures in other departments/wards relevant
to the management of medical records and patient
information.
An active Medical Record Committee should act as
a liaison between the MRO and other departments.
Members should be representatives of the various
clinical services of the hospital, rotating on a
yearly basis so that all services will eventually be
represented. Such a Committee, with a strong
Chairperson, can do much to stimulate interest in developing and maintaining a high
standard of medical records and medical record services. The Committee should support
the MRO and assist with the implementation of regulations regarding the completion of
medical records.

A typical
Medical Record
Committee
meeting.

Terms of Reference
The Medical Record Committee is responsible for all matters relating to the content of
medical records and the provision of medical record services in the hospital. The Medical
Record Committee in large hospitals meets every month and less frequently in smaller
hospitals. It should meet at least four times per year.
The Committee should be made up of people who are interested in good medical records
and who are prepared, by their own example, to provide an incentive to others, particularly
junior doctors. The Committee should consist of not less than three members and not more
than six. Too large a committee could be unwieldy.
For example, membership of the Medical Record Committee should consist of:

a representative of doctors from both medicine and surgery;

a representative of nursing administration;
a representative of the hospital administration (management);
a representative from allied health staff - physiotherapy, social work etc.; and
the MRO.

Other members may be invited onto the committee if their input is required, such as
orthopaedic, paediatric and obstetric doctors.
In a larger health care facility, representatives from nurses on the ward may also be
included.

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Functions and Responsibilities

The Medical Record Committee cannot perform efficiently without rules and regulations.
These need to be clearly defined and recorded and understood by all medical staff.
Functions and responsibilities of the Medical Record Committee include:
review of medical records to ensure that they are accurate, clinically pertinent,
complete and readily available for continuing patient care, medico-legal requirements,
and medical research;
ensure that medical staff complete all the medical records of patients under their
care by recording a discharge diagnosis and writing a discharge summary (where
required) for each discharged patient within a specified period of time;
determine the standards and policies for the medical record and the medical record
services of the health care facility;
recommend action when problems arise in relation to medical records and the
medical record service;
determine the format of the medical record and approve and control the introduction
of new medical record forms used in the health care facility (all forms should be
cleared by the Medical Record Committee before being put into use); and
assist and support the MRO in liaising with other staff/departments in the health
care facility.
It is important that rules and regulations for the completion of medical records are developed
and approved by medical staff and adhered to by all. With the support of the Medical
Record Committee and Medical Administration, the MRO should be able to address quality
issues such as poor documentation and incomplete medical records.
The MRO should prepare a summary report for each Medical Record Committee meeting.
This summary should include the number of medical records awaiting completion by
doctors.

Questions
Does your hospital have a medical record committee?
___________________________________________________________________________
If yes, who are the members?
___________________________________________________________________________

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Is the MRO in charge of the Medical Record department a member?

___________________________________________________________________________
If your hospital does not have a Medical Record Committee do you think one could be
established?
___________________________________________________________________________
If yes, who could organize its setting up?
___________________________________________________________________________

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QUALITY ISSUES FOR

MEDICAL RECORDS SERVICES

Over recent years, the quality of documentation in the

medical record has become an important issue, not
only with the need to promote better health care, but
also, the need by governments to reduce health care
costs. In some countries, when funding began to be
based on medical record data, it was found that more
attention should be paid to the quality of the medical
record and documentation of the original health care
data.
In many countries, some problems facing administrators
and government authorities include:
poor medical record documentation;
large backlogs of medical records waiting to be
coded;
poor coding quality; and
poor access to, and utilization of, morbidity data.
To address these problems and improve the quality of data collected, and the information
generated from that data, quality control measures need to be implemented.

An MRO checks
the information
on records with
a doctor.

The Medical Record Department is often the first department in a hospital to introduce
quality assurance. As the Medical Record Department has connections with most other
departments within the facility, the medical record is the best place to check the medical care
and treatment of the patient. It should be noted that quality checking of the medical record
often results in action being required by staff outside the Medical Record Department.
One approach to quality checking is for the MRO to ask staff from other departments to
check the services of the Medical Record Department using a check-list. The results of these
quality checks (or audits) are kept on a chart (or graph) in the Medical Record Department.
They should also be presented to the Medical Record Committee for review. As the results
improve, the figures on the chart are a source of pride for the Medical Record Department
staff. This process is often the beginning of a reciprocal quality-checking program with other
departments, which could result in an improvement in the quality of procedures throughout
the health care facility.

Areas in Which the MRO can

Evaluate Medical Record Procedures
There are a number of procedures in the Medical Record Department that can and should
be evaluated. Some study questions that could be used to evaluate the work of the Medical
Record Department staff could include:
Are medical records filed promptly?
Is the file room clean and tidy?
Are Master Patient Index cards filed promptly?

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Are all discharges returned to the Medical Record Department the day after
discharge?
Are medical record forms filed in the correct order?
Are all medical records completed within a specified time after discharge?
Are medical records coded correctly?
Are all discharges for last month coded by the middle of the next month?
Are the monthly and yearly statistics collected within a specified time?
To conduct an evaluation study, the MRO should select a time period for the study (e.g.,
one-month), prepare a questionnaire, and determine the standard or acceptable level of
compliance considered appropriate for the work to be studied. The results can be used to
improve the services in areas below the required standard of performance.

Evaluating the Content of the Medical Record

The content of the medical record can be evaluated by reviewing to see if the following has
been done:
the consent form for treatment has been signed by the patient;
patient identification details (name and medical record number) are correct and
entered on all forms;
doctors have recorded all essential information;
doctors have signed and dated all clinical entries;
the front sheet has been completed and signed by the attending doctor;
nurses have recorded and signed all daily notes regarding the condition and
care of the patient;
all the orders for treatment have been recorded in the medication form and signed;
medication administration has been recorded and signed;
the anaesthetic form (if any) has been completed and signed;
the operation form (if any) has been completed and signed;
the main condition/principle diagnosis has been recorded on the front sheet;
operations and/or procedures have been recorded on the front sheet; and
the MRO or staff member responsible for coding has accurately coded the main
condition/principle diagnosis and any other condition listed (if required).
Again, a study questionnaire should be prepared and a standard determined, e.g., 100%
compliance.
Sample check-list or audit form:

Yes
1. Patients first name present

2. Patients family name present

3. Patients medical record number
written
4. Patients address written
5. Etc.
TOTAL
*N/A = not applicable

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No

N/A*

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QUESTIONS
Do you conduct any quality control studies on the work of the Medical Record
Department?
___________________________________________________________________________
If yes, what are they and how are they prepared and conducted?

_____________________________________________________________________
Do Medical Record Department staff conduct quality control studies on the content of the
medical record?
___________________________________________________________________________
If yes, what part of the medical record is studied?

_____________________________________________________________________
If studies are undertaken, what happens to the results?
_____________________________________________________________________
Do the Medical Record Department staff conduct quality checks on coding?

_____________________________________________________________________
If yes, what action is taken with regard to the results?

_____________________________________________________________________

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CASEMIX MEASUREMENT AND DRGs

ith greater emphasis on cost containment in health care and the need to rationalise
health care resources, many countries have been looking to the introduction of
some form of casemix measurement system to give a better indication of the cost
of services offered by their hospitals and other health care facilities.
Casemix and DRGs are associated with clinical coding and used by a number of health care
facilities in the USA, Australia, and a number of European countries. The following brief
description has been added to give you an idea as to what Casemix is and how DRGs are
used.

What is Casemix and How Did it Develop?

In the late 1970s, a team of physicians in the United States of America set about to investigate
a way to facilitate hospital management and financing by providing a system for classifying
acute care patients to allow hospital performance to be measured and evaluated.
The basic concept or idea was to identify the output of hospitals, i.e. patients treated, as
classes of patients, with each class receiving a similar amount of goods and services
associated with their diagnosis and treatment. The ultimate goal being to include flexible
budgeting, cost and quality control
The term which evolved was Diagnosis Related Groups or DRGs. For each DRG, a rate
was determined which was considered to be a fair payment to the hospital to cover the cost
associated with the diagnosis and treatment of a given illness. In other words, DRGs are a
patient classification scheme which provides a means of comparing the type of inpatients a
hospital treats (i.e. its casemix) to the costs incurred by the hospital.
Although the DRG system was originally created as a tool in managing hospital the potential
for prospective payment schemes to better understand and restrain health care costs was
recognized. Research based on the need to develop a system for paying hospitals for patient
care was carried out by a team of researchers in the United States of America.
The first step was to define the need, and the second was to determine how to measure
hospital services as a means of evaluating health care in a specific setting. Research was
carried out and the team of researchers was able to develop a DRG system with the ability to
predict variability. That is, as all patients are unique, it is fundamental to good patient care
that they all be treated as individuals. They also recognized that there were also similarities
between groups of patients.
They identified stable patterns of resource utilization of hospital services. They wanted to
ensure that patients in a given category comprised a clinically coherent group, otherwise the
classification would be rejected by doctors.

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Therefore in developing the DRGs, the following characteristics were used:

*

category definitions based on information routinely collected by hospitals;

a manageable number of categories;

similar patterns of resource intensity within a given category; and

similar types of patients in a given category from a clinical perspective.

Over the years, the original DRGs have been revised in response to changes in disease
and procedure coding schemes, to differences in the utilization of health services, and to
feedback from the health care community.

WHAT MAKES UP A DRG?

DRGs are made up of of the following variables:
*

principal diagnosis;

operating room procedure;

other conditions present - such as co-morbidities and complications;

Age of patient;

Discharge status (i.e. alive, deceased, transferred, etc.); and

Birth-weight (neonates only).

The Formation of DRGs

Diagnosis Related Groups form a casemix classification system. Each class of DRG
describes a group of patients with related diagnoses requiring similar investigations and
incurring similar treatment costs. These can therefore be regarded as similar products of
acute inpatient hospital care.
DRGs are the elements of a classification scheme which provide a common language
for relating the number and type of patients treated in a hospital to the resources used
by the hospital. The same language enables issues such as quality and performance
to be compared between hospitals and can be used as a tool to enable more objective
organizational, budgeting and financial plans to be enacted. DRGs form part of a casemix
methodology that allows hospitals to be funded according to output, i.e. patients treated.
The grouping into DRGs is made on the basis of the discharge summary which currently
uses the International Classification of Diseases, 9th Revision, Clinical Modification (ICD9-CM) in the USA but different classifications in some other countries. The DRG system,
with only around 500 groups, represents an attempt to reduce the complexity associated
with the volume of ICD-9-CM codes, while attempting more directly to take resource use
implications into account.

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In drawing any comparison between diseases treated, it is recognized that other factors
such as the age of the patient, and the presence of other diseases, are important.

Complications arising from the treatment of the primary illness, as well

as the severity of disease, also influences the outcome.
It is inevitable that reactions of any individual patient to the same disease may vary. In
addition, treatment options for some diseases also may vary. For example, surgery may
be performed on some patients while it may not be appropriate for others, despite the fact
that both have the same primary diagnosis. The performance of an operation can make a
considerable difference to the average length of stay and thus needs separate consideration.
Treatment may also be associated with complications that require further procedures and
add to the total cost incurred.
The assignment of a DRG relies on information gained at discharge, such as relevant
diagnoses, investigations, and procedures. For this reason, accurate descriptions of the
patients condition and accounting of procedures are essential as is accurate coding.

Errors in coding can heavily influence the outcome especially when

comparisons and payments are being made.
How Can DRGs be Used?
As mentioned previously, DRGs were originally developed for use in quality assurance,
but were subsequently adapted for comparing the management of groups of patients in
financial and service terms. By using DRGs, hospitals are motivated to examine how to
utilise resources more efficiently and effectively. There is a need, however, to ensure that
patients are not discharged too quickly and that quality is not jeopardized.
Parameters such as costs of various investigations, operating theater time, and length of
stay of patients, can be compared with other hospitals doing similar cases, or the same
institution in looking for variability over time.
DRGs can be used for analyzing and understanding the differences between, and comparing
the performance of services, within hospitals and between hospitals.
A hospitals actual length of stay is adjusted to take account of casemix. Thus, the key
comparison is the hospitals length of stay for a particular case type (such as a DRG) relative
to the mean length of stay for that same DRG at other hospitals, either in the same state or
province or country.

How are Patients Allocated to a DRG?

The information required to allocate the DRG is usually obtained from each patients medical
records via the Medical Record Department after discharge. Before classifying a patient,
it is important that all diagnoses, pre-existing conditions and surgical procedures are fully
documented or the patient may be placed in an incorrect DRG category. This means that
the data items must be present at discharge to ensure that the episode of hospitalization is
correctly assigned.

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Since the introduction of DRGs in 1979, countries have recognized their potential as a tool
in hospital management and the rationalization and cost containment of their services.
The introduction of DRGs in a number of countries has placed a greater emphasis on the
medical record and the accuracy of documentation, as well as the accuracy of coding. This
in turn has lead to greater interest in the medical record, and more support for the staff of
the Medical Record Department.
The use of DRGs, however, is not yet widespread and the above discussion has been added
for your interest only.

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COMPUTERIZED HEALTH INFORMATION

AND THE ELECTRONIC HEALTH RECORD

any countries now have a number of

computerized applications as part of a Health
Information System (HIS) within the health
care facility. The aim of health care authorities around
the world is for the development of an automated patient
information service that will increase the efficient retrieval
of information for patient care, statistics, research and
teaching. Health Information Systems are designed
to integrate data collection, processing, reporting,
and the use of information necessary for improving
the effectiveness and efficiency of the health service
through better management at all levels of health care
(WHO, 2000).
An important point to remember, however, is that the
use of a fully computerized system may improve
the effectiveness and efficiency of a Medical Record
Department, but ONLY where the basic manual procedures are already in place and well
organized.
The development and implementation of computer applications require detailed planning and
cooperation between the medical record officer, computer staff and the hospital administration.
The first step in such an undertaking would be to review the existing manual system to define
the data needs and determine the proposed data flow. Once this has been accomplished, the
next step would be to design the data collection and reporting tools and develop procedures.
These would be followed with a detailed program of education for all staff, particularly the
persons who will use the system.

Staff working in
a computerized
medical record
department.

Medical record procedures commonly computerized in many countries include the

master patient index (MPI);
admission, transfer and discharge/death(ATD) system;
disease and procedure index; and
an automated record tracking system.

All the above have been discussed in earlier sections of this Manual. In addition, some
other computerized medical record applications include:
medical record completion system; and
discharge summary abstracting system;
It is important to note that the following are suggestions for discussion and not a definitive
outline of specifications. Final specifications for any computer system should be developed

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in conjunction with the computer programmer, systems analyst, hospital administrator, and
MRO at a time when the actual type of computer has been determined.

Medical Record Completion System

A computerized medical record completion system provides an efficient tool for tracking
incomplete medical records and provides a list of the number of incomplete records
awaiting completion by individual doctors.
Such a program would be linked to the ATD system on discharge of the patient.
With this system, staff can call up by doctor and by patient name all medical records
awaiting completion. Deficiencies would be entered and stored in the computer
memory. The system would then generate a number of reports, listing the number
of records awaiting completion by the doctor, grouped by service, and the number of
records waiting to be coded.

Discharge Summary Abstracting System

With the establishment of a central data base of patient information linked to an ATD
System, a summary of the patients stay in hospital can be produced. The summary
would include identifying information about the patient, admission and discharge
dates, final diagnosis, treatment on discharge, and follow-up details.
Linked to the ATD system, health care statistics are also collected and processed via the
computer thus enabling the hospital/health care facility to produce them in a more efficient
and timely manner.
This gives only a brief indication of some of the available computer applications relating to
medical record procedures of a hospital. Specifications for any computerized system should be
developed following discussions with the computer planning team at a time when a decision
has been made as to type and capacity of the computer to be installed.
In addition to a number of computerized applications and the development of a comprehensive
Health Information System (HIS) many hospitals/governments are also looking at the possibility
of a fully electronic health/medical record.

Electronic Health Records

The introduction of an EHR would drastically change the work of the Medical Record Department,
particularly the basic procedures such as the admission, discharge and filing procedures.
With a number of problems associated with maintaining manual medical records, particularly
medical record storage space, some health care professionals and administrators want to
move from a paper to a paperless environment. They should not, however, focus on going
paperless. The focus should be on the possibility of developing an EHR as a means of
encouraging departments and providers of health care to share data and improve everyones
access to that data by having it readily available at all times for patient care.
There is also a tendency to expect that with the introduction of an electronic health record,
many of the problems currently experienced in maintaining patients health records will be
eliminated. This is not the case.

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Remember
An electronic health record is not a simple replacement of
the paper record.
If there are problems associated with a manual medical record system which are not resolved,
automating health record content and procedures will only perpetuate the problem.
Before an EHR can be introduced, detailed discussion is required to address a number of
perceived problems such as: the cost involved, available funding for health care, which is
limited in most countries; lack of computer skills and expertise of medical and clerical staff;
and resistance by some medical practitioners and health professionals generally to a change
from manual to electronic documentation.
The move to a fully electronic health record is a major undertaking and cannot be entered
into lightly. Over the years, a number of countries have made attempts to introduce

some form of electronic medical record. Some have been successful and others have
not yet reached their goal. In addition, some countries are planning the introduction of a

nation-wide electronic health record while a small number have actually implemented what
they describe as a national EHR. Definitions, however, vary and what one country means
by an electronic health record may not be the same as defined by another country.
The computerization of a number of hospital applications such as pathology, biochemistry etc.,
have been most successful as have the computerization of the MPI, ATD, etc. Also in some
hospital departments such as haematology, cardiology, and intensive care, computerized
clinical systems have been introduced and have been most successful. The computerization
of all clinical data in a medical/health record, however, is not yet widespread.

Some of the early attempts at automation referred to an automated medical record,

which was a collection of computer-stored images of traditional health record documents.

Typically, these documents were scanned into a computer, and images stored on optical
disks. This type of system depends on input from paper-based documents and

consists mainly of administrative and clinical support systems such as laboratory

tests, X-ray reports, etc.
This form of automation addressed aspects such as access to, space for, and control of
problems related to the current paper based records but did not address data input/output
deficiencies.

Electronic Health Record (EHR)

Titles such as automated medical record; computer-based patient record; electronic medical
record, and electronic health record have been used by hospitals/countries over recent
years with varying definitions. For instance, in some countries, the term Electronic Medical
Record or EMR is used to describe a system based on document imaging or an electronic
record system developed within a general medical practice or community health center. It
has also been referred to as an electronic version of the traditional paper record.

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In a number of countries, however, the term EMR also refers to a fully automated electronic
medical record, including all clinical data.

The ultimate goal in the development of health information systems, however, is

one that has not been fully reached in most countries to date. It is a longitudinal
health record with entries by multiple providers of health care in multiple sites where care
is provided. That is:

A health record that reflects the entire health history of an

individual across his or her lifetime including data from multiple
providers in a range of contexts.
If considering an EHR, it is important to understand the definitions used by organizations/
countries and to define, if required, what your institution/country would like to implement.
The questions which need to be answered are:
Is a fully integrated health record, including all clinical data, the ultimate goal?
That is, will data be entered by all health professionals at the time the patient is
seen in a hospital, health centre or clinic, with all data held in the one electronic
record and accessed by multiple providers at multiple sites?
Or will it be limited to a fully electronic health record within one hospital or health
care facility setting? Will it be called an electronic health record? An electronic
medical record, or by another name?

Remember
When people refer to what they have been using as an
electronic health record, it may not be the same as other
electronic health records developed in different institutions/
countries.
The point to remember is that the term Electronic Health record is widely used in many
countries with some variation in definition.
Ideally an electronic health record should be able to:
collect clinical, administrative and financial data at the point of care;
exchange data more easily between health professionals to facilitate continuing
care;
measure clinical improvement and health outcomes, compare the outcomes against
benchmarks and facilitate research and clinical trials;
provide valuable statistical data in a timely and efficient manner to public health and
government ministries (such reporting of health data is important in the detection
and monitoring of disease outbreaks, as well as providing meaningful and accurate
statistics to measure the health status of the population); and

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support management in administrative and financial reporting and other processes.

(Mon, 2004)
The introduction of an electronic health record in an institution/country must be carefully
planned, have complete backing and support of the administration, medical and nursing
staff, and clerical personnel. Current problems identified in healthcare documentation in
the patients health record and health record services, as well as privacy and confidentiality
issues, must be addressed and quality control measures introduced before a successful
change can be implemented. As for a manual system, an electronic health record must also
meet legal, confidentiality, and retention requirements of the patient, the attending health
professional and the health care institution/country.

Remember
Whether a manual or electronic health record is maintained,
there is still the need to ensure that the information generated
by health care data is accurate, timely, and available when
needed.
Database technology has proven to be extremely valuable in the development of the EHR.
Although document imaging will remain a valuable part of the EHR, it will play a reduced
role and decisions will need to be made as to whether previous health records will be
included in the EHR.
Before planning an electronic health record system, other administrative questions must be
addressed, such as:
What type of system would be required to meet perceived needs of an electronic health
record for your health care facility/country?
Is there available funding?
What type and size of computers would be required to meet the needs within the funds
available?
Does the hospital/country have an adequate and reliable electricity supply?
Does the hospital/country have sufficient trained staff and the provision for training new
staff?
The introduction of an EHR can be a mammoth undertaking. It is important that MROs
develop and maintain an effective and efficient manual medical record system to ensure
that a future move to an EHR will go smoothly.

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CONCLUSION

his manual has been prepared as a guide for manual medical record practices in
developing countries. It should be used by medical record clerks and MROs to enable
them to gain knowledge of current medical record practices and help in the improvement
of medical record services for which they are responsible.
Questions have been included to encourage users to review their current medical record
procedures and plan changes if necessary to improve the service provided by the Medical
Record department. However, any change must be CAREFULLY PLANNED and RECORDED
beforehand. Poorly planned changes could undermine their success and confidence in the
services provided.
Health care information starts with data and the collection of data whether maintained
manually or electronically. Demographic and clinical information stored in a patients
medical record is the major source of health information and it is of no value to medical
science or health care management if it is not accurate, reliable, and accessible.
The comparison of health care data between facilities, States or Provinces, within a country or
between countries is vital to the growth and dissemination of health information throughout
the world. This possible sharing is meaningless, however, without the use of standardized

systems for data collection, disease classification and health care statistics.

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ANNEX 1
PRE-EMPLOYMENT TEST FOR
MEDICAL RECORD CLERKS/OFFICERS

(1)

The clerk should be given 10 medical records and asked to file them in the file
room. The supervisor should have pre-recorded the numbers, and must check the
accuracy of the filing of each record.

(2)

The clerk should be given 10 MPI cards and asked to file them into the MPI in
alphabetical order. The supervisor should have pre-recorded the names, and must
check the accuracy of the filing of each card.

(3)

A list of names should be dictated to the clerk, who must write them down neatly
and legibly. The supervisor will check the list written by the clerk for accuracy of
spelling and for legibility.

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ANNEX 2
INTERNATIONAL FEDERATION OF HEALTH RECORDS
ORGANIZATIONS

The International Federation of Health Records Organizations (IFHRO)

supports national associations and health records professionals
to implement and improve health records and the systems which
support them. IFHRO was established in 1968 as a forum to bring
together national organizations committed to improvement in the
use of health records in their countries. The founding organizations
recognized the need for an international organization to serve as a
forum for the exchange of information relating to health records
and information technology.

Contact details: www.ifhro.org

Email: [email protected]

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ANNEX 3
GLOSSARY
Active medical record

A medical record that is still being used for patient care.

Admission Register

A register of all inpatients admitted to the hospital.

Allied Health Professional

Physiotherapy (physical therapy), occupational therapy,

speech therapy, social worker etc.

Clinical staff

Doctors, nurses, health extension officers, nurse practitioners,

midwives and allied health professions.

Coding

A procedure that assigns a numeric code to diagnostic and

procedural data based on a clinical classification system.

Culling

The removal of medical records from the medical record

file room when they are no longer active. Records may
then be either destroyed, or filed in inactive or secondary
storage. Records in secondary storage may be culled for
destruction.

Daily Admission List

A daily list of all patients admitted to the hospital.

Day only

Day only patients are admitted for one day, admitted in the
morning and discharged in the afternoon. Patients are NOT
day only patients if they stay in hospital overnight.

Discharge summary

A summary of a patients stay in hospital written by the

attending doctor.

Disease index

Lists diseases, conditions and injuries by the specific code

number for each disease, condition or injury based on a
clinical classification system to allow for retrieval of medical
records for research by each specific code.

DOB

Date of Birth.

Emergency patient

Attends a hospital or health care facility needing immediate

attention for a disease or injury.

Front Sheet

The first form in the medical record. Also called Identification

and Summary Sheet

General outpatient

In developing countries, a patient attending the outpatients

department of the health care facility without an appointment.
These patients do not include accident and emergency
patients.

Health care facility

Health Record

Hospital, health centre, aid post, etc.

A single record of all data on an individuals health status including birth records, immunizations, reports of all physical
examinations as well as all illnesses and treatments given
in any health care setting. Often used interchangeably with
medical record but is a broader concept.

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HIM

Health Information Manager - the person who manages the

health information service.

HIS

Health Information System - a collection of data relating to

patients and their care.

HRO

Health Record Officer (see MEDICAL RECORD OFFICER).

Hospital number

See medical record number

ICD-9

International Statistical Classification of Diseases (9th

revision) published by WHO.

ICD-10

International Statistical Classification of Diseases and

Related Health Problems: 10th revision published by WHO.

ICPM

International Classification of Procedures in Medicine,

published by WHO

Identification number

See Medical Record Number

IFHRO

International Federation of Health Records Organizations

Inactive medical record

A medical record belonging to a patient who has not attended

the hospital for a specified number of years.

Inpatient

A patient who has been admitted to the health care facility.

Inpatients usually occupy a bed in a health care facility.

Master Patient Index

Contains identification information of all patients admitted

to a health care facility and is the key to locating a patients
medical record.

Medical Record

A collection of facts about a patients health history, including

past and present illness(es) and treatment(s) written by the
health care professional treating the patient

MRA

Medical Record Administrator - person responsible for the

medical record service.

MRC

Medical Record Committee

MRD

Medical Record Department

MRN

Medical record number- the number used to identify the

patients medical record and used to file the medical record.
Also referred to as Hospital number, Identification Number
or Unit Record Number

MRO

Medical Record Officer - person responsible for the medical

record service.

Medical Record Room

Usually a small Medical Record Department in a developing

country

MPI

Master Patient Index

Number Register

A book of numbers in strict numerical order and is the origin

of the patient identification numbering system.

Operation Index

Lists operations and procedures by a specific code number

based on an operation or procedural classification system.
The index enables the retrieval of medical records of all
patients who have undergone a specific operation or
procedure while in the hospital.

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Outpatient

A patient who attends an outpatient department, is not

admitted to a health care facility, and does not occupy a
bed for any length of time.

Patient held health record

A record kept by the patient, or parent if a child, which

covers the life of a patient from birth to death. All health
professionals caring for the patient record their findings and
treatment in the record (Also referred to as a longitudinal
record).

Patients master index

See Master Patient Index

Principal Diagnosis

The condition established after study to be chiefly responsible

for occasioning the admission of the patient to hospital
for care (USA definition). The diagnosis established after
study to be chiefly responsible for occasioning the patients
episode of care in hospital or attendance at the health care
facility (Australian Definition).

Procedure Index

See Operation Index

Research

A systematic investigation of a subject designed to expand

the knowledge and generate new ideas.

Service Analysis

An analysis of the type of service under which the patient was

treated while in hospital e.g. medical, surgical, orthopaedic
ophthalmology etc. The analysis is used to determine the
number of patients treated under each service for statistical
purposes.

Straight numerical filing

Medical records filed in strict numerical sequence.

Specialist outpatient

An outpatient who attends a specialist clinician in the

outpatients department. A specialist outpatient is usually
a patient with a chronic problem (hypertension, diabetes,
etc.), a paediatric patient, or a recent inpatient.

Subpoena ducus tecum

A process to cause a witness to appear in court to testify

and requires him or her to bring and produce to the court
records described in the subpoena.

TDF

Terminal Digit Filing

Tracer

A card, usually the same size or slightly larger than the

medical record, which replaces the medical record in the
file when the record is removed for use elsewhere in the
hospital.

Unit Record Number

See Medical Record Number

Unique patient characteristic Something about a patient that does not change such as
his or her mothers maiden name, a national identification
number, or a social security number.

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REFERENCES
Abdelhak, M.,Grostick, S.,Hanken, M.A.,Jacobs, E. Health Information: Management
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Amatayakul, M. Electronic Health Record.A Practical Guide for Professionals and
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Fetter, R.B. & Freeman, J.L. Diagnosis Related Groups: Product line management within
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Huffman, E.K. Medical Record Management. 9th Revision. Berwyn. Physicians Record
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International Federation of Health Record Organizations (IFHRO). Learning Package
for Medical Record Practice Unit 5: Collection of Statistical Data. IFHRO,1996.
Lewis, M. and Mitchell, J. Electronic Patient Records A Resource Manual. Health
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Lusby, R DRGs: a medical perspective: Department of Human Services and Health,

Canberra, 1994.
Mon, DT. Defining the Differences between the CPR, EMR, and EHR. Journal of
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Waters.K. A. and Murphy, G.F. Medical Records in Health Information. Aspen
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World Health Organization. Developing Health Management Information Systems.
A Practical Guide for Developing Countries. WHO. 2004
World Health Organization. Improving Data Quality. A Guide for Developing
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World Health Organization. The International Statistical Classification of diseases and
related health Problems, 10th revision (ICD 10), Vol. 1, 1,235-1,237, WHO, 1992.

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