What conclusions can you draw about similarities and differences in circulation, tracking and security measures for records handling and storage within small, medium, and large facilities? Discuss reasons for these differences. •Consider how these differences affect other aspects of records management, and postulate consequences of staff not following those procedures properly.
In the interview threads most of the small and large facilities kept their records in one locations, larger facilities were more likely to use different locations. Some facilities that did use different locations used extra filing locations because of the large amounts of patients that were treated. Many of the similarities and differences in the circulation, tracking and security measures of record handling and storage are determined mainly by the filing system in my opinion. Small, medium, and large facilities had similar security measures when using an electronic record filing system. Most of the facilities only allowed authorized personnel to access patients files. When a filing cabinet was used the patients records were locked, when filing storage areas were used then the doors were locked, and files are checked out only to authorize personnel. Small, medium, and large facilities stated that the biggest issues for record management are that files are sometimes misfiled. Most of the smaller facility stated that there was not a problem with the circulation, and tracking of patient records, because they did not circulate the patients records.
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Is New York City the United States writ (made) small or is the United States NYC writ (made) large? To the world as well as to many Americans, New York has become a symbolic representation of the United States, a microcosm. Great cities often are identified with their respective nations, and some capital cities even carry the name of their respective countries, as in the case of Mexico City . ...
This would help the facilities in not losing information out of patient files, or losing the entire file. Small and medium facilities mainly kept files in the facility or in a locked storage area. Any filing systems rate of success or failure of the systems are determined by the employees and training on the systems in place. In order for the security systems that a facility has set, to be a success all of the rules and regulations of that facility has to be followed. Providing extensive training for employees on the guidelines to follow for record control is essential. There will always be mistakes, but the goal is to try a control the amount to mistakes that are made. Some of the small facilities stated that patient files that are no longer being treated are discarded after an extended amount of time, other medium and larger facilities secure their old files at a storage facility. I believe that the reason for different filing systems and storage of patient files depends on the amount of patients that the practice provide treatment for.
The majority of larger facilities use an electronic filing system; therefore files are kept in the computer. Small, medium, or large facilities all have a duty to develop security, and control guidelines so that patient records are kept secure at all times. In all types of facilities there must be procedures for changing entries to patient information. When electronic filing systems are used or the paper filing system there must be guidelines that are followed. Pages must not be removed in paper files, and electronic systems must require a passcode to change information. When the staff does not follow the security guideline for protecting patient information, it can cause legal issues for the facility, and it could harm the patient. Only assigned and authorized personal should have accessed to patient files. The facilities that I interviewed, and the information that I reviewed in other threads, stated that the main problem in patient records is missing files, and misfiled patient information.
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MANAGEMENT FOR INFORMATION SYSTEMS Today there are a lot of current trends and challenges in information management. The digital world is the linking of people, decisions, tasks and processes via computers and computers with other computers. Cyberspace represents the real time transmitting and sharing of text, voice, graphics, video and the like over a variety of computer-based networks. ...
Small, medium, or large facilities that used electronic filing stated that the information was entered by the end of the day, or secured in other locations. I think that if the information is entered by the end of the day, it protects the security of the patient files. Facilities that kept the information in storage bins or other locations will have a problem with keeping track of information, and misfiling of patient information. Most medium facilities had more than one filing system like the larger facilities and the experience a lot of the same problems. When more than one filing location is used then files are likelier to be misplaced, or misfiled. I dont believe that this problem will ever be solved, but it can have a system that is followed when these problems arise. Controlling the amount of people that can access patient files can limit mistakes.
Reference
Green, M. A., & Bowie, M. J. (2005).
Essentials of health information management: Principles and practices. Clifton Park, NJ: Thomson.
