Eye Hospital : Documented procedures exist for retention time of medical records, data and information

 

Documented procedures are in place on retaining the patient’s clinical records, data and information

SOP for Retention of Patient Record, Data & Information.
Sr. No.	Process Flow	Responsibility
1	The records are stored for the following retention period for patients records: 1.     IPD Patients records – 5 years 2.     OPD patients Records – 1 year ( Henceforth ) 3.     Medical Legal Records – Life time 4.     Death Records – Life time The non-patient records are retained for the following period of time: 1.     Various registers like auto-clave, fumigation – 2 years. 2.     OT / IPD Register – 5 years	Administration
2	The access to patient record is restricted.	Manager & Medical Director
3	The storing location is protected from dampness, leakages & rodent. Pest control is done once in three months.	Manager & Medical Director
4	During safety rounds this area is particularly seen for appropriateness.	Manager & Medical Director

Various records, data and information are stored under lock and key and not accessible to anyone without due authorization. The room in which it is stored is protected from rodents, dampness, leakage, theft and is under Pest Control Contract.

The destruction of medical records, data and information is in accordance with the laid down procedures

 

SOP for Destruction of Patient Record, Data & Information.
Sr. No.	Process Flow	Responsibility
1	At the end of the retention period, a list of obsolete record is prepared.	Manager & Medical Director
2	A notice is displayed at the reception and newspaper indicating the intention of ..........Hospital to destroy medical records of a particular period.	Manager & Medical Director
3	An appeal in above is made to patients desiring to collect the records within one month.	Manager & Medical Director
4	At the end of the above referred period, the record is destroyed by shredding in front of at least two responsible employees of ..........Hospital   and one member from general society.	Manager & Medical Director
5	Record of above is maintained.	Manager & Medical Director