Documented procedures are in place on
retaining the patient’s clinical records, data and information
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SOP for Retention of Patient Record,
Data & Information. |
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Sr. No. |
Process Flow |
Responsibility |
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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 |
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2 |
The
access to patient record is restricted. |
Manager & Medical Director |
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3 |
The
storing location is protected from dampness, leakages & rodent. Pest
control is done once in three months. |
Manager &
Medical Director |
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4 |
During
safety rounds this area is particularly seen for appropriateness. |
Manager &
Medical Director |
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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
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SOP for Destruction of Patient
Record, Data & Information. |
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Sr. No. |
Process Flow |
Responsibility |
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|
1 |
At the end of the retention period, a list of obsolete
record is prepared. |
Manager &
Medical Director |
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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 |
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3 |
An appeal in above is made to patients desiring to collect
the records within one month. |
Manager &
Medical Director |
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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 |
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5 |
Record of above is maintained. |
Manager &
Medical Director |
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