Is anyone willing to share with me the policy, or process, you follow when physicians retire, or leave your organization, and have paper records and an EHR? Particularly, in regard to the paper records.
We currently do not encourage our physicians to back scan documents into our EHR as we feel it should not be used as a repository; however, I would like to get an idea if this is the industry norm.
Thank you for your help.
I am interested in any insight you might have for workflow suggestions. It seems you went through a similar scenario that I am experiencing.
A local (non-staff) provider will be retiring and I will take ownership of the practice's records. The practice provided notice to their patients with a phone number to call should they be interested in assuming care with one of our on-staff providers. The retiring provider had all paper records. I am concerned with back scanning, as it can create confusion with where to locate the records and create duplicate information and lower the integrity of the record. However, the patient's are spreading out throughout various practices within our entity who are located off-site. The only feasible way I can determine to get the record to the provider's who are continuing care is to scan them to our EMR, possibly under external records. Thoughts?
Our situation is very much the same. We took custody of the paper records, but did not scan them. When one of our providers wants the patient's records, we have them go through the paper record and flag the documents they want (or more likely they tell the nurse that has to jot it all down.) They return the record and we can the pieces that they would like into the "Other Facility" record documents for future review. The paper chart goes back to paper storage to await it's destruction time. I hope that helps.
Katie Wood, RHIA
Assistant Director of Information Systems/Privacy Officer
War Memorial Hospital
500 Osborn Blvd
Sault Ste. Marie, MI 47983
p: 906-635-4663 email@example.com
Thank you Kathryn for your response. I think some of the difficulty for us is that the ambulatory providers who will be continuing the patient care are not located on site where the records will be stored/maintained. It would be difficult to provide them with the paper record that will be maintained at our acute hospital. However, the are on the same EMR as us.
When we've taken over practices like that, we don't back-scan automatically. If/when that patient shows up in the future, we would pull it and scan it then, but not just scan everything,
Do you separate the record by scanning into separate document ID's, for example Office Notes, Consult Notes, Procedure, etc., or do you scan the complete record to one single document ID?
Does this cause any confusion whenever retention is met? The paper record would be destroyed for a particular year, some may be scanned in while others are likely not?
We don't break up the old chart like that. It gets scanned together. We found the time necessary to break it down wasn't worth the value of the data it was bringing to the clinicians by having it broken up in our EMR.
As for retention, once something is scanned, our Legal and Compliance departments deem the paper the copy, and what's in our EMR the original. So once we scan that old chart, our policy is to keep scanned documents 60 days post scanning for audits and then shred it,
We do the same thing as Seth – we don't back scan anything.
Susan Hatem, MSM, RHIA, CRCR
Health Information Management Director
Medical Center Boulevard
Winston Salem, NC 27157
P: 336-716-3236 F: 336-716-5386