Confidentiality, Privacy and Security


  • 1.  MEDICAL RECORDS ERRORS--I need help!

    Posted 07-30-2019 18:53

    Hello -

    Again, I am new to my position as the compliance manager for a multispecialty clinic.  It was recently brought to my attention that there is a problem with medical records team.  Many of the doctors are complaining because labs aren't resulted properly, records are scanned into the wrong area, often for the wrong patient.  I decided to intervene by having folks report the errors to me so I can help track/trend these issues. 

    Here is my question - does anyone have a sample policy or guidelines they will be willing to share either on quality standards and/or disciplinary process?  I know this is a big ask! 

    Thank you,


    Sarah Jackson
    Compliance Manager

  • 2.  RE: MEDICAL RECORDS ERRORS--I need help!

    Posted 07-31-2019 10:03

    I will be interested in what others say about this too.
    For us, we do 100% QA on scanning.  The images that are scanned in crooked is usually because the document was completed on a copy of a copy of a copy, resulting in it be crooked and a poor image.  My biggest concern is when staff stamp a document as being scanned and through the QA process it  was not scanned into the record, or not scanned into the correct record.  Everyone is supposed to double check their work but somehow they miss their errors.  I am going to have to result to disc. action which is not my strength as a supervisor but I don't know of any other alternative.
    I think scanning has resulted in use of more resources than filing of paper forms.  LOL

    Kathryn Boyes
    Director, HIM

  • 3.  RE: MEDICAL RECORDS ERRORS--I need help!

    Posted 07-31-2019 14:06
      |   view attached
    Our HIM team is currently revising the scanning policy so I don't have it available for you, but this is the policy that our outpatient practices follow. Not all of it will be relevant to you, but I think some of it may be helpful.

    Kathryn Wood, RHIA
    Assist Dir of Information Systems/Privacy Officer
    War Memorial Hospital


    Scanning policy.pdf   689K 1 version

  • 4.  RE: MEDICAL RECORDS ERRORS--I need help!

    Posted 08-01-2019 11:42
    This was exactly what I was looking for.  Thank you for responding and sharing!

    Sarah Jackson
    Compliance Manager