Healthcare Leadership and Innovation

Delinquent records reporting

  • 1.  Delinquent records reporting

    Posted 02-06-2019 23:37
    Getting back into HIM management after a long absence so have a question regarding reporting provider delinquent records.     I know the obvious for reporting records that are over the 30 day mark from discharge however another question has been raised.  I run a 14, 21 and 28 day delinquent chart letter to providers.

    If a surgeon did not dictate his OP note or write a postop prog note within 24 hours of the surgery, is that considered a delinquent record?  Same for H&Ps within 24 hours after admission?    Would you count those situations toward physician suspension even though they are not 30 days or older?

    I am trying to figure how to show all that on an Excel spreadsheet for Administration in a way that is easier to understand but having some challenges.   Any advice is appreciated.

    Thank you!

    Pam Grigas
    Manager, Health Info. Mgmt.

  • 2.  RE: Delinquent records reporting

    Posted 02-07-2019 08:36

    Hello – Welcome back to the field of HIM.

    You should develop a delinquency policy which outlines the various types of delinquencies – for example the Op note within 24 hours and chart completion within 30 days. Then each of the delinquencies are categorized, totaled and reported for administrative reports. This might include individual provider numbers and facility numbers as well.


    The facility policy creates accountability for your providers, as well.



    Denise VanFleet, MS, RHIA |Program Coordinator, HIM BS Program; Assistant Professor

    Rasmussen College - National Online

    Office: 630-366-2938