Week 4- Interview Thread B Posted: Thu 02/23/2012 06:00 AM , by: Anna Colonese ( abcolonese@email.phoenix.

edu ) Interview Data Grid INTERVIEW QUESTION Small Facility Medium-sized Facility Large Facility

1. Approximately how many patient records does your department or facility handle in a typical day? 20 a day 80 a day 500 a day

2. Are records in your facility in paper or electronic format? If paper, are they centralized or decentralized? Electronic format Electronic format decentralized Electric format both

3. Does your facility use an alphabetic system or a numeric system? If numeric, is it: Straight numeric order? Middle-digit order? Terminal-digit order? Alphabetic system Alphabetic system Alphabetic system 4. How are reports organized within a patients file? Most recent information is in the front Most recent information is in the front Organized by dates 5a. If paper records: What determines if new information is allowed to remain loose or must be permanently anchored in the record? Everything is added to the file Everything is added to the file Everything is added to the file

5b. If electronic records: Where is new information kept until someone has time to enter the information into the electronic record? Information is kept in certain area until entered Stored in special location until entered Information entered immediately 6. If paper records: How many different locations are there in your department that patient files may be found? (For example, are there some temporary holding areas in addition to a permanent area? 1 15-20

5. 7. If paper records: Is there a need to chart the circulation of files from one location to another, so that your staff knows where files are kept? No No No 8. What can cause the biggest problem for records management if it isnt done right? They areconfused and not sure.What needs to be done on the next visit Inappropriate treatment Re-imbursement for the insurance. If the paper work is not right it will affect billing and can crate major problems. 9. What measures in terms of physical storage are taken to ensure the privacy of the medical record? Files are located in filing cabinets in storage room until needed and newer information is computerized Files are located in filing cabinets in storage room until needed and newer information is computerized Files are located in filing cabinets in storage room until needed and newer information is computerized

10. What measures in terms of personal handling are taken to ensure the privacy of the medical record? Only medical staff has password to access records and key to filing room The files are password protected Files are protected by user names and password for medical staff

11. Do you have a policy or mechanism to reproduce a lost record? They have paper copies of files as well They have back-up files They have back-up files 12. How do you handle records for patients who no longer visit your facility? They send these records to store them in a certain location. They are stored at an off-site storage area They keep them in the office for 3 yrs then they are moved to another area. They send these records to store them in a certain location. After 5 to 7 yrs of inactive they are put on microfilm and kept for 3 yrs after death. 13. What changes in procedures do you think would make record management easier or smoother for you? What are your greatest challenges? Better training in the system for newer employees would help. More organized Record management is smooth and easy now, wouldn't make any changes. Not easy to learn electronic. System now is very consistent and easy wouldn't make any changes. The best thing would be if the ininformation Anna Colonese abcolonese@email.phoenix.edu Eastern Time Zone