The document outlines the process for documenting and categorizing medical reports received from representatives. Key steps include inspecting files for completeness, reviewing reports for accuracy, ensuring required documents are attached, scanning and renaming files, saving files in subfolders by category and date, copying files to a USB drive, and archiving completed files for future retrieval. Incomplete reports are returned to representatives to obtain missing data.

1. Receive medical
reports from
representatives
Inspect collection of
appropriate files by
MRD
DOCUMENT CONTROL/QUALITY ADMINISTRATION – PROCESS MAP
Categorize according to employee work area
If FSW, FF, or on medical hold, place in designated
areas for results to be attached at a later date
Review each medical report for consistency and check
accuracy of patient name with forms and reports
Ensure the following are attached to hospital and documents :
Outpatient nursing assessment form, dental film, ECG, PFT,
mammogram, complete lab results (incl. special tests eg.
pregnancy test, Hepatitis A, Hepatitis B & C, Stool O&P, etc.),
chest x-ray report, immunization copy with correct date, and
passport copy
Scan and re-name file with patient
name, SAP number, and date of
medical exam
Save in subfolder according to date and
category: FSW, FF, VEC, ENV, or none. If
FF, specify pending heavy metals
Copy to USB and hand over to
representative
Save in designated folder according to
category under month and year
Place in main archive folder for future
retrieval at the end of the month
Make hospital
file with
correct label
Is report
complet
e?
Notify of required data to
representative who will obtain what is
missing
Receive required details
Store in designated
area
Call Medical Records
Department to have
files collected
Observe sequence
of file number on
patient label
Does a
new
file
need
to be
made?
Yes
No
Yes
No