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RECORD KEEPING AND MANAGEMENT OF
PATIENT’S VALUABLES AND PROPERTIES
BY
A.Masooth Mohamed(RN, BSc N, MSc N)
Disaster Management Phases
RECORD KEEPING
What is record keeping in disaster management?
It is the process of creating, maintaining, and managing records related
to all aspects of disaster management, including preparedness,
response, recovery, and mitigation.
Objectives of Record Keeping
• To provide accurate documentation of all aspects of the disaster
• To support situational awareness and decision-making
• To ensure accountability and transparency
• To facilitate communication and coordination
• To support continuous improvement
why record-keeping is crucial in disaster management?
• Planning and Preparedness
• Response: Accurate records are necessary for effective
response and recovery
• Accountability and Transparency
• Lessons Learned
When should be started?
• Should be started from the planning and preparedness
phase of disaster management and continued throughout
the response and recovery phases
Contents of record
during the planning and preparedness phase:
• Identify potential hazards,
• Risks assessment,
• Emergency response plans.
• Details of available resources,
• Communication protocols,
• Evacuation plans
During the response phase:
• progress of response efforts( search and rescue operations),
• medical assistance, and
• distribution of supplies and resources.
• picture of the extent of damage,
• the needs of affected communities, and the response actions
taken.
During the recovery phase:
• process of restoring normalcy and rebuilding affected communities,
• information on the distribution of aid,
• the progress of infrastructure repairs,
• the outcomes of recovery efforts
Who responsible for record-keeping?
• Communities and individuals
• Government agencies
• Non-governmental organizations (NGOs):
• Donors and funding agencies
What are the benefits for record keeping?
• Facilitates decision-making
• Supports accountability
• Enables evaluation and learning
• Supports research and analysis
• Facilitates coordination and collaboration
What are the issues for record keeping in disaster
management?
1. Accessibility of information
2. Inadequate documentation
3. Limited resources
4. Lack of standardization
5. Data security
How to manage the records?
Secure storage: such as locked cabinets or rooms with restricted
access
Regular backups: Regularly back up records to prevent data loss
Access control : Limit access to records to authorized personnel only
Regular maintenance: Regularly review and update records to ensure
that they are accurate and up-to-date.
Training: Provide training to employees on how to handle records
securely and avoid common threats
Disaster recovery plan: to ensure that records can be recovered in the
event of a disaster
What is management of patient's valuables and
properties in disaster management?
• It involves taking steps to ensure that the personal belongings
of patients affected by a disaster are identified, secured, and
managed appropriately.
Valuables and Property.
• cash, cheques, credit/debit cards,
• jewellery, watches, glasses
• Value books
• official documents e.g. driving licence
• hearing aids
• certificates
• keys, mobile phones, laptops
Management of Patient's Valuables and Properties
• Designate a person or team responsible for managing the
register
• Create a standardized form
• Document items
• Secure the items
• Update the register
• Communicate with the patient and family
When Should a Patient’s Property be removed for
Safekeeping?
• The patient dies in hospital
• The patient is dead on arrival at hospital
• The patient is unconscious on arrival at hospital
• The patient lacks mental capacity
• The patient is conscious but unable to keep valuables with own
• The patient is directing for emergency surgical procedures
• During intra or inter hospital transferring
The Register for Patient's Valuables and Properties During
a Disaster
Patient's name
Medical record number
Description of items
Location of items
Date and time
Signature
When registering jewelry in the register
Identify the jewelry
Describe the jewelry
Assign a unique identifier
Record the location
Obtain the patient's signature
Patients who Lack Mental Capacity
 Nurse should discuss this with the next of kin. If any decision is
taken; should be clearly documented in the BHT.
 The next of kin must be asked to sign as the patient’s
representative.
 Patient is unconscious and cannot take responsibility of their
own property,
• We should remove any valuables or property they have
• Safe keeping that property
• When releasing property to members of the family we
should have them sign for property
Children/Young People (Aged 0-16 Years)
• Resident parents/guardians will be informed on admission that
they are responsible for the safekeeping of their personal
valuables during the time.
• parent/guardian will be encouraged to send any valuables to
their home.
PROCEDURE
Procedure
While Receiving Valuables from a Patient
 One nurse should enter items in the valuables book with the
presence of a second staff member
Both staff members should sign the valuables book.
The patient should also sign the valuables book unless
restricted by physical or lacks mental capacity.
The nurse and the second member should
 Safely wrap the valuables and properties
 A patient’s details and list of valuables inside should be
placed on the front of the envelope with the ward name
 Seal the envelope and sign across the flap
 Keep it in the Property box and store it under lock and key
until for Accountant will arrive
 Inform the procedure to ward nursing In charge officer in
an official way
When describing valuables, they should be written clearly.
Ex: A ring with one clear stone
A ring with 3 red stones (Should not be described as diamond or
ruby)
Yellow metal/gold in color, not a gold jeweler
White metal not white gold
Valuables that can not be removed from the body ex ( rings/
bracelets) should be covered with plaster or suitable covering
materials and documented in BHT.
Credit card/debit card numbers, security numbers and NIC
numbers must not be documented in full.
They must be recorded as follows: record the type of card (Visa,
Access, etc) and the last four numbers only e.g. *** *** *** 1234.
Cheque Books – document the name of the bank and the
number of the next cashable cheque.
Society Books – document the name of the society and record
the last date and balance.
Do not record any numbers that could damage the personal of the patient.
Custody of Valuables during Office Working Hours
The Property Nurse should take the valuables/cash to
the patients’ valuables book as soon as possible after a
disaster
The Hospital Accountant staff will check the
cash/valuables against the valuables book and sign the
copies of the valuables book.
Yellow copy Hospital accountant/cashier
Pink copy With patient’s notes
Blue copy Patients
White copy wards
Procedure for Intra- Ward and Inter-Hospital
Transfers
 Patients must be informed that the transferring staff does
not accept responsibility for such valuables/property
 Nursing staff’s responsibility is to inform the Hospital
Accountant by telephone about the patient's new ward
and hospital before transferring
Damaged, and Left Property
 The pockets and linings of any clothing will be checked for
valuable items/cash
 No item of property will be destroyed without obtaining the
patient’s or next of kin's consent
 Where a patient’s property is damaged beyond repair or is
infected and has to be destroyed, a patient’s property receipt
will be completed
If the patient has left items of property in the ward on discharge,
1. the Ward Sister/Charge Nurse will write to the patient/next of kin,
2. advising them of the items which need to be collected ( if not collected)
3. within four weeks from the date of the letter, the items will be subjected
to disposal.
Damaged, and Left Property..
Lost Property
Notify the patient: Notify the patient or their family members immediately that
their belongings have been lost
Conduct an investigation: Conduct an investigation to determine the
circumstances surrounding the loss of the patient's belongings.
Document the incident: for further investigations.
Notify the appropriate authorities: If necessary, notify the appropriate
authorities,
Offer compensation: Offer compensation to the patient or their family members
for the lost items, if appropriate
Review policies and procedures: Review and update policies and procedures to
prevent similar incidents from occurring in the future.
Procedure for Deceased Patients Property
at the Accident and Emergency unit
 In cases where patients have died in an Accident and Emergency
unit and have cash/valuables and items of property with them,
Accident and Emergency staff should document these items in the
valuables and/or property book
 These items should then be taken into short-term custody and
arrangements should be made for their collection within the
department.
handing over patient’s values/ properties
• Verify the patient's identity
• Retrieve the item
• Check the register
• Obtain the patient's signature
• Provide instructions
• Document the handover
On admission all patients should asked for
any valuables or properties
Unconscious Patients
Patients who are confused, underaged
Patients who are dead on arrival
All Patients/Next of kin informed regarding
safe keeping policy of valuables and
properties
Patient/Next of kin
decides to keep
valuables with patient
Disclaimer to be signed
by patient/Next of kin in
patient records
Patient/Next of kin decides
to handover valuables for
safekeeping
Procedure of safe
guarding valuables and
properties to continue
All properties and valuables to be taken in to
safe keeping until patient is in a position to
make a decision or next of kin arrives
Summary
Procedure of safe
guarding valuables and
properties to continue
All properties and valuables to be taken in to
safe keeping until patient is in a position to
make a decision or next of kin arrives
Packing & labeling Documentation Safekeeping
Handing over
Authorities
Patients
Patient’s
relatives
SMARTSafe™ - Hospital Belongings Bags
https://apps.who.int/iris/bitstream/handle/10665/349374/WHO-EURO-2011-4216-43975-
61988-eng.pdf?sequence=1&isAllowed=y
WHO Hospital emergency response checklist An all-hazards
tool for hospital administrators and emergency managers
Further Reading
National Archives and Records Administration. (2019). Records management for emergency planning and
response. https://www.archives.gov/files/records-mgmt/emergency-planning-and-response.pdf
International Association of Emergency Managers. (2019). IAEM Guidance on Records Management.
https://www.iaem.org/docs/default-source/Guidance-Documents/records-management-
guidance.pdf?sfvrsn=2
Federal Emergency Management Agency. (2019). Managing volunteers: A guide for local
emergency managers. Retrieved from https://www.fema.gov/sites/default/files/2021-
01/managing-volunteers-a-guide-for-local-emergency-managers.pdf
Centers for Medicare & Medicaid Services. (2016). Emergency preparedness requirements for
Medicare and Medicaid participating providers and suppliers. Retrieved from
https://www.cms.gov/Medicare/Provider-Enrollment-and-
Certification/SurveyCertEmergPrep/Emergency-Prep-Rule
References
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RECORD KEEPING AND MANAGEMENT OF PATIENT’S VALUABLES AND.pptx

  • 1. RECORD KEEPING AND MANAGEMENT OF PATIENT’S VALUABLES AND PROPERTIES BY A.Masooth Mohamed(RN, BSc N, MSc N)
  • 3. RECORD KEEPING What is record keeping in disaster management? It is the process of creating, maintaining, and managing records related to all aspects of disaster management, including preparedness, response, recovery, and mitigation. Objectives of Record Keeping • To provide accurate documentation of all aspects of the disaster • To support situational awareness and decision-making • To ensure accountability and transparency • To facilitate communication and coordination • To support continuous improvement
  • 4. why record-keeping is crucial in disaster management? • Planning and Preparedness • Response: Accurate records are necessary for effective response and recovery • Accountability and Transparency • Lessons Learned When should be started? • Should be started from the planning and preparedness phase of disaster management and continued throughout the response and recovery phases
  • 5. Contents of record during the planning and preparedness phase: • Identify potential hazards, • Risks assessment, • Emergency response plans. • Details of available resources, • Communication protocols, • Evacuation plans
  • 6. During the response phase: • progress of response efforts( search and rescue operations), • medical assistance, and • distribution of supplies and resources. • picture of the extent of damage, • the needs of affected communities, and the response actions taken.
  • 7. During the recovery phase: • process of restoring normalcy and rebuilding affected communities, • information on the distribution of aid, • the progress of infrastructure repairs, • the outcomes of recovery efforts
  • 8. Who responsible for record-keeping? • Communities and individuals • Government agencies • Non-governmental organizations (NGOs): • Donors and funding agencies
  • 9. What are the benefits for record keeping? • Facilitates decision-making • Supports accountability • Enables evaluation and learning • Supports research and analysis • Facilitates coordination and collaboration
  • 10. What are the issues for record keeping in disaster management? 1. Accessibility of information 2. Inadequate documentation 3. Limited resources 4. Lack of standardization 5. Data security
  • 11. How to manage the records? Secure storage: such as locked cabinets or rooms with restricted access Regular backups: Regularly back up records to prevent data loss Access control : Limit access to records to authorized personnel only Regular maintenance: Regularly review and update records to ensure that they are accurate and up-to-date. Training: Provide training to employees on how to handle records securely and avoid common threats Disaster recovery plan: to ensure that records can be recovered in the event of a disaster
  • 12. What is management of patient's valuables and properties in disaster management? • It involves taking steps to ensure that the personal belongings of patients affected by a disaster are identified, secured, and managed appropriately.
  • 13. Valuables and Property. • cash, cheques, credit/debit cards, • jewellery, watches, glasses • Value books • official documents e.g. driving licence • hearing aids • certificates • keys, mobile phones, laptops
  • 14. Management of Patient's Valuables and Properties • Designate a person or team responsible for managing the register • Create a standardized form • Document items • Secure the items • Update the register • Communicate with the patient and family
  • 15.
  • 16. When Should a Patient’s Property be removed for Safekeeping? • The patient dies in hospital • The patient is dead on arrival at hospital • The patient is unconscious on arrival at hospital • The patient lacks mental capacity • The patient is conscious but unable to keep valuables with own • The patient is directing for emergency surgical procedures • During intra or inter hospital transferring
  • 17. The Register for Patient's Valuables and Properties During a Disaster Patient's name Medical record number Description of items Location of items Date and time Signature
  • 18. When registering jewelry in the register Identify the jewelry Describe the jewelry Assign a unique identifier Record the location Obtain the patient's signature
  • 19. Patients who Lack Mental Capacity  Nurse should discuss this with the next of kin. If any decision is taken; should be clearly documented in the BHT.  The next of kin must be asked to sign as the patient’s representative.  Patient is unconscious and cannot take responsibility of their own property, • We should remove any valuables or property they have • Safe keeping that property • When releasing property to members of the family we should have them sign for property
  • 20. Children/Young People (Aged 0-16 Years) • Resident parents/guardians will be informed on admission that they are responsible for the safekeeping of their personal valuables during the time. • parent/guardian will be encouraged to send any valuables to their home.
  • 21. PROCEDURE Procedure While Receiving Valuables from a Patient  One nurse should enter items in the valuables book with the presence of a second staff member Both staff members should sign the valuables book. The patient should also sign the valuables book unless restricted by physical or lacks mental capacity.
  • 22. The nurse and the second member should  Safely wrap the valuables and properties  A patient’s details and list of valuables inside should be placed on the front of the envelope with the ward name  Seal the envelope and sign across the flap  Keep it in the Property box and store it under lock and key until for Accountant will arrive  Inform the procedure to ward nursing In charge officer in an official way
  • 23. When describing valuables, they should be written clearly. Ex: A ring with one clear stone A ring with 3 red stones (Should not be described as diamond or ruby) Yellow metal/gold in color, not a gold jeweler White metal not white gold Valuables that can not be removed from the body ex ( rings/ bracelets) should be covered with plaster or suitable covering materials and documented in BHT.
  • 24. Credit card/debit card numbers, security numbers and NIC numbers must not be documented in full. They must be recorded as follows: record the type of card (Visa, Access, etc) and the last four numbers only e.g. *** *** *** 1234. Cheque Books – document the name of the bank and the number of the next cashable cheque. Society Books – document the name of the society and record the last date and balance. Do not record any numbers that could damage the personal of the patient.
  • 25. Custody of Valuables during Office Working Hours The Property Nurse should take the valuables/cash to the patients’ valuables book as soon as possible after a disaster The Hospital Accountant staff will check the cash/valuables against the valuables book and sign the copies of the valuables book. Yellow copy Hospital accountant/cashier Pink copy With patient’s notes Blue copy Patients White copy wards
  • 26. Procedure for Intra- Ward and Inter-Hospital Transfers  Patients must be informed that the transferring staff does not accept responsibility for such valuables/property  Nursing staff’s responsibility is to inform the Hospital Accountant by telephone about the patient's new ward and hospital before transferring
  • 27. Damaged, and Left Property  The pockets and linings of any clothing will be checked for valuable items/cash  No item of property will be destroyed without obtaining the patient’s or next of kin's consent  Where a patient’s property is damaged beyond repair or is infected and has to be destroyed, a patient’s property receipt will be completed
  • 28. If the patient has left items of property in the ward on discharge, 1. the Ward Sister/Charge Nurse will write to the patient/next of kin, 2. advising them of the items which need to be collected ( if not collected) 3. within four weeks from the date of the letter, the items will be subjected to disposal. Damaged, and Left Property..
  • 29. Lost Property Notify the patient: Notify the patient or their family members immediately that their belongings have been lost Conduct an investigation: Conduct an investigation to determine the circumstances surrounding the loss of the patient's belongings. Document the incident: for further investigations. Notify the appropriate authorities: If necessary, notify the appropriate authorities, Offer compensation: Offer compensation to the patient or their family members for the lost items, if appropriate Review policies and procedures: Review and update policies and procedures to prevent similar incidents from occurring in the future.
  • 30. Procedure for Deceased Patients Property at the Accident and Emergency unit  In cases where patients have died in an Accident and Emergency unit and have cash/valuables and items of property with them, Accident and Emergency staff should document these items in the valuables and/or property book  These items should then be taken into short-term custody and arrangements should be made for their collection within the department.
  • 31. handing over patient’s values/ properties • Verify the patient's identity • Retrieve the item • Check the register • Obtain the patient's signature • Provide instructions • Document the handover
  • 32. On admission all patients should asked for any valuables or properties Unconscious Patients Patients who are confused, underaged Patients who are dead on arrival All Patients/Next of kin informed regarding safe keeping policy of valuables and properties Patient/Next of kin decides to keep valuables with patient Disclaimer to be signed by patient/Next of kin in patient records Patient/Next of kin decides to handover valuables for safekeeping Procedure of safe guarding valuables and properties to continue All properties and valuables to be taken in to safe keeping until patient is in a position to make a decision or next of kin arrives Summary Procedure of safe guarding valuables and properties to continue All properties and valuables to be taken in to safe keeping until patient is in a position to make a decision or next of kin arrives
  • 33. Packing & labeling Documentation Safekeeping Handing over Authorities Patients Patient’s relatives
  • 34.
  • 35.
  • 36. SMARTSafe™ - Hospital Belongings Bags https://apps.who.int/iris/bitstream/handle/10665/349374/WHO-EURO-2011-4216-43975- 61988-eng.pdf?sequence=1&isAllowed=y WHO Hospital emergency response checklist An all-hazards tool for hospital administrators and emergency managers Further Reading
  • 37. National Archives and Records Administration. (2019). Records management for emergency planning and response. https://www.archives.gov/files/records-mgmt/emergency-planning-and-response.pdf International Association of Emergency Managers. (2019). IAEM Guidance on Records Management. https://www.iaem.org/docs/default-source/Guidance-Documents/records-management- guidance.pdf?sfvrsn=2 Federal Emergency Management Agency. (2019). Managing volunteers: A guide for local emergency managers. Retrieved from https://www.fema.gov/sites/default/files/2021- 01/managing-volunteers-a-guide-for-local-emergency-managers.pdf Centers for Medicare & Medicaid Services. (2016). Emergency preparedness requirements for Medicare and Medicaid participating providers and suppliers. Retrieved from https://www.cms.gov/Medicare/Provider-Enrollment-and- Certification/SurveyCertEmergPrep/Emergency-Prep-Rule References