The document outlines the importance and structure of medical records as legal documents detailing a patient's medical history and treatment. It discusses various components and processes involved in managing these records, including filing, retrieval, and documentation of medical information. The roles and responsibilities of the medical record department, including retention policies and compliance with legal requirements, are also emphasized.

1. MEDICAL RECORDS
Presented by:
Anupriya Singh
IMS-BHU

2. o The medical record is a legal document providing a chronicle of a patient's
medical history and care.
o Physicians, nurse practitioners, nurses and other members of the health care
team may make entries in the medical record.
o The medical record includes a variety of types of "notes" entered over time by
health care professionals, recording observations and administration of drugs
and therapies, orders for the administration of drugs and therapies, test results,
x-rays, reports, etc.

3. Use of Medical Records
To document the course of patient's illness & treatment
Communicate between attending doctors and other health Care professional
providing care to the patient
Insurances Cases
Legal Matters & Court Cases
Collection of health Statistics

4. Components of Medical Record
Front sheet or identification Summary Sheet
Consent for Treatment
Legal documents like referral letter, request for Information etc.
Discharge summary, referral slip
Admission notes, clinical progress notes, nurse progress note
Operation report if operation has been performed
Investigation reports like, X -ray, pathology etc.
Orders for treatment and medication forms listing daily medications ordered and given
with signatures of the doctor prescribing the treatment and the nurse administering it.

5. Labelling of Medical Record Folder
The following should be written on the medical record folder:
 Patient’s name
 Patient’s medical record number
 Year of the last attendance

6. Issue of Medical Record Number/ UID Number
 Medical Record Numbering (MRN) Systems are how we give a number to
medical Records.
 The MRN should be issued in straight numerical order from the number register
commencing with the number 1. For if the last number given to a patient were
342, the number issued to the next patient would be 343 and the next 344 and
so on.
 In a Computerized System, UID / MR Number is auto generated and there is OPD
visit number & IPD Visit Number.
 UID number is permanent but OPD visit number/IPD number may change.

7. Function of Medical Record Department
o Filing of records.
o Retrieval of medical records for patient care and other authorized use.
o Completion of medical records after an inpatient has been discharged or died.
oCoding diseases and operations of patents discharged or having died.
o Evaluation of the Medical Record Service.
o Completion of monthly and annual statistics.
oMedico legal issues relating to the release of patient information and other legal
matters.

8. Receive of Patient Record in MRD
Nursing until keeps the patient
records after the discharge of the
patient
A list of patient record is
prepared & given to MRD with
patient case sheet
Checking of
records
After shorting of records,
details are written in the death
register, patient register as per
the case sheets
MRD is tied in
cabinet/racks after
labelling

9. Retrieve of Patient Record
Retrieve form is filled up by concerned person
After approval from MS, given to MRO
MRO gives the person the record in duplicate & notes down the number of
pages in the form & takes signature
After giving the record back. The person signs on that form

10. Sequence of Medical Records
oInformation & identification sheet
oClinical notes
oDiagnostic reports
oBlood transfusion notes
oNurse notes
oInformed consent
X-ray films are stored separately

11. Completion of Medical Records
o The consent form for treatment has been signed by the patient.
o Patient identification details (name and medical record number) are correct and entered
on all forms.
o Doctors have recorded all essential information.
o Doctors have signed and dated all clinical entries.
o The front sheet has been completed and signed by the attending doctors.
o Nurses have recorded and signed all daily notes regarding the condition and care of the
patients.
o All the orders for treatment have been recorded in the medication form and signed.
Cont..

12. o Medication administration has been recorded and signed.
o The anaesthetic form (if any) has been completed and signed.
o The operation form (if any) has been completed and signed.
o The main condition/principle diagnosis has been recorded on the front sheet.
o Operations and/or procedures have been recorded on the front sheet.
o Diagnostic reports have been attached.
o Discharge/referral summary is duly filled and signed.

13. oRequests from lawyers are usually registered and date of receipt of request
recorded by the hospital administration and forwarded to the MRO for processing.
oThe medical record is located and the patients signature checked against the
signature on the consent form in the medical record.
oThe information request is identified and the attending doctor is asked to write a
report. If a discharge summary is already in the medical record, it is checked and if
it includes all the requested information, a copy is made. This will save the doctor
having to write a new report.
Release of information in MLC case/court

14. o The MRO may write a brief letter acknowledging the request and enclosing the doctors report. In
some hospitals a “with compliments” slip is used instead of a letter from the MRO.
o The MRO notices the hospital administration that the report has been sent.
o The MRO should notify the attending doctor and hospital administration that a subpoena has been
received for the release of the medical record to court.
o The MRO should check that all necessary information, as specified in the subpoena, is in the
medical record and that it is complete.
o Medical record is given in duplicate and page numbers are written on the case sheets, when the
original medical record is returned to file, the copy is removed from file and destroyed to protect
the privacy of patient..

15. Retention of Medical Records
Usually records are retention policy of the records depending upon the space
availability within the Hospital, but every hospital more or less maintain:
• OPD records - 5 years
• IPD records - 10 years
• MLC cases - 30 years

16. Responsibility of Medical Record Officer
o Management of Medical Record Department (including Central Admitting and
Enquiry Office)
o Development, analysis and technical evaluation of clinical records
o Development of secondary records (i.e. indexes of various types)
o Preservation of medical records
o Development of statistics
o Assistance to the Medical Staff
o Co-operation with all other departments in the matter of records
o Pest Control measures at equal Intervals

17. Quality Indicators of Medical Record Department
Are medical records filed promptly?
Is the file room clean and tidy?
Are Master Patent Index cards filed promptly? An MRO checks the information on records with a
doctor.
Are all discharges returned to the Medical Record Department the day after discharge?
Are the Medical Records Complete?
Are medical record forms filed in the correct order?
Are all medical records completed within a specified time after discharge?
Are medical records coded correctly?
Are all discharges for last month coded by the middle of the next month?
Are the monthly and yearly statistics collected within a specified time?

18. Infrastructure Requirement for MRD
• Usually the space allocated for MRD is 1m2/bed but depends on level
of computerization.