Forms Management, OP 60-08
manual: Operations Policy Manual
categories Support Services
section: Support Services
review responsibility: Operations Policy Committee
effective date: January, 1988
last revised date: April, 2003
team members performing: none listed
guidelines applicable to: VUH, VMG *, VCH, PHV
Exceptions: none listed
(*VMG includes satellite sites unless otherwise noted)
Physician Order requirements: none listed
To provide a systematic approach to the development, evaluation, and standardization of
Vanderbilt University Hospital and Vanderbilt Medical Group (VUH/VMG) forms.
The Forms Committee is vested by VUH/VMG with the authority to oversee and set
policy for VUH/VMG forms. Membership shall consist of representatives from the
q Forms Management
q Informatics Center
q Financial Management
q Patient Care Centers
q VMG Administration
q Medical Information Services
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Other departments may be invited to send a representative at the Committee's
discretion. The Chair of the Committee is the Director of the Copy Center and
The Forms Management Section of the Copy Center (FORMS MGMT) shall be
agent charged with implementation of this policy. Oversight of the Medical
Center's forms is conducted in such a manner as shall:
r maximize standardization
r eliminate unnecessary forms
r control cost of recording, storing, and retrieving information
r adequately address all legal, patient care, financial, and other issues that
forms may involve.
III. Special Instructions:
A. Forms which must be submitted to FORMS MGMT for review and approval are:
1. Patient related
2. Billing related
3. Insurance related
4. Consent forms
5. Forms involving the transferring of monies
6. Forms which will go into Medical Records
7. Forms which involve and/or are used by more than one department.
B. Information required on all forms
1. Each form approved bears a form number, the assignment of which is
coordinated by FORMS MGMT, and a revision date. Each form is identified
by department and title if at all possible.
2. VUH/VMG forms are identified by one of the approved VUH/VMG logos
as illustrated in the Vanderbilt University Medical Center Graphic Standards
Manual unless space forbids. Approved departmental logos are permissible
1. Copyright items in general will not be reproduced without proper
permission from the copyright holder. Certain limited expectations to this
rule may be permissable under copyright law, but the burden of proof that
the intended use is proper rests with the ordering department. FORMS
MGMT shall, however, reserve the right to seek legal advice and to refuse
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the request if it deems necessary.
D. Form files, stock and returns
1. Form files maintained by the Copy Center are VUH/VMG property.
Original forms, approval documentation, artwork, and other materials
necessary to the operation of the Copy Center and FORMS MGMT will not
be released to anyone within or outside Vanderbilt. Normally, however, any
request for copies of these materials from within the Vanderbilt community
will be honored. This will be at the discretion of FORMS MGMT.
2. When a revision is requested on a form stocked in quantity, either at the
Copy Center or an external forms vendor, the requesting department shall be
responsible for buying out or arranging for the buying out of the existing
stock. If the department does not wish to do this, the old stock will be
depleted before the revision is implemented.
3. Forms ordered are normally non-returnable. Except in instances due to an
error on the part of the Copy Center or an external forms vendor, returns
will be allowed only at the discretion of the issuer. No returns will be
allowed six (6) weeks after the order date.
1. The Forms Committee shall have the authority to develop reasonable
guidelines for the implementation of this policy and to alter such guidelines
from time to time as the structure and needs of the VUH/VMG may change.
2. Current copies of these guidelines shall be made available by FORMS
MGMT on request.
IV. Cross References:
Medical Record Manual - MR 01-07
V. Web References:
For the forms page - http://www.mc.Vanderbilt.edu/copypost/findex.htm
For e-docs - http://vumcportal1.mc.vanderbilt.edu:2232/edocsDirectory/edocsSearch.jsp
/s/ Norman Urmy, Executive Vice President, Clinical Affairs Date 4-23-03
/s/ John S. Sergent, M. D., VMG Chief Medical Officer Date 4-23-03
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