STB Medical Records requests

This article provides information on how to request patient charts from Medical Records at STB. It is part of the STB General Collection Guide.

Requesting charts

• Health Records policy requires that chart requests be submitted a minimum of 5 business days prior to date of review
• On the collector laptop, "MR" in the record field is used when charts are ready to be/or have been ordered from MR. MR* can be used to allow a second list to be generated while waiting for the first list. MR* is not consistently used.
• Use the "MR List by oldest discharge first" button within Access to generate your MR List.
• Email the MR request list to the following MR staff: Cindy Gautier, Nishu Sharma, Monique Drews and Joanna Talastas (until Aug 11/2024). Also cc superivsor Tianna Mohammed who will redirect as required.
• Requests must include collectors name and email/phone contact information, date required for review as well at the shelf number to place the charts on. Shelf #23 & 24 have been allocated for our use.
• If hand delivering the MR request list, attach a "request for Health Records" form. Forms can be found in the data collection office main cupboard. Deliver the MR list the front desk of Health Records, or to the clerks in the last area before the chart storage area at the back of the department. There is no need to attach a "request for Health Records" form if emailing the MR list.

Chart locations

• Health Records is located in the basement at the extreme southern end of the complex (under the old ER)
• once the charts are pulled, the Health Records clerk puts them on a shelf #23 & #24 that are designated solely for our use
• new Collectors can just ask the front desk staff where the shelves are and they will be happy to show you.

Legacy info

Legacy

in the past, we used a chart request document that needed to be filled in by hand, with or without a printed version of our Access list which was then faxed/hand delivered to the Health Records Department. After reviewing this process with them 2019-12, we were informed that we no longer need to submit the handwritten document, and that it would be acceptable to email them the output from CCMDB..