STB Medical Records requests: Difference between revisions

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

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 3-5 days prior to date of review

* Health Records policy requires that chart requests be submitted a minimum of 5 business days prior to date of review

* ~~Generate~~ the ~~output~~ from [[~~CCMDB.mdb~~]] ~~using the~~ [[MR List]]

* 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.

* ~~submit Medical Records Chart Request~~ to ~~Leslie Costa~~, ~~Supervisor of Health Records~~

* Use the [["MR List by oldest discharge first" button]] within Access to generate your [[MR List]].

~~email~~: ~~lcosta2@sbgh~~.mb.~~ca for approval prior to being pulled~~. If the ~~collector is not going/unable to review charts at requested time, Leslie Costa must be informed~~

* Email the MR request list to the following MR staff:

** requests must include collectors name and email/phone contact information, date required for review

** Cindy Gautier, Nishu Sharma, Monique Drews and Joanna Talastas (until Aug 11/2024). Also cc superivsor Tianna Mohammed who will redirect as required.

{{Discuss |

* the list on [[STB Critical Care Collection Guide]] has become inconsistent with this one, let's consolidate it in one place. It contained the following: ... email your list to Reggie Albis & Joanna Talastas; cc supervisor Tianna Mohammed who will redirect the list 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 ==

*once the charts are pulled, the Health Records clerk puts them on a shelf that is designated solely for our use

*Health Records is located in the basement at the extreme southern end of the complex (under the old ER)

*~~sometimes we get email notice that~~ the ~~charts~~ are ~~ready, sometimes we get a call,~~ and ~~sometimes we get nothing at all~~

*once the charts are pulled, the Health Records clerk puts them on a shelf #23 & #24 that are designated solely for our use

~~{{Discuss |If I was a new collector, how would I find that shelf? }}~~

*new Collectors can just ask the front desk staff where the shelves are and they will be happy to show you.

== Legacy info ==

@@ Line 1: / Line 1: @@
-This article provides information on how to request patient charts from Medical Records at STB. It is part of the [[STB Collection Guide]].
+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 3-5 days prior to date of review
+* Health Records policy requires that chart requests be submitted a minimum of 5 business days prior to date of review
-* Generate the output from [[CCMDB.mdb]] using the [[MR List]]
+* 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.
-* submit Medical Records Chart Request to Leslie Costa, Supervisor of Health Records
+* Use the [["MR List by oldest discharge first" button]] within Access to generate your [[MR List]].
-email:  lcosta2@sbgh.mb.ca for approval prior to being pulled.  If the collector is not going/unable to review charts at requested time, Leslie Costa must be informed
+* Email the MR request list to the following MR staff:
-** requests must include collectors name and email/phone contact information, date required for review
+** Cindy Gautier, Nishu Sharma, Monique Drews and Joanna Talastas (until Aug 11/2024).  Also cc superivsor Tianna Mohammed who will redirect as required.
+{{Discuss |
+* the list on [[STB Critical Care Collection Guide]] has become inconsistent with this one, let's consolidate it in one place. It contained the following: ...  email your list to Reggie Albis & Joanna Talastas; cc supervisor Tianna Mohammed who will redirect the list 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 ==
-*once the charts are pulled, the Health Records clerk puts them on a shelf that is designated solely for our use
+*Health Records is located in the basement at the extreme southern end of the complex (under the old ER)
-*sometimes we get email notice that the charts are ready, sometimes we get a call, and sometimes we get nothing at all
+*once the charts are pulled, the Health Records clerk puts them on a shelf #23 & #24 that are designated solely for our use
-{{Discuss |If I was a new collector, how would I find that shelf? }}
+*new Collectors can just ask the front desk staff where the shelves are and they will be happy to show you.
 == Legacy info ==