Lost/missing chart

Working on std instructions on what to do about lost charts. More to come.

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What qualifies a chart as missing/lost

A chart should be considered lost or missing and "written off" if...

Attempts to locate have failed

What (if anything) should be done to find the chart before writing it off? Obviously following the appropriate Category:Medical Records Requests instructions, but is there any special process to nudge a suspected lost chart?

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Deferral period has passed

How long should we wait? Is 3 months after discharge or end of next quarter after discharge reasonable?

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Instructions for finishing off the profile

An profile for a missing chart might trigger CCMDB.accdb Data Integrity Checks, so it can't be sent the normal way and the following process applies instead.

Instructions for Collectors

• Try to enter all available info and to check the complete boxes; this will make sure that data is internally consistent as far as possible
  • This includes any diagnostic imaging and procedure counts and results, lab results, etc
• Where you can not get past a cross check because data is not available, explain that in the Notes field

what should be the instruction for APACHE - the usual "enter normal if not available" or should they enter extremes or 0s, or leave blank? What will not mess with Julie's processes?

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the following doesn't apply yet, waiting to confirm as of 2021-04-07

When you have entered all available information, and when the #Deferral period has passed, contact Pagasa and tell her the profile is a missing/lost chart Once Pagasa has confirmed that this is understood, delete the chart using the ♻️ button

Instructions for Data Processor

Do we want a different RecordStatus for these? If not, should they be considered complete or incomplete?

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Incomplete/lost profiles

Julie says Pagasa keeps a list of records for which this applies. Can we keep it here instead? If there are good reasons not to, can we link from here?

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click expand to see list

HSC_D5-36 HSC_D5-39 HSC_D4-3 HSC_SICb-1409 HSC_SICa-1887 STB_MICU-15213