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 3-5 days prior to date of review
generate the output from CCMDB.mdb using the MR List. Attach the MR list to a STB Medical Records Request form; copies of this form are kept in the main cupboard in the Critical Care Data Office N4069 at SBGH. Mark the "Request for Health Records" form with our Data Collection reserved shelf number #24-S9, #23-S8, #23 & 24 S9. There is no need to attach this form when emailing your list to Health Records.
submit the Media:STB Medical Records Request.pdf form to 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. If unsure of where Shelf #23/24 is located when ready to review charts, just ask the staff at the front desk and they will be happy to show you.
if the collector is not going/unable to review charts at requested time, inform the front desk.
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.
email requests for charts should be sent to Rebecca Bouvette & Joanna Talastas and cced to the supervisor Tianna Mohammed who will redirect as required; no other request form is required if email is used

Health Records is located in the basment 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
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..