Lost/missing chart
Deferral period
- A chart should be considered lost or missing, and "written off", when medical records still cannot find it 6 months (same day number, 6 months later) after the patient has been discharged from the hospital or died in hospital.
- Once that occurs, the record status will be updated to "Discontinued".
- Operationally, this will be done via ad hoc communication with the office (Pagasa).
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
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Tina needs to update the relevant pages and also make sure that CCMDB allows this. |
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- 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
The Data Processor will manually set the RecordStatus for these to "Discontinued"; information on the lost chart status can be entered into the Notes field.
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Julie says Pagasa keeps a list of old lost charts. Could you do a one-time update to set the relevant records to Discontinued in CFE and then get rid of that list. |
| click expand to see list |
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