Lost/missing chart

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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

  • not summarized
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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

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