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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
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- 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
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- 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
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- 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
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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
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Instructions for Data Processor
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- Do we want a different RecordStatus for these? If not, should they be considered complete or incomplete?
- I suggest we enter a new one say, LostChart, in the RecordStatus which implies incomplete and some data are missing. --JMojica 13:34, 2021 April 7 (CDT)
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Incomplete/lost profiles
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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
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- HSC_D5-36
- HSC_D5-39
- HSC_D4-3
- HSC_SICb-1409
- HSC_SICa-1887
- STB_MICU-15213
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