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
• submit a Medical Records Chart Request form to the front desk of Health Records using the "Request for Health Records" form and attach the MR List directly to the form.

where does one get the "Request for Health Records" form?

• SMW

• Cargo

• Categories

• 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

Chart locations

• once the charts are pulled, the Health Records clerk puts them on a shelf #24 that is designated solely for our use
• sometimes we get email notice that the charts are ready, sometimes we get a call, and sometimes we get nothing at all
• new Collectors can just ask the front desk staff where Shelf #24 is and they will be happy to show you.

Legacy info

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..