Patient Records Management Policy and Procedures
This file outlines the essential policies and procedures for managing patient records at UTMB Health. It ensures proper assignment and handling of Medical Record Numbers (MRNs) for continuity in patient care. All staff involved in patient registration must adhere to these guidelines.
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How do I fill this out?
To fill out this PDF, begin by reviewing the guidelines for assigning Medical Record Numbers (MRNs). Ensure you have all necessary patient information readily available. Follow the outlined procedures for entering this information accurately.
How to fill out the Patient Records Management Policy and Procedures?
1
Check if the patient already has an MRN using the EMPI.
2
Gather all necessary demographic information about the patient.
3
Enter the patient details into the EMPI system.
4
Assign the MRN only if the patient is new to UTMB Health.
5
Ensure correct naming conventions for billing purposes.
Who needs the Patient Records Management Policy and Procedures?
1
Healthcare providers for proper patient identification.
2
Billing departments to ensure accurate billing processes.
3
Health Information Management staff for record maintenance.
4
Patients for their records and verification of information.
5
Administrative staff for compliance with policies.
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What are the instructions for submitting this form?
To submit this form, please ensure all fields are completed accurately before sending. You can email the completed form to HIMDepartment@utmb.edu or fax it to (409) 772-1745. For physical submission, send the form to the Health Information Management Department, UTMB Health, 301 University Boulevard, Galveston, TX 77555.
What are the important dates for this form in 2024 and 2025?
The current version of this policy originated on 06/28/2006 and has undergone reviews, with substantive changes made on 06/06/2014 and 11/07/2017. The last review without substantive changes occurred on 11/18/2014.
What is the purpose of this form?
The purpose of this form is to standardize the assignment and management of Medical Record Numbers (MRNs) at UTMB Health. This ensures that every patient is linked to a single, identifiable MRN, facilitating easier access to health information. Additionally, this form aims to protect patient confidentiality while maintaining accurate health records.
Tell me about this form and its components and fields line-by-line.
- 1. Patient Name: Full name of the patient for identification.
- 2. Date of Birth: Patient's birth date to ensure correct records.
- 3. Social Security Number: Optional for individuals with prior healthcare history.
- 4. Contact Information: Details for reaching the patient.
- 5. Insurance Details: Required for billing and coverage verification.
What happens if I fail to submit this form?
Failing to submit the form can lead to delays in patient care and complications in accessing medical records. It may result in the duplication of MRNs, making it hard to maintain accurate healthcare data.
- Delayed Patient Care: Without proper record assignment, patients may experience interruptions in treatment.
- Inaccurate Billing: Errors in patient information can lead to billing complications.
- Confidentiality Issues: Duplicate records can result in breaches of patient confidentiality and data integrity.
How do I know when to use this form?
- 1. New Patient Registration: To create a unique MRN for first-time patients.
- 2. Updating Patient Information: To modify existing records if changes occur.
- 3. Insurance Enrollment: To register insurance details during the patient’s initial visit.
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