Organisation of Medical Records Department

ORGANISATION OF MEDICAL RECORDS DEPARTMENT.

     The Medical Record officer is Head of the MRD.  He will organize, develop, Improve & control over the staff of MRD.

          Medical record services are to be provided efficiently and effectively  attention must be directed to organizational structure functions,procedures,staff,space equipment supplies, communication and transportation system the important of each of the points depending on type of facility.

Organizational Structure.

     How the medical records department relates to the organization as a whole.

     How the internal activities of the department are organized.

     Medical record is a technical activity and such the chief of the department should be responsible to the Director of the Institution. The date of processed by the MRD are useful to Administration, branch of  the institution the relationship must be maintain between  the MRD and Medical staff and other health care professional are such that it is advisable that the department will be gripped with the other technical department.

     How the MRD itself is organized depend on the members of the MRD staff . The function assigned to the department the location of the officers etc., organization chart for the both establishment as the whole of the MRD should kept up-to-date and should available to show staff members how they relate to other employees in the organization.

STAFF

As per Medical Council of India Requirement Existing staff in MRD are

One Medical Record Officer.

Four MRTs

Six Medical record clerks or Junior MRTs

One Statistician

One Steno typist

Two Daftaries

Two Peons

Totally 17 Members in MRD staffs

According to Dr.G.D.Mogli Senior MRO & W.H.O Consultant.  Need for MRD staff are each 30 beds hospital  need for 1 MRT  and 2 Asst.MRT

And 100 beds hospital needs for 1 MRO & 2 MRTs and 10 Asst MRTs

          Staff should be sufficient in quantity and quality to perform the assigned medical record performance. It is important to maintain continues vigilance to ensure that the sum of the tasks assigned does not exceed  what one person can accomplish, training in the correct completion and processing of records and reports should be provided.

   

      The qualified MRD staff will vary depending on the functions of the department ie,. Work load , hours of service procedures, equipments, layouts etc,.

    

     A position classification  and remuneration scheme which will be help to attract and retain competent staff , should also encouraged.

SPACE

            Medical Record Department should be locate in near by  OPD. The efficiency with which the MRD function is greatly influenced by its location within the facility and by the amount of space it has available. In hospital space and location assume greatest significance with regard  to the file areas as this often determines whether a medical records is possible or not. The amount of file space needed should be based on the maximum quantity of records that must be maintained in the file room at any give time. This normally would be volume of records on hand at the end of the year plus the estimated expansion to be accumulated during the coming year.

    

     The maximum quantity of records is a function of the policies, which establish how long Medical record will be retain.  The file area should be free from danger

Of flooding, leaks, or other source of excessive humidity.  The construction should be such ie,.  Discourage us invasion by insects. Only authorized personnel should allowed to access the file, which should be locked when it is attended.

SPACE REQUIREMENT FOR 500 BEDDED HOSPITAL

         MEDICAL RECORD OFFICER-  15    SQUARE METER

1. Asst Medical Record Officer        10 square meter
2. Medical Record Filing room       200 square meter
3. Computer section                        14 square meter
4. Statistical Section                        10 square meter
5. Doctors Conference room            20 square meter
6. Working area for MRD staff         40 square meter
7. Class Room                                   20 square meter
8. New forms storage area               22 square meter
9. Rest room for MRD staff               10 square meter  

                                                            Total MRD Space 360 square meters

Admission Officer     15   sq mtr

OP registration           50 sq mtr

Casuality registration  10 sq mtr

MRD EQUIPMENT

     Proper and sufficient equipment contributes to the efficiency with which medical record activities are performed. The possibility or impossibility of obtaining equipment such as typewriter or computers will influence form design and the type of staff skills required. The usual chairs, desks, computers, worktables, stationary, filing cabinets, scanning machines or microfilm unit calculators,Almaras,Telephones,

Xerox machines, filing racks for storage of active and inactive records.

EQUIPMENTs REQUIRED FOR 500 BEDDED HOSPITAL MRD

Movable racks 

Cupboards     5 nos

Staff working tables   15

Book shelf or glass cupboards-02

Computers with Printers- 10 (MRD,OP,IP,Emergency)

Ladder-01

Notice board-01

6 digit Numbering Machines-05

Xerox machine -01

Chairs-30

Expired Patients Rubber Stamp-01

Medico Legal Case Rubber stamp-01

Cancelled Rubber stamp-01

Duplicate case sheet rubber stamp-01

Calculators-02

Giant size Staplers-05

Wall clocks-02

Dust bins-10

ICD 10^th volume Books-2sets

Telephone-01

Surgical coding book-01

Medical Dictionary-01

MEDICAL RECORDS CLASSIFIED INTO 4 CATEGORIES

1.OP Registration

2. IP Registration

3.Emergency(Casualty) registration

4.MRD or MRL