Identify what employment Award/s (certified agreements, EBAs) apply to the Manager and staff within the HIMS. Summarise what the Award states in relation to leave entitlements.

13. Identify what employment Award/s (certified agreements, EBAs) apply to the Manager and staff within the HIMS. Summarise what the Award states in relation to leave entitlements.

You do not have to answer this question (13).
14. What professional development opportunities are offered to staff in the HIMS? What is coordinated centrally and what is organised by the Department? (100 words)
HIMS staff members are able to attend any of the following learning and development sessions or courses free of charge: medical terminology, ethical decision-making; communication skills; leadership training; Occupational and health safety, performance management; project management; recruitment and selection; training and selection; workplace aggression and violence. All staff must complete the electronic form through the website and submit it to Deanship of Skills Development in Blok 26.

15. Identify and describe the process for recruiting and selecting new staff. What are the end of employment procedures? (Around 500 words)

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Plz, write almost half page and mention:
There are to kinds of job at KKUH (Full time and part time).

Canadiates must fill the application form of recruitment.
The requesting department department head fill and sign the competency form.

Important: You can find the answer for this question through reading the the procedures below. I think all recruiting and select new staff at KKUH as others hospitals or companies.

Procedures for Advertising vacancies & Candidate nomination

The requesting department department head fill the competency form

Candidate nomination

16. Describe and discuss the filing and storage of health records addressing the following:
• filing system (centralised; decentralised)
• storage locations on site and their relationship to the HIMS
• type of filing (terminal or middle digit; other system)
• colour coding
• management aids to workflow (e.g., alert stickers, instruction forms)
• storage equipment (including shelving units, trolleys, step-stools)
• overall efficiency of the current system. (700 words for question 16)

This answer below related to KKUH but you can add anything (ideas, …). Storage and equipment are the almost the same in a lot of hospital.

Only dental department kept its patients’ records in the dental department.
The Main Filing Room is located in the groud floor and its size not enough.

There are more than 570,000 files filed in the Main Filing Room and in the Level 2. Active files is located in the Main Filing Room, but there are many active and inactive files in Level 2. All files that kept in main filing room is for the last five years (From 2011 to 2016).
According to the supervisor of medical record, the number of requisition of files is reduced after implementation of eSIHI.

The location of the Main Failing Room is near from Emergency Department, outpatient building and wards and this is will help workflow.
In terms of storage space, there is inadequate space to file the health records in the Main filing area. Some files were placed on the ground; others were filed on the top of shelves. In the main filing room, there is no ventilation and staff cannot open the windows and no fire extinguishers. There is no dust in main filing room. One the other hand, a lot of dust in the storage area in Level 2.
The existing space is enough between the filing shelves to allow space for a trolley and a person to walk between the shelves to file and retrieve records. However, all shelves are full with records, which has led to the filing many record in Level 2.
Trolleys are used to push the records around for filing of the records and for usage outside medical record department. The size of trolleys is good for usage inside the elevator. Stools are located around the filing area for reaching files on the higher shelves. In main filing room, there are three rolling and 11 non-rolling step stools have been provided to staff. In Level 2, there are only 4 step stools and one scanning machine and only one scanner.
There are enough trolleys with different sizes in main filing room.
There are a variety of stickers utilized to assist with efficient workflow. Alerts such as drug and medical are placed on the file to inform health care providers if the patient has an allergy or needs medical attention.

• storage locations on site and their relationship to the HIMS
Files after arrival to the main filing area from different locations, viz. emergency
room (Adult and Pediatrics), wards, clinics, research and physician dictation room and coding, etc. They would be updated in the file tracking system in the computer. Segregation is done and medical record files are ultimately filed by the assigned staff according to the terminal digits in the main file room.

Large central room consists of large shelves where all patient files are kept, numbered in lead color for easy availability and access. Equipped with computer and telephone devices through which communication is maintained with other department(s) in the hospital.

A medical record system is organized to render service to the patient, medical staff and the hospital administration. The primary purpose for which a medical record department exists in a hospital is to give service in support of good patient care.

Printing of the appointment list is done by terminal digits through theSIHI; the list is then divided in between the staff available according to the terminal digits for easy distribution of medical record files. After completion of pulling from the main filing area, staff is advised to look out for the charts according to the tracking (in the shelves of doctors, inactive filing area, physician dictation Male and Female, Coding and processing, etc.).

The files are then segregated according to the list of Doctors, Clinics, Wards, Admission Wards and cancellation is done in case of duplication of appointment.
The files are then dispatched through the file tracking system (HIS) to their respective locations.

17. Alternate storage methods in use: (500 words)
• describe the media used: location and equipment required
• scanning or filming procedures (include updating procedures)
• levels of access
• reasons for use: when brought back to hard copy

KKUH stores all records older than 2007 off-site, and older than 2011 as inactive files in Level 2. This is due to the lack of available filing space within in the medical record department. In terms of alternate storage methods in use, there was microfiche, which stopped in 1998. There are also one scanner to scan files who are working in Level 2. His productivity is only to scan 25 files.
KKUH service stores all records older than December 2007 off-site, including all older volumes. This is due to the lack of available filing space within in the medical record department. All records are stored at Level 2 and there are new and few shelves for the new files in Main Filing Room area. According to the staff, these shelves for a new files for patients who visit emergency department and doctors and clerks use eSIHI since May 2015 so these files only include two papers (ID copy and patient information form). According to the staff, they need to scan these files and destroy all papers but they waiting the approval from CEO.

Records are prepared by attaching a barcode to the cover of the health record.
Location Media:

The Health Record Management Service is located on level 2.

The Health Record management Service has been divided into active and inactive areas.

The current primary or active filing area is located on level 2 Block A. This area contains approximately 2 years worth of current medical records the medical records are filed in Terminal digit order.

Medical records within the secondary storage are those of inactive patients, and are also filed in Terminal digit order on static shelving.

Multiple Volumes of a patient’s medical record and deceased patient medical records are stored off site

Levels of Access:

The first step in a patient’s administration at KKUH is through The Patient Adinistration system – eSIHI. Authorized staff access is required to access this initial computer system.
After this, for tracking files, a Medical Record Information Tracking System (MRITS)is currently used to quickly inform staff the location of a patient’s medical record. This system is protected with a password which only relevant HIMS personnel have. In addition to this, the Medical Records Store’s entry is protected with a code, which only relevant HIMS staff know. Overall the level of access, based on observation, appears to be sufficient.

Storage and Security :

The department, to which the permanent loan of health records is granted, shall be responsible for ensuring that there is an area suitable for record storage and that this area can be securely locked when no-one is in attendance.
The Health Record Management Service should be kept secure at all times, with only authorised staff being permitted to enter the Department. Employees of the Department have a responsibility to ensure that unauthorised persons do not enter the Department.
When transporting health records, whether internally or externally, Hospital employees have a responsibility to secure health records to ensure confidentiality. When transporting single records, it is advised that records be enclosed in a non-transparent envelope e.g. internal mail envelope.
Health records must not be left in unsecured areas where there is the potential for unauthorised access.
18. If applicable, discuss off-site storage of health records. Justify the reason; location; cost; issues involved. The preparation for sending records off site; transport to the area, procedure for requests – urgent and non-urgent. 300 words

Due to a lack of space on the KKUH it has become necessary to use off-site storage to store health records that are rarely used.

KKUH has two of site storages, one of them is in Blok 62 (200 meters from Medical Record Department MRD) and another one is in a big room in nurses residence building( 430 meters away from MRD). All files in offsite storage into boxes and all boxes with barcode.
The preparation for sending records off site is well-organized at KKUH. When a given patient has not come to the KKUH for about four years, their medical record will be identified. This is the first step. The second step with regards to the preparation for sending records off site is that the identified document is located and instructions are inputted into the system. This enables staff to be able to locate the document. The third step is the packing of the patient medical record. This step involves sending a list of the files number by computer to the store, putting it in the box and then sending it off site under the supervision of a medical record supervisor to Building 62.

All of the health records have a barcode and the correct MRN was printed on the front of the cover.
If the patient comes to the hospital for treatment and his or her file location is offsite or researchers need the file, the health providers have to request the file from MRD if not urgent by calling receptionist or by contact directly with Manager of Medical record or supervisors if urgent. For ‘urgent’ Medical Records, the delivery is promised within one day while or non-urgent documents are promised delivered within two days.
19. Discuss the main tracking or tracer system used by the Health Information Management Service. If applicable, address alternative media and off-site storage tracking systems as well. 150 words

Main tracking system is used.

The old Patient Health System used in KKUH is called Health Information System HIS (for offsite storage, inactive (inactive files for patients who not coming to hospital from 2009 and need the possessing now to scan them) and expired files (expired files for who died) that is in level 2. There are also many files in the Blok 62 and in the basement floor in the care parking building and many of these files are scanned)

The new one is (Electronic System for Integrated Health Information) eSiHi (eSiHi is electronic medical record) and two hospital use eSiHi – KKUH and KAUH.
(an internal name for Cerner Millennium® called eSiHi, or Electronic System for Integrated Health Information was announced).

King Khalid University Hospital (KKUH), a 950 bed hospital and King Abdulaziz University Hospital (KAUH), a 200-bed hospital. The contract was executed between KSU and Saudi Health Information Systems (SHIS),

20. Describe the process of internal and external health record transportation. Include destination; confidentiality measures, who conveys and mode of transportation. 250 words
Before sending and after receiving files, all files are recorded on the eSIHI to avoid misfiling errors.
Medical record clerks always collect files from wards at 1:30 pm. All wards has a specific and safe drawers for medical records.
In the comments field is placed who the record is going to, eg Name of doctor or ward.
It is essential that care is taking to maintain patient confidentiality when medical records are being transported. The primary mode of health record transportation is by the medical record clerk. The Clerks will transport records throughout the hospital to the required departments. Records can also be collected by those requiring them. When carrying health records the patient’s name and any other confidential information should be shielded from view. Records should be placed face down and out of reach to the public.

All wards staff can use eSIHI to request any files and medical record receptionist then will see the requestion list through the system, eSIHI.
Sometimes, nurses come to the receptionist to take the file. In this case, nurses must write his or her name in the form and sign. The form contains medical record number, name of receiver, name of ward and the receiver’s signature.

21. Describe procedures and issues associated with loose reports. Include: (Around 230)
• how technology has affected the area of reporting and storing reports
• any specific requirements (e.g. doctor’s signature to ensure the report is sighted)
• the flow of reports (movement between service points, urgent need, number of copies generated)
• filing procedure for all storage areas.

If a UMRN is not noted on the form the patient’s information is entered into eSIHI and the appropriate UMRN is found and written on the loose paper. The number of loose filing is counted and entered onto a stats sheet. The loose papers are then sorted into UMRN order by terminal digit number and put into the loose filing bays for filing.
All reports must be signed by doctors before placed into the medical record. If forms are not signed the record should be placed into the bays for signing.
3.1 Patient’s name and medical record number to be checked before filing any loose material.
3.2 Patient’s name and medical record number must be in English on all loose reports.

3.3 Pick up loose material from the distribution and sorting slots.

3.4 Arrange loose material in terminal digit order.

3.5 Locate and pull the chart for which there is loose report.

3.6 Open chart and check patient’s name and medical record number on the file and see whether they match the name and number on loose material.

3.7 Stick all loose reports to an authorized order.

3.8 File today’s Loose material by appropriate chart order.

3.9 If the chart is not available. Loose material must be placed in the plastic envelope and file it where the exact position of charts should be.


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