1. Where to Begin?

2. Chart Management Assessment- Why?
What paper charts exist in the network that
aren’t managed by HIM?
Where are they stored?
How are they stored?
How are they retrieved?
How are they released?
What EMRs exist from acquired practices?
Who has access?
Who maintains from an IT perspective?
How do we get information for
release of information?
Off-site storage
IHIMA May 2016

3. Retention-What is the Policy? Past
“Community will keep hard copy of paper medical record documents for ten (10) years beyond the age of majority or ten (10) years beyond last visit date with the Network, which ever comes first. For inpatient records, the date of visit/discharge will be used to determine end of activity. Outpatient activity status will be determined from last visit date.”
If a patient has had activity within the last 10 years, Community Health Network had their paper medical records in Building 10. We could have had records back to late 50s or 60s if the patient has remained active in our system.
IHIMA May 2016

4. Retention-What is the Policy? Current
CHNw will maintain a paper or electronic copy of medical records for a period of ten (10) years from the date of discharge for each individual visit.
2016 Records Retention Policy
10 years
IHIMA May 2016

5. Our Journey
Building 10 Medical Records for Hospital Medical Records and Outpatient Behavioral Health Medical Records
IHIMA May 2016

6. Building 10
IHIMA May 2016

7. Building 10
IHIMA May 2016

8. Building 10
IHIMA May 2016

9. Building 10
IHIMA May 2016

10. Retention
Utilized current record storage vendor to come sort every paper medical record in Building 10. Each medical record file folder will need to be reviewed and each visit inside will need to be reviewed for the following:
Medical Records Less than or equal to 10 years old
Medical Records Greater than 10 years old
IHIMA May 2016

11. Retention
Destroy the records greater than 10 years old after entire Building 10 fileroom is sorted
Store the medical records less than 10 years old after the sort is completed at our current off-site storage vendor
IHIMA May 2016

12. Release of Information
Larger scope than hospital and physician practice
Currently utilize outsource ROI vendor for disability requests and physician offices
MedChecks (Urgent Care) and Home Health process requests themselves
Others may, too? Need to assess
Hospitals (CHE, CHS, CHN, CHVH) process approximately 5,000 requests per month
IHIMA May 2016

13. Release of Information
Need for standardization larger than just Ambulatory
Amendment request management
Restriction request management
Patient ROI requests
Release of billing information
My Chart requests for Release of Information
IHIMA May 2016

14. HIM and Ambulatory Orders
HIM is now monitoring the signing of Ambulatory Orders
For Hospital Outpatient Visits and Ambulatory Visits
Another request from Ambulatory for HIM Assistance
IHIMA May 2016

15. Future
Ambulatory Operational Leaders continue to request HIM assistance
We are the experts in HIM
We need to take the lead and assist our Ambulatory Peers
IHIMA May 2016

16. HIM Organizational Structure for the Future-CHNw Discussion
HIM Ambulatory Manager
Team of staff to support Ambulatory HIM processes
Chart Management Assessment in process to determine staff needs, develop inventory, and gather information
HIM Release of Information Manager separate from HIM Chart Maintenance Manager (same HIM Manager today)
Additional HIM ROI Coordinator
Additional Chart Correction Staff (5.0 FTEs)
3.0 HIM Data Integrity Specialists and 2.0 HIM Data Integrity Auditors
HIM Project Manager
IHIMA May 2016

18. Contact Information Cindy Spann, MIS, RHIA, CHPS, CCS, CCS-P Phone:

19. Questions?