Procedure
for Getting a Medical Record Form Approved
The following procedure is followed in order to get a form approved for
use in the medical record: Effective immediately 12/2006.
The goal of Meridian Health is to standardize, barcode and inventory all medical record forms
across the three campuses in preparation for optical imaging. For this reason, the requestor
(/author) partners with the managers (and counterparts) from the other two sites to work on
designing or redesigning the new form.
When designing forms that contain abbreviations please utilize the
Unacceptable Abbreviations at Meridian Health Policy as a resource.
http://zavantarpts.meridianhealth.com/zav_00001271.htm
The requestor contacts the forms vendor (Office Depot,
Lori Litowinsky @ 732 681-1191) to assist in designing the form.
Click here for Requirements For Medical Records Forms Design.
All relevant policy and procedures should accompany the form.
The requestor obtains approvals from all departments that are involved
in the development or use of the form (as outlined on the instruction
sheet.)
The Forms Approval Request Form is completed electronically, following
the instructions on the intranet.
Click here for Instructions and the Forms Approval Request document
The requestor sends the following documents
electronically to Sandy Seeman, HIM Administrative Coordinator
(660-2824) (732 450 2824) (RMC)
1. Forms Approval Request (PDF
Format)
2. The new/revised form (PDF
Format)
3. The old form(s) (PDF or
hard copy sent via interoffice mail)
The HIM Administrative Coordinator reviews the Forms Approval Request
and accompanying documents for completeness. If incomplete,
the documents will be returned to requestor for completion.
Once everything is verified, the HIM Coordinator sends the three items
to the Forms Fast Track Team for approval. (This team consists of the
HIM Site Managers, Nursing Administration, Pharmacy, and
Laboratory. This team has the authority to approve forms for
the system in their respective areas.)
After the Fast Track Team approves the form, the HIM Administrative
Coordinator notifies the HIM Site managers to obtain Medical Staff
approval.
The HIM Administrative Coordinator will copy the requestor on all
emails referencing the review/approval of the form.
The HIM managers move the forms through the Medical Staff approval
process.
The Medical Staff approves the form, and the HIM Administrative
Coordinator notifies the requestor, the forms vendor, and the HIM Data
Quality Manager that the form has been approved.
Data Quality Manager issues barcode to the form and notifies Office
Depot to put the form into production.
Office Depot contacts the requestor with procedure for ordering the new
revised form.
Always obtain
your forms using the ordering process.
NOTE:
Photocopying forms compromises the quality of the bar-coding and
scanning of the medical record.