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Hi, my name is Razia, I work as a PA in the Health Sector and an on going problem is loose notes in patient files.
We seem to have tried all options but none seem to work flawlessly. Everytime a patient is seen by a nurse, doctor .... papers are never filed in the right tab, they are just shoved in and eventually flies around or gets misplaced.
Do you have any special type of file that is easily used by the public health
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"It should be easy..." -famous last words
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Hi Razia,
As a Professional Organizer of home and office (lots of papers), and former RN, I can absolutely understand what you're saying. The idea of pockets for the file is faster and easier than the traditional methods. Some type of accordian file insert comes to mind, perhaps with a color code for each speciality using the file for quick identification.
If nothing else, perhaps someone needs to be assigned the task of filing at the end of the day to prevent lossing documents.
Let me know how it goes!
Karyn Madorin
Extreme Organizing, Inc.
http://www.extremeorganizing.com
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Hi Razia,
Like Karyn, I am a professional organizer with a nursing background. This is combined with over a decade of business management experience.
The potential legal and ethical implications for incomplete patient records are immeasurable. Patient welfare is put at risk every time an employee chooses not to file a document immediately, and in the correct location. I agree with Karyn that no matter what methods are tried, someone needs to be ultimately responsible for insuring that records are organized and in compliance.
Even though your subject is about paper management, the employee behaviors that leads to your question are definitely a matter for both your human resources and legal departments. It will involve these departments stepping in to increase employee awareness of your organization's protocols, with specific focus on its duty to comply with all legal and ethical codes and requirements. These departments will have to address the issues of obligations, behavior and accountability. Lost or improperly filed records are too big of a risk to take.
Without
knowing what systems of paper management you have already been found to
be ineffective, I do risk steering you towards a solution that
you may have already attempted. I suggest a couple of things that have been helpful in my past experiences.
1) Employee Buy-In: Presenting the problem to all those who contribute anything to patient files, to ask what would help them comply with regulations.
2) Identification and Accountability: Sometimes a small administrative change can be very effective. An example might be something as simple as instituting a requirement that the recipient of a document intended for a patient file must initial the document (in a specified location) upon receipt. In addition to raising both self-awareness and organizational awareness of accountability, it can make who is, and who is not filing paperwork more transparent. The files themselves, in their disarray, can also tell you a lot about where the weak links lie.
3) Support AEAP/KISS/OHIO: "As Easy As Possible," "Keep It Super Simple" and "Only Handle It Once." Once a document does get filed, the file must be manageable in that it allows the document to be accessed for review without having to take it out.
Fasteners:
Keeping records in chronological order by section is facilitated more easily by inserting papers into fasteners, rather than loose in folders as some systems indicate. Use of fasteners is best facilitated when all departments use forms that are uniformly prepared for being filed into patient records, which require
the recipient to take no other steps than inserting papers into files. Uniform hole punches for two-prong fasteners are very effective.
Two-sided documents, however can be difficult to access in conventional two-prong fasteners. Smead U-Clip Bonded File
Fasteners allow
papers to be clipped from the side for easy front and back viewing and copying. http://www.cleansweepsupply.com/pages/item-smd68260.html Smead
Item# SMD68260
Razia, best of luck to you with your paper management challenges. Remember that changes happen gradually, and with irregular progression. They are best effected when all those who will be affected by change have time for contemplation and preparation, so they will hopefully come on-board as active, willing participants. That does take some time.
Kind regards,
Donna Rosman
Progressive Organizing Services
Los Angeles, CA
310-910-3268
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I like to utilize folders with 4-6 sections in them. That way everything pertains to one subject, but each divider side can be lables & used for specific criteria. For example, my medical file is broken down in sections within the same folder by: 1) My notes/Journal of doctor visits, what was said by the doctor, answers to any questions I asked, etc. I also have a prepared Notes pages to date, log any calls & record what the call was about. 2) Any small papers with notes, etc, are taped onto a plain sheet of paper & added to each time there's a small note, & placed on the top of the Notes section, (or you can place them in order by date), but use a full sheet of paper so the little papers won't disappear at the top in the 2 holes. You can also use colored paper to tape the little notes to so they stand out. 3) Diabetes Info pages. 4) Medi-Cal info pages. 5) Tests & Results pages. 6) Any brochures, physical therapy or post surgery instructions I need to refer to, etc. Same with ANIMALS folder, use the sections for each animal, or type of animal (we used to have a farm).
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