Information Governance Records Management Guidance Note Number 007: Health Records Policies and Procedures Polices and Procedures

008. Case record Tracking / Tracering

1. Opening Statement

When case records are removed from the filing system or given from one person to another the chart tracking system is updated. Failure to update the chart tracking system as case records are removed from file or change location may result in case records not being available when required.

2. General Principle

Describe general principle for updating the chart tracking system including the accountability for each staff group in the patient process. E.g. Health records, ward clerks, medical secretaries etc.

3. Process for Confirming Case records Back into Current File

Local procedure i.e. medical records staff only re filing into current filing area

4. Computer System Downtime

Describe local procedures which are put into place i.e. manual tracers, registers etc

Definition of Terms & Acronyms

Reference (National/local guidelines, standards and legislation)

Links (related policies and guidance) can also include web links if applicable

Policy 007 : Medical Records Filing Systems

Policy 004 : Transportation of Health Records within and outwith Organisation Boundaries