Page 125 - Hospital Authority Convention 2017

Service Enhancement Presentations

F1.7 Better Manage Growing Service Demands 10:45 Room 421

A Self-developed Tracing System to Enhance Medical Record Security through “Registered Mail” Mechanism
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Leung HK , Lee HW , Tsang KY , Hau ITY 3
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Health Information and Records Management and Supplies, Kwong Wah Hospital, Information Technology Unit, Health HOSPITAL AUTHORITY CONVENTION 2017
Information and Records Management, Kwong Wah Hospital, Hong Kong
Introduction
Medical record security has always been a big concern for hospitals especially during their transferal. Due to the
redevelopment of Kwong Wah Hospital (KWH), the Central Medical Record Store (CMRS) has been relocated to the
Kwong Wah Building at Kowloon Hospital (KH). Inter-hospital transfer of medical records between two hospitals become
unavoidable. In view of this, Heath Information and Records Management Department and the Information Technology Unit
have collaboratively developed a Medical Record Identification System (MRIS), which serves to trace the path of medical
records transfer on each delivery point. The system has been launched since May 2015.

Objectives
To enhance medical record security through providing detailed information on the transfer route of medical record between
KWH and KH.

Methodology

(1) An unique box ID with barcode was assigned to the transfer box by MRIS system.
(2) Each medical record to be sent out was marked as loan out status in Medical Record Tracing System (MRTS).
(3) Box ID was recorded in MRTS for each medical record before loading the records into transfer box. Tuesday, 16 May
(4) Tie barcode label on every transfer box.
(5) Register the transfer boxes on each delivery point along transportation route. This makes medical record tracing more
accurate. An example of transportation from KH to KWH is indicated as follow:
(i) In CMRS (KH): Every transfer box will be confirmed departure via barcode scanning. The boxes are then loaded on
truck and delivered to KWH.
(ii) At Portering Team (KWH): Barcodes are scanned to notify box receipt, which will then be delivered to ward or clinic.
(iii) In Ward/Clinic (KWH): Each record will be confirmed arrival via barcode scanning.
(6) Prompts will be automatically generated by MRIS to remind sender for any outstanding transfer box which have not yet
been confirmed arrival after 24 hours.

Results
19,430 boxes of inpatient and outpatient medical records had been transferred between KWH and KH as of 31 March 2017.
Zero loss of medical record during transfer had been reported since launching of MRIS.

The detailed registration of the transfer pathway is efficient in enhancing medical record security. The system is further
promoted to other departments such as Allied Health in 2016.

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