What is the potential issue with filing records?
Medical records and filing processes are methods we use to keep track and organize lots of information. So it is entirely possible that certain situations can occur. Sometimes treatment records can get misfiled and lost.
Who is really responsible for treatment records in the Navy?
It’s the responsibility of all medical and dental personnel to make sure those records are accounted for and returned to the records custodian and their departments.
As long as everybody is working together and communicating to make sure that the records are maintained and kept up with, this will reduce the number of incidents that can occur by filing the record in the correct order using the charge out form, the charge out guide or a computerized system for record tracking.
What is the charge out form in the Navy?
The charge out Form NAVMED 6150/7, Health Record Receipt which is also known as the pink card will be used for charge out control of the medical records.
In many commands, the charge out system has been computerized. This will not be a topic discussed in this article.
What if the Navy command is not using a computerize system for charge out forms?
For commands that are not using a computerized system, a receipt is created for each record established and will be filed in the record. The following record will be recorded on each health record receipt when the treatment record is received:
- Patient’s last, first, and middle name
- Sponsor’s grade or rate
- Patient’s FMP code and sponsor’s SSN
- Ship or station to which sponsor is assigned
You must use the home address of retired personnel and their family members. Those family members of active duty personnel with the sponsor assigned duty is out of the area are also to use the home address.
How do you use the charge out form or pink card?
In order for patients to check a record out, they’ll need a pink card. This pink card needs the:
- Date the record is checked out
- Location that the record will be going to
- Patient’s signature
The completed charge out form should be kept in the terminal digit file until the record is returned.
How long can a patient record be charged out?
Records that are charged out are expected to be returned as soon as possible and no more than 5 working days after the patient’s visit.
It’s going to be up to the Command to develop protocols and procedures on how to recorver those delinquent treatment records.
Why use the charge out guide?
When you’re using an open-shelf filing system for records, a charge out guide can be used in combination with the charge out form.
A charge out guide is simply just a plastic folder with a pocket in it.
Place the charge out form in the pocket of this folder and the charge out guide should be placed in the file in place of the patient’s records until the records is returned.
This charge out guide helps reduce the risk of lost or misfiled record forms thanks to a way to put those loose forms.