Citizens charter records2

HEALTH INFORMATION MANAGEMENT / MEDICAL RECORDS SECTION CITIZEN'S CHARTER

STEP MEDICAL RECORDS SERVICES PERSON/S MAXIMUM ALLOWABLE EXTENSION DOCUMENT AMOUNT

RESPONSIBLE PROCESSING TIME & REASON REQUIRED OF FEES

Medico-legal

I Discharged Patients - Issuances - Barangay/Police/NBI Clearance

- Certificates for the issuance

- Medical Records Sheets - X-ray/CT Scan official reading

for Surgery Case

OPD ER & OB Medico-legal - Lab. Results/Ultrasound

for Obstetric

A Receives and checks Request Form for Certificates HIM/Medical 1 min. 1 min. depending Request Form None

Records Staff on the accomplished form

B Issues Charge Slip do 1 min. Charge Slip Amount charged

Medical Certificate - 100 pesos

Medical Abstract - 150 pesos

MR Sheets - 5 pesos / xerox

C Payment Cashier - - - -

HIM/Medical

D Receives back Charge Slip Records Staff 1 min. - Charge Slip -

Patient/Relative Logbook of

E Signs Logbook of Payment Nearest of Kin 2 mins. - Payment -

HIM/Medical

F Provides Claim Form Records Staff 1 min. - Claim Form -

G Preparation of Certificates

Medical Certificates (scheduled in 2 working days)

1. Retrieves the requested Medical Records. HIM/Medical 10 mins. 5 mins. depending on the volume Request Form -

Records Staff of request

2. Prepares and facilitates the Medical Certificate:

a. Fills up Medical Certificate Form in the computer and Print do 5 mins./Med. Cert. - Medical Records -

b. Forwards the Medical Certificate to Attending Physician do 10 mins./department - Medical Certificate -

c. Signs and forwards back Medical Certificate to depending on the - Medical Certificate

HIM staff Attending Physician availabilty of the

Attending Physician

Medical Abstract (scheduled in 5 working days)

1. Retrieves the requested Medical Records. HIM/Medical 10 mins. 5 mins. depending on the volume Request Form -

Records Staff of request

2. Forwards needed Medical Records to the Attending HIM/Medical 10 mins./department Medical Records -

Physician. Records Staff

3. Prepares the Medical Abstract and returns back to depending on the Medical Abstract

HIM Staff. Attending Physician availabilty of the -

Attending Physician



Medical Records Sheet/s (scheduled in 2 working days)

1. Retrieves the requested Medical Records. HIM/Medical 10 mins. 5 mins. Depending on the Request Form -

Records Staff volume of request

2. Photocopies the requested MR Sheet/s do 30 mins. " Photocopier Machine located at Medical Records -

Philhealth Office"

30 mins. Depending on the bulk of Sheets

3. CTC the MR Sheet/s by the Head of Section Head of Section 30 sec./ sheet - Medical Records Sheet/s -

Birth Certificates (scheduled one (1) month by NOD)

1. Receives & checks the data of BC from Midwife HIM/Medical 15 mins. 5 mins. depending on the BC Draft & -

Records Staff volume of request Official Form

2. Fills up Birth Certificate Form in the computer and print. do 5 mins. / BC do do -

3. Forwards back typed BC to Midwife for Checking & do 15 mins. / BC do do -

signing by Attending Physician. Depending on the availability of Attending Physician

4. Receives back & counterchecking of signed BC HIM / MR staff 15 mins./ BC do do -

5. Prepares Transmittal Letter do 20 mins. 5 mins. depending on the do -

volume of the forwarding BC to LCR

6. Forwards BC to Local Civil Registrar for registration do 2 hours/2x a week 30 mins. Depending on the Transmittal Letter -

& receives back the forwarded registered BC traffic situation & BC

Death Certificate

1. Receives & checks the data of DC from Nurse on do 10 mins. 5 mins. Depending on the DC Draft & -

Duty volume of received DC Official Form

2. Types the of Death Certificate. do 5 mins. / DC do do -

H Issues Certificates, Medical Abstract and Medical Records Sheet/s

1. Receives the Claim Form. do 1 min. - Claim Form -

2. Seals the Medical Certificates do 1 min. - Med. Cert. -

3. Issues & gives proper instruction to patient.

In case of patient's disability, nearest of kin HIM / MR staff 2 mins. - Claim Form -

shall present the following:

a. Authorization Letter from the patient

b. Valid ID's of both

In case of death, nearest of kin to receive

with Valid ID

4. Receives: Medical Certificate Patient/Nearest of Kin 2 mins. - Issuances Logbook P100.00

Medical Abstract Patient/Nearest of Kin 2 mins. - Issuances Logbook P150.00

Birth Certificate Baby's Mother 2 mins. - Issuances Logbook -

Death Certificate Patient/Nearest of Kin 2 mins. - Issuances Logbook -

Medical Records Sheet/s Patient/Nearest of Kin 2 mins. - Issuances Logbook P5.00

Note: Issuance of BC & DC, upon presentation of clearance



II Issuance of Certificates of Patients Still Admitted

- Medical Certificate with Doctor's Order May Go Home

- Certificate of Confinement

- Medical Records Sheet

A Logs - in the Medical Records NOD - - - -

B Checks the Medical Records HIM/Medical 2-3 mins. - Medical Records -

Records Staff

C Issues Charge Slip do 2 mins. - Charge Slip Amount charged

Medical Certificate - 100 pesos

Medical Abstract - 150 pesos

MR Sheets - 5 pesos / xerox

D Payment Cashier

E Prepares the Certificate

1.Types the Medical Certificate HIM/Medical 5 mins./ - Medical Records -

Records Staff Certificate

2. Gives the Medical Certificate to the patient for signing HIM/Medical - - Certificate -

to Attending Physician Records Staff

3. Signs the Medical Certificate Attending Physician - - do -

4. Returns back the Medical Certificates Patient's Relative - - do -

Certificate of Confinement

1. Types the Certificate HIM/Medical 5 mins./cert. - Medical Records -

Records Staff

2. Signs the Certificate by the Head of Section Head, Medical 2 mins. - Certificate of -

Records Confinement

Medical Records Sheet HIM/Medical 2 mins. - MR sheet/s -

1. Dettaches the requested Sheets from the MR & gives Records Staff

to patient's relative for photocopy. do 1 min. - MR sheet/s -

2. Receives back the original & photocopied sheet .

F Seals and Issues HIM/Medical 2 mins. - Certificates -

(for MR sheets, CTC by the Head of Section) Records Staff MR Sheets

Head, Medical

Records



G Acknowledges the receipt - Patient 2 mins. - 3rd copy of Medical -

- Patient's Relative Certificates (file copy)

with Authorization Letter

Valid ID of patient

& reciever

* HIM - Hospital Information Management

* BC - Birth Certificate

* DC - Death Certificate

* MR - Medical Records

* LCR - Local Civil Registrar

* OPD - Out Patient Department

* CTC - Certified True Copy

* ER - Emergency Room

* AP - Attending Physician

Documents

Citizens charter records2