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VRC Report Out
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Vital Records ControlProgress Report12/1/2014
Assessment ReportSponsor DateVital Records Control Progress ReportMark Kenneday12/1/2014
VRC Storage Project Team
5S Strategy for Vital Records Control Owner: Darlene Moore, UAMS Lease Coordinator Strategy: UAMS Financial responsibility
Objective: Reduce the amount of inventory at VRC and convert remaining inventory to microfiche, microfilm, or electronic files
Report Out: Monthly reports to Vital Web Administrators regarding their accounts; inactivity will be subject to review.
5S Stages: Sort: Three months 7/21/2014 to 10/1/2014Set: One month 10/1/2014 to 10/31/2014 Shine: One month 11/1/2014 to 12/1/2014Standardize: Two weeks 12/1/2014 to 12/14/2014Sustain: Two weeks 12/15/2014 to 1/1/2015
Target rationale:According to UAMS Records Retention policy, all medical record files shall be retained in microfiche, microfilm, or electronic files for 35 years. As a result, 95% of the remaining inventory at VRC must be converted.
Data Collector: Mario Wallace, Project Manager for Campus Operations Data Source: Vital Records Control databaseMeasures:Lead: Monthly assessment report per account holderLag: Final comprehensive report for Chancellor Projects goal: Reduce 50% of inventory at VRC and convert 95% of the inventory in microfiche, microfilm, or electronic files
BMGI. Except as may be expressly authorized by a written license agreement signed by BMGI, no portion may be altered, rewritten, edited, modified or used to create any derivative works.
Target(s):Sort: 50% reduction Set: 95% conversion Shine: 100% Standardize: 100% Sustain: 100%Initiatives:Train Vital Web Administrators 5S audit
Description: Over $115,996.88 of wasteful spends in FY 2013 were spent on storage space at Vital Records Control (VRS). 82% of UAMS inventory at VRC has no destruction date; 11% of UAMS inventory at VRC has no content description. In addition, all medical record file shall be retained in microfiche, microfilm, or electronic files for 35 years. Baseline: 27,493 cubic feet of inventory Instructions will be given per stage.
Project Status
VRC Comparative Analysis
Project goalReduction Opportunity 50% Reduction26%24%
VRC Comparative Analysis Cont.
VRC Comparative Analysis Cont.
Annual Spend Before Project
Current Annual Spend $86,101.92
VRC Detailed Assessment
Total%Current Accounts 2212% reduction Accounts w/Reduced InventoryIncluding Termed accounts1560%Accounts w/Reduced Inventorywithout Termed account936%Accounts w/Increased Inventory312%Accounts w/Same Inventory1040%Termed Accounts624%Renewed Accounts1040%Total Destroyed Inventory 294926%Total Increased Destruction Dates366050%Total Increased Content Descriptions2%Scanning Option Y/N(Y) 22100%