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.
