Health records come in distinctive types which have different characteristics. The various types of health records include paper records, electronic health records, and the hybrid health records. Paper records are the primary sources of health information for patient’s information and are used by management in the delivery of daily care. The characteristics can be evaluated as reliability, accountability, ease of control, and storage capacities. Paper-based records provide patient records which serve as reminders to health care providers in reporting pf events. The documents are used by several units such as the legal system for preferential use or by health insurance companies in the evaluation of appropriate time of admission and hospital stay (McWay, 2013). Paper records are complex to handle because they require additional personnel for organization and physical space for storage (CMS, 2006). Paper records are handwritten, and thus, information can be lost due to illegible writings. The system also provides less space for the profession to discuss their findings.
On the other hand, electronic records are used for data storage, which may be used for legislative reasons. The documents are more convenient as they use less personnel and storage space. The files are stored in the cloud and hence use fewer resources are less costly compared to paper records which occupy large warehouses. Electronic sources of medical records provided standardized and structured documentation used for effective reporting (McWay, 2013). Electronic medical records are easily accessible and enhance communication between hospitals as well as health insurance companies. In a comparison of the two, the automated patient record system is yet to replace the paper record system, which has resulted in inconsistencies between the record systems (CMS, 2006). The hybrid system includes the process of maintaining both electronic and paper-based patient records. The hybrid system incorporates different mediums in the storage of particular files, which include the storage of transcribed data, scanned images, paper records, and other forms of electronic media. The main goal of the hybrid system is to ensure an environment with less paper by providing a more automated environment.
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Legal Issues in The Hybrid System
Various issues have been witnessed in the use of the hybrid system. For instance, many health institutions have experienced the challenge of managing the system because they lack the correct information necessary to merge the information to provide a complete record system. The legal issues surrounding hybrid records include high claims of medical malpractices due to risks. Hybrid files are prone to medical errors due to technical mistakes such as wrong input of information, highlighting, or printing (McWay, 2013). Such records are also vulnerable, to fraud claims such as improper claims and billings. The system is also prone to breaches, theft, and unauthorized access to protected health information. Unauthorized access can lead to changes in the policy, which can lead to adverse results.
An evaluation of the Cedar bend record policy reveals compatibility with the guidelines. In the state of Ohio, which I am a resident, the retention, storage, and destruction of patient records is outlined by the Ohio medical department. My analysis reveals that the state regulations comply with the cedar bend record policy. The state retains records for five years upon which failure to appear leads to the destruction of the documents. The state stores permanently all master patient index records. The Ohio medical department, however, shows a difference from the cedar bend record policy in hospital guidelines (CMS, 2006). While adult medical records are retained for a maximum of five years in Ohio state, the Cedar Bend Record Policy Guidelines recommend ten years. All other guidelines outlined are in line with the state’s guidelines.
Cedar Bend Record Policy comply with Medicare condition of participation
An analysis of the Medicare condition of involvement shows that it conforms to the Cedar Bend Record Policy in various sectors. According to the law, hospitals are required to maintain, retain, and destroy records at given times (McWay, 2013). In the Medicare conditions of participation, record retention schedules requirements outlined are in line with the set criteria. Requirements involve maintenance of health information in multiple storage media and the creation of a clear and precise retention plan (CMS, 2006). The cedar bend hospital shows compliance to this effect in their maintenance of the hybrid system. The hospital ensues that all paper records are converted to electronic media after patient discharge which is in line with the Medicare conditions of participation for record maintenance. The Medicare condition for participation also address the federal record retention requirements, which requires comparison with the specific state requirement before the retention of record (O’herrin et al., 2004). Only small differences exist which create a difference and are as a result of different health laws which govern different states. Such differences are seen in destruction of records where cedar bend hospital is reliant on current technology for destruction and disposal while the Medicare conditions for participation require are not specific.
Cedar Bend Record Policy and HIPPA Security Rule
Health insurance portability and accountability act also referred to as the HIPAA contains security rules that were put in place to assist in the management of health records. The law provides various rules regarding the recording and retention of patient records (O’herrin et al., 2004). The act also puts in place various requirements, such as procedures and policies for plan formulation (McWay, 2013). For example, in the section outline documentation requirements, the act outlines that health organizations must adhere to the standard procedures as described in the health guidelines. Therefore, an evaluation of the plans made by cedar bend hospital, it is clear that it complies with the Health Insurance Portability and Accountability Act (HIPAA) Security Rules. The analysis thus shows the significance of health records for health organizations in providing patients’ information. Adequate health records enhance effective working in health organizations as well as better health management. Other benefits include sufficient allocation of resources which should be in line with the patient records available .
References
Centers for Medicare & Medicaid Services (CMS. (2006). Medicare and Medicaid programs; hospital conditions of participation: patients' rights. Final rule. Federal register , 71 (236), 71377.
McWay, D. C. (2013). Today's health information management: An integrated approach . Cengage Learning.
O’herrin, J. K., Fost, N., & Kudsk, K. A. (2004). Health Insurance Portability Accountability Act (HIPAA) regulations: effect on medical record research. Annals of surgery, 239(6), 772.
