Overview of the Patient Record Requests System
The Patient Record Requests System is software which has been developed for the management and control of requests received by Medical Records departments for the issue of copies of a Patient's medical records under the Data Protection Act.
KPMD have developed the Patient Record Requests System using Microsoft Access databases and Microsoft SQL Server. The system is multi-user and can be run across multiple sites, over a wide area network, to allow access by different Medical Record Departments, perhaps in different hospitals within an NHS Trust.
Key features are:
- easy searching, ordering and filtering of existing requests to check for duplicates click for screen shot
- allocation of tasks to staff members
- generation of standard forms and letters
- central location for all correspondance available to all users of the system
- actions / 'jobs to-do' and reminders click for screen shot
- clear indication of request progress to ensure no deadlines are missed
- simplified data entry with look-ups where required for patients, consultants and solicitors
- generation of statistical reports using graphs, data tables etc as required
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5 good reasons to use the Patient Record Requests System
Here are 5 reasons why you should choose Patient Record Requests System:
- Save staff time!:
- save duplication of effort for duplicate requests within an NHS Trust;
- lookup data already held for consultants and solicitors.
- Save money!:
- save postage and copying costs by eliminating duplicate requests;
- It's easy to use!:
- everything is held together in one unified system, giving a consistent approach to all of the functions in a modern, intuitive, Windows interface.
- Better reporting!:
- the system offers flexible reporting, graphs (where applicable), and the export of report data to MS Word and Excel.
- Better Management!:
- by holding information centrally it is far easier to oversee requests.
The Patient Record Requests System
The key data in the system is:
- requester - the name and contact details of the person requiring copies of medical records;
- patient - the name and contact details of a patient;
- request - request details, date received, date due;
- solicitor - the name and contact details of the solicitor involved;
- consultant - the name and contact details of any consultants involved;
- action - task required to resolve request eg letter to consultant;
- communication - a contact made with a participant, phone call, letter, email.
The system holds all contact data with a patient, that is, communications (phone calls, letters etc). Communications are recorded and Word documents generated using Word templates created by users. These Word templates use contact information such as name and address from the database. The Word documents generated are stored and recorded within the system so that they can easily be found again. The Word documents can be printed, sent as mail or fax, or as attachments with email. Documents received from the participants can be scanned and stored as images with the participant record keeping everything in one, easily accessible place.
Demonstrations
We are more than happy to demonstrate our system, at your office, here in Sheffield or a location of your choice. Please click here to email us!