|
Patient
condition reports. During
regular business hours, the Office of University Advancement Public
Affairs staff, (409) 772-2618, handles all calls from the media
related to patient condition. After 5 p.m. weekdays and on weekends
and holidays, call the UTMB operator at (409) 772-1011 and ask
to page the nurse administrator.
A copy of the UTMB policy 9.2.4, Release of Patient Information
to Family, Friends, Media may be accessed via the Internet at
http://www.utmb.edu/policy/ihop/
Accuracy
of records. Each of us is responsible for the integrity
and accuracy of business documents and records. All records, whether
of a medical, operational, or financial nature, should be maintained
in accordance with applicable laws and policy. No one may alter
or falsify information on any record or document. Making any false
statement in a medical record that is used to support billing
of medical services may be considered criminal fraud. Billings
to third-party payers (government and private insurance payers)
is an example of records that must be accurate and conform to
appropriate laws and regulations.
Retention
and disposal of records. We are required to maintain
an active and continuing records management program that identifies
vital and confidential records and ensures the appropriate retention
and disposition of records. No employee should tamper with records,
or remove or destroy them except in accordance with the approved
retention and disposition policy. Questions about specific record
retention requirements should be directed to UTMB’s Records Management
Department at (409) 747-5900, or your department’s record management
officer. All departments at UTMB must develop and maintain a record
retention schedule. UTMB departments must adhere to the schedule.
Return
to Table of Contents
|
|
Q |
A
local news reporter calls to ask me questions about a meningitis
patient who was admitted to the hospital through the Emergency
Room. Who should answer the reporter’s questions? |
A |
The Office
of University Advancement (OUA). During regular business
hours, call (409) 772-2618, and the OUA staff will manage
all calls from the media related to patient condition. After
5 p.m. weekdays and on weekends and holidays, call the UTMB
operator at (409) 772-1011 and ask to page the nurse administrator
and refer the reporter to the administrator. |
Q |
I
saw my ex-husband’s wife in the hallway at UTMB. I believe
she is being treated here. Can I look up her medical record
to determine why she is here? |
A |
No. This is
strictly forbidden. All medical information is private and
must be held in the strictest confidence. |
Q |
My
supervisor has asked me to change the date on a progress
note on a patient chart so that we can submit a bill. Am
I allowed to do that? |
A |
No.
Once a document has been completed it may not be altered.
An addendum may be made to the note, but the note should
not be changed and the addendum must be dated with the date
it is written. |
Q |
I am aware
that an outside auditor is on the way to look over some
of UTMB’s financial records. I am asked to immediately destroy
several boxes of records. What should I do? |
A |
Once you are notified an
auditor is coming to view certain records, do not destroy
any records requested for review by the auditor. Each UTMB
department has a formal record retention schedule that should
be followed. The schedule includes appropriate times to
destroy records. Just as records should be retained for
a specified amount of time, records should also be destroyed
on schedule. |
Q |
My department
is very low on file space, and I need to throw away old
files to make room for some new ones.
Can I throw away everything that is greater than three years
old? |
A |
No. Your department or
division has a formal retention schedule. Documents, records,
and files must be retained as long as the retention schedule
requires. You may arrange for storage of departmental files
by contacting UTMB Records Management at (409) 747-5900. |
|
