POSTGRADUATE INSTITUTE OF MEDICAL EDUCATION AND RESEARCH, CHANDIGARH

Medical Records Department (MRD)

 

The Central Registration Department inducted in PGIMER, Chandigarh during the year 1962. This Department is responsible for registration and keeping of outdoor / indoor and special clinic records of the Institute including round the clock emergency registration at Nehru Hospital, Advanced Pediatric Centre, Advanced Eye Centre, Advanced Cardiac Centre and Advanced Trauma Centre. The department is preparing the hospital statistics. Irrespective of this department is also dealing with receipt and disposal of summons of the Institute and also carrying out the work related to Medical Disability Board, filling up of LIC/MLC forms, RTI, Reimbursement of Medical Bills, etc.

 

LOCATION, CONTACT PERSON, PHONE NUMBER, TIMINGS

 

Area

Contact person

Location / contact No.

Timing

 

 

Medical

Sr. Medical Record

Medical Records


Monday

Friday

Records

Officer

Department,

 

9.30 AM to 5.00 PM

Department

 

Cobalt Block, IInd Floor,

Saturday

– 9.30 AM

 

 

Nehru Hospital, PGIMER,

to 2.00 PM

 

 

 

Chandigarh.

 

 

 

 

 

 

Phone No. 2756015

 

 

 

      

New OPD Block

Sr. Medical Record

Room No. 3114, New

Monday

Friday

 

Officer

OPD Block, IIIrd Floor,

8.00 AM to 04.00 PM

 

 

PGIMER, Chandigarh.

Saturday – 8.00 AM

 

 

Phone No. 2756932

to 2.00 PM

 

     

Hospital

Jr. Medical Record

Room No. 8, Cobalt

Monday

Friday

Statistics

Officer

Block, IInd Floor, Medical

9.30 AM to 5.00 PM

 

 

Records Department,

Saturday -

9.30 AM to 2.PM

 

 

Nehru Hospital, PGIMER,


 

 

 

Chandigarh.

 

 

 

 

 

 

Phone No. 2756017

 

 

 

      

Medical  Record

Jr.Medical Record

Medical  Record  Library,

Monday

Friday

Library

Officer

Cobalt Block,IInd

 Floor,

9.30 AM to 5.00 PM

 

 

Nehru Hospital, PGIMER,

Saturday – 9.30 AM to 2.PM

 

 

Chandigarh.

 

 

 

 

 

Phone No. 2756182

 

 

 

      

Advanced

Jr. Medical Record

Medical Record

 

Monday

Friday

Pediatric Centre

Officer

Department,Ground

 

9.30 AM to 5.00 PM

 

 

Floor, Advanced Pediatric

Saturday – 9.30 AM to 2.PM

 

 

Centre, PGIMER,



 

 

 

Chandigarh.

 

 

 

 

 

 

Ph. NO. 2755663.

 

 

 

 

 

OBJECTIVES OF DEPARTMENT / SECTION

To provide prompt service to the doctors and patients / attendants by providing

Medical Record in quick and efficient manner.

 

ORGANIZATIONAL STRUCTURE

Officer Incharge, Medical Records Department,

(Faculty from Hospital Administration)

Sr. Medical Record Officer (One)

Medical Record Officer (Two)

Jr. Medical Record Officer (Seven)

Medical Record Technician (Two)

 

Medical Record Technician (Fifty six – through outsource) (Posted in different centres / areas of Nehru Hospital, Ad. Pediatric Centre,

Ad. Eye Centre, Ad. Cardiology Centre, New OPD Block through outsource)

 

SECTIONS / SUBSECTIONS AND THEIR TASKS

 

Outdoor

 

Main function of this section is to register a patient as an outdoor in the general OPD and special clinics. After registration, outdoor files of the patients are serialled and filed

accordingly. Reimbursement of Medical bills is also being solicited by this section.

 

Indoor

 

I. Incomplete area

 

Receiving of inpatient files: This area is responsible for receiving indoor treatment files of the patients discharged from the Institute as per midnight census prepared by the Nursing staff in the respective ward.

Assembling: Files received from the various ward of the Institute are arranged in the prescribed order and are punched accordingly.

Coding: These files are coded according to International Classification of Diseases prescribed by the WHO.

Indexing: Thereafter the same are indexed as per diagnostic code for making disease-wise information of indoor patients. Thereafter files are forwarded to the complete area for filling.

 

II. Complete Area

This area is responsible for serialling and filing of inpatient record as per admission number and for retrieval of the same as and when required.

III. Miscellaneous work

 

1. Filling up of MLC / LIC forms / Duplicate discharge summary

 

On receipt of request from the concerned police station / investigating officer for providing Medico-legal case summary, the treatment file is forwarded to the concerned department for making the same and on receipt back after needful, the same is issued to the concerned PS / IO.

 

Accordingly, on receipt of request from the patient / nominee for filling up the insurance claim form / making duplicate discharge summary, the same is forwarded to the concerned department alongwith the treatment file of the patient and on receipt back after needful, the same is issued to the quarter concerned.

 

2. Issue of files / record

 

This section issue files to doctors / patients / attendants for following purposes:

 

i)             Re-admission

ii)            Clinical presentation

iii)           Paper presentation

iv)           Thesis purpose

v)            Court evidence

vi)           Death certificate

vii)          Birth certificate

viii)         Copy of card

ix)          Copy of refer slip

x)           Copy of bill

xi)          Refund of security

 

3. Receipt and disposal of summons

 

This section is responsible for receipt and disposal of doctor’s summons of the Institute. Summons is received from various courts of the neighbouring states and the same are forwarded to the concerned department to depute doctor concerned to attend the Hon’ble court.

 

4. Medical Disability

 

This section is responsible for receipt and disposal of Medical disability certificate and sending the same for date of assessment to the concerned member of the Medical Disability Board. After receiving date of assessment, letters are issued to the patients to attend OPD of the doctor concerned (member) as per the date given by them.

 

After assessment by the Doctor, cases come back for final board meeting. Again patients are informed about the date of meeting through letters and as per assessment; final certificates are typed in the standard format for the same.

 

Notice of board meeting is prepared and issued to all members of the Medical Disability Board. On the date of meeting, signatures / thumb impressions of the patients are taken on the certificates. After the said meeting, the same are issued to them accordingly.

 

5. Correspondence

Correspondence related to court reply, reply to patient’s query, insurance claim, RTI cases, preparation of agendas and other work regarding noting and drafting of various types of work are being dealt.

 

6. Stationery Store

This section is responsible for stationeries like OPD Cards, OPD files, Special Clinic files, Indoor files, and other stationery items of day to day requirements. Maintenance of stock registers and issues the material to the staff of the department.

 

7. Hospital Statistics

This section is responsible for preparation of indoor / outdoor hospital statistics monthly / yearly (financial as well as calendar year). Supply of information is provided and when required.


8. Poor free information
As per the directions of the DPGI, the Medical Records Department is also compiling the poor free information of investigations and indoor patients received from the various departments of the Institute.


Human Resource Deployment
The Medical Records Department has deployed 56 Medical Record Technicians through an outsource. The said staff has been deployed at various counters in the OPD / IPD and emergency counters of the Institute.
Related Committees

 

Related Committees


Medical Record Committee
Policies and any other decision for Medical Record of the Institute is taken by the Medical Record Committee.

Medical Disability Board
Medical Disability Certificates are issued in its meeting held preferably on last Friday of every month

 

Download application form to apply for Medical Disability Certificate