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
OBJECTIVES OF DEPARTMENT / SECTION
To provide prompt service to the doctors and patients / attendants by providing
Medical Record in quick and efficient manner.
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
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.
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:
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.
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.
Medical Disability Board