HOSPITAL HEALTH INFORMATION MANAGEMENT MANUAL 4th Edition 1

HOSPITAL HEALTH INFORMATION MANAGEMENT MANUAL
Copyright 2020 by the Department of Health. All rights

reserved. Subject to the acknowledgement of the Health
Facility Development Bureau (HFDB), Department of
Health, the Manual may be freely abstracted, reproduced or
translated in part or in whole for noncommercial purposes
only. If the entire Manual or substantial portions will be
translated or reproduced, permission should be requested
from the HFDB. Printed in the Republic of the Philippines.
National Library Cataloging-in-Publication Data
ISBN
Published by
Department of Health
San Lazaro Compound
Rizal Avenue, Sta. Cruz, Manila
1003 PHILIPPINES
PRODUCTION CREDITS
Project Leader: Madeliene M. Gabrielle Doromal, MSW, RSW
Terence John M. Antonio, MD, MBA
Copy Editor: Camille Ann C. Ople
Development of this Manual was initiated, completed

and subsequently published through the HFDB.
For inquiries, contact the Bureau:
Phone: +63 2 8651 7800 locals 1401, 1403, 1408

Email Address: [email protected]
Health Facility Development Bureau, Department of Health
Hospital Health Information Management Manual
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ACKNOWLEDGEMENT
The 4th Edition of the Hospital Health Information Management Manual was made possible
by the exemplary commitment and dedication of the Technical Working Group and Technical
Experts for their contribution and unselfish cooperation on the development of this revised
manual:
THE TECHNICAL WORKING GROUP
TERENCE JOHN M. ANTONIO, MD, MBA

Project Leader
OIC-Division Chief, Policy Planning and Program Development Division
Health Facility Development Bureau
MADELIENE GABRIELLE M. DOROMAL, MSW

Chairperson
Development Management Officer IV
Policy Planning and Program Development Division
Health Facility Development Bureau
MELINDA C. TAN, MPA

Vice-Chairperson
Supervising Administrative Officer
Tondo Medical Center
Members
Ana Marie M. Acejas, MPA Rommel Paul G. Flores

Supervising Administrative Officer Supervising Administrative Officer
Zamboanga City Medical Center Baguio General Hospital and Medical Center
Lina R. Patoc, MRM Haide M. Pleños, LPT, MPA

Bicol Medical Center Davao Regional Medical Center
Lucila M. Villareal, MBA Josephine N. Santiago

Dr. Jose Fabella Memorial Hospital Ilocos Training and Regional Medical Center
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Michelle P. Ocampo Josephine U. Hubilla, MHA

Supervising Administrative Officer Chief Administrative Officer
Jose B. Lingad Memorial Regional Hospital National Kidney and Transplant Institute
Gensela L. Lacambacal, MM Myrna C. Beramo, MBA/PA

Records Officer V Supervising Administrative Officer
Philippine General Hospital Research Institute for Tropical Medicine
Lani P. Paler, MPA, MBA-HA, FPCHA Isabel U. Asufra, MPA

Southern Philippines Medical Center Vicente Sotto Memorial Medical Center
Eileen B. Tabasin Nida V. Sonza, MMPM

Statistician II Supervising Administrative Officer
Western Visayas Medical Center West Visayas State University Medical Center
Our profound gratitude to the following Resource Person/Consultants who have provided their
expertise in writing, critiquing and guiding in the development of this manual.
TECHNICAL EXPERTS
Leriza L. Escarpe Records Officer III
Philippine General Hospital
Annabelle M. Cabral Medical Records-Supervisor

University of Santo Tomas
Sheila May A. Tronco Statistician II

West Visayas State University Medical Center
Ma. Leilani T. Tecson Head-Health Information Management

Department (HIMD)
Jose Abad Santos General Hospital
Frederick C. Dacanay Head-Health Information Management

Department (HIMD)
Ospital ng Parañaque
PMAJ June Christy B. Manga, RN, MPA Chief, Health Information Management
Service (HIMS)
PNP General Hospital
Philip Aquino Administrative Officer V

Treatment and Rehabilitation Center-Bicutan
Xandro S. Mastura, RN Assistant Health Records Officer

Cotabato Sanitarium
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Anthony General Administrative Officer III

Sulu Sanitarium
Dennis A. Adlawan, RN, MAN, MBA Administrative Officer V

Eversley Childs Sanitarium and General Hospital
Jennifer P. Buenaflor, RN Administrative Officer In-Charge-Health

Information Management Unit (HIMU)
Mariveles Mental Wellness and General
Hospital
Emelita R. Maca Head, Health Information Management Unit

(HIMU)- Retired
Mariveles Mental Wellness and General
Hospital
Lourdes L. Palapal Supervising Administrative Officer- Retired

National Center for Mental Health
SECRETARIAT
Ms. Chrys Abigail M. Paita Development Management Officer III
Ms. Myca E. Galat Development Management Officer III
We are grateful for the support and encouragement from Dr. Ma. Theresa G. Vera, Director IV of
the Health Facility Development Bureau (HFDB), and Dr. Terence John Antonio, OIC-Division
Chief of the Policy, Planning and Program Development Division of the HFDB in the completion
of the manual.
We extend our sincere appreciation to the chiefs of the health care facilities for providing inputs
during the consensus building of the Manual, and who generously allowed their HIMD Officers,
Statisticians and Administrative Officers to join the Technical Working Group (TWG).
We are grateful to the assistance of the following Central Office Staff in providing their technical
expertise, their guidance during the stakeholders’ consultative writeshops, workshops and in the
series of virtual meetings, as well as administrative and clerical support, towards the completion
of the Manual:
CENTRAL OFFICE
Ms. Josephine L. Guiao, RND, DCN, MSc Development Management Officer IV
Ms. Faye Diana C. Chua, RPh Development Management Officer IV
Ms. Rhod-Ann A. Lebrino Administrative Assistant V
Mr. Henry Ryan Dominic G. Cajandig Administrative Assistant III
Ar. Jean Paolo L. Policarpio Development Management Officer III
Ms. Laika S. Guerrero Administrative Assistant VI
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EDITORIAL SUPPORT
Mr. Glenn A. Cruz Development Management Officer III
Ms. Camille Ann C. Ople Senior Administrative Assistant II
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Definition of Terms
Autopsy Rate
The proportion of deaths that are followed by the performance of an autopsy.
Bed Occupancy Rate

The ratio of actual Inpatient Service Days to the maximum inpatient days determined by bed capacity during
any given period of time.
Bed Turnover Interval

The average period in days that an available bed remains empty between the discharge of one inpatient and
the admission of the next.
Bed Turnover Rate

The number of times a bed, on average, changes occupants during a given period of time.
Caesarean Section Rate

The ratio of the number of Caesarian sections performed to the total number of deliveries including
Caesarian sections for a certain period.
Census
The number of patients present in the hospital at any given period with a standard cut-off time at 12:00
midnight
Clinical coding
The translation of diseases, health related problems and procedural concepts from text to
alphabetic/numeric codes for storage, retrieval and analysis.
Complication
Any disease or disorder that occurs during the course of (or because of) another disease.
Confidentiality
A legal and ethical concept that establishes the healthcare provider’s responsibility for protecting health
records and other personal and private information from unauthorized use or disclosure.
Consent
The process by which patients are made to participate in the decisions involved in their health care. It
includes a patient-doctor discussion on the nature of the decision for procedure, reasonable alternatives to
proposed intervention, the relevant risks, benefits and uncertainties.
Consent Forms
Copies of consents for admission, treatment, surgery, and release of information.
Consultation Rate
The ratio of consultation following an attending physician’s request to a consultant to examine a patient and
give a second opinion.
Culling
The identification and removal of inactive records or those which have already reached their mandated
and/or prescribed retention period from the filing/storage area for disposal.
Death Rate
The proportion of inpatient hospitalizations which ends in death; also serves as a basis in evaluating the
quality of medical care.
Diagnosis
A word or phrase used by a physician to identify a disease from which an individual patient suffers or a
condition for which the patient needs, seeks, or receives medical care.
Diagnostic Procedure
Any procedure employing analysis and examination to identify a disease or condition.
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Discharge Summary
A concise summary of a hospital stay, including the reason for admission, significant findings from tests,
procedures performed, therapies provided, response to treatment, condition at discharge, and instructions
for medications, activity, diet, and follow-up care.
ED Death
Refers to deaths of patients occurring in the ER, including patients who were revived by initial resuscitative
measures at the ER but eventually died there, regardless of the time of stay in ER
Clinical Cover Sheet

Also known as “Admission and Discharge Record” or “Face Sheet”; contains personal data like name,
address and other social data.
Fetal Death Rate

The ratio of intermediate and late fetal deaths to total number of births including intermediate and late fetal
deaths.
Health Facility
Refers to an institution that has health care as its core service, function or business. Health care pertains to
the maintenance or improvement of the health of individuals or populations through the prevention,
diagnosis, treatment, rehabilitation and chronic management of disease, illness, injury and other physical
and mental ailments or impairments of human beings.
Health Information Management (HIM)

The study of the principles and practices of acquiring, analyzing, and protecting digital and traditional medical
information vital to providing quality patient care. HIM is the link to clinicians, technology designers, and
information technology; and is the value-adding bridge between patients’ health information and government
and regulating agencies.
Health Record
Formerly known as Medical Record, is a chronological written account of a patient’s examination and
treatment that includes the patient’s medical history and complaints, the physician’s physical findings, the
results of diagnostic tests and procedures, and medications and therapeutic procedures.
Health Record Number

A permanent identification number assigned in straight numerical sequence by the admission staff and is
recorded on all health record forms relating to that particular patient.
History and Physical Examination

A document that describes any major illnesses and surgeries you have had, any significant family history of
disease, your health habits, and current medications.
Hospital
An institution, building or place, government or private, duly licensed by the Department of Health and
accredited by PhilHealth, where there are installed beds, cribs or bassinets for 24-hour use or longer by
patients in the treatment of diseases, injuries, deformities, abnormal physical and mental states, and/or
maternity cases.
Imaging Reports
Describes the findings of x-rays, mammograms, ultrasounds, and scans. The actual films are maintained in
the radiology or imaging departments or on a computer.
Immunization Record
A form documenting immunization given for diseases such as polio, measles, mumps, rubella, hepatitis, and
the flu. Parents should maintain a copy of their children’s immunization records with other important papers.
Indicator
A measurable variable or characteristic that can be used to determine the degree of adherence to a standard
or achievement of quality goals.
Infant Death Rate

The ratio of the total number of infant deaths including neonatal and post neonatal deaths rate of a live born
infant at any time from the moment of birth to the end of the first year of life (364 days, 23 hours, 59 minutes
from the moment of birth)
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Information
Meaningful, interpreted and processed data used to make judgment on a hypothesis or answer a research
question.
Informed Consent
Generally understood as the implied or explicit (read: written permission) given by the patient prior to
initiation of care following provision of sufficient information to make an informed judgment on medical
treatment choices. It, however, refers more to the process by which patients are made to participate in the
decisions involved in their health care. Informed consent is founded on patients’ legal and ethical right to
direct what happens to their bodies and from the doctor’s ethical duty to involve patients in the treatment
process. It includes a patient-doctor discussion of the following issues: the nature of the decision or
procedure; reasonable alternatives to the proposed intervention; the relevant risks, benefits, and
uncertainties serv
Inpatient
A patient admitted in the hospital receiving healthcare services and who is provided with room, board and
continuous nursing services in a unit or area of the health facility.
Inpatient Service Days

A unit of measure denoting the services received by an inpatient in a 24-hour period or any fraction of the
day thereof.
Laboratory Results
Describe the results of tests conducted on body fluids. Common examples include a throat culture,
urinalysis, cholesterol level, and complete blood count (CBC). The health record does not usually include
your blood type. Blood typing is not part of routine lab work.
Legitimate Purposes
Valid reasons for the request such as for management Decision, Statistical Purposes and reporting to DOH,
Mortality/Morbidity Conferences of Clinical Departments, Submission to Regulatory bodies as per Republic
Act, Administrative Orders and Memorandum Circulars, for submission to Adjudicatory bodies (PNP, NBI
and other law enforcement agencies) provided a written request from the Chief/Director of their respective
agency is presented etc.
Length of Stay
The number of days a patient remains in the hospital.
Loose Sheets
Vast quantities of unattached laboratory, ECG, and other tests results
Maternal Death Rate

The ratio of deaths resulting from obstetric complications of the pregnancy state (pregnancy, labor, and
puerperium) from interventions, omissions, incorrect treatment, or from a chain of events resulting from any
of the above.
Medication Record
A list of medicines prescribed or given to a patient.
Morbidity
Refers to the state of having a disease (including illness, injury or deviations from normal health), the number
of sick persons or cases of disease in relation to a specific population.
Mortality
Refers to the death rate in relation to a specific population; or a fatal outcome or in one word, death. The
word “mortality” is derived from the word “mortal” which came from the Latin “mors” meaning death.
Nurses’ Notes
Contains observations of the patient, the treatment given, the response to treatment, and any unusual
occurrences, medication, instructions and the advice for follow-up consultations.
Operative Report
A document that describes surgery performed and gives the names of surgeons and assistants.
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Outcome
The effect of care on the health status of patients and populations seen in less impairment of functions, less
pain and suffering,
Out-patient
A patient who consults and receives health care services in the health facility without being admitted and
does not occupy a bed for any length of time
Pareto Chart
Data analysis tool which combines analysis of the frequency of a problem and analysis of its causes by
identifying the most influential cause or causes, also called the “vital few,” thereby separating them from the
“trivial many.”
Pathology Report
Describes tissue removed during an operation and the diagnosis based on examination of that tissue.
Patient Rights
The moral and legal entitlement of a patient to care.
Perinatal Death
Refers to fetal deaths and live births with only brief survival, usually days or weeks, or the death of an infant
between birth and at the end of the neonatal period.
Physician's Orders
Physician’s directions to other members of the healthcare team regarding medications, tests, diets, and
treatments.
Plan-Do-Study-Act Cycle
A structured, cyclical process for developing and implementing change and improvement.
Power of Attorney
A legal document giving a person (called an “agent” or “attorney-in-fact”) the power to act for another person
(the principal).
When incapacity is anticipated, a person may grant power of attorney to another person. Power of attorney
is the legally recognized authority to act and make decisions on behalf of another party. This authorizes the
designee to act on behalf of the person who is now incapacitated. The person with power of attorney is often
responsible for making decisions regarding the disclosure of health information to others.
Problem List
List of illnesses, injuries, and other factors that affect the health of an individual patient, usually identifying
the time of occurrence or identification and resolution.
Progress Notes
Notes made by the doctors, nurses, therapists, and social workers caring for you that reflect a patient’s
response to treatment, their observations and plans for continued treatment.
Quality Improvement
Upgrading from previously accepted minimal performance standards.
Quality Management
The organization-wide pursuit of quality.
Registers
An official list of all patients treated and/or admitted in a particular health facility
Risk management
An organized effort to identify, assess, and reduce, where appropriate, risks to patients, visitors, staff and
organizational assets.
SOAP
Sequence of evaluating the care needed for any particular patient.
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Standards
Statements of expectations for the inputs, processes, behaviors and outcomes of health systems.
Stillbirth rate
See fetal death rate.
Tracers
Also known as “outguides”, used to ensure proper record control whenever the health record is removed
from file for any purpose.
Telemedicine
Refers to the practice of medicine by means of electronic and telecommunications technologies such as
phone call, chat or short messaging service (SMS), audio- and video-conferencing, among others, to deliver
healthcare at a distance between a patient at an originating site, and a physician at a distant site.
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List of Figures
Figure
1 Organogram for HIMD 6
2 Organogram for Professional and Allied Health Services 7
3 Organogram for Government Hospital Level 3 with 200 to 1500 beds 7
4 Diagram Showing “Safety Pulpit Ladder” and Kick Stool 11
5 Standard Arrangement of Filing Cabinets 12
6 Working/Completion Area 13
7 Diagram Showing Proper Lighting 14
8 Process Flow of Health Record 38
9 Process Flow in Response to Subpoena duces tecum 92
10 The PDSA Cycle 103
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List of Tables
Table
1 Example of Practical HIMD Planning 8
2 Advantages and Disadvantages of the Types of Health Record Assembly 43
3 Sample Table for Summary of 24-hr Floor Census Report per Ward 49
4 Sample Table for Summary of Daily Floor Census Report 49
5 Procedure on the Processing of 24-hr Floor Census 50
6 Procedure on the Preparation of Statistical Report 51
7 Advantages and Disadvantages of Filing Systems 59
8 Procedure in the Disposal of Health Records 67
9 Procedure in the Preparation of Birth Certificates 68
10 Procedure in the Preparation of Death Certificates/ Fetal Death 69
11 Comparison of Paper vs. Electronic 99
12 The PDSA Cycle- Step by step 103
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List of Annexes
Annex
A Overview of EMR 110
B Patient’s Health Record Audit 113
C Outpatient Clinical Record 116
D Emergency Treatment Record 117
E Daily Floor Census 120
F Clinical Cover Sheet 122
G Doctor’s Orders and Progress 123
H Nurse’s Progress Notes 124
I Clinical Laboratory Result Form 125
J Medical History and Physical Examination 126
K Clinical Abstract 129
L Discharge Summary/Clinical Abstract 130
M Admission Slip 131
N Patient Information Sheet 131
O Request for Access to Health Records 132
P Referral Form 133
Q Inter-Departmental Referral Sheet 134
R Certificate of Confinement 135
S Medical Certificate 136
T Medico-Legal Certificate 137
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U Proposed Qualification Requirements and Job Descriptions for 138

the Different Categories of the HIMD Staff.
V Proposed Standard Staffing Pattern for HIMD in Level 3 146

Government Hospital with 200 to 1500 Beds
W Summary of Formulas for Hospital Statistics 147
X Self-Assessment Tool 151
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Table of Contents
Messages iii
Foreword v
Preface vi
Acknowledgement vii
Definition of Terms xi
List of Figures xvi
List of Tables xvii
List of Annexes xviii
Chapter 1 Health Information Management Department (HIMD) in Hospitals

1.1 Objectives 1
1.2 Functions 2
1.3 HIMD Linkages 3
Chapter 2 Administration and Management of HIMD

2.1 Organizational Structure of HIMD 6
2.2 Management Process 7
2.3 Physical Facilities and Equipment 9
2.4 Standard Staffing Pattern 16
Chapter 3 Health Record Standards and Policies

3.1 Overall Considerations in Defining the Philippine Health Record Standards 18
3.2 Philippine Health Record Standards and Policies 19
3.2.1 Standard 1: Health Record Creation 19
3.2.2 Standard 2: Health Record Documentation 23
3.2.3 Standard 3: Health Record Storage and Safekeeping 25
3.2.4 Standard 4: Health Record Accessibility 26
3.2.5 Standard 5: Health Record Report Generation 32
3.2.6 Standard 6: Continuous Quality Improvement 33
3.2.7 Standard 7: Medical Research 34
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Chapter 4 Health Record Systems and Procedures

4.1 Creation of Health Record 38
4.2 Assembly of Health Record 41
4.3 Analysis of Health Record 44
4.4 Clinical Coding 47
4.5 Collection of Statistical Data 48
4.6 Filing of Health Record 52
4.7 Retrieval of Health Records 61
4.8 Retention and Disposal of Health Records 66
4.9 Processing of Health Information/ Issuance of Certificates 68
4.10 Telemedicine 70
Chapter 5 Hospital Statistics
5.1 The Need for Hospital Statistics 72
5.2 Characteristic of Quality Hospital Statistics Data 73
5.3 Collection of Healthcare Statistics 73
5.4 Measures of Hospital Utilization 73
5.5 Measures of Health Facility Performance 78
Chapter 6 Health Records in Medico-Legal, Investigative and Court Procedures

6.1 Ownership of the Health Record 88
6.2 Accessibility 88
6.3 Confidentiality 88
6.4 Health Record with Investigative Concern 91
6.5 Records Subpoenaed by the Court 91
6.6 Informed Consent for Medical and Surgical Procedure 93
Chapter 7 Introduction to Electronic Health Record

7.1 Introduction 71
7.2 Electronic Health Record (EHR) Defined 95
7.3 Goals and Principles upheld by EHR Implementation 95
7.4 Guide for Health Facilities Towards Adopting EHR 96
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7.5 Electronic Medical Records 99
Chapter 8 Continuous Quality Improvement for HIMD

8.1 Composition of CQI Team in HIMD 101
8.2 Expected Outcomes of the Quality Improvement Activities 102
8.3 Essential Elements of Quality Improvement 102
8.4 Plan-Do-Study-Act (PDSA) Cycle 103
8.5 Risk Management 105
References 107
Annexes 110
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CHAPTER 1
Health
Information
Management
Department in
Hospitals
The Health Information Management Department (HIMD) is responsible for enhancing
patient care through the use of data contained in the health record (digital or manual medical
information), either individually or collectively. The general function of the HIMD is to provide
an organized system of measuring quality patient care and to ensure that sufficient data is
written in a sequence of events to justify the diagnosis, warrant the treatment and end results.
The department is tasked to process, analyze, maintain, and safekeep all health records
created/maintained in the health facility in the course of the care. The department plays a key
role in the generation of health statistics to evidence-based medical care and management
practices. Quality of records and documentation are also one of the emerging roles of the HIMD
in the Hospital. The revenues generated through reimbursements from third party payers are
dependent on the quality of records and documentation.
1.1 Objectives
The HIMD shall provide effective and efficient service to clients of the health facility
and shall meet the following objectives and standards:
1. Improve the accessibility of the health records.
2. Ensure the creation and maintenance of quality and standardized health records for every
patient treated.
3. Ensure that data are electronically recorded using a health record system validated by the
DOH in compliance with the EMR implementation.
4. Ensure greater utilization of health facility statistical reports.
5. Assist in strengthening quality programmes e.g., Patient Safety, Continuous Quality
Improvement (CQI), Infection Prevention and Control, Risk Management, etc., in the
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health facility.
6. Participate in research and studies which the facility, the members of the medical and
allied staff, and other authorized researchers are engaged in.
7. Implement staff development.
1.2 Functions
1. Maintain all health records in accordance with the principles and practices of
efficient and effective health record management.
2. Maintain comprehensive indexes (e.g. Master Patient Index, Disease Index) and
registers (e.g. Admission, Discharge, Operation/Procedure, Delivery Room (DR),
Out-Patient Department (OPD), Emergency Department (ED), Birth and Death
Registers). These are official records for patient identification and important
retrieval tools for needed data and information when health records are already
disposed-of.
3. Review records for completeness and accuracy, coding of diseases, operations, and
special therapies according to approved nomenclature and classification.
4. Maintain a comprehensive and up-to-date unit health record for each patient
ensuring that all relevant information is collected and written in the record and filed
correctly.
5. Respond to all subpoena duces tecum addressed to the HIMD.
6. Maintain and safeguard the confidentiality of the health record.
7. Provide health records, upon request for patients’ visit to the OPD and Emergency
Department (ED), and admission to the inpatient’s ward for benefit claims,
insurances and litigation/legal purpose/s.
8. Ensure that all diagnostic reports/results are promptly and accurately filed in their
respective patient’s record.
9. Collate and compile data and generate statistical reports required by respective
health facility management, the DOH, as the health regulatory body, and Philippine
Health Insurance Corporation (PHIC), as the country’s health accreditation agency.
10. Prepare periodic statistical reports on morbidity and mortality, birth, utilization of
hospital services, OPD/ED services, as well as surgery performed, and cases
receiving special form of therapy and other related data.
11. Participate in approved research activities and study programs conducted by doctors
and authorized researchers by providing data/information from patient's health
records.
1.2.1 Other Functions
Patient Health Records Committee (PHRC)
The Head of the HIMD in Level 1, Level 2 and Level 3 hospitals, shall participate as a
member of the Patient Health Records Committee (PHRC), formerly known as the
Medical Records Committee. The PHRC may act as the Forms Committee and/or a
liaison between the Chief of the Medical Service and other departments. The members
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of PHRC shall consist of representatives from the various clinical services of the
hospital. The committee shall provide efficient support to the Head of the HIMD in the
formulation of effective institutional standards, policies, systems and procedures most
especially in the timely documentation and the completion of health records.
The membership of the PHRC includes, but not limited to the:
● Chairperson – representative from the medical service.
● Members – representative from the hospital administration; nursing service; allied health
services and the Head of the HIMD.
PHRC shall have the following functions:
1. Conduct regular meetings (once every three months or more frequently, if required)
for performance evaluation of planned activities of the committee including
monitoring of all health records not completed within the specified time.
2. Recommend standards, policies, systems and procedures in health record
documentation and in the implementation of Clinical Documentation Improvement
(CDI) in the hospital.
3. Monitor the quality of documentation of the health records.
4. Review all health record forms to determine its effectiveness in the collection of
the needed data/information and revise if there is a need for it.
5. Validate health record analysis in relation to hospital’s performance.
6. Lead in the implementation of accurate and complete Medical Certification of
Cause of Death (MCCOD) for quality mortality data in the hospital.
1.3 HIMD Linkages
The HIMD must at all times maintain harmonious working relations with other service
components of the health facility to efficiently and effectively perform its functions particularly
in the creation and maintenance of quality health records for the benefit of the patient and
facility in general. The Head of HIMD is mandated to implement facility-wide coordination
and linkages to other departments.
A. Office of the Medical Center Chief of Hospital/Chief of Hospital

1. Professional Education, Training and Research Office/Unit (PETRO/PETRU)
● Coordinates needed data/information on available technical Learning Development
Intervention (LDI) and corresponding budget for the HIMD staff.
● Provides lists of participants to undergo LDIs
2. Integrated Hospital Operations and Management Service (IHOMS)
● Coordinates the maintenance of the Health Information System (HIS) of the
hospital and other systems used by the HIMD, including the provision, repair &
maintenance of IT equipment.
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● Provides assistance in the enhancement of electronic health/medical records.
B. Medical Service
● Coordinates in the creation of accurate and complete medical information/ diagnostic
results for patient care management for proper and timely documentation.
● Provides assistance in the completion of health records (digital/manual) and research studies.
C. Allied Health Professional Service
1. Pharmacy
● Provides data/information on the drugs, medicines, intravenous fluid (IVF) and
other dispensed for the treatment and care of the clients during the period of
confinement and pharmacy interventions provided to patients.
2. Medical Social Work

● Provides data/information on the classification of patient, social services extended
or assistance provided to the patient for his treatment and care
● Coordinates needed data/information for preparation of case study for service
patients and others seeking assistance from concerned financial institutions.
● Request for clinical abstract/discharge summary for absconded patients seeking
financial assistance and insurance reimbursement with prior approval of the
Medical Center Chief.
● Assists in the identification of John Doe/Jane Doe, abandoned clients and
unclaimed cadavers.
● Assists in the completion of birth certificates for abandoned newborn babies and
death certificates for unclaimed cadavers.
3. Nutrition and Dietetics
● Provides data/information on the nutrition-related services given to the client such
as diet during confinement, and diet counselling.
● Coordinates with the nutrition and dietetics service in the implementation of
Nutrition Care Process.
● Provides technical assistance to the Registered Nutritionist Dietitian in the
preparation of bi-annual hospital Nutrition Care Process reporting form.
D. Nursing Service
● Submits 24-hour daily floor census together with the health records of discharged
patients.
● Coordinates prompt submission of completed and accurately accomplished pre-form/
worksheet of Birth and Death Certificates.
● Provides standards in health record documentation for the creation of quality health
records.
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● Provides assistance in the completion of health records (digital/manual), case
presentation and research studies.
E. Hospital Operations and Patient Support Services (HOPSS)
1. Human Resource Management Office (HRMO)
● Coordinates with PETRO for the conduct of needed HIMD technical LDI.
● Coordinates for technical assistance in recruitment, selection and promotion of
HIMD staff.
● Recommends adequate human resource and appropriate qualification standards
for the various HIMD staff.
● Submits regular reports on hospital human resource complement to HIMD.
● Complies with the prescribed HRMO requirements relative to HIMD personnel.
2. Procurement Section and Materials Management
● Coordinates in the selection and purchase of needed HIMD office supplies and
equipment.
3. Engineering and Facilities Management
● Provides assistance and maintenance related to infrastructure of the HIMD working
area
F. Finance Service
1. Billing and Claims
● Coordinates with HIMD for the health records and documents needed for insurance
purposes, e.g., insurance reimbursements for PhilHealth, HMO and other insurance
companies.
● Provides needed data for monthly mandatory hospital statistical reports.
2. Budget
● Coordinates with the HIMD’s needed operational budget.
● Provides needed data and hospital statistics.
3. Accounting
● Coordinates with HIMD’s in the release of operational budget based on approved work
and financial plan and Project Procurement Management Plan (PPMP).
● Provides needed data and hospital statistics.
4. Cash Section
● Provides order of payment for medical certificate and other requested health record
documents/issuances.
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CHAPTER 2
Administration and
Management of HIMD
2.1 Organizational Structure of HIMD
Fundamental to effective management is the development of an organizational chart which

shows the line of authority and responsibility. Likewise, it indicates the channels of communication
and protocol. The institutional objectives, as well as the principles of effective organization are
considered foremost in the formulation of the organizational chart.
To cope with the current trends in the Hospital HIMD, a new functional and organizational structure
is proposed and is still subject for the approval of DBM as of this writing (See Figure 1). There is an
existing Organizational Structure and Staffing Standards for Government Hospitals approved last
2013.
Figure 1. Organogram for HIMD.
OFFICE OF THE MEDICAL CENTER CHIEF
PROFESSIONAL AND ALLIED HEALTH SERVICE
PATIENT HEALTH HOSPITAL HEALTH MEDICO LEGAL

RECORDS COMMITTEE INFORMATION MANAGEMENT OFFICER
(Formerly medical records
committee) DEPARTMENT Act as legal consultant
Overall in-charge and responsible for the pertaining to medico-legal
Policy recommending committee
management and supervision of the HIM aspects of health records
on matters pertaining to HIM.
ADMITTING / ER INPATIENT OUTPATIENT HEALTH RECORDS HEALTH DATA

HEALTH RECORDS HEALTH RECORDS HEALTH RECORDS PROCESSING AND
MANAGEMENT MANAGEMENT MANAGEMENT ANALYTICS
RELEASING
1. Collection of patient data 1. Receiving and 1. Encoding 1. Birth Certificate 1. Collection & Generation
& Verification of Monitoring of Health 2. Receiving & Releasing 2. Certificate of of Hospital Statistical
information & Records of Health Records Confinement Report
Registration of Patient 2. Assembly 3. Filing & Retrieval 3. Medical Certificate 2. Analysis and
2. Encoding 3. Health Records Analysis 4. Health Records Analysis 4. Death Certificate Interpretation of Data
3. ER Health Records 4. Clinical Coding 5. Clinical Coding 5. Insurance claims 3. Timely Submission of
Analysis 5. Encoding 6. Registry (Non-PhilHealth) Statistical Report
4. Clinical Coding of ER 6. Registry 7. Disposal & Management 6. Subpoena 4. Research Support
health records 7. Filing and Retrieval of Records 7. Release of 5. Validation of data
5. Receiving /Releasing & 8. Disposal and 8. Security & Information 6. Quality and Performance
6. Monitoring of ER health Management of Records Confidentiality 8. Research Request Measures Monitoring
records 9. Security and 9. Clinical Documentation 9. Reproduction Assistance
7. Filing & Retrieval of Confidentiality 10. Improvement 10. Security and
MPI 10. Clinical Documentation Confidentiality
8. Registry Improvement
9. Security&
Confidentiality
9. Monitoring of Patient
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Figure 2. Organogram for Professional and Allied Health Services.
Figure 3. Organogram for Government Hospital Level 3 with 200 to 1500 Beds.
2.2 Management Process

Management is defined as the process of getting things done through and with people. It is
the effective utilization of resources towards the accomplishment of the specified objectives. Four
basic components emerge from any definition of management: objectives, staffing,
processes/procedure, and resources.
Five Functions of the Management Process

1. Planning involves the identification and implementation of activities and programs to meet its
objectives. Planning is the crucial step in the management process, but is often the most
neglected. It includes the review and evaluation of the outcome in order to determine the planned
objectives were achieved. The planning process for health information management involves:
● Setting the objectives;
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● Developing policies and procedures, rules and regulations; Setting standards and goals;
Determining the projects and programs; Implementing and monitoring the plan; and
Evaluating the plan in relation to the effectiveness, efficiency and impact on the
goals/objectives of the HIMD.
Purposes of Planning
● Enables the HIMD to attain its goals and objectives;
● Facilitates the allocation of resources (e.g. time, people, supplies);
● Serves as a basis for measuring the performance and determining and addressing
deviations or variances (actual vs. planned); and
● Serves as a useful reference in the preparation of the budget.
Table 1 below gives an example of practical HIMD planning that affects its performance.
Table 1. Example of Practical HIMD Planning.
Issues Impact Action Plan Timeline

1. Incomplete Delay in processing Strengthen hospital policies and End of first quarter
health record of health records, procedures
statistical reports and
issuances
2. Unauthorized Noncompliance to ● Review of existing policy Immediately
access of Data Privacy Act of ● Reorientation of the
health record 2012 HIMD personnel on Data
Privacy Act
3. Inadequate Occupational risk Observe regular disposal of Annual
storage valueless records
Inaccessibility of Request of additional storage Immediately
health records space/filing shelves
2. Organizing involves the identification, distribution, and scheduling of resources toward the
accomplishment of the objectives. Organizing requires an understanding of the principle of
staffing and work distribution. It also includes the allocation of materials, equipment and space.
This is the process by which employees in the HIMD must have coordination, either within the
department or with other departments.
Formalizing the organizational structure of the HIMD
a. Organizational chart is a graphic representation of all positions in the department.

b. Organizational manual. The HIMD shall have a set of written policies and procedures
which shall be properly disseminated.
c. Organizational Development – this involves the following:
● continued in-service training and development for the staff
● regular meeting and communication between the staff and officers
● dissemination of results of the Patient Health Records Committee meetings
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● feedback mechanism on the performance of the staff.
3. Directing is the act of leading and motivating individuals to work harmoniously, effectively
and efficiently to attain the objective. It involves leadership, supervision, delegation,
communication, coordination, motivation etc.
4. Controlling involves comparing against set standards, identifying unit of work and index of
performance.
5. Evaluating involves determining results against plans, using effectiveness and objectives using
effectiveness and efficiency of indicators.
2.3 Physical Facilities and Equipment
The Health Information Management Department (HIMD) shall be big enough to

accommodate active, inactive and incoming health records. Ideally, it shall have a separate working
area which shall be adequate for the HIMD staff and sufficient filing/storage area for confidentiality,
security and health reasons. However, such requirements may vary depending on the category of the
health facility.
HIMD shall be properly ventilated to protect the integrity and quality of written and electronically
produced documents.
Volatile and flammable liquids shall not be placed inside the records room, and “NO SMOKING”
and “AUTHORIZED PERSONNEL ONLY '' signages shall be strategically posted inside the HIMD.
It is important to consider the accessibility of the location i.e., possibly near ER and OPD, the number
of personnel, records generated and its prescribed retention period, the designated area for the
activities involved such as the completion area for doctors, health record imaging/scanning, and
sorting of health records for filing and safekeeping. It is a must that the working area and storage
area should be separated to ensure the confidentiality and security of health records.
In the event the space allocated for the HIMD is not enough to accommodate all records, a plan to
transfer inactive records to an inactive records storage area shall be considered. This shall decongest
the filing area, give way to incoming records, and shall facilitate prompt retrieval of needed health
records. A health record not activated within five (5) years or as may be determined by the health
facility’s management after the last date of treatment and/or admission of the patient shall be
considered inactive.
2.3.1 Space Requirement
Space requirement for inpatient records shall be calculated using the following formula:
(Annual Discharges including Newborn*) + (New Outpatient) x (Retention Period)

Storage Space Required = -------------------------------------------------------------------------------------------
(Records per meter)
* Newborn = Non-pathologic
Example: Data Given
Annual Discharges = 23,000

New Admissions = 6,720
Re-admissions = 16,800
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Annual New OPD Registration = 3,000
Newborn = 1,000
Retention period = 15 years
No. of records/meter = 200 records
(23,000 + 3,000 + 1,000) x 15

Storage Space Required = ---------------------------------------
200
405,000
= -----------
200
= 202.5 meters of shelving
Note: 10% of the computed required storage space should be added to the computed value
to account for the projected increase in number of patients/year.
202.5 + 20.25 = 222.75 meters of shelving
To calculate for the number of meters of shelving for each terminal the formula is:
Meters of shelving required

No. of meters required for each section = -------------------------------------------
No. of sections in file
8,910
= ------------
100
= 2.22 meters/primary section
2.3.2 Filing Cabinets for Paper-based Health Records
The open shelf type shall be used for the following reasons: space saving, ease of filing, and
easy retrieval. Although accumulation of dust and problems of security are some of its
disadvantages, its advantages outweigh its disadvantages.
High stocking cabinets can be adopted to maximize the storage capacity of the filing area.
However, provision for “kick stools” or “safety pulpit ladders” should be considered for the
convenience and safety of the file and retrieval clerks.
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Figure 4. Diagram Showing “Safety Pulpit Ladder” and “Kick Stool”.
2.3.3 Cabinets for Indexes
Cabinets for indexes come in standard sizes and these are oftentimes made of steel. For the
master patient index, the cabinet must be able to accommodate 3” x 5” index cards, whereas,
for the disease, operation, and physician indexes, a cabinet for 5” x 8” cards shall be used.
2.3.4 Arrangement and Distance of Filing Cabinets
The physical arrangement of the cabinets has a direct effect on the efficiency of the filing and
retrieval processes. The cabinets shall be arranged for minimum walking. It is also important
to remember that the direction of the expansion of the files shall always be from left to right.
A back-to-back arrangement of filing cabinets shall also be highly considered because this
saves space and maximizes the storage capacity of the filing area.
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Figure 5. Standard Arrangement of Filing Cabinets.
2.3.5 Working Tables
The physical arrangement of employees’ tables shall be in accordance with their workflow.
Efforts shall be made to lessen the travel time of paper within the department, to improve
output and increase efficiency, by optimizing the workplace arrangement and the application
of ergonomics.
Employees who are in constant contact with patients/clients shall be positioned near the main
entrance. Employees performing technical jobs like coding and statisticians performing
analytical work shall be positioned in an area free from distraction and noise, as much as
possible near the Health Information Management Officer for better supervision and control.
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Figure 6. Working/Completion Area.
Transcriptionists/typists shall be positioned farther from other employees. Their area shall be
acoustically treated to lessen distraction.
The HIMD Head’s room shall be positioned strategically to monitor subordinates for more
effective supervision and control.
Distances between tables of employees shall be maintained at 1-1.5 meters to facilitate easy
movement. A space of 5.57meters per employee shall be maintained, if possible.
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2.3.6 Proper Lighting
Research shows that proper lighting directly affects employee performance. The level of
lighting requirement (in foot candles) varies from activity to activity. A 100-foot candle light
is required for the following activities: regular office work, reading or transcribing,
handwriting, active filing, index referencing and mail sorting. Age level has also a direct
influence on light requirement. Older people tend to work efficiently and effectively in well
lighted working areas. Younger people, on the other hand, tend to prefer not too highly
illuminated working areas.
The light in the storage and filing area shall be situated in between cabinets and should run
parallel with the arrangement of the cabinets so that the illuminating capacity of the light is
maximized.
Figure 7. Diagram Showing Proper Lighting.
2.3.7 Proper Ventilation
Planning a good HIMD layout also requires proper ventilation. It is not only considered for
health reasons but also for the protection of health records. Filing and storage areas with very
humid conditions have bad effects on the health records because papers absorb moisture to
some extent and this could affect the quality of the health record.
2.3.8 Proper Room Temperature
It is a fact that room temperature affects the performance of a person. The temperature shall
not be too warm nor too cold. Temperature which is just right and conducive for working
shall be provided.
2.3.9 Aesthetic Consideration
Research shows that the color of the working area has a positive effect on employees’
performance. So, the HIMD needs to consider light and color combinations, such as light
yellow, to enhance performance and productivity.
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The HIMD shall have a completion area, where doctors and researchers can do their work.
This area shall be provided with the following: long table, chairs, pigeon hole for incomplete
health records.
2.3.10 Equipment and materials
The HIMD shall also be provided with sufficient good quality office supplies. The basic
equipment and supplies needed are the following:
A. Mandatory
1. Working tables and chairs
2. Computers with printers and Uninterrupted Power Supply (UPS)
3. Typewriters (electric or manual)
4. Photocopying machine
5. Air-conditioning unit or electric fan
6. Exhaust fan
7. Sufficient filing cabinets for records, indexes and registers
8. Safety Pulpit Ladder/Kick Stool

9. Coding Tools (e.g., International Classification of Diseases (ICD), RVS
International Classification of Diseases-9-CM, medical terminology, bookstand,
bookmarker, electronic coding tools, etc.)
10. Medical Dictionary
11. Atlas Human Anatomy Book
12. Stamper and stamp pad/ Self-inking stamp
13. Dry Seal
14. Telephone Service/Mobile phone service
15. Paper Shredders
16. Numbering machine
17. Calculator
18. Heavy Duty Puncher/Puncher
19. Heavy Duty Stapler/Stapler
20. Heavy Duty Staple Wire Remover
21. Heavy Duty Puncher/Puncher
22. Pencil Sharpener
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23. Fire Extinguisher
24. Emergency Light
25. Mini hammer
B. Optional
1. Mobile-compactor
2. Paper Scanner (heavy duty)/Document Management Imaging System (DMIS)
3. Facsimile (Fax machine)
4. Air purifier
5. Automatic Punching Machine
6. Paper Binder
7. Barcode scanner
8. Vacuum Cleaner
9. Automatic Punching Machine
10. Heavy Duty Paper Cutter
11. Index Card Sorter
2.4 Standard Staffing Pattern
For the HIMD to be efficient and more responsive to the needs and demands of its clientele,
it shall have the required number of staff in relation to its bed capacity and the volume of work to be
done.
The number of staff required by the HIMD is determined by the category of the health facility. A
research health facility which needs a more comprehensive and sophisticated records-keeping system
shall naturally require a greater number of staff compared to an institution which is not engaged in
research and teaching.
Furthermore, the required HIM staff ratio shall be 1:20 of the Authorized Bed Capacity (ABC) for
In-Patient and for Outpatients, the ratio shall be 1:35 visits per day.
The classification of personnel in the HIMD of a health facility shall depend on the following: (1)
classification of the Director/Medical Center Chief and (2) category and bed capacity of the health
facility.
(See Annex U for the qualification requirements and job descriptions for the different categories of
the HIMD staff.)
2.4.1 Staff Development

A. Internal
1. Orientation of HIMD staff in relation to the existing policies and procedures;
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2. Rotation of staff within the HIMD every two (2) years, or upon recommendation by
HIMD Head
3. Conduct in service training and continued education of staff within HIMD;
4. Participation and involvement of staff in planned changes;
5. Evaluation of staff performance involving effective changes of work undertaken;
and
6. Values Orientation Workshop
B. External
1. Basic/Advanced Health Information Management
2. Latest International Classification of Disease Coding of Diseases
3. Latest Advanced Mortality ICD Coding
4. Clinical Documentation Improvement
5. Problem Oriented Health Records Training
6. Risk Management in HIMD
7. Data Privacy Act
8. Medico Legal Aspects on HIM
9. Civil Registry Updates on Birth and Death
10. Records Administration and Disposition
11. Medical Certification on the Cause of Death
12. Health Facility Statistical Report Preparation
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CHAPTER 3
Health Record
Standards and Policies
Standards and policies are critical in the HIMD to achieve a uniform practice for efficient and
effective health information management. Since patients’ health records serve as a form of
communication between health care professionals, it is important that the quality and form of
these records adhere to certain standards.
Standards is a set of desired and achievable levels of performance against which actual
performance is measured. Standards enable health organizations to imbed practice and effective
quality improvement into their daily operations.
Policies, on the other hand, serve as a framework or general guide consistent with organizational
objectives for decision making.
This particular chapter shall define the different standards and the corresponding policies needed
to achieve uniform and consistent practices within and across health facilities. Observance and
adherence to said standards and policies will help improve the quality of patient care
management. In implementing these standards, it is likewise important for health facilities to
assess and modify these according to the facility’s context, however, modification should not
deviate from the standard to the extent of adversely affecting the level of departmental
performance and quality of patient care in general.
3.1 Overall Considerations in defining the Philippine Health Record Standards

The overall considerations in defining the Philippine Health Records Standards include:
1. Licensing Standards as defined in Administrative Order No. 2012-0012;
2. Other regulatory/ mandatory policies;
a. RA 10173, also known as the Data Privacy Act of 2012 and its Implementing Rules
and Regulation (IRR), an act protecting Individual Personal Information and
Communications System in the Government and the Private Sector, creating for this
purpose a National Data Protection Commission and other purposes,
b. RA 11223, also known as the Universal Health Care Act, and its IRR
c. AO 2013-0005, entitled National Policy on the Unified Disease Registry Systems of
the Department of Health (Chronic Non-Communicable Diseases, Injury Related
Cases, Persons with Disabilities and Violence Against Women and Children
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Registry System), and its amendment.
d. RA 9470, also known as the National Archives Act of the Philippines 2007 which
includes the DOH Circular No. 70, s. 1996, dated May 8, 1996, Revised Disposition
of Medical Records Amending Ministry Circular 77, s. 1981, proposed by DOH and
duly approved by the National Archives of the Philippines.
3. International Health Record Standard as defined by the Joint Commission International
Accreditation Standards;
4. PhilHealth Benchbook; and
5. International Organization for Standardization (ISO 9001:2015).
3.2 Philippine Health Records Standards and Policies

3.2.1 Standard 1: Health Record Creation
3.2.1.1 Specific Standards
1. The health facility shall initiate and maintain a standardized health record for
every patient assessed or treated and determine the record’s content, format and
location of entries.
2. Health records of patients should meet the education, research, and statutory
requirements as provided by law.
3. Each patient confined and consulted in a health facility has a sufficiently detailed
health record that correctly identifies the patient, supports the diagnosis, justify
the treatment, and documents the course and results of treatment.
4. Collection of personal information is accompanied by a Data Privacy Consent
form to be signed by the patient or his/her authorized representative.
5. Authorized personnel to make entries in the health record are clearly defined as
per Hospital Policy.
6. The health facility uses standardized diagnosis and procedure codes and ensures
the standardized use of approved symbols and abbreviations across the hospital.
7. The health records of patients receiving emergency care include the time of
arrival and departure, the conclusions at termination of treatment, the patient’s
condition at discharge, and follow-up care instructions.
8. Relevant, accurate, quantitative and qualitative data are collected and used in a
timely and efficient manner for delivery of patient care and management of
services.
9. Data in the patient charts are coded and indexed to ensure timely production of
quality patient care information and reports to PhilHealth.
10. The hospital has a process to address the proper use of the copy and paste function
when electronic health records are used.
11. Standard Health Record Arrangement:
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a. Clinical Cover Sheet
b. Admission slip
c. Triage slip
d. Data Privacy Consent Form
e. Informed Consent for Admission or Confinement
f. History and Physical Examination
g. Discharge Summary
h. Clinical Laboratory Test Result Forms
i. Doctor's Order and Progress Notes
j. Nurses Notes (FDAR)
k. Monitoring Sheet
l. Intravenous Fluid Sheet
m. Medication Sheet
n. Pharmacist’s Notes/ Pharmacist’s Intervention Form
o. Nutrition Care Plan
● TPR
● Pain Monitoring Sheet
● Input and output
● Vital Signs
3.2.1.2 Specific Policies

1. HIMD shall use standardized forms to ensure overall quality care, at the same
time, serve as an effective cost control measure. WHO recommended in 1969
that “. . . consideration should be given to standardizing the medical record at
the national level, to include the size of the folder, the size of the record form,
and the content of the case summary. This should be within an individual
hospital or with all hospitals of a system.”
2. A Forms Committee should be established to help the Head of the Health
Information Management Department in determining the forms needed by the
hospital, as well as in the proper design of the forms. The Patient Health
Records Committee (formerly known as Medical Records Committee) could
also function as the Forms Committee if the former is already in existence,
subject to approval by the Hospital Management.
3. All forms in the health record must be reviewed and approved by the Patient
Health Records Committee and shall be registered with the Document
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Controller before it is officially used.
4. Health record forms consist of standard/basic and supplemental/special forms.
Standard or basic forms are those that are fundamental to or essential portions
of all health records. Supplemental or special forms are forms added to certain
patient health records as required by the case. These forms shall be added after
the standard health record arrangement.
5. A consent form from the health facilities shall be incorporated in the
admission/confinement form of hospitals, treatment/ health facilities which
shall be accomplished prior to the patient’s admission or management.
6. The health facility identifies members of the staff who are authorized to make
entries in the patient health record. Thus, every patient health record entry
identifies its author and shall indicate when the entry was made.
7. All health records shall contain all relevant and complete demographic data of
the patient at least but not limited to the following:
a. For OPD Records
● Patient Hospital Number
● Patient’s full name
● Address
● Date of Birth
● Place of Birth
● Age
● Gender
● Civil Status
● Religion
● Nationality
● Contact Number
● E-mail Address
● Name of Spouse
● Father’s name
● Mother’s name
● Next of Kin to whom to notify
- Address
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- Relationship to patient
- Contact Number
b. For Inpatient Records (In addition to the OPD patient’s demographic

data, the following shall be included):
● File Number
● Room Number
● Admission date / time
● Discharge date / time
● Length of stay
● Social Service Classification
● Admitting Diagnosis
● Alert notation for Allergies and Adverse Drug Reaction
8. A health record with pending diagnostic results shall be completed in the HIMD
within 15 days after the patient’s discharge; otherwise, it shall be considered a
delinquent health record.
9. The Attending Physician (AP)/nurse on duty and other authorized staff to
document in the health record has the final responsibility for the completeness
and accuracy of the data entry in the health record. The discharging nurse on
duty shall be responsible in counter checking the completeness of the health
record as to documentation and quantity before endorsing the same to the
HIMD.
10. The accomplishment of History, Physical Examination, and Discharge
Summary may be delegated to the interns. However, these records shall be
reviewed, corrected and countersigned by the attending physician.
11. The HIMD staff shall assist the attending physician in reviewing records for
completeness by checking for omissions and discrepancies to ensure that health
records comply with set standards and policies.
12. The processing of health information for certificates adhere to the following
policies:
a. Certificate of Live Birth

● Accomplishment of the Certificate of Live Birth shall be in
accordance with the Civil Registry Administrative Book No. 1, series
of 1993 (Implementing Rules and Regulations of the Republic Act
no. 3753 and other laws on Civil Registration).
● Preparation of the Certificate of Live Birth of all babies born inside
the health facilities shall be done by the person who has witnessed the
baby’s (babies’) delivery.
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● Only the baby’s parents shall be interviewed and shall sign the
Certificate of Live Birth. If the mother died or is mentally
incapacitated, the husband or any of the nearest kin shall act as the
informant and shall sign the Certificate of Live Birth.
● For illegitimate births, the father may execute the Affidavit of
Acknowledgment/Admission of Paternity as father and his surname
to be reflected in the Certificate of Live Birth and further, the mother
must sign the Affidavit to Use the Surname of the Father (AUSF),
duly notarized.
b. Certificate of Death
● Preparation of the Death Certificate shall be done by the person who
has witnessed the occurrence.
● All the data given by the informant are presumed correct and the health
facility shall not be held liable for any erroneous data entered in the
death certificate.
● No correction of data shall be done unless supported by a duly
notarized affidavit of correction and other supporting documents.
However, a death certificate that bears the LCR registration number
will no longer be corrected.
c. Certificate of Fetal Death

● Registration shall be made in the office of the City Municipal Civil
Registrar where the event occurred.
● Registration should be made within the 30-day reglementary period.
● The Certificate of Fetal Death is to be accomplished in 4 copies; assign
a register number and enter it in the Registers Book of death.
● If death occurred in a health facility, the hospital (care) administrator,
the parents, relatives or the attendant at death will register the
Certificate of Fetal Death
3.2.2 Standard 2: Health Record Documentation

a. The health record is a legal document. No form may be detached once it is filed
at the HIMD.
b. The health record contains a complete and accurate set of information to facilitate
effective and efficient patient care management.
c. All documentation must be legible and written in ink or typewritten.
d. Decision makers and other staff members are educated and trained in the
principles of information use and management.
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e. Written documents, including policies, procedures and programs, are managed in
a consistent and uniform manner.
f. A health record number is assigned to the patient on his/her first encounter and
will serve as his/her permanent unique identification number for future visits in
the health facility.
g. Refer to Chapter 4 for Health Record Systems and Procedure

a. The health record shall contain all original copies of examination results,
operations and other required forms.
b. There shall be a standard format for health record documentation which must
include demographic and assessment data.
c. Each form in the health record shall contain at least two (2) of the following
unique identifiers: Health Record Number (HRN), Patients Name, Date of Birth,
and Date of admission/consultation.
d. Collection of personal data shall include a Patient Information Sheet accompanied

by a Data Privacy consent form to be signed by the patient/authorized
representative, the latter to form part of the health record.
e. All required forms shall be properly filled out. If not applicable, NA or None shall
be placed. For skipped and blank spaces, a single slanting line from bottom to top
shall be drawn and the person responsible shall affix signature over printed name.
f. All consent forms shall be properly filled out and accomplished to be attached to
the health record as needed.
g. All entries in the health record shall be made only by duly authorized staff of the
health facility with the print name, signature and designation of the author, and
date and time such entries were made.
h. The health record shall contain an Admitting Diagnosis by the medical practitioner
who admitted the patient.
i. The health record shall contain the patient's history pertinent to the condition being
treated, and relevant details of family history, present and past medical history and
physical examination accomplished by the AP within 24 hours from date and time
the patient was first seen.
j. The health record as a legal document must have no erasures of any sort. Entries
made in error shall be immediately corrected in a legal way. Refer to Chapter 4
under Analysis of the Health Record for the procedure in correcting an error.
k. Correction and additional entries in the health record shall be made while the
patient is still admitted and while the health record has not been processed.
l. If the patient requests for correction of personal data and demographic

information, the patient shall accomplish an amendment form and attach a Valid
Identification (ID) Card/ Identity document listed under PSA Memo Circular No.
24
2019-16 dated June 11, 2019, a birth certificate or a marriage contract.
m. If there is a need for additional entries and the space would not be enough, a
separate blank sheet shall be properly labelled with patient’s name, hospital
number, birth date, date of consultation/admission. It will be called an addendum
as part of the chart.
n. No abbreviations shall be used in writing the final diagnosis of the patient in the
clinical cover sheet, discharge summary, clinical abstract, operative record and
medical certificates. Only abbreviations and symbols approved by the World
Health Organization (WHO) and the medical center chief upon the
recommendation of the Patient Health Records Committee (PHRC) are allowed.
o. Documentation using forms specific/ unique to use for clinical departments,
nursing service and other allied services shall follow the standards in completion
as agreed upon by their specific departments/units/ special areas that utilize the
forms. As such HIMD staff shall evaluate the form as to completeness and
legibility and not to relevance of content.
p. Drug orders shall be clearly written in the health record by the attending physician.
q. Therapeutic and special diagnostic test orders shall be reflected in the health
record.
r. Progress notes, observations, and consultation reports shall be written by the
physician, as well as by the nursing and allied staff of the health facility.
s. When a patient is transferred to another facility, a certified copy of discharge
summary and an accomplished original copy of referral notes shall be issued.
t. A discharge summary for each patient shall be completed upon patient discharge
and shall include but not limited to discharge diagnosis, procedures performed,
follow up arrangements, therapeutic orders (home medications), and patient home
instruction/s.
u. In the processing of Certificate of Live Birth, the health facility shall be
responsible for its transfer to the Local Civil Registrar within 30 days.
v. When an autopsy is performed, a provisional diagnosis is made. Final diagnosis
shall be noted in the health record within 72 hours after the occurrence of death.
A copy of the autopsy report shall be filed in the health record.
w. The health facility shall develop an ongoing review of health records to assure
quality documentation. This shall be one of the major duties of the Patient Health
Records Committee (formerly known as Medical Records Committee.)
3.2.3 Standard 3: Health Record Storage and Safekeeping

a. The health facility safeguards the health records against loss/destruction or
unauthorized use.
b. Inactive records are transferred to inactive filing storage to give way to the
incoming records, decongest the area, and to facilitate retrieval.
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c. The Integrated Hospital Operations Management Section (IHOMS) is responsible
for the storage of health records on the server.
d. Inherent to health records is the ability to be retrieved for any authorized use. A
good retrieval system reflects the efficiency of the HIMD.
e. An adequate filing area that ensures the speedy location and retrieval of health
records must be maintained.
f. Refer to Chapter 2, Administration and Management of HIMD on the
specifications on Physical Facilities and Equipment and Chapter 4, Health
Records Systems and Procedures

a. The health facility shall be responsible for providing the HIMD with appropriate
office space and storage area with consideration for the health and safety
requirements of staff, and (specifically for storage area) with proper
environmental controls and adequate protection against fire, flood and theft.
b. Health records in whatever form or media, shall be kept by the health facility for
the duration of time required by the Department of Health’s records retention
regulation mandated by Republic Act No. 4226 or the Hospital Licensure Act.
c. Health records shall not be taken out of the hospital premises except on court
orders.
d. The health facility IHOMS shall be responsible for ensuring an efficient and
effective program for HIMD, with provisions for back-up and records recovery
and security measures.
e. All health records that are not in the processing stage and not in use shall be placed
in the file/storage area.
f. Health facilities shall adhere to the provision of Department Order No. 13-A, Art.
III, Rule 2.2, which states that, “Agencies shall not dispose of their health records
earlier than the period indicated for each record series. However, records may
be retained for longer periods if there is a need to do so.”
g. Disposal of health records shall be guided by the latest Records Disposition
Schedule as issued by the National Archives of the Philippines.
3.2.4 Standard 4: Health Record Accessibility

a. Health records are readily accessible to facilitate patient care, are kept confidential
and safe, and comply with all relevant statutory requirements and codes of
practice.
b. Information privacy, confidentiality and security, including data integrity, shall be
strictly observed.
c. Health information may be released by the health facility without the written
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authorization of the patient in the following situations:
1. Court order
2. Administrative agency order
3. Subpoena duces tecum
4. Subpoena ad testificandum
5. Subpoena mandamus
6. Arbitration order
7. Search warrant

1. Access to Health Records
a. The health facility shall have a filing system maintained in a definite
sequence at all times to facilitate accessibility and prompt retrieval of the
health record.
b. A patient’s request to access his record may not be allowed to prevent
misinterpretation of technical medical information which may lead to
complaint/litigation. However, the patient’s physical and mental condition
shall be explained to him by his attending physician.
c. Physicians access to health records:
● Physicians and members of the allied health profession may review
records of patients presently under their care.
● Physicians who are members of the medical staff but are not members
of the team assigned to the patient, shall require a written authorization
signed by the patient/parent/guardian and the Attending Physician,
before they are given access to the record.
● The privilege against disclosure belongs to the patient and not to the
Attending Physician (AP).
● The health facility management may withhold access to the health record
until a subpoena is issued.
● Consent from the patient and Attending Physician shall be required of
company physicians presently caring for the patient before giving access
to health records.
● Visiting consultants shall have access to records of patients referred to
them.
● It shall be the responsibility of the attending physician to inform his
patient about the latter’s health condition.
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● Members of the Medical Staff may review charts of readmitted patients
for continuity of care with verbal or written consent of the main
Attending Physician from the last admission/consultation.
d. Nurses access to health records:
● Student nurses shall have access to health records of patients assigned to

them while the patient is still in the ward.
● Private Nurses shall only be allowed to review the health records of those
patients assigned to them.
● Ward nurses may review and complete all health records before
forwarding them to the Health Information Management Department.
● Ward nurses must always see to it that health records are in a secure
place away from the patients or the patients’ relatives.
● Ward nurses shall be liable for the loss of a patient’s health record while
the patient is still admitted, and for the health records of discharged
patients which have not yet been forwarded and endorsed to HIMD.
e. Other Interested Parties
● An authorized insurance verifier shall be required to submit an original
copy of the patient waiver, duly notarized, before given access to the
health record/information about a patient. The waiver shall also be
countersigned and dated by the insurance verifier, and shall be filed in
the health facility. Insurance verifiers representing the Philippine
Health Insurance Corporation and other Health Maintenance
Organizations shall be properly identified by the Head of the HIMD
before being given access to review health records.
● Authorized researchers from other medical institutions could gain
access to health records only after complying with the requirements set
by the concerned institution.
● Patients’ relatives making inquiries about the health status of their
patients shall be referred to the attending physician.
● Adjudicatory agencies, i.e., Philippine National Police, National Bureau
of Investigation and other law enforcement agencies shall need a written
request duly signed by the Chief/Director of their respective agencies
before being given access to the record.
2. Exceptions to the Policy on Access to Health Record

Instances where information contained in health records may be released
without proper authorization from the patient shall be limited to the following
cases:
a. Court Order. Hospitals and other health facilities shall release health
information in response to court orders.
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b. Administrative Agency Order. A health provider shall release health
information when there is an adjudicative order from an administrative
agency.
c. Subpoena Duces Tecum or Order. Subpoena Duces Tecum or order
directs the head of the HIMD or his authorized representative to appear in
court on a specified date and time to certify as to the authenticity of health
records submitted as evidence.
d. Subpoena Ad Testificandum. Subpoena Ad Testificandum mandates
physicians and other allied health professionals to deliver oral testimony
in court. The document shall be served personally to the individual named
therein, NOT to any member of the HIMD Staff.
e. Subpoena Mandamus. Subpoena Mandamus is a judicial order that
mandates a health facility to present a health record in court.
f. Arbitration Order. An arbitration panel may issue an order authorizing a
health facility to present specific portions of the health record before an
arbitration proceeding.
g. Search Warrant. A government law enforcement agency which has
issued a search warrant shall be entitled to receive any health information
covered by the warrant.
h. Medical Research. Refer to standard 7 of this chapter.
i. Refer to Chapter 6 for Health Records in Medico-legal, Investigative and
Court Procedures
3. Review of Health Records

a. A written letter of request or a data request form shall be accomplished by
the reviewer before given access to the health records
● City Government
● RESU
● Provincial Government
● PHIC and DOH licensing inspection
● Medical Audit Committee Investigation
● Complaints from Clients
b. Insurance verifiers shall be required to submit a notarized original copy of
the waiver signed by the patient/or his/her authorized representative before
being given access to the health record of a patient.
c. DOH RESU staff are allowed to review charts of cases reported to them as
per RA 11332; a data request form shall be accomplished before they are
given access.
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4. Accession and Borrowing of Health Records
a. As a general rule, NO health records shall be brought out of HIMD except
for legitimate purposes by legitimate requestors.
b. Legitimate requestors shall include the Main Attending Physician, Chief
Resident, Head Nurse as per old chart to floor, Researcher and/or Principal
Investigator, Chairman Medical Audit/ Quality Assurance Committee,
PhilHealth Section of the health Facility, Disease Surveillance Officers,
Medical Center Chief, Assistant Hospital Director for Health operations
and Chairmen of Investigation Committees.
c. HIMO personnel shall seek permission from the last main attending
physician based on records if a new physician would want to be given
access to the said record.
d. Physicians and allied health professionals may review records of patients
presently under their care. If a patient is co-managed, the main attending
physician shall be notified either by phone or in writing before permitting
the borrower to access the health record.
5. Release of Health Information

a. All information in the health record shall be treated as confidential and shall
be safeguarded against loss, destruction and unauthorized use.
b. Only authorized persons shall be given access to health records with
personal and sensitive personal information.
c. Patients may not be allowed to access their health records to prevent
misinterpretation of medical information which may lead to complaint/
litigation.
d. Patients’ relatives making inquiries about the health status of the patient
shall be referred to the attending physician.
e. Release of information with clinical value shall be done with the consent
of the physician in charge to prevent misinterpretation
f. Verbal requests for clinical information shall be discouraged in favor of a
written request.
g. The health facility shall safeguard all information contained in the health
record against loss, destruction, or unauthorized use.
h. It shall be the policy of all health facilities not to use the health record in
any way that will jeopardize the interest of the patient. Conversely, the
health facility may use the record to defend itself against any complaint or
legal controversy/case.
i. The authority to release information is delegated to the Head of the Health

Information Management Department. In instances where a problem arises
beyond his/her control, the matter shall be referred to the Chief of Medical
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Professional Staff/ Chief of the Health Facility, for decision/appropriate
action.
j. Where the patient is a minor, parental consent or that of the legal guardian
shall be secured before any information of clinical significance is released.
k. The health record is the physical property of the health facility. However,
the patient has a right to the record since its content concerns his/her own
clinical information. As such, release of information with clinical value
shall be done only upon explicit, written consent/waiver from the patient.
l. In cases where litigation is likely to happen and is intended against the

health facility or any of its staff, the Chief of the Health Facility may refuse
or deny access to the record even with the patient’s written authorization,
except on court orders.
m. The issuance of Certificate of Confinement signed by the HIMD head for

patients still admitted and Medical Certificate to patients who are still
confined with a working diagnosis approved and signed by the Attending
Physician for legitimate purposes.
n. Certified photocopies of portions of the health record may be released upon

patient’s request, but shall be limited to discharge summary, clinical
abstract, laboratory and diagnostic results and report of operation.
o. No portion of the health record shall be reproduced, printed, photographed,

photocopied or created in any manner without the explicit, written consent
by the patient or parent/s or guardian of the patient if the latter is a minor,
and/or approval by the HIMD Head.
p. In the event the patient is unable to sign the authorization by reason of

physical or mental disability, the authorization should be signed by the next
of kin or the legally appointed guardian. If possible, verification of such
disability should be obtained from a physician.
q. If the patient has died, the consent must be signed by the identified next of
kin, or by the administrator or executor of the decedent’s estate.
r. Institutional policy referenced in the provisions of the Data Privacy Act of
2012 shall be considered before the release of non-clinical information, i.e.,
name of patient, address, Attending Physician, name of relative staying with
patient during admission, admission and discharge dates.
s. The health record shall not be taken out of the health facility premises
except on court orders. Those authorized to do research and studies shall
use the records inside the HIMD Office.
t. Incomplete health records shall be referred to the Attending Physician

before entertaining any authorized request to access and review the health
record.
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u. The staff of the Medical Social Service shall have access to the health
records for purposes of establishing patient classification and referrals.
v. Death Certificates shall be released only to nearest kin. The person who
claimed the death certificate shall be responsible for the LCR registration
within 48 hours after death.
w. Information may be released to other health facilities where the patient is

now under their care, upon the facility’s written request.
6. Health Information and Aggregate Data Requests
a. The Data Privacy Officer shall verify the authenticity and purpose of the
request for the health data and shall have the authority to approve and
disapprove.
b. Legitimate requestors shall fill out the data request form stating the purpose
and indicating the sole and exclusive use of the data.
c. Legitimate requestors shall not in any case reproduce, distribute and/or
publish the data and shall properly and securely dispose of the same after
use.
d. Disclosure of Health Information to legal authorities or any government
agency may only be allowed pursuant to lawful order of a court or upon
presentation of a written request duly approved by the head of the health
facility or any authorized representative.
3.2.5 Standard 5: Health Record Report Generation

1. The data and information needs of those in and outside the hospital are met
on a timely basis in a format that meets user expectations and with the
desired frequency.
2. The organization provides resources for data generation, collection and
aggregation methods.
3. For Health Facilities using iHOMIS or other information systems, all data
needed for statistical report preparation shall be electronically recorded and
generated, hence manual collection of data is no longer necessary.
4. Refer to Chapter 5 on Hospital Statistics and Annex for the list of Standard
formulas

1. All diagnoses and surgical/medical procedures in the health record shall be
properly and accurately following the International Classification Standards for
generation of statistical reports using quality statistics data.
2. All hospitals shall adhere to RA 4226 otherwise known as the “Hospital Licensure
Act” by ensuring that the Hospital Statistical report is prepared and submitted to
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regulatory agencies in accordance with set standards.
3. Generation, preparation and submission of hospital statistical reports shall
emanate from units concerned where data are captured and encoded. All units
shall submit all needed reports to HIMD without delay.
4. Each department/unit shall have existing mechanism and work instructions in the
collection of data for every service encounter for required reports
5. All hospitals shall abide with AO 2013-0005 or the National Policy on the Unified
Disease Registry System of the DOH based on the final diagnosis for each health
record received. HIMD is obliged to report online all reportable cases for UDRS
and shall maintain a log of reported cases for legitimate purposes
6. Statistical data that can be generated collated by respective departments and units
shall not be limited to required reports in the Annual Hospital Statistical Report
required by the Department of Health
3.2.6 Standard 6: Continuous Quality Improvement

1. Data from the patient charts are routinely collected, aggregated and reported for
use in quality improvement activities and for administrative purposes
enhancement and mandatory reporting to the DOH and PhilHealth.
2. As part of its monitoring and performance improvement activities, the hospital

regularly assesses patient health record content and completeness.
3. Refer to Chapter 8 on the Continuous Quality Improvement for HIMD

1. Quality improvement activities shall be evidence-based and shall utilize the risk-
based approach.
2. HIMD shall pursue CQI to:
● Strengthen the implementation of the existing SOPs of HIMD;

● Provide quality health records for the continuity of care and for research
purposes; and
● Assess and determine the quality of service delivered and to identify the areas
that need improvement to attain excellent service.
3. The results of the implementation of QI activities and continuous monitoring
using relevant indicators by HIMD shall be integrated in iHOMIS or their existing
hospital information system, and utilized in decision-making.
4. The health facility’s Integrated Hospital Operations Management Program shall
extend full assistance to HIMD to coordinate continuous improvement efforts.
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5. HIMD shall undertake a continuous improvement of its processes to improve
quality of service to patients.
3.2.7 Standard 7: Medical Research

1. There should be a unified and clear guideline in the data gathering procedure
for approved research and clinical trials in the health facility.
2. Principal investigators for institutional researchers and outside physicians
intending to do research may be given access to review health records of
patients enrolled in their study provided the research has been approved by
the Research Ethics Committee (REC) of the health facility.
3. The health facility shall safeguard all information contained in the health record
against loss, destruction or unauthorized use.
4. Hospital Management may, at its discretion, permit the use of health records for
research, stressing that no information which will directly identify the patient shall
be published.
5. Anonymity for respondents/participants is assumed to be an integral feature

of Ethical Research.

1. Health information shall be disclosed to public agencies, clinical investigators,
Healthcare organizations or accredited education or health institutions for
purposes of bona fide research.
a. Regulatory body – They can access health records of research related
information, sourced document data in relation to their role as regulatory
body. Upon request of the monitor, auditor, IRB (Institutional Review
Board)/REC or regulatory authorities, the Investigator/Institution should
make available for direct access all requested trial-related records.
They shall advise the HIM Department on any incoming activities for
readiness of the health records to be accessed
b. Clinical Research Monitors/Associates – May have access to personal
health information which is acceptable based upon the inclusion of one or
more of the following controls: The Institutional Review Board (IRB) or
Ethics Committee approves informed consent signed by the patient or
their legal representative, including the authorization for access to
Protected Health Information (PHI).
The Informed Consent Form should explicitly state the following:
- The Confidentiality of information collected during the clinical trial
- How records that identify the subject will be kept
- The possibility that the FDA or other authority may inspect the records
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The Informed consent form that is signed and dated by the subject is
valid.
- Authorization signed by the patient or their legal representative
grants access to their PHI.
- They are to ensure security of patient information by signing the
Non-Disclosure Agreement prior to its access.
c. Internal researchers shall seek the approval of the hospital management
prior to access to health records and shall follow the HIMD protocol on
access.
- A Non-Disclosure Agreement (NDA) shall be executed by the staff
who have access to health information and/or involved in the
processing of personal data/health information.
d. External Researchers/Physicians from other medical Institutions intending
to do research/studies in a particular health facility shall seek the written
approval of the management before they are given access to the health
record.
- All information in the health record shall be treated as confidential and
shall be disclosed only to authorize individuals.
2. Consent from the data subject shall be required prior to the processing of health
information in all health facilities.
3. An approved informed consent document signed by the patient or his/her legal
representative includes the authorization for access to Protected Health
Information (PHI); and must contain the following:
a. The name and signature of the patient authorizing the release of medical
information,
b. The date of the written authorization,
c. The name of the individual or organization that is authorized to release the
medical information,
d. The name of the designated representative (individual or organization) that
is authorized to receive the released information,
e. A general description of the medical information that is authorized to be
released.
4. Confidentiality of patient’s data shall be maintained at all times and shall be used
only for the declared purpose stipulated in the patient authorization/consent.
5. Access of Information with clinical value shall be done only with the written
consent/waiver from the patient.
6. Where the patient is a minor, a parent’s consent or that of a legal guardian shall
be secured before any information of clinical significance is accessed.
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7. Health care providers directly attending to the patients and authorized entities
shall have access to the patient’s health information provided that there is an
accomplished consent form from the patient.
8. Consenting patients or clients shall have the right to access information on how
their personal data/health information is used. The health facility shall ensure that
disclosures and any subsequent changes are in accordance with the law and are
properly documented.
a. The health facility/HIMD shall ensure that the research is legitimate and shall
safeguard all information contained in the Health Record against loss,
destruction or unauthorized use.
● Hospital Management may, at its discretion, permit the use of health
records for research, provided that no information which will directly
identify the patient shall be published.
● A copy of the approved protocol by the Institutional Review Board
(IRB)/Research Ethics Committee that contains the patient
authorization/consent shall be submitted to HIMD to ensure legitimacy
of access to patient information.
● Health records shall not be taken out of the health facility except on court
orders. Those authorized to do research and studies shall use the records
inside the HIMD only.
● No cameras in any form shall be authorized inside the HIM Department
while doing research.
b. It shall be the policy of all health facilities not to use the health record in a
way which will jeopardize the interest of the patient.
● The rights of the data subject shall be respected and protected at all times
in processing data.
● For the processing of health information, the processor shall ensure
utmost protection of the right to privacy of an individual.
● Processing of personal information shall be held under strict

confidentiality and shall be used only for the declared purpose.
● In processing health information for research, research
institutions/individuals shall comply with the legal and ethical standards
in accordance with the National Ethics Guidelines for health and health
related research and other pertinent rules and regulations.
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CHAPTER 4
Health Record Systems

and Procedures
An effective and efficient health record system depends on the systems and procedures used for
facilitating and handling of health records. In managing patient’s health records in hospitals, the
following procedures are done in sequence: creation, assembly, analysis, coding and data collection
for statistical data, and filing.
Figure 8. Process Flow of Health Record.
Coding
Creation and Data Filing Retention
Assembly Analysis and and
of Collection
of Health of Health Retrieval Disposal
Health for
Record Record of Health of Health
Record Statistical
Reports Record Record
4.1 Creation of Health Record
The creation of a health record through patient registration is the first step to establish patient
identification for safe, accurate, effective and efficient patient care. All patient’s personal information
needed for patient care shall be obtained and reflected in the health record.
4.1.1 Health Record Identification System
Two things are highly considered in identifying health records. First is the correct and
complete name of the patient and second is the assigned health record number (HRN).
The patient’s name is recorded in the following manner: last name, first or given name
(including extension names, e.g. Jr., III, etc.) and middle name as a way of alphabetically
identifying a health record. While, the HRN is assigned to a patient upon admission or
consultation which serves as a unique numerical identifier for a particular patient for effective
management of health records.
The use of a unit number to uniquely identify a patient has a direct influence on the filing
system for prompt and timely retrieval of health records. In order to avoid duplication and
discrepancy, a unique record identification is needed whether in alphabetic or numeric.
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4.1.1.1 Alphabetic System
Alphabetic System is the simplest form of record identification, using the patient’s
name to identify and file the patients’ health record.
In filing patients’ names, the arrangement is as follows: last name, first or given
name and middle name. In cases where the last names are the same, consider the first
name and if the last and given names are the same, the middle name is to be noted.
If the aforementioned has already been applied, arrange the patients’ records by birth
date. (Refer to 4.6 Filing of Health Record for further discussion.)
4.1.1.2 Numerical System
Numerical System has a direct influence on the filing system. Upon admission, the
patient’s unique Health Record Number shall be assigned. The use of a Master
Patient Index (MPI) to cross-reference the patient’s name with their HRN is required.
Two main systems of numbering the patient health record:
1. Serial Numbering
Under this method, the patient receives a new number on every inpatient
admission or out-patient visit to the health facility. That is, the patient is treated
as a new patient each time with a new number, new index card and new record,
filed totally independent from the previous health records.
Serial numbering is only useful in a small health facility with a low daily census
(rate of re-admission).
2. Unit Numbering
The patient shall be assigned a unique identification number or HRN on his first
contact with the health facility, whether it is for an admission, emergency room
attendance or outpatient clinic visit, including the new-born babies delivered in
the health facility. The use of unit-number leads to the implementation of a unit
record. Irrespective of the number of records a patient has, his/her health records
are filed in one folder only.
The same number is maintained and used on all subsequent visits, whether as
an inpatient, outpatient, or emergency patient. Having one number assigned per
patient and only one Master Patient Index card results in easier access to the
patient’s health record.
When using a unit record, it is essential for all HIMD staff to check the MPI
before issuing a new health record folder.
Advantages of Unit Numbering

● Provides an integrated overall picture of a patient’s medical history
because all records of admissions, visits and encounters are maintained in
one folder only, commonly known as a unit record.
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● Eliminates the task of gathering separate parts of a patient’s health record
together, like in the serial system where a new number is given to a
particular patient after every admission or visit.
● Eliminates the task of transferring the previous health record to the new
location and assigning a new admission number.
The Unit Number. A patient who is admitted or attended as an outpatient, or on
an emergency basis including a newborn baby is issued a six-digit identifying
number. This is the patient’s unit number also called the Health Record Number
(HRN).
The HRN is grouped into three sets of two-digits. These are referred to as the
primary, secondary and tertiary numbers.
Example of a unit number:
16 55 82
Tertiary Secondary Primary
Assignment of the Unit Number. The collection of patient data and the
assignment of the HRN should be the first step in every admission or visit to a
health facility and it is done at the Admitting Office/Outpatient Department
(OPD). This facilitates the retrieval of properly identified documents.
Two ways by which numbers can be assigned:

a. Centralized Assignment of Numbers. The responsibility for number
allocation is retained at the Admitting Unit in coordination with the HIMD.
b. Decentralized Assignment of Numbers. Predetermined blocks of numbers

are issued to the Admitting Office/OPD. This is done by the hundreds,
depending on the projected number of patients for the day. This process
should be done with utmost care as chances of duplication are greater
compared to when only one area is in charge of assigning patient numbers.
Six-digit numbers are used ranging from 00-00-00 to 99-99-99. The very first
health record received by the HIMD shall be numbered 00-00-00, the second
health record, 00-00-01, and so on, until the first hundredth record, which shall
be numbered 00-00-99, is reached. The record after this shall be numbered 00-
01-00, the next, 00-01-01, followed by 00-01-02, and so on until it reaches 00-
01-99. Next shall be 00-02-00 to 00-09-99 then from 00-10-00 to 00-99-99,
next 01-00-00 until 99-99-99. If the six-digit numbers are already used, the
numbers will expand to 8 digits and so on (e.g., 01-00-00-00)
Numbering of the records shall be done serially and the necessary digits are
added to complete the required six digits. An HIMD maintaining a centralized
health records-keeping system must keep numbering patients regardless of
whether the health record is for in-patient or for out-patient. The HIMD with a
decentralized health records-keeping system shall maintain a separate number
for an in-patient, out-patient record, and E.R. patient’s records.
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From the time the HIMD starts implementing the unit numbering system, the
last health record that you receive on any given day plus one (1) shall represent
the total number of patients that the health facility has served. Hence, if the last
number assigned is 00-20-99, the health facility already has served a total of
2,100 patients.
4.2 Assembly of Health Record
4.2.1 Inpatient Health Record Assembly
The clinical departments may adopt arrangements based on their needs while the patient is
still under their care/management. But upon the patient’s discharge, the nurse on duty should
arrange the chart according to the standard chart arrangement before forwarding it to the
HIMD. The received health records should be recorded and indexed (MPI) prior to assembly.
In assembling the health record, the forms are arranged in the order upon admission of the
patient to give the Attending Physician and other healthcare staff who shall handle the health
record, a clear picture of the condition of the patient in its chronological order.
A. Source Oriented Health Record

This is the conventional form of arranging the health record. The patient’s health record
is organized in sections according to the patient care department which provides care
and the corresponding diagnostic results as the case may be. The health record is
arranged in reverse chronological order for the convenience of the doctors in the ward
and those forms frequently used appear on top of the file of forms. Upon the patient’s
discharge, the HIMD re-arranges the health record based on the approved sequence or
arrangement.
B. Problem Oriented Health Record

Problem oriented medical records or the “POMR” is another form of structured health
record. First developed by Dr. Lawrence Weed in the USA in the late 1970s, and is
structured as a total approach to patient care. It prompts the staff to take a comprehensive
and structured look at a patient’s problem and treatment. It requires health professionals
to approach all problems of a patient, treat each problem individually in its proper
context within the total number of problems, and the inter-relationship of the problems.
This is the most logical format of arranging the health record and it is computer-based
and research-based as well. The four basic components of this format are as follows:
1. Database - Collection of data

The database includes the following information:
● Chief complaints
● History of the Present Illness
● Patient’s profile
● Past history and review of the system
● Physical examination results
● Base-line laboratory plan
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2. Problem List - Formulation of problems
A problem list is a mere listing of all the problems which need medical management.
Problems are numbered and titled from the most to the least severe complaint of the
patient. The list may include anything that requires management from the past to
social, economic, and demographic problems. It may also contain a statement of a
symptom, an abnormal finding, a physiological finding, or a specific diagnosis.
Additions or changes are made in the list as new problems are identified and active
problems resolved.
3. Initial Plan - Development of a care plan

The initial plan describes the steps to be taken in order to learn more about the
patient's condition, the treatment to be applied, and ways to educate the patient about
his physical condition.
Specific plans for each problem are delineated and fall under three categories:
● Diagnostics – plans for collecting more information
● Therapeutic – plans for treatment
● Patient education – plans for informing the patient on what is to be done
Problems are dated, numbered and titled with the problem status clearly defined as
active, inactive or resolved.
4. Progress Notes - Numbered and titled progress notes

The progress notes are follow-ups for each problem. Each note is preceded by the
number and title of the appropriate problem and may include all of the following
elements:
● Subjective (symptomatic)– written in the patient’s own words.

● Objective (measurable, observable) – doctor’s observation and test results.
● Assessment (interpretation or impression of the current condition)
● Plan statements for contained treatment.
The acronym for this process is SOAP, and the writing of progress notes in the
POMR format is often referred to as SOAPING.
The emphasis is on unresolved problems. A slightly different way to describe the

patient’s progress, other than the narrative method mentioned, is through the use of
flow sheets. Flow sheets are recommended in situations where several factors are
being monitored or when the patient’s condition is changing rapidly.
The discharge summary and transfer note are also included in the progress note
category. These should address all the numbered problems on the patient’s list. It
may be necessary for the physician to use an overall summary and use flow sheets
to clarify the patient’s progress. It is recommended that certain forms (e.g.
physician’s orders, consultant’s reports, and nurse’s notes) be done in the problem–
oriented style with reference to titled and numbered problems. Other data in the
record may be in the conventional format, such as laboratory and operative reports.
41
C. Integrated Health Record
In the integrated format, the information is organized in strict reverse chronological
order, with the most current entries at the beginning of the health record. The forms
from various sources are intermingled, thus, history and physical examination may be
followed by a progress note, a nurse’s note, an x-ray report, a consultation, and so
on. The forms for each episode of care are organized in separate sections of the record.
Table 2. Advantages and disadvantages of the types of health record assembly.
SOURCE ORIENTED
ADVANTAGES: DISADVANTAGES:
● It is easy to determine the ● Prompt determination of all the
assessment, treatment and patients’ problems is not facilitated
observations which a particular promptly.
department has provided.
● All treatments provided to the
● Most health professionals are
familiar with this conventional or patient cannot be determined
traditional way of arranging the easily.
health record.
● This results in prompt and easy
retrieval of needed
data/information.
PROBLEM ORIENTED MEDICAL RECORD
● Physicians are required to ● The format usually requires additional
consider the patient’s problems in training for the medical and
its total context. professional staff.
● The record clearly indicates the
● To be effective in a facility, a
goals and methods of the
physician in treating the patient. significant number of physicians must
● Medical education is facilitated by be convinced of the system’s worth or
the documentation of logical and at least must be willing to try it.
thorough processes done by the
attending physician.
● Quality assurance process is
easier because the data is
logically arranged.
INTEGRATED HEALTH RECORD
● All information on a particular ● It is difficult to compare similar
episode of care is in a single file, information over a series of
thus, providing a clear picture of admissions because the reports are
the patient’s illness and response not in the same section as that of the
to treatment. record.
● A patients’ progress can be
determined promptly because the ● Only one person can document at a
current notes of all disciplines are time.
incorporated in one file. ● It may be difficult to identify the
● The number of specialized forms professions/positions of the
is reduced. individuals making the entries unless
● The team concept of health care notes are always followed by the title
is encouraged. of the record.
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Upon receipt of the health records from the different clinical wards, the HIMD staff
should check and assemble the patient health records according to the approved
sequence of arrangement by the Patient Health Records Committee. Refer to Chapter 3
for the Standard health record arrangement.
4.2.2 Outpatient Health Record Assembly
Outpatient visits are documented in an outpatient record/card with a health record number
assigned. They should be arranged chronologically in ascending order. If there are diagnostic
results, other procedures performed, and records from previous confinement should be based
on the standard sequence. All diagnostic results may not be attached in the outpatient record,
instead results should be recorded.
4.2.3 Emergency Health Record Assembly
Emergency patients are identified in the same manner as inpatients and outpatients with the
same health record number (HRN). If the patient is admitted, the record should be attached
to the inpatient record, if not, it should be forwarded to the HIMD Outpatient Record for
filing. Those ER health records of medico-legal cases should be filed in a secured locked
filing area.
4.3 Analysis of the Health Record
After recording and assembly, the health record undergoes the process of analysis. The health
information analyst shall perform two kinds of analysis, quantitative and qualitative.
One of the most important functions of the HIMD is the health record analysis to ensure maintenance
of quality documentation.
The health record reflects the quality of care rendered to patients. As such, at any point in time
during admission and consultation, the record should accurately and clearly document the care
provided.
The HIMD is responsible for assisting the members of the medical and allied medical staff in
identifying deficiencies to correct errors and omissions. Analysis is the process of evaluating and/or
checking health records to ensure completeness, accuracy and adequacy of documentation. Both
quantitative and qualitative analysis should be performed on the health record.
In the analysis of health record, the general documentation guidelines used to ensure quality
documentation are as follows:
1. There must be a health record for each patient confined/treated in the health facility.
2. Documentation in the health record must reflect the patients’ physical condition, and the orders
and care provided from admission to discharge.
3. Documentation must reflect observation and must be objective and non-judgmental.
4. A unit record must be maintained for each patient. This shall include all admissions and
consultations to the health facility, discharge summaries and quality documentation by the
physician and other inter–disciplinary team members who participated in the care of the patient.
5. Any person making an entry on the health record must affix signature and date to properly
authenticate the entry made.
43
6. Documentation of the inpatient health record must be completed within 48 hours upon the
patient’s discharge. History and Physical Examination must be completed within 24 hours upon
admission of the patient. However, outpatient health records must be endorsed to the HIMD
daily.
7. Every health facility must develop an ongoing review of health records to assure quality
documentation. This must be one of the major functions of the Patient Health Records
Committee.
8. It must be the policy of every health facility not to allow the use of abbreviations in writing the
diagnosis. But for symbols which might be written by the authorized person, an explanatory
legend shall first be approved by the said health facility.
9. Short forms like laboratory and other results must be securely attached to the health record to
prevent loss, and/or pasted on an official form for proper filing. May consider to paste on an
official form for proper filing.
10. The health record is a legal document. No form maybe detached once it is filed. Furthermore,
there must be no erasures of any sort. In order to correct an error or insert missing entry, the
following shall be done:
a. Draw a single line through the information to be corrected or changed.
b. Write the correct entry near the information to be corrected.
c. Affix the attending physician’s/nurse’s initial, date and time.
11. In cases where the patient wants some data corrected, especially on the demographic/
sociological data, the correction should not be done on the original entry, but shall appear as an
amendment using official form. Corrections can only be done while the patient is still confined.
It is important to require a Valid Identification (ID) Card/ Identity document listed under PSA
Memo Circular No. 2019-16 dated June 11, 2019, a birth certificate or a marriage contract, as
an attachment.
12. The health records must contain all original copies of examination results, operations, and other
required forms.
The inpatient health record must be completed and it must include the following parts properly
accomplished, signed, and dated:
1. Admission and Discharge Record/Clinical Cover Sheet/Face Sheet, which includes personal
data like name, address and other social data;
2. Admitting and final diagnosis, as well as a description of any operation and procedures
performed and disposition and results upon discharge;
3. Medical /Clinical abstract which contains chief complaint, brief clinical history, pertinent
diagnostic examinations and diagnosis;
4. History sheet which contains the chief complaint, personal and family history (past and present),
including obstetrics history for women;
5. Physical examination sheet contains all pertinent (positive and negative) findings and
impressions;
6. Physician's order contains all of the doctor's orders; (Note: This form may also contain progress
notes that may be referred to as Physician's order and Progress Notes)
44
7. Diagnostic and other report sheet contains the results of all laboratory, radiologic and other
procedures;
8. Progress notes sheet includes the doctor's positive and negative observations and comments. It
gives a chronological picture of the clinical condition of a patient;
9. Discharge summary summarizes the significant findings and events occurring during the
patient's hospitalization, final diagnosis, operation (if performed), complications (if any),
condition on discharge, recommendations and arrangements for future care (OPD, follow-up
treatment), and classification of injury (if it is a medico-legal case);
10. Anesthesia record (if an operation was performed);
11. Report of operation records, which authenticate a pre-operative diagnosis before surgery. The
record shall then contain a report of all findings, a description of the surgical technique used, a
description of any “tissue” removed, and a post-operative diagnosis;
12. Nurses' notes, which contains observations of the patient the treatment given, the response to
treatment, and any unusual occurrences, medication and/or instructions and the advice for
follow-up consultations;
13. Consent and waivers with signature over printed name/thumb mark of the person giving consent
including witness;
14. Certificate of Live Birth, Fetal and Death Certificate, if either of these events occurred; and
15. Other records that contain medication and treatment, monitoring sheets e.g., vital signs record,
etc.
4.3.1 Quantitative Analysis of Health Record
After recording and assembly, the health record, whether inpatient, outpatient or ER patient,
undergoes the process of analysis. The health information analyst shall perform the
following:
1. Check basic forms required by the case.
2. Check all the forms which are explicitly ordered.
● The analysis clerk shall read the physician's order and counter check it with the
nurses' notes to confirm whether or not the order was carried out.
● When the nurses' notes state so, the health information analyst shall see to it that the
result of the order is attached.
● The analysis clerk shall check on the explicitly ordered forms. (Forms included in a
block)
3. The analysis clerk shall check all the required information.
● Every page should contain the name, age, sex, room/ward number and HRN of the
patient.
● Every form shall be properly filled-up.
● Accounts of all tests, treatments, and observations shall be reflected in the record.
4. The analysis clerk shall check all necessary authentications.
45
● Check whether all reports of treatment, medication, examination or evaluation of the
patient were dated and signed by the person who made the report.
● Check if all orders were dated and signed.
● Verbal, telephone and Short Message Service (SMS) orders of the doctor received
and written by a licensed nurse on the health record were signed and dated by the
nurse and countersigned by the doctor as soon as possible.
5. Analysis clerk shall check if all necessary consents/waivers are attached to the health
record.
● Check if the consent/waiver was dated, signed by the patient, and signed by a
witness
● Check if special procedures performed had corresponding consent
● If there was surgical intervention, check if there is surgical consent and completely
fill-out corresponding OR Blocks.
4.3.2 Qualitative Analysis of Health Record

Analysis clerk shall check for errors or unexplained inconsistencies in health records of
inpatient, outpatient and ER patient:
1. Check if every page contains the name, age, sex and Health Record Number of the
patient.
2. Check spelling of names and correct Health Record Number.
3. Check if there are inconsistencies between one part of the record and another (e.g., if the
pre-operative diagnosis differs from the post-operative diagnosis), the discrepancy shall
be noted and/or referred to the attending physician.
4. Check if accounts of all tests, treatment and observations are reflected in the health
record.
5. Check if all consultations are properly documented, signed and dated.
6. Check if the final diagnosis coincides with the diagnostic results attached in the health
record.
7. When the analysis clerk finds an incomplete health record, a “Deficiency Slip” shall be
attached and placed in a pigeon hole for completion.
4.4 Clinical Coding
Without complete and accurate documentation of health records, accurate coding cannot be
achieved. Precise and meaningful health statistics are used by health implementers to plan and
evaluate health programs. Likewise, these serve as an aid to assess the quality of care rendered and
to make decisions about staff, facility and resource allocation.
Health records are coded to enable the retrieval of information in diseases and injury. This
information is used:
● at a national level for planning a health facility
46
● in determining the number of healthcare staff required
● in educating the population and health risks within their country
● at the international level in comparing the health status of countries.
4.4.1 Steps in Coding
1. Locate the main term in the alphabetical index.
2. Refer to any notes under the main terms.
3. Refer to any sub-terms indented under the main term.
4. Follow cross-referencing instructions, if the needed code is not located.
5. Verify the code number in the tabular list.
6. Read and be guided by any instructional terms.
4.5 Collection for Statistical Data
4.5.1 From 24-hr Floor Census

Report of 24-hour Floor census is submitted to HIMD before 9:00 am by the nursing staff on
duty together with the health record of discharged patients. Upon receipt, the HIMD should
check the completeness and accuracy of the report. The number of admissions should tally
with the census report submitted by the admitting section, and the number of discharges is
the same with the number of health records attached to the report. See Annex E for the Daily
Floor Census Report.
Collection of Statistical Data from 24-hr Floor Census Report

1. Check completeness of the 24-hr Floor Census Report.
2. Check the number of admissions from the report of the Admitting Section.
3. Check the number of discharges from the actual number of discharged patients including
deaths.
4. Check for double recording of admissions, discharges, including transfer in and transfer
out.
5. Count the number of patients admitted and discharged/ died on the same day.
6. Check and validate the computation on the summary of the census report.
7. Add the number of admitted and discharged patients on the same day to get the in-patient
service day of care.
8. Consolidate the 24-hour floor census report in the Summary of 24- Hour Floor Census
Report Per Ward. See Table 3 for the sample table.
47
9. All data generated from the Summary of 24- Hour Floor Census Report Per Ward should
be indicated on the Summary of the Daily Floor Census Report for The Month. See Table
4 for the sample table.
10. Collect the needed data for the preparation of monthly/annual Statistical report e.g., Total
No. of Census, Total No. of Admissions, Total No. of Discharges, Total No. of
Discharges Alive, Total No. of Deaths, No. of patients admitted and discharged on the
same day, and Total No. of in-patient service days of care.
11. Compute the average daily census, bed occupancy rate, bed turnover interval, and bed
turnover rate for the month/annual, refer to Chapter 5 Hospital Statistics for the
Formula.
Table 3 Sample
SUMMARY OF 24- HOUR FLOOR CENSUS REPORT PER WARD
DATE: __________________
Line PARTICULARS Ward Ward Ward Ward Ward TOTAL
no. 1 2 3 4 5
1 Remaining last report
2 Admitted
3 Transferred-in from other Census Unit
4 Total of Lines 1, 2 and 3
5 Discharged
6 Transferred-out to other Census Unit
7 Absconded
8 Expired
9 Total of Lines 5, 6, 7 and 8
10 Remaining at 12:00 midnight (L4-L9)
11 Admitted and Discharged the same day
12 Actual Inpatient Service Days (L10+L11)
Table 4 Sample
SUMMARY OF DAILY FLOOR CENSUS REPORT FOR THE MONTH OF
____________
Line no. PARTICULARS 1 2 3 TOTAL Cumulative

1
1 Remaining last report
2 Admitted
3 Total of Lines 1 and 2
4 Discharged
5 Died
6 Total of Lines 4, 5, and 6
Remaining at 12:00
7
midnight (L3-L6)
48
Admitted and Discharged
8
the same day
Actual Inpatient Service
9
Days (L7+L8)
Table 5. Processing of 24-hour Floor Census

Description Person/Departme Interface/Form/
nt Responsible Document
1. Prepares and submit 24-hour Floor Head Nurse Daily Floor
Census from each ward Census
2. Acknowledges receipts of the duplicate HIMD Staff Daily Floor
copy of the floor census Census
3. Validates all floor census report into HIMD Staff Hospital Daily
hospital daily census Census
4. Consolidates, collects and records data Statistician Hospital Daily
from the hospital daily census for Census
statistical purposes
5. Furnishes copy to the COH/MCC, HIMD Staff Hospital Daily
CMPS, and Chief Nurse. Census
6. Files one copy of the hospital daily HIMD Staff Hospital Daily
census Census
4.5.2 From Patient Health Record

It is important that prior to collection of data, the health record should be processed
completely and should have ICD10 code/s. To facilitate an efficient and effective data
collection, HIMD must have a sheet template or any similar form to use.
Collection of Statistical Data from Patient Health Record
1. Count the number of discharges per day, per service. Refer to floor census report.
2. Compute for the length of stay, exclude the date of admission. Example, if the
admission date is Jan 1 and the patient was discharged on Jan 10, the length of stay is
9 days.
3. Consolidate all the length of stay of the discharged patients.
4. Count the total number of conditions on discharge as improved/recovered, transferred,
HAMA, absconded, unimproved, and died of all discharged patients. (May include
census on No. of consultation, No. of patients who died 10 days post-op, etc.)
5. Identify and count all deaths under and over 48 hours of all discharged patients.
6. All data collected on a daily basis should be summed up to come up with a monthly
report.
7. All monthly reports should be summarized to get the annual report.
Note: The template below is just a sample format, this can be modified and improved
depending on the need of the end user/statistician.
49
SERVICE: _____________________________ MONTH: ___________
DATE No. of LOS Condition on Discharge

Patients R/I T H A U DIED
<48 >48
HRS HRS
1
2
3
4
5
6
31
TOTAL
4.5.3 Reports from other Services

1. Receives monthly reports from dietary, pharmacy, laboratory, radiology and other
concerned offices.
2. Checks and validates the accuracy of the submitted report.
3. Consolidate data for the preparation of annual report.
Table 6. Preparation of Statistical Report

Description Person/Department Interface/Form/
Responsible Document
1. Collects and consolidates data from Statistician Statistical report;
the different units/sections reports of
(pharmacy, laboratory, radiology, operating units
dietary, and other concerned
offices) at the end of each month.
2. Computes for the required hospital Statistician Statistical report;
indicators (e.g. bed occupancy rate, Reports of
average length of stay, etc.) based operating units
on the collected data from the 24-
hour hospital census report and
health records.
3. Determines the ten leading causes Statistician Statistical report
of morbidity and underlying causes
of mortality.
4. Validates hospital statistical report Statistician/HIMD Head Statistical report
through coordination with the
concerned units/departments and
the Patient Health Records
Committee.
50
5. Reviews and affixes initials on the HIMD Head Statistical report
hospital statistical report.
6. Reviews and approves the Chief Medical Statistical report
statistical report and forwards with Professional Staff/Head and transmittal
the transmittal letter to the COH for of the Allied Health letter
review and signature. Professional Service
7. Approves and signs statistical COH/Medical Center Statistical report
reports. Chief and transmittal
letter
8. Submits statistical report to DOH Statistician Statistical report
and through the Online Hospital and transmittal
Statistical Reporting System letter
(OHSRS)
9. Retains a file copy of the report and Statistician/HIMD staff Statistical report
transmittal letter. and transmittal
letter
4.6 Filing of Health Record
4.6.1 Indexing
Indexing is essential for the protection of files and documents of large size. There are several
indices used such as Master Patient Index (MPI), Disease Index, Operation Index and
Physicians Index. The use of cards is the standard method for indexing, 3’’x 5’’ size of index
card is used for MPI while 5’’x 8’’ is for Disease and Operation Index.
Records indexing is generated and maintained manually in the HIMD which may require
additional cost for the health facility, therefore those with existing IHOMIS or other health
information systems, these indices can be automatically generated and maintained or
dispensed to save space.
4.6.1.1 Steps in Indexing
1. Provide an index card for every coded disease.

2. Record the ICD-10 code, disease and year for every Disease Index Card.
3. List down the following based on the patient’s health record:
a. Health Record Number
b. Patient’s Name
c. Age
d. Sex
e. Other Disease
f. Result
g. Operation (if any)
h. Date of Admission
i. Date of Discharge
j. Disposition/Result
k. Attending Physician
51
4. When a particular card is filled-up, a new one should be added for filing in front
of the old one.
5. When the year ends while a card is still unfilled, a line should be drawn under the
last entry to show the cut-off date.
6. Index cards should be kept in file drawers.
4.6.1.2 Types of Indexes
1. Master Patient Index (MPI) is one of the most important tools in the Health
Information Department.
● It is the key in locating health records maintained in the file.
● It serves to identify the patient and helps in the retrieval process of health.
● The patient index is maintained as a permanent file.
● MPI is maintained manually in a 12cm x 7cm or 3”x5” card.
● It is filed in strict alphabetical order by the patient’s name.
The minimum data requirements for the patient index card are as follows: the
patient’s name, HRN, age, date of birth, sex, civil status, date of admission and
discharge and the name of the physician.
____________________________________
NAME OF HEALTH FACILITY
MASTER PATIENT INDEX
_____________________________________________________ _____________________
NAME: FAMILY FIRST MIDDLE Health Record Number
________ _________________ ____________ ____________________

AGE DATE OF BIRTH SEX STATUS
ADDRESS: ____________________________________________________________________
ADMISSION DISCHARGE ATTENDING PHYSICIAN
52
2. Disease Index is a listing on a card for specific disease based on standard
classification/nomenclature, arranged according to code number.
___________________________________
CODE NO. DISEASE: YEAR
Health Age Date/ Date/

Patient Civil Other Operation/ Attending
Record Address Result Time Time
Name M F Status Diseases Procedure Physician
No. Adm. Disch.
3. Operation Index is a listing on a card for a specific operation according to

standard classification/nomenclature, arranged according to code numbers.
_______________________________________
OPERATION INDEX
CODE NO. OPERATION: YEAR
Health Age Other Date/ Date/

Patient Civil Attending
Record Address Operating Result Diagnosis Time Time
Name M F Status Physician
No. Procedures Adm. Disch.
4. Physician’s Index is a record of the work done and the results of treatment
rendered by the physician practicing in the hospital or an index containing a list
of all the patients a doctor has. These cards are filed alphabetically according to
the doctor’s name.
53
_______________________________________
PHYSICIAN’S INDEX
CODE NO. PHYSICIAN’S NAME: YEAR
Age Date/
Health
Patient Civil Time Type of
Date Record Address Days Cons. Result
Name M F Status Disch Service
No.
.
4.6.2 Filing Systems
An effective and efficient filing system is a vital requirement in the HIMD. All health records
shall be filed in one established sequence. An adequate filing area that will ensure the rapid
location and retrieval of health records must be maintained. The following are the systems of
filing health records:
4.6.2.1 Alphabetical filing system
When no health record number is assigned, and the patient’s name is the only
identifier, then the alphabetical filing is the only possible method to use. All records
of discharged patients are filed in strict alphabetical order from A to Z. Filing is by
patient surname first, then given name and last the middle name.
This method of filing system is only useful for health facilities with limited patients
and a small filing area.
Rules on Alphabetical Filing
1. Place the surname first, then the given name, followed by the middle name and
file in strict alphabetical sequence.
2. Arrange index cards in alphabetical order.
3. When a patient requires more than one card to accommodate all of his
admissions, the cards shall be arranged in chronological order, with earliest first,
working from front to back in the drawer.
54
4. If there is more than one person with the same surname and given name, the cards
shall be arranged alphabetically by middle initial. If no middle initial is given,
the cards shall be arranged according to birth date, filing the oldest card first.
5. Names with prefixes of D, dela, De, Des, Di, Du La, Mc, Mac, Ma, Van, Von,
etc. shall be filled alphabetically as D-e-l-a-C-r-u-z; D-e-l-a-F-u-e-n-t-e.
6. Names beginning with Sta. and St.shall be filed as S-a-n-t-a and S-a-I-n-t, as in
S-a-n-t-a-M-a-r-i-a and S-a-i-n-t.
7. Compound or hyphenated names shall be filed as one word; thus, Navarette-

Clemente shall be filed under N-a-v-a-r-e-t-t-e- C-l-e-m-e-n-t-e.
8. Names with religious titles such as Reverend, Mother, Father, Brother, and Sister
shall be filed under the surname, the titles disregarded followed by the given
name. Father Jose Romero is filed as Romero, Jose or Romero, Jose (Father).
9. If an initial is given instead of a person’s first name or middle name, the rule is
“file nothing before something” Thus, J. Romero shall precede M. Jose Romero
and Miguel Jose Romero.
10. It is customary for people of Spanish descent to combine the name of the mother
with the name of the father. For instance, with the name Soto Ramirez, Soto is
the surname of the father and Ramirez is the surname of the mother. These are
filed in alphabetical sequence, the father’s name first, followed by the mother’s
name. Thus, the name Maria Dolores Soto Ramirez shall be filed in the section
of the file in the following order; S-o-t-o-R-a-m-i-r-e-z, Maria Dolores.
11. If the patient’s name has changed since a previous admission, a cross-reference
shall be made to the former name. For instance: If Dayrit, Josefina is admitted, a
cross-reference should be made to her previous admission as Manalastas,
Josefina.
12. When looking for a given person’s name card, one must keep in mind that there
may be many spellings of the same name. A thorough search must be made under
every possible spelling of the name before stating that there is no card for that
name.
13. The Master Patient Index shall contain sufficient alphabetical guides for speedy
reference. As a rule, no more than 20 cards shall be filed behind a guide.
14. To maintain uniformity in the patient index when a personnel change is made,
filing directions shall be explicit. Whenever possible, only one person shall be
responsible for filing the index cards.
15. Card files should be audited regularly for misfiled records.
16. Additional training of Master Patient Index clerks shall be provided as necessary.
55
4.6.2.2 Numerical filing system
When a numerical record identification system is adopted, then a numerical filing

system is used. There are two systems of filing records numerically: straight numeric
and terminal digit.
4.6.2.3 Terminal Digit Filing System
For terminal digit, a six-digit number shall be used and divided into three (3) parts:
Part 1 – The PRIMARY digits which are the last two (2) digits on the right-hand side
of the assigned number.
Part 2 – The SECONDARY digits which are the two (2) middle numbers.
Part 3 – The TERTIARY digits which are the first two (2) digits on the left of the
assigned number.
For example, the unit number 19-30-90 is divided as follows:
19 30 90
Tertiary Secondary Primary
The inpatient’s health records of a health facility shall be filed and stored in terminal
digit-filing system. This means that they shall be filed in the order of primary digits
(that is, last two digits of the HRN and then the secondary digits and finally the tertiary
digits).
When filing health records under the terminal digit system, the unit number shall be
first considered. This shall be divided into three parts- in pairs of digits. Taking health
record 509326, this divides as follows- 50-93-26 and the process of filing commences
by considering the part of the number on right hand or “terminal” digit. The filing
area shall have 100 terminals (primary sections) starting from 00,01,02,03,04,05,..99.
When filing, the clerk shall take the health record to the primary section corresponding
to the terminal pair of digits. Once in the right terminal, the row of records shall be
located by considering the secondary or the middle number which, in the above
example, “93”. Within each secondary section, health records shall be filed in order
of their tertiary (left hand) pair of digits. Every 100 processed records shall be equally
distributed throughout the 100 terminals.
If someone is looking for a record, it shall be in the order shown below (or a tracer
shall be in its place).
An example of sequence is:
46-52-02 98-05-26 98-99-30

47-52-02 99-05-26 99-99-30
48-52-02 00-05-26 00-99-31
49-52-02 01-06-26 01-00-31
56
Note: A misfiled record may take hours to locate or could be lost forever. File all
records correctly.
06
05 51
04 51 10
03 51 10
02 51 10
01 51 10
00 51 10
51 10
10
In PH hospitals, the common practice adopted is a modified Terminal Digit Filing

system wherein the First Two is the secondary, the Middle Two is the Tertiary and
the Last Two will still act as the terminal digit. It is a practical method that’s easy for
filing and retrieval since it enables quick inspection because numerals placed at both
ends are easier to spot than those placed in the middle. For example, 50-97-26, 26 is
the terminal digit; 97 is the tertiary or the middle two digit and 50 is the secondary or
the first two digits. Considering 50-97-26 as the first health record in a series, the
sequence is shown below:
50-97-26
50-98-26
50-99-26
51-00-26
51-01-26
The advantage of a modified terminal digit filing system is eliminating the process of
culling which requires additional manpower.
4.6.2.4 Ways of Filing
1. Centralized Filing System

a. The records of the patient shall be filed in one location, usually the Health
Information Management Department.
57
b. The patient may have different health records (in-patient records, emergency
room record, outpatient record) but they shall be brought together in one unit
record, or at least filed under the same number in the same place.
c. The main objective of the Health Information Management Department is
to maintain a continuous health record of a patient, which shall be available
at all times. The implementation of a unit number and a centralized record
filing system is the best way to achieve this objective.
2. Decentralized Filing System

a. The health records of the patient shall be filed in multiple patient care areas.
b. This may be under the same unit number if the HIMD is maintaining a unit
record or with totally unrelated numbers if serial numbering is employed.
c. Under strict supervision by the Health Information Management Head, the
HIMD staff shall maintain centralized records keeping because it is cost
effective in terms of resource utilization and effective supervision can be
attained if only one system is employed
Table 7. Advantages and disadvantages of filing systems
ALPHABETIC SYSTEM
ADVANTAGES: DISADVANTAGES:
1. The easiest method of record retrieval is ● In this type of record identification, a
the master patient index as there is no patient's confidentiality is not
need to cross reference the patient safeguarded.
name to the health record number. It is
necessary to train staff to verify patient’s
names and spellings.
2. An accurate and consistent health
record filing.
3. Most practical in small health facilities
without a computerized system.
NUMERICAL SYSTEM
1. Confidentiality is ensured ● Not applicable for small health facility
2. The expansion of files is easy
3. Reveals certain information like total
number of patients and the like
TERMINAL DIGIT SYSTEM
1. Records are easily distributed ● It requires an adequate storage area for
throughout the 100 primary sections. the implementation of one hundred (100)
2. Only every 100th new health record shall primary sections.
be filed in the same primary section of
the file.
3. Elimination of personnel congestion in
the filing area.
4. Staff shall be assigned responsibility for
certain sections of the filing area.
5. Work can be evenly distributed among
the HIMD staff.
6. Inactive health records may be pulled
out from each terminal digit section as
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new ones are added, thus eliminating
the need to backshift records.
7. Misfiled records are reduced.
4.6.5 Other Considerations in Filing Systems
Management of Misfiled Health Records
1. A system of ensuring that no file is missing or misfiled shall be in place.
2. In locating misfiled records, the following shall be applied:

a. Check for the transposition of digits in a number. For example, 963615 may be filed
as 963651 or 693615.
b. Check for missing files under similar looking numbers such as “3” under “5” or “8”
or vice versa. Or “7” or “8” under “9”.
c. Check for a certain number such as 714 under 713 or 715 or under a similar
combination.
d. Check for the transposition of the first and last numbers.
e. Check the health record immediately before and after the particular missing record.
f. Check the shelf immediately above and below where the record should be filed.
3. The file room shall be checked once a month to ensure that:

a. All records are standing straight on the shelves.
b. There is no dust on the shelves (including the very top shelves).
c. The floor should be clean.
Management of Loose Sheets
Vast quantities of unattached laboratory, ECG, and other test results (loose sheets) are
produced daily and make their way to the Health Information Department. These reports
contain vital patient information and it is essential that they are filed promptly and accurately
to maintain complete, comprehensive and effective health records.
1. Sorting
Loose sheets are delivered to the HIMD from the different services or clinics of the health
facility. The in-patient sheets should be separated from the out-patient loose sheets in a
decentralized health record keeping system. Then they shall be pre-sorted terminally, in
preparation for the actual filing process. The procedure shall be as follows:
a. Separate loose sheets which have been stapled together
b. Date stamp all loose sheets received
c. Check names and numbers on the loose sheets
Note: For loose sheets forwarded to the HIMD without corresponding numbers, the
Master Patient Index shall be consulted.
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2. Locating the record
When using the manual system, an in-house box shall be maintained to
determine whether or not the patient has already been discharged.
For patients whose names are not in the in-house box, the MPI shall be consulted for the
HRN, then the health record shall be retrieved from the permanent file area.
Health Records which are not in the permanent filing area shall be recalled from the
respective borrower in order to incorporate loose sheets.
Any loose sheets that were not filed the first time shall be retained for a future attempt.
3. Filing Loose Sheets

The patient’s HRN and date on the report shall be checked and re-checked if
they correspond to the number and date indicated on the health record.
1. The loose sheets shall be refilled using the “Assembly of Health Records” list as a
guide to correct filing order.
2. Reports from each department shall be filed chronologically within each
admission.
3. Statistics on loose sheets received by the HIMD shall be maintained for any
administrative use.
4.7 Retrieval of Health Records
All health records not in the processing stage and not in use shall be placed in the file/storage
room. Inherent to documents and records is the ability to be retrieved from the permanent file for
further use.
A good retrieval system directly affects the total efficiency of the HIMD.
It is a good practice for small health facilities with a small filing/storage area to transfer inactive
records to the inactive file to give way to the incoming records, in order to decongest the area, and
to make retrieval easy.
A retrieval process will not be efficient and effective if there is no provision for adequate finding
aids, captions, locator aids and retrieval tools.
Retrieval tools in the health record are classified into three, namely: (1) indexes, (2) registers, and
(3) tracers.
4.7.1 Retrieval Tools
4.7.1.1 Indexes
An index serves to guide, point out, or facilitate reference to comprehensively

organize patients’ health records through demographic data, disease-
related/treatment-related information and clinical history.
The following are the types of indexes (refer to indexing part of this chapter for
discussions):
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a. Master Patient Index (MPI)
b. Disease Index
c. Operation Index
d. Physician’s Index
4.7.1.2 Registers
A register is an official list of all patients treated and/or admitted in a particular health
facility. It is considered a permanent document to be maintained by the health facility
as mandated by the Health Facilities and Services Regulatory Bureau of the
Department of Health. Also, it is a source of data/information when the original copy
of the health records is already disposed of after the prescribed retention period.
a. Admission Register. This is a list of all patients admitted in a particular health

facility. This register shall be done daily as patients are admitted. Each section
of this register shall be maintained in chronological order. This register is a
permanent record, and as such, all entries shall be made in ink. It shall be
maintained manually or computerized as mandated by the Philippine Health
Insurance Corporation effective January 2006. The minimum data requirement
for an admission register are as follows: Health record number (HRN), date and
time of admission, name of patient, date of birth, sex, address, membership,
admitting diagnosis and admitting physician.
_______________________________________
(Address)
ADMISSION REGISTER
Date/Time Name Date

Admitting Admitting
HRN of of Age of Sex Address Membership
Diagnosis Physician
Admission Patient Birth
b. Discharge Register. This is a list of all patients discharged from a particular

health facility. This register shall be done daily as patients are discharged. Each
section of this register shall be maintained in chronological order. This register is
a permanent record, and as such, all entries shall be made in ink. It could be
maintained manually or computerized as mandated by the Philippine Health
Insurance Corporation effective January 2006. The minimum data requirements
fora Discharge Register are as follows: Date & Time of the Discharged, Health
Record Number (HRN), Name of Patient, Age, Sex, Address, Membership,
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Discharge Diagnosis, Operation/Procedure, Attending Physician, Service,
Disposition and Result.
______________________________________
(Address)
DISCHARGE REGISTER
Date
Name of Discharge Operation/ Attending
& HRN Age Sex Address Service Disposition Result
Patient Diagnosis Procedure Physician
Time
Note: In the absence of a computerized system, Admission and Discharge

Register can be combined in one Register Logbook provided that the Admitting
Section is adjacent to HIMD.
c. Birth Register. This is a chronological listing of all the names of the children
delivered in a particular health facility.
_______________________________________
(Address)
BIRTH REGISTER
Date & Birth Name of Attendant at

HRN Name Sex
Time Weight Mother Birth
d. Death Register. This is a record of all deaths occurring within the health facility.
This is a listing of all the names of the patients who died in a particular health
facility and arranged according to the date of death.
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_______________________________________
(Address)
DEATH REGISTER
Cause of Death
Date &
HRN Name of Patient Age Sex Address (Underlying & other Physician
Time
diseases)
e. Out-Patient Register. Every out-patient who comes in for consultation must be

listed in the Out-Patient Register. If a logbook is utilized for this purpose, at the
end of the year, it should be forwarded to the Health Information Service for
safekeeping. This register is classified as a permanent file/record.
If, however, this register is maintained on a loose sheet or loose leaf, at the end
of every month it must be forwarded to the Health Information Management
Department for the preparation of Notifiable or Reported Diseases which is
prepared monthly. This is also necessary for the compilation and collation
process.
_______________________________________
(Address)
OPD REGISTER
Operation/
Date Name of Attending
HRN Age Sex Address Diagnosis Procedure
&Time Patient Physician
Done
f. Other Registers. Other required registers that government health facilities need
to maintain are as follows: Emergency Room Register, Delivery Room Register,
Operating Room Register, Laboratory Register, Radiologic Register, Tumor
Register and Injury Register.
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4.7.1.3 Tracers
A tracer is used to ensure proper record control, whenever the health record is
removed from file for any purpose. Tracers or “outguides” enable health records to be
traced when not on file.
4.7.2 Essential Requisites for Easy Retrieval
Efficient and effective filing system. This is an important factor that makes retrieval easy
because it is adaptable to the type of records maintained. Proven to be very effective in
managing voluminous health records is the full knowledge of the movement of the records
such as the terminal digit filing. However, to be truly effective, it needs to adopt the
corresponding unit numbering system.
1. Time element is very crucial in health record management. Retrieval time of health
records shall be as short as possible because the information that may be retrieved from
the health record might be the deciding factor between the patient's life or death.
2. Monitoring of chart movement. Another important factor to consider in the efficient and
effective management of health records is the full knowledge of the movement of the
records. This is the reason why the Health Information Management Department shall
maintain an effective tracking or follow-up system. The use of such a system coupled
with the full knowledge of the workflow shall help the health record staff control the
records more effectively.
3. Good Physical Layout. In order to attain a good physical layout, the Health Record
Service shall consider flexibility and functionality. The arrangement of the employees
should (1) follow the workflow, (2) facilitate smooth flow of paperwork, and (3) improve
coordination between / among employees.
The physical location of the Health Information Management Department shall be near
the Out-patient Department and Emergency Room as the activity rate of health records
is considered high in these services.
4.7.3 Retrieval Procedure
The authorized requesting party shall completely fill out borrower's slip form and duly signed
by concerned signatories (Refer to Annex O on Request to Access to Health Records).
1. The requesting party/authorized representative shall bring the request to the HIMD and
shall give it to the HIMD Staff.
2. The HIMD Staff receives and verifies whether the borrower is authorized to borrow and
also checks the completeness of the request.
3. The HIMD staff assigned shall retrieve the requested health records.
4. After the retrieval, the HIMD Staff shall record the borrowed health record in the tracking
system and place the tracer card where the record was retrieved.
5. The HIMD Staff assigned in the retrieval shall charge out the borrowed health record to
the authorized borrower.
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6. The borrower/authorized representative shall acknowledge the receipt of the record and
shall review/access within HIMD.
4.8 Retention and Disposal of Health Records
Retention period is the period of time established and approved by proper authority after
which records shall be deemed ready for disposal. It is recommended however, that those institutions
where active health records cannot be maintained for five years in the active file may transfer their
health records to another designated storage area because of limited space.
Aside from this legislation, the Department of Health issued Ministry Circular 77, series of 1981
which further qualifies the 25-year retention period for all hospitals under the Department of Health
regardless of its category/classification. The period of health records’ retention is amended by
Department Circular No. 70 s. 1996. The National Archives of the Philippines (NAP) also issued a
general circular on guidelines on the establishment and use of general records disposition schedule
(GRDS) that can be used as a guide in the disposal of other records maintained by the HIMD.
4.8.1 Transfer of Inactive Records
Transfer of inactive records shall follow the retention disposition schedule. All active
records that reached its retention period shall be transferred to inactive file area while
waiting for the prescribed retention period for disposal. If there is no available space
to accommodate active records, a decision must be made to determine the length of
time and/or appropriate storage where inactive records shall be kept.
4.8.2 Culling
Culling is the identification and removal of inactive records or those which have
already reached their mandated and/or prescribed retention period from the
filing/storage area for disposal. The process shall decongest the file area, provide
more room for the filing of in-coming health records and facilitate prompt retrieval of
needed health records.
4.8.3 Disposal
Disposal of health records in government health facilities/institutions is governed by

Department Circular No. 70 series of 1996: The Revised Disposition Schedule of
Medical Record amending Ministry Circular 77 series of 1981, Department Circular
2021-0226 and NAP General Circular 3, GRDS.
Department Order 13-A, Article III, Rule 2.2, specifically states that: “Agencies shall
not dispose of their health records earlier than the period indicated for each record
series. However, records may be retained for longer periods if there is a need to do
so.”
The disposal of health records must be done in close coordination with the National
Archives of the Philippines (NAP), the government agency in charge of health record
disposal.
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Table 8. Procedure in the Disposal of Health Records
Person/Departm Interface/Form/
Description
ent Responsible Document
1. Initiates the disposal of valueless health HIMD staff Records Inventory
records based on the records and Appraisal (Form
disposition schedule. 1)
Records Disposition
Schedule
(Form 2)
2. Culls out valueless records HIMD staff
3. Prepares request to dispose of records HIMD staff Request letter
and forwards to the Chief of Medical
Professional Service (CMPS)
4. Endorses request to dispose of records CMPS Request letter
to RMIC
5. Recommends request to dispose of Records Request for
records and submits to COH for Management and Authority to Dispose
approval Improvement of Records (Form 3)
Committee
(RMIC)
6. Approves request for authority to COH

dispose
7. Submits request to NAP RMIC
8. Receives, evaluates and assigns a NAP
representative to evaluate & examine
records for disposal.
9. Approves the submitted request for NAP Director Authority to dispose
authority to dispose with analysis report
and recommended manner for disposal
10. Coordinates with concerned RMIC/Administrat Letter of availment
offices/agencies (concerned ive Service for NAP official
departments/unit, COA, NAP, official buyer
buyer) for witnessing and disposal of
valueless health records
11. Disposes valueless health records RMIC/
through sale (public bidding or official NAP/COA/
buyer of NAP as per recommendation NAP Official
of NAP) buyer
12. Issues OR to official buyer Cashier
13. Signs Certificate of Disposal and NAP, COA, NAP Form No. 6
provides copy to concerned offices RMIC, official Certificate of
buyer Disposal of Records
14. Files copy of the Certificate of Disposal RMIC Certificate of
from NAP. Disposal
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4.9 Processing of Health Information/ Issuance of Certificates
4.9.1 Certificate of Live Birth
Live birth is the complete expulsion or extraction of a product of conception from its mother,
irrespective of the duration of pregnancy, which after such separation, breathes or shows any
other evidence of life, such as beating of the heart, pulsation of the umbilical cord, or definite
movement of voluntary muscles, whether or not the umbilical cord has been cut off or the
placenta is still attached; each product of such birth is considered alive.
A fetus with an intrauterine life of seven (7) months or more and born alive at the time it was
completely delivered from the maternal womb but died later shall be considered as live birth
and shall be registered in the registry of births.
However, if the fetus has an intrauterine life of less than seven (7) months, it is not deemed
born if it dies within 24 hours after its complete delivery from the maternal womb (Article 41
R.A 386). For statistical purposes, a certificate of Live Birth shall be prepared in duplicate
copy, a copy which shall be forwarded to the office of the Civil Registrar-General and the
other copy for the Civil Registrar’s file.
Table 9. Procedure in the Preparation of Birth Certificate
Person Responsible Action

Informant (Parent) 1. Fills up the Birth Certificate (BC) preform/worksheet
given by the nurse
2. Submits accomplished BC preform to the nurse.
Nurse/Midwife 1. Receives accomplished BC preform/worksheet from
the parent/informant.
2. Checks completeness and accuracy by interviewing
the patient
3. Forwards the accomplished preform worksheet with
four (4) copies of the COLB to the HIMD
Medical Transcriptionist of 1. Acknowledges receipt of accomplished COLB with
HIMD preform from Nursing Staff
2. Rechecks the preform for accuracy and completeness
of data entry
3. Counter checks all COLB from the census/delivery
registry for validation
4. Transcribes data from BC preform to the COLB
5. Checks COLB for completeness, correct spelling of
names, dates and other details
6. Forwards the COLB to the nurse/midwife
Nurse/Midwife 1. Acknowledges receipt of accomplished COLB
2. Secures the signature of informant
3. Seeks signature of the attending physician on the
COLB
1. Checks and affixes signature on appropriate space(s)
Attending Physician
on the COLB
Nurse/Midwife 1. Forwards signed COLB to the HIMD
1. Prepares transmittal letter to the Local Civil Registrar’s
Medical Transcriptionist of Office (LCRO)
HIMD 2. Forwards transmittal letter with the attached COLB to
HIMD Head/Officer-in-Charge for signature
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1. Checks all the attached COLB against the list of
names on the transmittal letter
HIMD Head/Officer-In-
2. Affixes signature on the transmittal letter
Charge
3. Sends back the transmittal letter with all the attached
COLB to the HIMD staff.
1. Transmits the prepared COLB to LCRO
2. Monitors and safe keeps a duplicate copy of the
HIMD staff transmittal letter and hospital copy of COLB for future
reference.
4.9.2 Certificate of Death
Certificate of Death provides information on the cause of death of the deceased determined
by the last attending physician. It also informs the family of the deceased on conditions,
diseases and circumstances that might occur or could be prevented. Also, it is used to process
funeral arrangements and other legal purposes including wills and testaments.
Note: To Submit Within 24 Hours
Table 10. Procedure in the Preparation of Death Certificate / Fetal Death

Person Responsible Action
Nurse-on-Duty 1. Facilitates preparation of the draft copy of the COD
2. Forwards the prepared draft COD to the attending
physician
Attending physician 1. Accomplishes the medical certificate portion of COD and
other required details
2. Affixes signature on the draft COD
3. Return the accomplished draft COD to the nurse-on-duty
Nurse-on-Duty 1. Receives the accomplished draft COD from the attending
physician
2. Checks draft COD for completeness of data entry
3. Secures signature of the informant
1. Confirms accuracy and completeness of information
Informant/ Relative 2. Signs draft copy of COD
1. Forwards the draft COD to the medical transcriptionist of
Nurse-on-Duty the HIMD
Medical Transcriptionist of 1. Acknowledges receipt of the draft COD
HIMD 2. Rechecks accuracy and completeness of the COD
3. Transcribes the data from the draft COD into four copies
of official COD
4. Returns the transcribed copies of official COD to the
nurse-on-duty
1. Acknowledges receipt of the official COD
2. Signs and secures signature of the informant and
attending physician
3. Incorporate one (1) copy of the COD to patient’s health
Nurse-on-Duty
record
4. Issues three copies of official COD to the nearest kin and
advices to register it within 48 hours upon receipt to the
Local Health Office (LHO)
1. Acknowledges receipt of the three (3) copies of COD in
Next-of-Kin the Logbook for registration to the Local Civil Registrar
Office (LCRO).
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4.9.3 Certificate of Fetal Death
Fetal Death is the death prior to the complete expulsion of a product of conception,
irrespective of the period of pregnancy. The death is indicated by the fact that after such
separation, the fetus does not breathe nor show any other evidence of life, such as the beating
of the heart, pulsation of the umbilical cord or definite movement of voluntary muscles, as
defined in the 2nd Edition Medical Certification of Death Handbook for Filipino Physicians,
Guidelines and Procedures.
Procedure
The preparation of Certificate of Fetal Death shall follow the procedure in preparing
Certificate of Death.
4.9.4 Certificate of Confinement
Certificate of Confinement, signed by the head of the Health Information Management

Department, shall be issued while the patient is still confined in the health facility. This
certificate should be a controlled document. The health facility should pre- number them and
their issuance should be recorded by the HIMD. This should be released with a dry seal.
4.9.5 Medical Certificate
Medical Certificate shall be issued when the patient is already discharged. This certificate
should be a controlled document. The HIMD should pre-number and record the issuance. It
is the attending physician who shall certify the medical certificate. This should be released
with dry seal.
4.9.6 Medico-Legal Certificate
Medico-legal Certificates shall be certified by the Attending Physician/Chief of the Health

Facility/Medico-legal Officer and released with dry seal.
4.9.7 Certifying of Health Records
Certified copies of the following health records may be requested:

1. Discharge Summary/Clinical Abstract
2. Laboratory and diagnostic results
3. Report of Operation
4.10 Telemedicine
As defined in the Joint Memorandum Circular No. 2020-0001 issued by the DOH and the
National Privacy Commission dated March 28, 2020, telemedicine refers to the practice of medicine
by means of electronic and telecommunications technologies such as phone call, chat or short
messaging service (SMS), audio- and video-conferencing, among others, to deliver healthcare at a
distance between a patient at an originating site, and a physician at a distant site.
With this, the DOH and the University of the Philippines Manila, through the National Telehealth
Center, has issued the Joint Memorandum Circular (JMC) No. 2020-0001 entitled “Telemedicine
Practice Guidelines,” which reiterates the implementation of telemedicine practice among health
69
care providers. All telemedicine consultations should have proper documentation, which includes,
but not limited to, the following:
a. Patient and provide location;
b. Family members or other companions present during the telemedicine consultation;
c. Patient consent;
d. Referring physician, if applicable;
e. Telemedicine platform or videoconference or communication software used; and
f. Patient’s feedback about the telemedicine consultation
All health care providers whose services are sought through telemedicine shall keep records of all
electronic clinical abstracts/consultation summaries, prescriptions and/or referral forms issued.
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CHAPTER 5
Hospital Statistics
Statistics is the process of collection, analysis, interpretation and presentation of facts as numbers or
numerical facts, which break down data into concise, useful form.
Accurate and comprehensive data collection is vital in statistical preparation and the effectiveness of
statistical reports depending upon the terminology used. There must be a mutual/ common
understanding of its meaning between the person who prepares the statistical report and its users. It
would also be essential to know what data to collect and how to collect them.
Hospital Statistics serves as a tool in planning, monitoring, and evaluation of the effectiveness of
hospital operations and management. Effective and efficient health indicators are considered an
integral part of the decision support system that managers use in any major decision-making.
5.1 The Need for Hospital Statistics
1. Provide data for management activities:
a. Administrative Level
● Budgeting and resource allocation
● Capacity Utilization
● Cost Accounting
● Disbursement of funds
● Decision-making and evaluation
● Organizing staffing levels
● Data for accreditation purposes
● Licensure approved hospital and their services
b. Clinical Level
● Assessment of the quality of care
● Appraisal of medical, nursing and allied health professionals’ performance
● Teaching purposes
2. Present a comparison of the past and present performance of health facility
3. Provide information for both internal and external agencies
4. Meet legal requirements
5. Serve as reference for education, research and service development
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5.2 Characteristics of Quality Hospital Statistics Data
1. Accuracy and validity of the original source data;

2. Reliability – Data is consistent and information generated is understandable;
3. Completeness – All required data are present;
4. Legibility – Data are readable;
5. Current and timely – Data are recorded at the point of care; and
6. Accessibility – Data is available to authorized persons when and where needed.
5.3 Collection of Healthcare Statistics
Healthcare statistics are collected and generated from multiple sources using different data
collection methods. Collection of data is done daily through the use of 24-hour floor census, patient
health record and routine reporting of various concerned sections. The Health Information
Management Department (HIMD) coordinates with different departments/units/sections to improve
the quality of health information. The accuracy of data collected relies heavily on the manner of
collection by the concerned unit and clear understanding of the definitions of reports needed and its
purpose.
The following services are some of the data sources for statistical reports:
● Medical Service
● Allied Health Professional Service
● Nursing Service
● Hospital Operations and Patient Support Services
● Finance Service
● Professional Education, Training and Research Office
5.4 Measures of Hospital Utilization
5.4.1 Inpatient
Inpatient is a patient admitted to the hospital receiving health care services and is provided
with room, board and continuous nursing services in a unit or area of the health facility.
1. Census indicates the number of patients present in the hospital at any given period with
a standard cut-off time at 12:00 midnight e.g. the Daily Floor Census Report for May 3
will include patients’ admitted, discharged, death, transfer-in and transfer-out from 12:01
to 12:00.
Census = Inpatients remaining at midnight + Admissions - Discharges & Deaths
● Average Daily Census is the average number of inpatients per day. The factors that
influence this indicator are the inpatient service days and the number of days in the
same period.
Total Inpatient Service Days for a period

Average Daily Census = -------------------------------------------------------
Total days in the same period
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Newborn census records must be reported separately. Average Daily Census can also be
computed by the wards or specialty departments, using the same formula.
Sample Computation:
To compute the average daily census of a 100 authorized bed capacity health facility with
an accumulated 2,750 inpatient service days for the month of January is to divide 2,750
(total inpatient service days) by 31 (number of days in the month).
2750
Average Daily Census = ---------- = 88.7 ~ 89
31
The average daily census for the month is 89.
2. Inpatient Service Days is a unit of measure denoting the services received by an

inpatient in a 24-hour period or any fraction of the day thereof.
Inpatients Admitted &

Inpatient Service Days = (remaining + Admissions) – Discharges & Deaths + discharged on
at midnight the same day
Sample Computation:
To compute for the inpatient service days of a 500 bed capacity with 597 remaining
inpatients at midnight, admission of 116, discharges of 112 and admitted and discharged
the same day of 22.
Inpatient Service Days = 597 + (116 – 112) + 22 = 623
Total Inpatient Service Days of care is compiled on the 24-Hour Daily Census Report
and the grand total for the month is listed on the last day of the month.
3. Bed Occupancy Rate (BOR) is the ratio of actual Inpatient Service Days to the maximum
inpatient days determined by bed capacity during any given period of time. Health
experts suggest that bed occupancy rate should not exceed 85% so as not to compromise
the quality of care of the health facility (Bontile, 2013).
● Bed Day – The World Health Organization defines Bed Day as a unit of measure
denoting the presence of an inpatient bed (occupied or unoccupied) set-up and
staffed for use in one 24-hour period.
● Bed Count – It is referred to as the number of beds, whether occupied or unoccupied,
that has been set-up and staffed for use in a designated inpatient area of a hospital or
institution. Beds from special areas are not to be counted, such as Operating Room
(OR), Labor Room (LR), Recovery Room (RR) or temporary set-ups for temporary
overflow beds in hall, etc., beds in the ward setup but with no staff or patients using
them (vacant or closed off area or wards, stored beds). The patients in special areas
are only occupying them for a short period of time and are assigned to another bed
in the hospital. Bassinets used by newborns are to be counted and reported
separately.
● Authorized Bed – Approved number of beds issued by the Health Facilities and
73
Services Regulatory Bureau, the licensing offices of DOH.
● Implementing Bed – Actual beds used based on hospital management decisions.
(This is not the basis for computing Bed Occupancy Rate).
● Actual Bed – Actual number of beds utilized by the patients within the period.
Additional Bed Used – Actual number of beds minus the number of implementing
beds for the period.
Total Inpatient Service Days for a period

Bed Occupancy Rate = --------------------------------------------------------------------- x 100
Total no. of authorized beds x Total days in the same period
Sample Computation:
An example of bed occupancy rate for the month of June, 1,380 inpatient service
days were provided at a health facility that has an authorized bed capacity of 50.
1380
Bed Occupancy = -------------- x 100 = 92
50 x 30
Taking into account that June has 30 days, the bed occupancy for that period is
92.00%.
4. Bed Turnover Interval (BTI) is the average period in days that an available bed
remains empty between the discharge of one inpatient and the admission of the next.
(Implementing beds x days in the period) – Inpatient Service Days for a period
Bed Turnover Interval = -----------------------------------------------------------------------------
Total discharges & deaths in the same period
Sample Computation:
An example of bed turnover interval for the month of October 2008, a total of 12,420
inpatient service days were provided at a tertiary health facility with implementing beds
of 462.
(462 x 31) – 12, 420

Bed Turnover Interval = ---------------------------- = 1.36 ~ 1
1,400
During the period a total of 1,400 patients were discharged and died. The bed turnover
interval is 1 day.
At a given BOR, the BTI indicates how efficient a hospital’s system is in readying the
bed for the next patient. A short BTI indicates better efficiency. However, very short BTI
should be looked at cautiously as studies have shown that a short BTI is linked to an
increase in hospital acquired infections such as MRSA (Methicillin-resistant
Staphylococcus aureus).
74
5. Bed Turnover Rate (BTR) is the number of times a bed, on average, changes occupants
during a given period of time.
No. of discharges (including deaths) for a period

Bed Turnover Rate = -------------------------------------------------------------
Average bed count during the period
Sample Computation:
A good example of bed turnover rate is a 200-bed health facility that supplied the
following information for the year 2008: patients discharged including deaths are 6,500.
6500
Bed Turnover Rate = ----------------- = 32.5
200
This example shows that during the year, the health facility’s 200 beds have changed
occupants about 32 times. This is helpful in measuring the level of efficiency and
productivity of the health facility in terms of vacant bed availability.
High BTR generally indicates better utilization. It means patient turnover is high and the
hospital is treating more patients in a given period of time. BTR, along with BOR, gives
a very good understanding of how well the hospital’s beds are being utilized.
6. Length of Stay is the number of days of care rendered to an inpatient from admission to
discharge. The duration of an inpatient’s hospitalization is considered as one (1) day if
he has been admitted and discharged on the same day and also if he has been admitted
on one day and discharged the next day.
It is used in utilization management that evaluates the hospital’s efficiency in providing

necessary services in the most cost-effective manner, while also evaluating the level of
care required.
7. Average Length of Stay (ALOS) is the average number of days each inpatient stays in
the hospital for each episode of care. It is calculated by dividing the total number of
occupied bed days for a period by the number of separation in the same period and
expressing the result as an average for all inpatient discharges, or the average number of
days of service rendered to each inpatient discharged during a given period.
Total Length of Stay of discharged patients for a period

Average Length of Stay = ----------------------------------------------------------------------
Total discharges and deaths in the same period
Sample Computation:
In June 2010, a health facility discharged a total of 2,086 patients (including deaths).
Their combined length of stay was 13,654 days. Using the above formula, the average
length of stay of discharged patients is 7.
13, 654
75
Average Length of Stay = -------------- = 6.54 ~ 7 days
2, 086
It should be noted that the total length of stay of patients discharged during the month
(regardless of date of admission) is taken from the actual days of confinement from each
patient’s chart for the period. The figure derived at is used as the numerator in computing
for the ALOS. A patient admitted and discharged on the same day is considered as having
stayed one day.
Note:
● In computing for the length of stay, the date of admission is counted but not the
day of discharge.
● Newborn (born alive and well) must not be included in computing for this
indicator.
5.4.2 Outpatient
Outpatient is a patient who receives health care services without being admitted for inpatient
medical care or health care services and does not occupy a bed for any length of time; or a
patient who consults and receives health care services in the health facility without being
admitted.
1. Total Number of Outpatient Visits refers to the total number of outpatients attended
and who received healthcare services in the health facility for a given period of time.
● New visits refer to the total number of outpatient first visits, and grouped by age
and sex.
● Revisits or Follow-up visits refer to the total number of outpatient second and
subsequent visits, and grouped by age and sex.
2. Total Number of Encounters refers to the number of health care services given to
outpatients during the visit.
3. Average Number of Outpatient Visits per OPD day refers to the average number of
out-patients who were attended for a given period.
Total no. of Outpatient visits/attended (both new and revisits) during a period
Average no. of Outpatient = ----------------------------------------------------------------------
visits per OPD Day Total no. of days for the same period
* where total no. of days refers to OPD days.
Sample Computation:
A health facility with an outpatient service operating 6 days per week has a total
number of new outpatient visits of 38,949 and a total number of revisits of 254,911.
38,949 + 254,911
Average no. of Outpatient = --------------------------- = 1020
visits per OPD day 288
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5.4.3 Emergency Department
Emergency Department is a health facility or primary care department that provides initial
treatment to patients with a broad spectrum of illness and injuries, some of which may be life-
threatening and requiring immediate action; or a health facility or primary care department
that provides initial treatment to patients in response to an increased need for rapid assessment
and management of critical illnesses.
1. Total Number of ED Consults refers to the total number of emergency patients

attended and who received health care services in the health facility for a given period.
● Emergency patients refers to a patient with a condition or state wherein based on

the objective findings of a prudent medical officer on duty for the day there is
immediate danger and where delay in initial support and treatment may cause loss
of life or cause permanent disability to the patient, or in the case of a pregnant
woman, permanent injury or loss of her unborn child, or would result in a
noninstitutional delivery.
● Non-Emergency patients refer to patients afflicted with minor injuries or illnesses
who arrive late at night or at times when the regular clinics of the health facility are
closed.
2. Average Number of ED Patients per day refers to the average number of both ED
consult and non-emergency patients who were attended to in the Emergency Room
for a given period.
Total no. of ED Consults

Average number of = -------------------------------------------------------------------
ED patients per day Total no. of days for the same period
Sample Computation:
A health facility has a total number of 55,010 emergency patients attended in the ER.
55,010
Average number of ED patients per day = ------------------- = 151
365
5.5 Measures of Health Facility Performance
5.5.1 Morbidity
Morbidity refers to the state of having a disease (including illness, injury or deviations from
normal health), or the number of sick persons or cases of disease in relation to a specific
population.
Morbidity usually relates to a single episode of health care. An episode of health care may be
defined as:
● A period of inpatient care; or
● A contact (or series of contacts in a specific time period) with a health care practitioner
in relation to the same condition or its immediate consequences.
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Source of Morbidity Data
Sources of data for morbidity coding include:

1. Hospital records
2. School health records
3. Death certificates
4. Armed services records
5. Occupational health records
6. Health surveys
7. Outpatient records (ambulatory care)
8. Maternal and child health services records
9. Recording of occurrence of ‘sentinel’ conditions or conditions such as congenital
anomalies, communicable diseases etc.
10. Cancer and chronic disease registry records
11. Follow-up of people born at a specific time, those who have suffered from a specific
‘index’ disease or injury
12. Others
Uses of Morbidity Data
Morbidity data may be used, among other things, to provide clues to causes of disease, and
it may form the basis on which decisions are made about previous measures or the allocation
of resources or priorities for disease prevention programs.
Coding and selection rules for morbidity
At the end of an episode of care, the clinician should record all conditions that affected the
patient in the period. The latest revision of the ICD provides guidance for morbidity coding
for the selection and coding of the “main condition” to be considered for morbidity
tabulation.
The country adopts a multiple coding policy, wherein all conditions are coded, but for
statistical purposes only the main condition is tabulated. Applicable morbidity coding
rules shall be used to select the correct main condition for morbidity tabulation.
A. Infection Rate
May be calculated separately for a specific infection, such as surgical wound,

puerperal and respiratory, urinary tract, and blood infections and so on.
1. Gross Infection Rate is the rate of those infections that have occurred following
clean wound operations or births, or have developed into medical cases after
admission in the health facility.
Total no. of infections in the health facility (or ward) for a period
Gross Infection = --------------------------------------------------------------------------- x 100
Rate Total discharges and deaths on the health facility (or ward) for the same period
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Sample Computation:
The Infection Control Committee of a health facility reported a total of 45

infections for the year 2010. Total discharges including deaths for the same period
were 2,000. Using the above formula, the gross infection rate is calculated as
follows:
45 (Total No. of infections)

Gross Infection Rate = ---------------------------------------------------- x 100 = 2.25%
2,000 (Total discharges including deaths)
Note:
● The infection to be included shall be a health facility acquired and shall be
so determined by a committee or a physician.
● Up to two percent (2%) is considered normal by Western standards.
2. Net Infection Rate is the rate of Health-Associated Infections (HAI) that can be
spread in many ways. Some transmission can occur through touch and some
through the air (via sneezing or coughing). The most prevalent infections acquired
during health facility stays are pneumonia and bloodstream, surgical site and
urinary tract infections.
Total no. of infections debited against health facility (or ward) for a period
Net Infection = -------------------------------------------------------------------------- x 100
Rate Total discharges and deaths from health facility (or ward) for a period
Sample Computation:
For the month of August 2020, the infection control committee reported a total of
9 infections in the hospital ward. The total discharges and deaths in that period
were 555 and 91, respectively.
9
Net Infection Rate = ------------------- x 100 = 1.39%
555 + 91
3. Postoperative Infection Rate is the rate these infections are occurring after a clean
surgical operation (OP) or procedure.
Total no. of infections occurring after a clean surgical operation
Postoperative Infection Rate = ------------------------------------------------------------- x 100
Total number of clean surgical operations/ procedures for the same period
Sample Computation:
In the month of December 2009, a health facility performed and reported 658 cases of surgical
operations. The ICC reported 2 cases of post-operative infections in a clean surgical case.
Based on the formula, the Post OP infection rate for the month is computed as follows:
79
2
Postoperative Infection Rate = ------- x 100 = 0.30%
658
4. Consultation Rate is the ratio of consultation following an attending physician’s request to

a consultant to examine a patient and give a second opinion.
Total consultations (all departments) for a period

Consultation Rate = --------------------------------------------------------------- x 100
Total discharges and deaths
Sample Computation:
A health facility reported a total of 9,528 consultations for the year 2010. Total discharges
and deaths for the same period were 8,098.
9,528 x 100
Consultation Rate = ------------------- = 1.18%
8,098
Note:
● Include newborns in computing for this indicator.
● Twenty percent (20%) is considered normal for teaching hospitals and which is
acceptable by Western standards.
● A ten to fifteen (10-15%) is acceptable by Western standards.
5. Caesarean Section Rate is the ratio of the number of Caesarean sections performed to the
total number of deliveries including Caesarean sections for a certain period.
Total no. of Caesarean sections in a region in a given period

Caesarean Section Rate = --------------------------------------------------------------- x 100
Total no. of deliveries for the same period
Sample Computation:
Four (4) caesareans were performed for the month of August 2011, during which there were
350 deliveries. Following the formula, the caesarean section rate is 1.14%.
4
Caesarean Section Rate = -------- x 100 = 1.14%
350
Note:
● A three to four percent (3-4%) rate or lower is acceptable by Western standards.
● Regardless of whatever the outcome of delivery i.e. one child, twins, etc. and whatever a
dead or live newborn is delivered, the mother is considered to have only once.
5.5.2 Mortality
Death certificates are the main source of mortality statistics. The information recorded in
death certificates helps decision-makers determine health priorities for prevention of deaths
80
due to similar causes in the future. Health decision-makers and planners all around the world
make extensive use of mortality statistics.
Source: University of Melbourne. (2016). Handbook for doctors on cause of death certification. CRVS technical guides. (2nd Edition).
University of Melbourne, Civil Registration and Vital Statistics Improvement, Bloomberg Philanthropies Data for Health Initiative.
https://crvsgateway.info/file/9582/57
The person certifying the cause of death should enter the sequence of events leading to the
death (morbid conditions that led directly to death and any antecedent conditions giving rise
to this cause) on the death certificate which conforms to the international format.
From the standpoint of prevention of death, it is necessary to break the chain of events or to
effect a cure at some point. The most effective public health objective is to prevent the
precipitating cause from operating.
The underlying cause of death is used for mortality statistics tabulation and reporting
purposes.
The underlying cause of death is defined as:

● the disease/injury, which initiated the train of morbid events leading directly to death; or
● the circumstances of the accident or violence which produced the fatal injury.
The ICD-10 or the latest revision of the ICD provides guidance for mortality coding for the
selection and coding of the "underlying cause of deaths" to be considered for Mortality
tabulation.
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Applicable Mortality coding rules shall be used to select the correct underlying cause of death
for Mortality tabulation.
● Dead on Arrival (DOA) refers to patients brought to a health facility without cardio-
pulmonary and brain functions, including patients who did not respond to initial
resuscitation and patients with signs of Rigor Mortis, Livor Mortis, Algor Mortis but
excluding cases of decapitation not susceptible for resuscitation and patients brought in
an advanced state of decomposition (as per Administrative Order No. 2020-0008).
● ED Deaths/ER Death refer to deaths of patients occurring in the ER, including patients
who were revived by initial resuscitative measures at the ER but eventually died there,
regardless of the time of stay in ER (as per Administrative Order No. 2020-0008).
Death Rate
The proportion of inpatient hospitalizations that ends in death. It has always been an
important information for health facilities in evaluating the quality of medical care.
1. Gross Death Rate is the ratio of all inpatient deaths, including newborns, for a given
period to the total number of discharges, including deaths, for a given period. This is
also known as the Mortality Rate.
Total deaths including newborn for a given period

Gross death rate = ---------------------------------------------------------------- x 100
Total discharge and deaths for the same period
Sample Computation:
If the health facility had 4 deaths and 385 discharges for the month, the gross death rate
is:
4
Gross death rate = -------- x 100 = 1.04%
385
Note:
● Do not include Dead on Arrival (DOA), stillbirth, and ED deaths.
● Include newborn death in computing for this indicator. Below three percent (3%) is
acceptable by Western standards.
2. Net Death Rate is the ratio of deaths excluding under 48 hours of admission. It produces
a lower figure than the gross death rate. This is also known as Institutional Death Rate.
(Deaths, including newborn) – (Deaths under 48 hours for the period)
Net death rate = ----------------------------------------------------------------------------------- x 100
(Institutional (Total no. of discharges, including deaths and newborn) – (deaths under 48 hours for the same period)
death rate)
Sample Computation:
82
A health facility had a total of 424 deaths for the year 2008, 183 of which died less than
48 hours after confinement. The total number of discharges for the same period is 16,500.
Net death rate is 1.47%.
(424) – (183)
Net death rate = ---------------------- x100 = 1.47%
(16,500) – (183)
Note:
Death occurring at the ER is not counted if the patient is not yet considered admitted.
The 0.5-2.5% rate is acceptable by Western standards.
3. Maternal Death Rate is the ratio of deaths resulting from obstetric complications of the
pregnancy state (pregnancy, labor, and puerperium) from interventions, omissions,
incorrect treatment, or from a chain of events resulting from any of the above.
Types of Maternal Deaths
a. Direct Cause are deaths resulting from obstetric complications of the pregnancy state
(pregnancy, labor, and puerperium) from interventions, omissions, incorrect
treatment, or from a chain of events resulting from any of the above.
b. Indirect Cause is the death of a woman resulting from a previously existing disease
or a disease that developed during pregnancy, labor, or the puerperium that was not
due to obstetric causes, although the physiologic effects of pregnancy were partially
responsible for the death, also known as Indirect Obstetric Death.
Total no. of direct maternal deaths in a given period

Maternal death = ---------------------------------------------------------------------------- x 100
rate Total no. of maternal (obstetrical) discharges including deaths for the same period
Sample Computation:
For example, two (2) mothers died after delivery at a health facility having annual OB
discharges of 7,000. The maternal death rate derived from the formula is 1.14%.
2
Maternal death rate = --------- x 100 = 0.31%
7,000
Note:
● To be counted, death must occur between conception and puerperium.
● Up to two and a half percent (2.5%) is considered normal by Western standards.
● Count only those patients whose death was a direct result of an obstetric
complication of pregnancy, labor or puerperium from interventions, omissions of
treatment or chain of events resulting from any of these.
● A woman who dies following an abortion is a maternal death, as in an obstetrical
patient who dies before the delivery of a cause due to pregnancy.
83
4. Postoperative Death Rate is the ratio of total number of post-operative deaths (deaths
within 10 days after surgery) to the total number of patients operated on during that
period.
Total postoperative deaths for the period

Postoperative death rate = ------------------------------------------------------- x 100
Total patients operated for the same period
Sample Computation:
For example, a health facility had a total of 72 surgical operations performed for the
month of February, one (1) of which died due to coronary artery bypass after ten (10)
days of surgical operation, computation is as follows:
1
Post-operative death rate = -------- x 100 = 1.39%
72
5. Perinatal Death refers to the number of stillbirths and deaths in the first week of life
(early neonatal mortality). (WHO definition)
(Early neonatal deaths + stillbirths)

Perinatal mortality rate = ----------------------------------------------- x 100
Total births
where total births = live births + stillbirths.
48 + 12
Perinatal mortality rate = ---------------- x 100 = 1.02%
5877
6. Fetal Death Rate (Stillbirth Rate) is the ratio of intermediate and late fetal deaths to the
total number of births including intermediate and late fetal deaths. Fetal deaths are
classified as:
a. Early Fetal Death – less than 20 weeks of gestation (500 grams or less)
b. Intermediate Fetal Death – 20 weeks of gestation but less than 28 weeks (501 to
1000 grams)
c. Late Fetal Death – 20 or more weeks of gestation (1001 grams – stillbirth)
Total no. of intermediate and late fetal deaths for the period
Fetal death rate = ------------------------------------------------------------------------------- x 100
Total no. of birth (including intermediate and late fetal deaths) for the same period
Sample Computation:
For example, in January, a health facility had a total of 98 live births, one (1) intermediate
and 4 late fetal deaths. To determine the fetal death rate, the total number of intermediate
(1) and late fetal deaths (5) is divided by the total number of live births and the
intermediate and late fetal deaths (98+5). The computation is as follows:
84
1+4 5
Fetal death rate = ------------ x 100 = ---------- x 100 = 4.85
98 5 103
Note:
Below two percent (2%) is considered normal by Western standards.
7. Neonatal Death Rate (infant Newborn Mortality Rate) is the ratio of newborn deaths
to the total number of newborn discharges including deaths.
Total no. of newborn deaths for the period

Neonatal death rate = ------------------------------------------------------------------------ x 100
(Infant newborn Total no. of newborn infant discharges (including deaths) for the same period
mortality rate)
Sample Computation:
For example, a health facility reported the following statistics for the year 2010: newborn
deaths 3, newborn discharges 3,850. Infant newborn mortality rate is 0.08%.
3
Neonatal death rate = ----------- x 100 = 0.08%
3,850
Note:
● Final deaths of less than 20 weeks shall not be included as well as those who
were admitted after their deliveries/births outside the health facilities.
● For infant death rate, below 2% is acceptable by Western standards.
Neonatal Death could be divided into:

1. Neonatal Period I – from the hour of birth through 23 hours and 59 minutes.
2. Neonatal Period II – from the beginning of the 24th hour of life through 6 days, 23
hours, and 59 minutes.
3. Neonatal Period III – from the beginning of the 7th day of life through 27 days, 23
hours, and 59 minutes.
8. Infant Death Rate is the ratio of the total number of infant deaths including neonatal and
post neonatal deaths rate of a live born infant at any time from the moment of birth to the
end of the first year of life (364 days, 23 hours, 59 minutes from the moment of birth)
Total no. of Infant deaths (neonatal and post neonatal during a period
Infant Death Rate = ---------------------------------------------------------------------- x 100
Number of live births during the period
Sample Computation:
Using the same data on the above example on the computation of Infant Newborn
Mortality rate with total live births of 3,856, the infant death rate is calculated as follows:
3
Infant death rate = ---------- x 100 = 0.08%
85
3,856
9. Autopsy Rate is the proportion of deaths that are followed by the performance of an
autopsy.
a. Gross Autopsy Rate is the ratio of all autopsies performed in the health facility to
all in-patient deaths in the health facility.
Total no. of autopsies performed for a period

Gross autopsy rate = -------------------------------------------------------------- x 100
Total no. of inpatient deaths for the same period
Sample Computation:
For example, in September 2010, a health facility discharged 942 patients with 36
deaths (including newborn) and performed 11 autopsies. Using the formula given
above, the gross autopsy rate is:
11
Gross autopsy rate = --------- x 100 = 30.56%
36
b. Net Autopsy Rate is the ratio of all autopsies to all inpatient deaths minus the un-
autopsied cases during the period.
Total no. of autopsies performed for a period

Net autopsy rate = -------------------------------------------------------------------- x 100
Total deaths – un-autopsied cases for the same period
Sample Computation:
In July 2011, a health facility had a total of 32 deaths and performed 12 autopsies. Three (3)
bodies were released to the forensic examiner for autopsy. Therefore, 3 cases are subtracted
from the denominator because they were not autopsied by the health facility. Dividing the
number of inpatient autopsies performed (12) by autopsy rate of 41.38%
12 12
Net autopsy rate = ------------ x 100 = ----------- x 100 = 41.38%
(32-3) 29
Note: Exclusions:
● Stillbirth, dead on arrival (DOA)
● Death in the Emergency Department when a patient is not admitted. (ED Death)
● Medico-Legal cases are referred to the proper authority.
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CHAPTER 6
Health Records in
Medico-legal,
Investigative and
Court Procedures
6.1 Ownership of the Health Record
Health facilities own the physical aspect of the health record, but legally, the privilege against
disclosure belongs to the patient and the attending physician. In a health facility setting, proper
notification of the Attending Physician prior to the release of clinical information is ideal in order to
protect the legal interest of the doctor and other healthcare providers as well as the health facility,
hence verbal requests for clinical information shall be discouraged in favor of written requests.
6.2 Accessibility
As a general rule, all members of the health professionals who are directly involved in the
treatment of a patient shall have access to the patients’ health record. In cases where the patient is
discharged and the health records are turned over to the HIMD, all requests for access must be put in
writing, which will require the approval of the HIM Head or the Chief of Hospital/Medical Center
Chief or his duly authorized representative.
The health record is a legal document, as such, all records shall be stored in areas where only
authorized staff are allowed access and appropriate security measures are instituted. No clinical
information concerning a patient or client shall be released to another person without the consent of
the patient or authorized representative.
6.3 Confidentiality
A health record is confidential and the patients’ right to privacy must be the primary concern
in the release of information. It serves as a privileged communication between the physician or other
health professional and the patient.
6.3.1 Rules on Confidentiality pertaining to Specific Health Records
The following are the rules pertaining to the confidentiality of specific health records
according to law:
87
6.3.1.1 Records of Drug Dependents
a. Records under the Voluntary Submission Program

In accordance with Section 60 of Republic Act 9165, “Judicial and medical
records of drug dependents under the voluntary submission program shall be
confidential and shall not be used against him for any purpose, except to
determine how many times, by himself/herself or through his/her parent, spouse,
guardian or relative within the fourth degree of consanguinity or affinity, he/she
voluntarily submitted himself/herself for confinement, treatment and
rehabilitation or has been committed to a Center under this program.”
b. Records under the Compulsory Submission Program
In accordance with Section 64 of Republic Act 9165, “The records of a drug
dependent who was rehabilitated and discharged from the Centre under the
compulsory submission program, or who was charged for violation of Section 15
of the Comprehensive Dangerous Drug Act of 2002, shall be covered by Section
60 of this act. However, the record of a drug dependent who was not rehabilitated,
or who escaped but did not surrender himself/herself within the prescribed period,
shall be forwarded to the court and their use shall be determined by the court,
taking into consideration public interest and the welfare of the drug dependent.”
6.3.2 Health Information on Violence against Women and their Children

In accordance with Section 44 of Republic Act 9262, “All records pertaining to cases of
violence against women and their children including those in the barangay shall be
confidential and all public officers and employees and public or private clinics to hospitals
shall respect the right to privacy of the victim. Whoever publishes or causes to be published,
in any format, the name, address, telephone number, school, business address, employer, or
other identifying information of a victim or an immediate family member, without the latter's
consent, shall be liable to the contempt power of the court.”
6.3.3 Health Information of Human Immunodeficiency Virus (HIV) Patient
Medical confidentiality shall protect and uphold the right to privacy of an individual who
undergoes HIV testing or is diagnosed to have HIV. It includes the safeguarding of all health
records obtained by health professionals, health instructors, co-workers, employers,
recruitment agencies, insurance companies, data encoders, and other custodians of said
records, file or data.
Confidentiality shall encompass all forms of communication that directly or indirectly lead
to the disclosure of information on the identity or health status of any person who undergoes
HIV testing or is diagnosed to have HIV.
This information may include but is not limited to the name, address, picture, physical
description or any other characteristics of a person, which may lead to his/her identification.
To safeguard the confidentiality of a person's HIV/AIDS record, protocols and policies shall
be adopted by concerned officials, agencies and institutions.
6.3.3.1 Exceptions to the mandate of confidentiality
The requirement for medical confidentiality shall be waived in the following
instances, as stated in Sec. 45 of Article VI Confidentiality of the Philippine HIV and
AIDS Policy Act (RA 11166):
88
● When complying with reportorial requirements of the national active passive
surveillance system of the DOH: Provided, That the information related to a
person's identify shall remain confidential;
● When informing other health workers directly involved in the treatment or care
of a PLHIV: Provided, that such worker shall be required to perform the duty of
shared medical confidentiality; and
● When responding to a subpoena duces tecum and subpoena ad testificandum
issued by a court with jurisdiction over a legal proceeding where the main issue
is the HIV status of an individual: Provided, That the confidential medical record,
after having been verified for accuracy by the head of the office or department,
shall remain anonymous and unlinked and shall be properly sealed by its lawful
custodian, hand delivered to the court, and personally opened by the judge:
Provided, further, That the judicial proceedings be held in executive session.
6.3.3.2 Release of HIV/AIDS Test Results
Likewise, the IRR of RA 11166 states that, the result of HIV/AIDS testing shall be
confidential and shall be released on to the following:
● Person who was tested;
● Parent of a minor who was tested;
● Legal Guardian or a duly assigned licensed social worker or health worker,
whichever is applicable, for a minor, mentally incapacitated person or orphan
who was tested;
● Person authorized to receive such results in conjunction with the DOH
Monitoring Body
● A judge of the Lower Court, Justice of the Court of Appeals or Supreme Court
Justice who has jurisdiction over the case.
6.3.4 Health Information of Psychiatric Patient
Health information of psychiatric patients shall be released only upon presentation of a

written authorization from the patient’s nearest kin or by a person appointed by the court as
the legal guardian. If the request is from a psychiatric facility where the patient is presently
confined, the information shall be released as soon as an approval from the Head of Health
facility is obtained.
The Mental Health Act or Republic Act 11036 states that “Confidentiality of all information,
communications, and records, in whatever form or medium stored regarding the service user,
any aspect of the service user’s mental health, or any treatment or care received by the service
user, which information, communications, and records shall not be disclosed to third parties
without any written consent of the service user concerned or the service user’s legal
representative except in the following circumstances;
● Disclosure is required by law or pursuant to an order issued by a court of competent
jurisdiction;
● The service user has expressed consent to the disclosure;
● A life-threatening emergency exists and such disclosure is necessary to prevent harm or
injury to the service user or to other persons;
89
● The service user is a minor and the attending mental health professional reasonably
believes that the service user is a victim of child abuse; or
● Disclosure is required in connection with an administrative, civil or criminal case against
a mental health professional or worker for negligence or a breach of professional ethics,
to the extent necessary to completely adjudicate, settle, or resolve any issue or
controversy involved therein.
6.4 Health Record with Investigative Concerns

Prior to the release of health records for any investigative concerns, it shall undergo a
thorough quantitative and qualitative analysis to ensure accuracy and completeness of all information
that the case requires.
During and after the conduct of the investigation, the Head of HIMD or an authorized representative
shall ensure that there are no alterations of the information and no pages detached or missing.
6.4.1 Insurance (PHIC, SSS, GSIS, Private Insurance Companies)

An insurance verifier shall be required an original copy of the waiver from the patient, or
patient’s next of kin in case of death or physical/mental disability, duly notarized before being
given access to the health record/information about the patient. The copy of the waiver shall
also be countersigned and dated by the insurance verifier and shall be filed with the record.
Insurance verifiers representing PHIC and other Health Maintenance Organization shall be
properly identified by the head of the HIMD before given access to review health records for
reimbursement purposes.
6.4.2 Adjudicatory Agencies (PNP, NBI, CIDG, BJMP, PDEA and other Law Enforcement
Agencies)
In the event that there is a need for a review of the health record concerning investigation of
a certain case, a representative shall be allowed to have access provided that a written request
duly signed by the Chief /Director of their respective agency is approved by the Head of the
health facility.
6.4.3 Clinical Research/Studies
Researchers may be given access to health records only after complying with the requirements
set by the Research Ethics Committee or the Standing Policy of the Health facility.
6.4.4 Patients Complaints (CHR, PRC, CSC, Presidential Hotline)
Any complaint pertaining to a patient has to be validated. It is the role of the Head of HIMD
to review the health record following standards on the release of clinical information.
6.5 Records Subpoenaed by the Court

Subpoena testificandum is a process directed to a person to attend and to testify in any
investigation being conducted under Philippine law. He may also be required to bring books,
documents, or other materials that may be required by the Court, in which case, it is called a subpoena
duces tecum.
Subpoena duces tecum ad testificandum is issued when a person is mandated to testify and to bring
the documents to court.
Oftentimes, the HIMD receives a subpoena duces tecum, which only requires the HIMD head to
bring a particular record(s) to court.
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A legally served subpoena is binding on the person to whom it is addressed. The HIMD staff should
not accept any subpoena not directly addressed to HIMD. If a subpoena is addressed to a particular
doctor, it must be served to the doctor or his representative.
In situations where a subpoena is served to a doctor who is no longer connected with the institution,
a letter of notification signed by the MCC, addressed to the presiding Judge shall be accomplished
and submitted to the court.
Upon receipt of the subpoena, the recipient must always indicate the time and date of receipt.
Exceptions – The provisions of Sections 8 (Compelling Attendance) and 9 (Contempt) of rule 21 of
the 1997 Rules of Civil Procedure shall not apply to a witness who resides more than 100 kilometers
from his/her residence to the place where he is to testify by the ordinary course of travel, or to a
detention prisoner if no permission of the court.
Process Flow in Response to Subpoena duces tecum
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In the event that the health record can no longer be provided in court, the following shall apply:
REASON ACTION
1. Misfiled/ Lost Health Record Bring In-patient / Operating Room / Delivery Room / Birth
and Death Registry to court
2. Disposed in accordance with the Certificate of Disposal from National Archives of the
Law on Records Disposition Philippines (NAP)
3. Destroyed by Calamities In-Patient Registry, if available or Certification from

concerned agencies of the damaged records due to
calamities.
6.6. Informed Consent for Medical and Surgical Procedure
As a general rule, no treatment or procedure may be performed without the patient’s/relative’s

consent. There are instances where consent could not be obtained from an incapacitated person (for
example when a patient is comatose or a minor) therefore surrogate consent must be obtained from
the parent, nearest-of- kin or legal guardian.
A valid consent must be signed by the patient/relative together with a witness and must also be dated
and timed. Aside from these requirements, the person giving the consent should be legally and
mentally competent. The consent must be freely/voluntarily given and clearly understood by the
authorized person.
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CHAPTER 7
Introduction to
Electronic Health
Record
7.1 Introduction
The rapid changes in the delivery of healthcare and public demand for more extended and
improved health services have made electronic health records an obligation of every health facility.
The Republic Act No. 11223 or the Universal Health Care (UHC) Act, which has been signed on
February 20, 2019, mandates that all Filipino citizens be automatically enrolled in the National
Health Insurance Program and prescribes complementary reforms in the health system. This gives
citizens access to the full continuum of health services they need, while ensuring financial risk
protection. To illustrate, below is an excerpt of Section 36, Health Information System, of the UHC
Act:
“All health service providers and insurers are required to maintain a health information
system on enterprise resource planning, human resource information system, electronic
health records, and electronic prescription log, including electronic health commodities
logistics management information, which shall be electronically uploaded on a regular
basis through interoperable systems consistent with the standards set by the DOH and
PhilHealth and in consultation with the DICT and NPC; Provided, That the applicable
standards shall set depending on variables such as type and level of healthcare
providers.”
Further, the Health Information Systems practitioners play important roles in the application of
eHealth in the Philippine standards: from optimizing processes and registration, improving data
collection to processing and analysis of health, aligning with the Data Privacy Act of 2012 or RA
10173.
Thus, the DOH has continuously addressed the challenges and demands to further improve health
care service deliveries and outcomes through the DOH Integrated Hospital Operations Management
Information System (iHOMIS) for government hospitals. The iHOMIS is a computer-based
information system developed by the DOH to support hospital management for effective and quality
health care providing timely, relevant and reliable information. It uses data from other systems (e.g.
DOH Licensing, NHFR (National Health Facility Registry) Systems, PSA data and others). It also
assists planning, decision-making and linkages with the different hospital service components and
other health facilities.
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7.2 Electronic Health Record (EHR) defined
The Electronic Health Record:
● Contains all personal health information belonging to an individual;
● Is entered and accessed electronically by healthcare providers over the person’s lifetime;
and
● Extends beyond acute inpatient situations including all ambulatory care settings at which
the patient receives care.
The World Health Organization’s declaration of Health for All by the Year 2000 highlighted the need
for better health care services, not only at the hospital (secondary) level, but also for primary
healthcare and community health services. This has required a change of focus in healthcare in many
areas to ensure, if possible, that the implementation of an electronic health record covers healthcare
delivery services across a broad spectrum of healthcare.
Ideally, it should reflect the entire health history of an individual across his or her lifetime including
data from multiple providers from a variety of healthcare settings.
Such an extensive system, however, has not been introduced by many institutions/countries to date,
although many are planned, but may still not be possible in some developing countries or in fact
some developed countries.
Whatever the type of electronic health record decided upon, the health information contained in it
must be organized primarily to support continuing, efficient and quality healthcare. It must also
continue to meet legal, confidentiality, and retention requirements of the patient, the attending health
professional and the healthcare institution/country.
For the purpose of this manual, the title electronic health record (EHR), as defined immediately
above, will be used as the preferred definition.
7.3 Goals and Principles upheld by EHR Implementation

With the many advances in information technology over the past years, particularly in
healthcare, a number of different forms of electronic health records (EHR) have been discussed,
developed, and implemented. Some institutions/countries are currently planning the introduction of
a nationwide electronic health record while others have actually implemented some form of EHR.
However, the type and extent of electronic health records vary and what one country calls an EHR
may not be the same as that developed in another country.
In addition to the above, resistance by some medical practitioners and health professionals generally
to a change from manual to electronic documentation may be a problem in both developed and
developing countries. Most health administrators and information managers are aware that it may
take time to change or at least modify health practitioner behavior and attitudes.
It is recognized as well that more than simply adopting a paperless system, the focus on encouraging
departments and healthcare practitioners to move to an electronic system should stem from the
following goals:
a. Improvement in the accuracy and quality of data recorded in a health record.
b. Enhancement in the healthcare providers’ access to a patient’s health care information enabling
it to be shared by all for the present and continuing care of that patient.
c. Improvement in the quality of care as a result of having health information immediately available
at all times for patient care.
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d. Improvement in the efficiency of the health record service; and
e. Reduce health costs brought about by inefficient systems
With these, the following principle shall be considered in adopting EHR:
1. Patient-centered design
a. The use of an EHR should add value for the patient.
b. The primary function of an EHR is clinical care.
2. Health care professionals
a. The use of an EHR should improve, or at a minimum not reduce, the well-being of health
care workers.
b. The use of an EHR should align the work with the training of the worker.
c. The EHR is a shared information platform for individual and population health.
3. Efficiency
a. The use of an EHR should minimize waste.
b. Electronic workflows should align with clinical work.
c. Various methods of communication, including non-electronic forms, will be necessary for
optimal patient care.
4. Regulation and payment
a. Sufficient resources should be available for the new work associated with the advanced use
of an EHR.
b. Policies around EHR use should reflect the strength of the evidence base supporting them.
c. Regulatory balance between often competing values (i.e., clinical quality vs. security or
efficiency vs. performance measurement) should be sought.
5. Privacy and Confidentiality
The principle of privacy, confidentiality, and security shall be upheld by the EHR.
a. Privacy – A legal concept referring to the protection that has been accorded to an individual
to control both access to and use of personal information. Privacy protection varies from one
jurisdiction to another and is defined by laws and regulations. Privacy protections provide
the overall framework within which both confidentiality and security are implemented.
b. Confidentiality – Concerns the right of individuals to the protection of their personal data
during storage, transfer, and use, in order to prevent unauthorized disclosure of that
information to third parties.
c. Security – refers to the collective body of physical, electronic, and procedural processes
designed to prevent breaches in information confidentiality. Security also concerns system
availability, including the identification and management of predictable risks to data
systems, such as power outages, staff shortages, natural disasters, and user error.
7.4 Guide for Health Facilities towards adopting and EHR

To serve as a guide for health facilities to transition into an EHR, the following
steps/procedure should be conducted to ensure that all issues and concerns related to its
implementation can be addressed.
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7.4.1 Needs Assessment and Review of Current System
1. All health facilities shall ensure that hospitals are adhering to standards set for keeping
health records as these EHRs follow the same principles.
2. Emphasis is given to the following:
● Numbering system dedicating a unique number system for each patient (numbers are
not repeated)
● Ensure that all health records associated with the patient are kept
3. Assessment usually shows the things that the health facility needs to address prior to
implementation of the EHR to ensure the smooth transition to EHR.
7.4.2 Planning considerations in the transition to EHR
1. Once issues and challenges are identified health facilities are to do the following:
a. Establishment of steering committee
b. Preparation of a clearly defined statement of the type of EHR to be implemented
c. Identification of perceived benefits to the institution with the introduction of an EHR
system
d. Preparation of a list of clearly stated goals and strategies for implementation
e. Review of current health record policies and procedures and develop them to cover
proposed changes
f. Determine record structure and content:
● Ensure a patient identification system is in place
● Determine an effective means of obtaining the patient’s informed consent
2. Other possible issues may include:

a. Clinical data entry issues and lack of standard terminology
b. Resistance to computer technology and lack of computer literacy
c. Strong resistance to change by many healthcare providers
d. High cost of computers and computer systems and funding limitations
e. Concern by providers as to whether information will be available on request
f. Concerns raised by healthcare professionals, patients and the general community
about privacy, confidentiality and the quality and accuracy of electronically
generated information.
g. Quality of electronic healthcare information and accuracy of data entries
h. Lack of staff with adequate knowledge of disease classification systems
i. Human resources issues – lack of staff with adequate skills
j. Environmental issues – electrical wiring and supply of electricity, amount and
quality of space needed for computers, etc.
k. Involvement of clinicians and hospital administrators
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7.4.3 Identifying the EHR Design and Technical Specification
1. Review of EHR Design should also be conducted to ensure that the following concerns
or issues are avoided in the selected HER
a. Variable levels of functionality and data security
b. Unpredictable vendor/technical support
c. Issues with long-term sustainability
d. Variable reporting functionality
e. Limited feedback of data in EHR systems for patient care
2. EHR should be able to do the following:
a. Collect and display essential demographic patient information such as: name, birth
date, gender, rank, etc.
b. Manage patient’s problem/diagnosis list: coded diagnosis, onset date, history,
chronicity, date resolved
c. Collect and display patient medication
d. Collect and display patient allergies
e. Collect and display test results
f. Accept encounter clinical data: vital signs, weight, height, calculate BMI, times of
rehabilitation
g. Accept clinical notes in structured format and in free text format which include the
Arm Forces of the Philippines (AFP), Philippine National Police (PNP), Bureau of
Jail Management and Penology, Bureau of Fire Protection (BFP) and Treatment and
Rehabilitation Center (TRCs)
3. In addition, ensure that the EHR is accredited by DOH through Licensing/ Accreditation
Implementation of the National eHealth Electronic Health Record System Validation
(NEHEHRSV) based on existing guidelines.
4. Implementation
a. Full implementation requires the following:
● detailed preparation with all technical requirements in place
● working telecommunication infrastructure fully operational
● the system tested thoroughly, and
● all staff ready and fully trained.
b. Data for all active patient must be uploaded immediately before the identified cut-
off schedule for full migration (e.g. identification and demographic details uploaded
in the new system)
c. Capacity of the electronic system to back up files safely is a critical factor in
determining full transition from a manual system to an electronic system.
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7.5 Electronic Medical Records
Electronic Medical Records (EMRs) are a digital version of the paper charts in the
clinician's office. An EMR contains the medical and treatment history of the patients in one practice.
EMRs have advantages over paper records.
The term Electronic Medical Record or EMR, as with Automated Health Records, has been used to
describe automated systems based on document imaging or systems which have been developed
within a medical practice or community health center. These have been used extensively by general
practitioners in many developed countries and include patient identification details, medications and
prescription generation, laboratory results and in some cases all healthcare information recorded by
the doctor during each visit by the patient. In some countries, such as Korea, the term EMR is used
to define an electronic record system within a hospital which as well as the above includes clinical
information entered by the healthcare professional at the point of care.
Advantages of Electronic Medical Records

● Providing accurate, up-to-date, and complete information about patients at the point of care.
● Enabling quick access to patient records for more coordinated, efficient care.
● Securely sharing electronic information with patients and other clinicians.
Table 11. Comparison of Paper vs. Electronic
FACTOR PAPER ELECTRONIC
Storage/Space Requirement Filing cabinets Computers, servers, switches, etc.

Records Room Data Center
Manpower Less efficient work More efficient work processes

processes Computer proficiency required
Need not be computer
experts
Supplies Paper, ink, folders, pens, Data servers, computers, etc.

etc. Electricity/back-up generator
Environmental cost
May or may not need
electricity
Management/Sharing Reproduce copy Download file

File/Re-file Easy back-up
Slow mobility Fast transmission
Difficult to collaborate Easy collaboration
Maintain original copies
Access Manual retrieval System search and retrieval
Security/Protection Location – strategic Location – strategic

Records room – Data Center – authorized staff
authorized staff Install CCTV / Air-conditioning
System Log-in
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Install CCTV / Air- Firewall

conditioning Maintenance – Annual
Retention/Disposal Follow NAP guidelines Follow NAP guidelines

Permanent records – Retention period same as paper
perpetual records
Temporary records –
disposal
(See Annex A for the Overview of Electronic Medical Records and its operations by World Health
Organization, 2006)
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CHAPTER 8
Continuous Quality
Improvement for
HIMD
The DOH Administrative Order No. 2020-0034, “Revised Guidelines on the Implementation of
Continuous Quality Improvement (CQI) Program in Health Facilities in Support of Quality Access
for Universal Health Care”, mandates the establishment of the CQI program in health facilities. Each
hospital department of the health facility is encouraged to implement CQI for the overall quality
improvement.
Continuous Quality Improvement (CQI) for HIMD strengthens the implementation of the existing
Standard Operating Procedures (SOPs). It provides quality health records for continuity of care to
patients and quality data on the health facility planning and decision making to attain cost-effective
health record management. It evaluates the quality of service delivered, facilitates necessary
corrective actions to provide feedback, identify staff in-service training needs, provide an objective
basis for disciplinary actions, encourage employees to achieve optimum level and recognize
excellence in employee performance in order to institute staff development.
CQI evolved from Quality Assurance (QA) Program which its main framework provided guidelines
for health facilities to plan and systematize procedures in providing quality service. When CQI is
adopted by the health facility management as one of each ideals, as part of the health management
system, the result is a Total Quality Management (TQM). CQI is founded on a total quality
management philosophy, established in a quality management system compliant with ISO 9001:2015
standards, and strategically managed on platforms such as the Performance Governance System and
the Strategic Performance Management System.
8.1 Composition of CQI Team in HIMD
The HIMD will organize a quality improvement team with the following members:
● One who is involved and who knows the process
● One who is affected by the problem
● One who has technical expertise
● One who makes decision about the process
● Other members who can contribute to the formulation and implementation of solutions
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An employee who has the expertise or one who is affected by the problem can be a member of a QI
team regardless of the department she or he belongs to. The composition of the team may be
multidisciplinary or cross functional.
The team is mandated to meet regularly to identify problems, understand and analyze the causes, and
formulate best solutions for implementation. Evaluation and monitoring must be carried out in order
to institute corrective actions making CQI a continuing cycle.
8.2 Expected Outcomes of the Quality Improvement Activities
● Continuous improvement project of clinical and non-clinical care and service.

● Identification of barriers in the achievement of higher quality patient care.
● Motivation for the staff to be more aware of and interested in standards of patient care
and service.
● Delivery of safe and efficient care and service.
● Efficient and effective allocation and use of resources.
● Commitment from staff/management which will ensure that the program is ongoing,
upgraded, improved standards are long lasting and conformed to the standard required
by other agencies.
● Construction input, from all staff levels, into the continuing education program of the
complex.
● Communication at all levels about problems related to standards of quality care and
service.
● Cooperative problem-solving, where a service involves more than one area in the
complex.
8.3 Essential Elements of Quality Improvement
1. Planned and Systematic Approach. Quality assurance plan should exist and address the
following:
a. Scope of the program
b. Objective
c. Methods to be used
d. The individuals to be involved in the program
2. Monitoring. There should be a systematic ongoing process of collecting information on
clinical and non-clinical performance.
3. Assessment. The periodic analysis and interpretation of the information collected in order
to identify problems in patient care.
4. Action. At this stage important problems in patient care or opportunities to improve care
are identified, action/studies are undertaken.
5. Evaluation. The effectiveness of actions taken is evaluated to ensure long-term
improvement.
6. Feedback. To be effective, results of the activities should be regularly relayed to the staff
of people involved in the program.
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8.4 Plan-Do-Study-Act (PDSA) Cycle
One of the frameworks established to facilitate quality improvement is the PDSA Cycle. It is
a four-stage problem-solving model used to improve processes and provide a system of organization
in its dynamic environment overtime. The cycle is a shorthand for testing change by systematically
identifying the problem and its root cause (Plan), carrying out the test (Do), understanding and
learning from the results (Study) and determining the needed modifications to be made (Act). Below
is a model of the cycle showing the processes involved.
Figure 11. The PDSA Cycle
Table 12. The PDSA Cycle - Step by step (DOH Administrative Order No. 2020-0034)
Steps Guidelines Tools and Expected Output
Techniques
PLAN: Define the problem and identify the root cause
Step 1: Identify areas 1. Identify the area, problem, or - Brainstorming - List of problems
for improvement opportunity for improvement. identified
- Prioritization
3. Estimate and commit Matrix Criteria
the needed resources. - Check sheet (for
data collection)
Step 2: Assemble a 1. Identify and assemble team - SMART aim

team. members. statement developed
2. Specify team member roles and - Complete Team with
responsibilities. well-defined roles and
responsibilities
3. Specify meeting frequency and
structure.
4. Develop a SMART aim.
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Step 3: Identify the 1. Examine the current approach - Brainstorming - Flowchart constructed
current process. or process flow.
- Flowchart - Data requirements
2. Obtain existing baseline data or
- Cause and Effect/ - List of real causes of
create a plan to obtain needed
Fishbone Diagram/ the problem
baseline data.
Ishikawa Diagram
- Final Problem
3. Obtain input from stakeholders.
- Control Charts statement
4. Determine root causes of the
problem.
Step 4: Identify 1. Identify all potential change - Alternative solutions

potential change strategies based on root causes. or strategies
strategies.
2. Select change strategy (or
strategies) most likely to achieve
the SMART aim.
Step 5: Identify 1. Develop a theory of change for - Documentations / - Evidence- based

improvement theory. the change strategy. reports i.e. journal Strategies
articles
2. Develop a strategy to test the - Evaluation Plan
theory on a small scale (small
number of participants.)
3. Determine how the strategy will
be measured.
DO: Customer Protection and Countermeasure
Step 6: Test the 1. Carry out the test on a small - Check sheet - Data on the
theory. scale. effectiveness of the
- Flowchart
strategy
2. Collect, chart, and display data
to determine the effectiveness of - Documented
the change strategy. problems, unexpected
effects and general
3. Monitor fidelity of
observations
implementation of the change
strategy; document problems,
unexpected observations, and
unintended side effects.
STUDY: Confirm effectiveness
Step 7: Study the 1. Determine whether the - Pareto Diagram or - Trends

results. improvement was successful on a Charts
- Conclusion and
small scale.
- Control Charts recommendations based
2. Determine if the results matched on the result
the theory/ prediction.
3.Determine unintended
consequences if any.
4. Describe and report what you
learned.
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ACT: Feedback/ Feed forward
Step 8: Scale up 1. Scale up successful change - 5 Ws and 1H - New test theories

implementation. strategies and continue testing (What, When,
until improvement is achieved. Where, Who, Why
and How)
2. Develop and test new theories
for unsuccessful changes.
3.Standardize successful
improvements.
Step 9: Establish 1. Repeat the PDSA cycle, when - Team development

future plans. needed. plan
2. Take steps to preserve gains and - Radar Chart
sustain successes.
3. Make a long-term plan for
additional improvements.
4. Celebrate your successes.
8.5 Risk Management

Risk management is an organized effort to identify, assess, and reduce, where appropriate,
risk to patients, visitors, staff and organizational assets. It helps minimize risks and extra costs that
may be incurred by any threat to the operations of the HIMD. One important strategy is the
identification of serious clinical documentation errors/problems.Clinical Documentation as the
foundation of the health record should be accurate, timely and reflect the scope of services provided.
The HIMD has full knowledge of the different documentation and /or recording standards which is
used as a guide in the quantitative and qualitative analysis of health records. An inherent function of
the HIMD is to assist the members of the medical, nursing and other professionals to come up with
quality documentation.
Below introduces the CDI and its direct impact on patient care.
A. Clinical Documentation Improvement (CDI)
To facilitate quality documentation of health records, clinical documentation improvement
(CDI) is a team approach to improving concurrent (while the patient is receiving care)
documentation practices through ongoing education and clarification of clinical documentation
that can’t be matched with the latest ICD code.
The goals of CDI are to facilitate clear, concise, clinically accurate information in the health
record through the identification of incomplete, vague, and/or missing diagnoses allowing
capture of all applicable diagnoses by the latest ICD code to reflect:
● Accurate reimbursement
● Quality of care/services provided
● Patient severity of illness/risk of mortality
● Appropriate hospital and physician profiles
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The Role of CDI
General mission:
● Facilitate the creation of a health record that accurately represents the acuity of the patient’s
illness and the hospital resources used to treat the patient by ensuring provider
documentation can be “matched” with ICD code
● Work collaboratively with the medical staff and coding department to translate provider
documentation into diagnostic terms that can be captured by ICD codes while the patient is
receiving inpatient hospital treatment (concurrent review)
What is the importance of CDI?

● The convergence of clinical, documentation, and coding processes is vital to a healthy
revenue cycle, and more important, to a healthy patient.
● To that end, CDI has a direct impact on patient care by providing information to all
members of the care team, as well as those downstream who may be treating the patient at
a later date.
High Quality Documentation

1. Legible – clear enough to be read and easily deciphered
2. Reliable – trustworthy, safe, yielding the same result when repeated
3. Precise – accurate, exact, strictly defined
4. Complete – has the maximum content, thorough
5. Consistent – not contradictory
6. Clear – unambiguous, intelligible, not vague
7. Timely – performed at the time of service
B. Self-Assessment Tool of HIMD
The self-assessment tool of the HIMD can be used to evaluate and monitor compliance to the
standards of the HIMD. Refer to Annex X.
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_doc.pdf
33. World Health Organization. (2008, June). HEALTH INFORMATION SYSTEMS: Toolkit on
monitoring health systems strengthening. World Health Organization.
https://www.who.int/healthinfo/statistics/toolkit_hss/EN_PDF_Toolkit_HSS_InformationS
ystems.pdf
107
34. World Health Organization. (2016). International statistical classification of diseases and
related health problems, 10th revision, vol. 2, 10th edn, World Health Organization,
Geneva.
35. World Health Organization. (2006). Medical records manual: a guide for developing
countries. Manila: WHO Regional Office for the Western Pacific.
https://apps.who.int/iris/handle/10665/208125
36. World Health Organization. (2006). Electronic health records: manual for developing
countries. Manila: WHO Regional Office for the Western Pacific.
https://apps.who.int/iris/handle/10665/207504
108
ANNEXES
ANNEX A: Overview of EMR
Implementation of a computerized MPI

Computerization of the MPI would be spread over a period of time through:
● entry of information already held on index cards from the manual MPI card system including
all patients in hospital at the time of implementation;
● inpatient registration; and
● outpatient registration.
The entry of data on new patients should be completed at the time they are admitted as inpatients or
registered as outpatients, that is, in the Admission office for inpatients and the outpatient department
registration desk for outpatients.
Search programme
As for the manual system, in a computerized MPI, the search programme should enable the operator
to locate a particular patient to determine if that patient has been in hospital previously and has a
health record number.
Limited information on a number of patients (one patient per line) may be displayed on a screen for
review or further action. These can be displayed by:
● patient name giving hospital number; and

● hospital number giving patient name.
When the particular person is identified, the full index file information for that selected patient may
be displayed on the screen. If there are changes to a patient’s identification details, they should be
made at the time of admission.
● When retrieving information, strict security codes should be used to prevent unauthorized
access and alterations. Each user should have his/her own user name as well as a password,
which is assigned by the computer manager and changed periodically.
● Only an authorized user should be able to access information relating to a patient and to
change, add to or delete records on the master file.
The MPI should force a name search before a name can be entered, unless the name is being entered
with a pre-existing medical record number.
Operation of a Computerized MPI

● All name searches should use the name and at least one unique patient characteristic (see
PATIENT IDENTIFICATION).
● As in a manual system, correct spelling of names is vital to minimize duplicate registration
of a patient.
● Entry of at least one unique patient characteristic is compulsory when adding a patient to the
MPI.
● Entry of the medical record number is compulsory when adding a patient to the MPI.
● The computer automatically issues medical record numbers in strict numerical order.
109
● The MPI should enable the manual entry of pre-existing medical record numbers.
● Reports generated from the MPI should include:
1. a daily printout of numbers issued, in number order, creating the NUMBER
REGISTER; and
2. regular printouts in alphabetical order of all names by family name or by first name
depending on the naming conventions of the country.
A. Computerized Admission, Transfer and Discharge (ATD) System

Like the MPI, the ATD system is one of the most computerized systems involving medical records.
The introduction of this type of system enables staff to maintain a file on all patients currently in
hospital, awaiting admission and recently discharged. It also enables authorized users around the
hospital to have direct access (via a computer terminal) to the file and automatically generate bed
census and other daily statistics required by the hospital administration.
The objectives of such a system are to:

● provide an inpatient booking service for patients awaiting admission;
● keep records of the bed state and bed allocation;
● trace patients for inquiries;
● provide daily patient census reports and related statistics;
● provide information for the MPI (directly linked to the MPI system); and
● provide a complete database for all authorized users of patient identification and location
information.
Within such a system, a data file is maintained on all patients:

● currently in hospital;
● awaiting admission; and
● recently discharged. In a computerized admission (transfer and discharge system) all
admissions are entered at the time of admission and the discharge details are entered for all
discharged /died patients at the time of discharge or death.
Important Points of a Computerized ATD System
● All admissions must have an entry in the MPI.

● There must be a linkage between the MPI and the ATD System to enable a name to be added
to the MPI as part of the admission procedure.
● Daily reports are generated including:
a. an admission list;
b. a discharge list;
c. a list of all inpatient at a given time; and
d. a list of inpatients for longer than 90 days
B. Computerization of the Disease and Procedure Index

A computerized disease and procedure index has been developed in many hospitals to enhance the
retrieval of medical information for research. As with a manual system, it would contain information
relating to diagnoses and procedures, in coded form, to enable the retrieval of individual cases for
medical research. It could use the ATD system as the base records to which disease and procedure
codes are added following the completion of the medical record at discharge or death of a patient.
110
● Such a system could also accommodate information relating to tests performed during
hospitalization for later review of the utilization of hospital services.
● The program would process the "discharge" area of the ATD master file. In such a system,
relevant records in the discharge area are accessed. A specific time limit, however, should be
determined regarding transfer from the discharge area to the disease/procedure index. Seven
days is the suggested minimum transfer time.
1. Coding
The main condition/principal diagnosis and procedure is coded by the MRO or person given this
responsibility. The diagnosis/procedure and code numbers are entered into each individual
patient’s admission record via a computer terminal.
2. Retrieval
The system would be designed to enable the retrieval and report generation of information on
the types of diseases/ procedures treated within the hospital. It should enable retrieval by
disease/procedure and also sex/age/doctor/associated diseases and hospital number.
Reports from a computerized Disease/Procedure Index could include:
● a list of all discharges not coded;
● a list of all patients with a particular code or range of codes;
● a list of last month's discharges by ICD code; and
● a list of discharges by notifiable disease code.
The ATD system writes into the MPI and disease and procedure systems. It is a temporary
database of patients and kept for about two to five years. It is then archived. The MPI is
permanent.
C. Computerized Record Location/Tracking System
Many types of computerized file location/tracking systems are available. With such a system, the
location of a medical record can be readily found. In addition, a list of previous places where the
medical record was sent can be printed, e.g.; clinics including the date when the record was sent to
that location. Some hospitals use a barcode system as seen in department stores and supermarkets
while others enter details via a computer terminal in the Medical Record Department.
Source: World Health Organization. Regional Office for the Western Pacific. (2006). Medical
Records Manual: A Guide For Developing Countries. Manila: WHO Regional Office for the
Western Pacific.
View full document through this URL: https://apps.who.int/iris/handle/10665/208125
111
ANNEX B: Patient’s Health Record Audit
PATIENT NAME HEALTH RECORD NUMBER (HRN):
Last Name First Name Middle Name

DISCHARGE DATE:
NOTE: Please check 🗹 corresponding boxes for the completeness of patient’s health record. This form shall be
accomplished upon discharge.
BASIC HEALTH RECORD FORMS
For Nurse For HIMD use only

Station
No. Health Record Form (Nurse Checked
Supervisor/ and Remarks
Head Nurse) verified
1. Clinical Cover Sheet
2. Admission Slip
3. Informed Consent for Admission/Confinement (for

outpatient and ER, informed consent for treatment)
4. Amendment Form (if any)
5. Emergency Room Record or Elective Admission Form

for OPD patient
6. History and Physical Examination
7. Clinical/Diagnostic Laboratory Result Forms
8. Doctor’s Order and Progress Notes
9. Nurse’s Notes (FDAR)
10. Monitoring Sheet
- TPR
- Pain Monitoring Sheet
- Input and Output
- Vital Signs
11. Intravenous Fluid Sheet
12. Medication Sheet
13. Discharge Summary/ Tagubilin
SUPPLEMENTAL HEALTH RECORD FORMS

A. Operation Block
112
1. Informed Consent for Surgery
2. Informed Consent for Anaesthesia
3. Anaesthesia Record
4. PACU Monitoring Sheet
5. WHO Surgical Safety Checklist
6. Pre-operative Checklist
7. Operative Record
B. Delivery Block
1. Labor Room Record (Partograph)
2. Operative Technique
3. Newborn Record
4. Essential Intrapartum Newborn Care (EINC)
5. Delivery Slip
PATIENT NAME HEALTH RECORD NUMBER (HRN):

DISCHARGE DATE:
NOTE: Please check 🗹 corresponding boxes for the completeness of patient’s health record.
OTHER HEALTH RECORD FORMS

For
No. Health Record Form Nurse For HIMD Remarks
Station
1. Inter-departmental Referral Sheet
2. Blood Request Form
3. Clinical Abstract
4. Nutrition Care Plan
5. Medical Social Worker’s Notes
113
6. Physical Therapy Notes
7. Respiratory Therapy Notes
8. Interventional Radiology Notes
9. Clinical Pharmacist’s Notes
10. AMS Forms (Antimicrobial)
11. Fall
12. Consultation Sheet
13. Non-Disclosure Agreement for Access of Health Records
14. Patient Referral Form
Checked by: __________________________ Received by:__________________________
114
ANNEX C: Outpatient Clinical Record
PATIENT NAME HEALTH RECORD NUMBER

(HRN):
ADDRESS SEX: STATUS:

[ ] Male [ ] Single
[ ] Female [ ] Married
No. Street City/Municipality/Province [ ] ________
DATE OF BIRTH (mm/dd/yyyy) AGE BIRTHPLACE CONTACT NUMBER NATIONALITY RELIGION
NAME OF SPOUSE NEXT OF KIN TO NOTIFY
FATHER’S NAME ADDRESS
MOTHER’S NAME (MAIDEN) RELATIONSHIP
ALERT NOTATION:
Allergy to: _______________________________ (specify) Others: ___________________________________
CONSENT TO CARE
I hereby authorize Dr. _______________________________________ and the staff of your Hospital to perform the treatment and procedures deemed necessary
for my care. I also give authorization for the hospital to supply information from my medical records to my insurance carrier and/or to my attorney.
________________________________ ______________________________________ _____________________________

Signature Over Printed Name of Patient Signature of Next of Kin Triage Nurse/Witness
(for minor and/or mentally incompetent patients)
DATE DOCTOR’S NOTES

(S O A P)
115
ANNEX D: Emergency Treatment Record
I. TRIAGE RECORD
PATIENT INFORMATION
Name (Last, Given, Middle)
Age Sex Male Female Date of Birth
Address P
Private MD
G
Referred by: Mode of Arrival Historian Guardian
• Self • Ambulance • Patient E
• OPD • Walk-in • Parent MS
• Priv MD • Private vehicle • Family C
• Hospital • Police escort • Friend oncerned children
O
VITAL SIGNS: HR/RR BP T thers
Weight
CHIEF COMPLAINT
HISTORY OF PRESENT ILLNESS
REVIEW OF SYSTEMS
GENERAL EYE ENT CV RESP
Fever Redness Congestion Chest pain DOB

Chills Itching Epistaxis Palpitations Cough
Weakness Blurred vision Sore throat Orthopnea Sputum
Nausea Loss of vision Hoarseness Pedal edema Hemoptysis
Diplopia Ear ache PND Wheezing
Ear discharge
GI GU NEURO MS SKIN
Abdominal Pain Dysuria Headache Neck pain Rash

Vomiting Frequency Blackout Back pain Swelling
Constipation Nocturia Numbness Hip pain Breast discharge
Melena Vaginal discharge Unsteady gait Shoulder pain Breast masses
Hematochezia Vaginal bleeding Seizure Joint pain
Hematemesis
PSYCH OTHERS ALL SYSTEMS REVIEWED

Negative
Anxious All other systems negative
Depression Incomplete due to:
Hallucination Loss of Consciousness/Intubated/Exposure to Toxic Chemicals
Stress
Not sleeping
MEDICAL HISTORY
116
PAST MEDICAL/SURGICAL MEDICATIONS FAMILY SOCIAL
None None Smoker ppd X yrs

PTB PTB Alcoholic bev drinker
Diabetes Diabetes Illicit drug use
Hypertension Hypertension
Asthma Asthma ALLERGIES
Cardiac Cardiac
ICU Admission Cancer
OR
Triage Officer Date Time
II. EMERGENCY ASSESSMENT AND DISPOSITION
PHYSICAL EXAMINATION
Initial Assessment
DIAGNOSTICS
• CBG • Blood CS • 12-L ECG

• CBC • Urinalysis
• RBS BUN Crea Na K Cl Ca Mg P • Pregnancy Test
• Uric Acid LDH Chol TG LDL HDL • Urine GS/CS XRAY chest abdomen
• ALT AST alk phos • Fecalysis
• Protime/PTT • Stool GS/CS
• CPK MB CPK MM CPK Total
• Trop I T CT SCAN: UTZ:
Plain 2D Echo
Contrast HBT
Cranial Pelvic
Cervical Whole abdomen
Abdomen Transvaginal
THERAPEUTICS
Oxygen: LPM via

NPO Diet
IVF
Medications: Dosage Time given Signature
Monitor
RESULTS
CBC CHEMISTRY EKG RADIOGRAPHS
117
REFERRALS
Referred by Time Service Reason for Referral Time Received by
NURSES NOTES
DATE
TIME
BP
HR
RR
TIME
WT
CBG
Signature
DISPOSITION
Date • Treated and discharged • Home Against Medical Advice Transfer of Hospital
Time • Absconded • ER Death _____________
• Admit • Dead on Arrival (DOA)
Self-conduction
Ambulance Private
Discharge Diagnosis Discharge Plans
Medications Special Instructions
FOLLOW-UP ATTENDING PHYSICIAN
Clinic Date Time
Date Time
118
ANNEX E: Daily Floor Census
Unit/Ward: __________________________ 8
ADMITTED (Record total at line no. 2 of summary) 9
No. TIME HRN PATIENT NAME ROOM 10
1
ABSCONDED (Record total at line no. 7 of summary)
2
No. TIME FROM PATIENT NAME TO
3
1
4
2
5
3
6
7 EXPIRED (Record total at line no. 8 of summary)
8 1
9 2
10 3
11 4
12
PREPARED BY: CHECKED BY:
13
14 _____________________________
__________________________________
CHARGE NURSE/HEAD NURSE NURSE SUPERVISOR
15
TRANSFERRED IN (Record total at line no. 3 of summary)
No. TIME FRO TO

PATIENT NAME
M
119
Date:___________________________
DISCHARGED (Record total at line no. 5 of summary)
CENSUS SUMMARY FOR THE DAY
No. TIME HRN PATIENT NAME ROOM
Line PARTIC No. of Patients
1 no. ULARS
2 Remaini
1 ng last
3 report
4
2 Admitted
5
Transferr
6 ed-in
from
3
7 other
Census
8 Unit
9 Total of
4 Lines 1,
10 2 and 3
11
Discharg
5
12
ed
13 Transferr
ed-out to
14 6 other
Census
15 Unit
TRANSFERRED OUT (Record total at line no. 6 of summary)

Abscond
7
ed
No. TIME FROM PATIENT NAME TO
8 Expired
1
Total of
Lines 5,
9
2 6, 7 and
8
3
Remaini
ng at
4 10 12:00
midnight
5
(L4-L9)
Admitted
6 and
11 Discharg
7 ed the
same day
8
Actual
Inpatient
9 Service
12
Days
(L10+L1
10 1)
120
ANNEX F: Clinical Cover Sheet
PATIENT NAME WARD/RM/BED/SERVICE: HEALTH RECORD NUMBER (HRN):
PERMANENT ADDRESS TEL NO.: SEX: CIVIL STATUS:

[ ] Male [ ] S [ ] D [ ]SEP
[ ] Female
[ ]W [ ]M [ ]N
No. Street City/Municipality/Province [ ]C
BIRTHDATE AGE BIRTHPLACE NATIONALITY RELIGION OCCUPATION

(mm/dd/yyyy)
EMPLOYER (TYPE OF BUSINESS) ADDRESS TELEPHONE NO./ CP NO.
FATHER’S NAME ADDRESS TELEPHONE NO./ CP NO.
MOTHER’S (Maiden) NAME ADDRESS TELEPHONE NO./ CP NO.
SPOUSE NAME ADDRESS TELEPHONE NO./ CP NO.
ADMISSION DISCHARGE TOTAL NO. OF ADMITTING PHYSICIAN

DAYS
DATE: DATE:
TIME: TIME:
ADMITTING CLERK ATTENDING PHYSICIAN
TYPE OF ADMISSION REFFERRED BY (Physician/Health Facility)
[ ] NEW [ ] OLD [ ] FORMER OPD
SOCIAL SERVICE CLASSIFICATION [ ]A [ ]B [ ] C1 [ ] C2

[ ] C3 [ ]D
ALERT: ALLERGIC TO HOSPITALIZATION PLAN HEALTH INSURANCE NAME PHIC

(Company/Industrial Name) [ ] SSS [ ] SSS
Dependent
[ ] GSIS [ ] GSIS
Dependent
DATA FURNISHED BY: ADDRESS OF INFORMANT RELATION TO PATIENT
ADMISSION DIAGNOSIS:
DISCHARGE DIAGNOSIS ICD/ RUV CODE:
PRINCIPAL DIAGNOSIS: OTHER DIAGNOSIS:
PRINCIPAL OPERATION/PROCEDURE
OTHER OPERATION (S) /PROCEDURE (S)
ACCIDENT/ INJURIES/ POISONING
DISPOSITION RESULTS
[ ] Discharge [ ] HAMA [ ] Recovered [ ] Died
[ ] Transferred [ ] Absconded [ ] Improved [ ] -48 hours [ ] Autopsy
[ ] Unimproved [ ] +48 hours [ ] No
121
ANNEX G: Doctor’s Orders and Progress Notes
DATE/ PHYSICIAN’S PROGRESS NOTES PHYSICIAN’S ORDERS

TIME (Affix printed name and signature.) (Affix printed name and signature.)
S–O–A–P
122
ANNEX H: Nurse’s Progress Notes
DATE/
F=FOCUS D=DATA A=ACTION R=RESPONSE
TIME/SHIFT
*ALL ENTRIES SHOULD BE SIGNED AND DATED BY THE NURSES
123
ANNEX I: Clinical Laboratory Result Form
NAME:____________________________________ HRN:____________________________
(PLEASE PASTE RESULT CONSECUTIVELY STARTING FROM THE BOTTOM.)
124
ANNEX J: Medical History and Physical Examination
I. HEALTH CARE INSTITUTION (HCI) INFORMATION

1. Name of HCI 2. Accreditation Number
3. Address of HCI
Bldg No. and Name/ Lot/ Block Street/Subdivision/Village Barangay/City/Municipality Province Zip Code
II. PATIENT’S DATA

1. Name of Patient 2. PIN
Last Name First Name Middle Name 3. Age
5. Chief Complaint
4. Sex [ ] Male [ ] Female
6. Admitting Diagnosis 7. Discharge Diagnosis 8. a. 1st Case Rate Code
8. b. 2nd Case Rate Code
9. a. Date Admitted (mm/dd/yyyy) 9. b. Time Admitted:
___ ___ : ___ ___ [ ] AM [ ] PM

hour min
10.a. Date Discharged (mm/dd/yyyy) 9. b. Time Admitted:
___ ___ : ___ ___ [ ] AM [ ] PM

hour min
III. REASON FOR ADMISSION

1. History of Present Illness:
2. a. Pertinent Past Medical History
b. OB/GYN History
G ___ P ____ ( _____-_____-_____-_____ ) LMP: __________________________ [ ] NA
3. Pertinent Signs and Symptoms on Admission (tick applicable box/es):
[ ] Altered mental sensorium [ ] Diarrhea [ ] Hematemesis [ ] Palpitations
[ ] Abdominal cramp/pain [ ] Dizziness [ ] Hematuria [ ] Seizures
[ ] Anorexia [ ] Dysphagia [ ] Hemoptysis [ ] Skin rashes
[ ] Bleeding gums [ ] Dyspnea [ ] Irritability [ ] Stool, bloody/ black tarry/ mucoid
[ ] Body weakness [ ] Dysuria [ ] Jaundice [ ] Sweating
[ ] Blurring of vision [ ] Epistaxis [ ] Lower extremity edema [ ] Urgency
4. Reffered from another health care institution (HCI):
[ ] No [ ] Yes, specify reason ______________________________________________________________________________________________
Name of Originating HCI ____________________________________________________________________________________________
125
5. Physical Examination on Admission (Pertinent Findings per System)
General Survey [ ] Awake and alert [ ] Altered sensorium ________________________________
Vital Signs: BP: ____________________ HR: _______________________ RR:_________________________ Temp:

_________________________
HEENT: [ ] Essentially normal [ ] Abnormal pupillary reaction [ ] Cervical lymphadenopathy [ ] Dry mucous membrane
[ ] Icteric sclerae [ ] Pale conjunctivae [ ] Sunken eyeballs [ ] Sunken fontanelle
Others: ______________________________________________
[ ] Essentially normal
[ ] Lump/s over breast (s) [ ] Asymmetrical chest expansion [ ] Decreased breath sounds [ ] Wheezes
CHEST/LUNGS:
[ ] Rales/crackles/rhonchi [ ] Intercostal rib/ clavicular retraction
Others: ______________________________________________
[ ] Essentially normal [ ] Displaced apex beat [ ] Heaves and/or thrills [ ] Pericardial bulge
[ ] Irregular rhythm [ ] Muffled heart sounds [ ] Murmur
CVS:
Others: ______________________________________________
[ ] Essentially normal [ ] Abdominal rigidity [ ] Abdomen tenderness [ ] Hyperactive bowel sounds

[ ] Palpable mass (es) [ ] Tympanitic/ dull abdomen [ ] Uterine contraction
ABDOMEN:
Others: ______________________________________________
[ ] Essentially normal [ ] Blood stained in exam finger [ ] Cervical dilatation [ ] Presence of abnormal discharge
Others: ______________________________________________
GU (IE):
[ ] Essentially normal [ ] Clubbing [ ] Cold clammy skin [ ] Cyanosis/mottled skin

[ ] Edema/swelling [ ] Decreased mobility [ ] Pale nailbeds [ ] Poor skin turgor
[ ] Weak pulses
[ ] Rashes/petechiae
SKIN/
EXTREMITIES: Others: ______________________________________________
[ ] Essentially normal [ ] Abdominal gait [ ] Abnormal position sense [ ] Abnormal/decreased sensation

[ ] Poor/ altered memory [ ] Poor muscle tone/strength [ ] Poor coordination
[ ] Abnormal reflex (es)
NEURO-EXAM: Others: ______________________________________________
126
IV. COURSE IN THE WARD (Attach photocopy of laboratory/imaging results) [ ] Check box if there is/are additional sheet (s).
DATE DOCTOR’S ORDER/ACTION
SURGICAL PROCEDURE/RVS CODE (Attach photocopy of OR technique):
V. DRUGS/MEDICINES [ ] Check box if there is/are additional sheet (s).
Generic Name Quantity/Dosage/Route Total Cost Generic Name (cont) Quantity/Dosage/Route (cont) Total Cost (cont)
VI. OUTCOME OF TREATMENT
[ ] IMPROVED [ ] HAMA [ ] EXPIRED [ ] ABSCONDED [ ] TRANSFERRED Specify reason: _____________________________________________
VII. CERTIFICATION OF HEALTH CARE PROFESSIONAL
Certification of Attending Health Care Professional:
I certify that the above information given in this form, including all attachments, are true and correct.
________________________________________________________ __________________________________________
Signature over Printed Name of Attending Health Care Professional Date Signed (mm/dd/yyyy)
127
ANNEX K: Clinical Abstract
PATIENT NAME AGE SEX (M/F) HRN:
SERVICE/WARD
[ ] ADMISSION DATE: ____________________________
[ ] CONSULTATION DATE: ________________________
Brief Clinical History:
Treatment/Operation/Procedure:
Pertinent Laboratory Examinations and Findings:
Interim Diagnosis/Impression:
_____________________________, MD
(Signature Over Printed Name)
Date: ____________________
128
ANNEX L: Discharge Summary/ Clinical Abstract
PATIENT NAME
AGE SEX (M/F) WARD/SERVICE HRN:

ADMISSION DATE: ________________________
DISCHARGE DATE: ________________________
ATTENDING PHYSICIAN
ADMITTING DIAGNOSIS
FINAL DIAGNOSIS
CHIEF COMPLAINTS
BRIEF CLINICAL HISTORY & PERTINENT PHYSICAL EXAMINATION
LABORATORY FINDINGS: (Incl. ECG, X-Ray & other diagnostic procedures)
COURSE IN THE WARD: (Incl. Medications)
DISPOSITION: (Indicate home meds, special instructions & ff-up)
________________________ _________________________, MD
DATE ACCOMPLISHED RESIDENT IN-CHARGE
129
ANNEX M: Admission Slip
Date: _________________ Time: _____________ [ ] AM [ ] PM

(mm/dd/yyyy) (hh:mm)
PATIENT NAME AGE SEX (M/F)
COMPLETE ADDRESS CIVIL STATUS
ADMITTING DIAGNOSIS
_______________________________, MD
Admitting Physician
ANNEX N: Patient Information Sheet
PATIENT NAME WARD/RM/BED/SERVICE HEALTH RECORD NUMBER

: (HRN):
PERMANENT ADDRESS TEL NO.: SEX: CIVIL STATUS:

[ ] Male [ ] S [ ] D [ ]SEP
[ ] Female [ ]W [ ]M [ ]N
[ ]C
No. Street City/Municipality/Province
BIRTHDATE AGE BIRTHPLACE NATIONALIT RELIGION OCCUPATION

(mm/dd/yyyy) Y
EMPLOYER (TYPE OF BUSINESS) ADDRESS TELEPHONE NO./ CP NO.
FATHER’S NAME ADDRESS TELEPHONE NO./ CP NO.
MOTHER’S (Maiden) NAME ADDRESS TELEPHONE NO./ CP NO.
SPOUSE NAME ADDRESS TELEPHONE NO./ CP NO.
130
ANNEX O: Request for Access To Health Records
Date: _________________
To the Chief, Health Information Management Department (HIMD):
May we request from your good office to lend us the following charts of the patients for
__________________________________________________________________________.
(Purpose/Reason)
HEALTH
DATE OF DATE OF RECEIVED RETURNED
NO. RECORD NAME OF PATIENT
ADMISSION DISCHARGE BY TO
NO.
1.
2.
3.
4.
5.
It is understood that I am responsible for the above-mentioned health records and I will return the said health
records in the same order and condition as they were received.
Very truly yours,
____________________________
Signature over Printed Name
Noted by:
____________________________
Chairman of the Department
Or Duly Authorized Representative
Approved by:
____________________________
Medical Center Chief II
Or Duly Authorized Representative
131
ANNEX P: Referral Form
Name of initiating facility __________________________________ Contact Number:______________
Address_________________________________________________
Date of Referral __________________________ Time called* ______________
Name of Receiving facility __________________________ Receiving personnel ______________
Address __________________________ Response _______________
Referral Category Emergency Outpatient
Working Impression ________________________________________________________
Reason for Referral Consultation ____________________________________
Diagnostics ____________________________________
Treatment/ Procedure ____________________________________
Others ____________________________________
Name of Patient ______________________________ Identity Number ________________________
Age ____________________ Sex Male Female
Address _______________________________________________________________________
Chief Complaint _______________________________________________________________________
Clinical History _______________________________________________________________________
_______________________________________________________________________
Findings _______________________________________________________________________
Vital Signs: BP _______ HR _______ RR _______ O2 sats ______ Temp _______ Weight ______
(attach laboratory results) __________________________________________________________________
Treatment Given __________________________________________________________________
(attach treatment cards) __________________________________________________________________
_____________________________________________ _______________________
Print Name & Signature of Health Professional Date and Time
*for emergency cases
132
ANNEX Q: Inter-Departmental Referral Sheet
Date: ______________________
Time: ______________________ [ ] EMERGENCY [ ] URGENCY [ ] ROUTINE
PATIENT NAME HRN:
AGE SEX (M/F) SERVICE/WARD BED
DIAGNOSIS
REFFERRAL TO:
REASON(S) FOR REFERRAL

[ ] OPINION [ ] CO- MANAGE [ ] OTHERS (Please specify) _______________________________________________
[ ] CLEARANCE [ ] TRANSFER SERVICE
CLINICAL FINDINGS (Brief history, PE, patient laboratory) / State assessment and/or intervention done
REFERRED BY:_________________________________
Printed Name & Signature
POSITION:_________________________________
Referral Received by: ____________________________

Date & Time: _____________________________
(TO BE FILLED BY RECEIVING DEPARTMENT/ SERVICE)
FINDINGS:
RECOMMENDATION:
________________________________ ___________________ ___ ___ : ___ ___ [ ] AM [ ] PM

Physician’s Printed Name & Signature Date (mm/dd/yyyy) Time
133
ANNEX R: Certificate of Confinement
Certificate No. ___________

HRN:__________________
Date:______________________
This is to certify that _____________________________________, _________ years old of

__________________________________________________ has been confined in this hospital from
_______________________________ to the present.
This certification is being issued at the request of ___________________________________________ for

____________________________.
(Name of Person Requesting) (Purpose)
_____________________________
HIMD Head/Supervisor
(NOT VALID WITHOUT SEAL)
134
ANNEX S: Medical Certificate

HRN:__________________
Date:______________________
MEDICAL CERTIFICATE
This is to certify that ______________________________________, _______ years old of

________________________________________________________ was examined and treated/confined in
this hospital from ________________ to _____________________ with the following findings and/or
diagnosis:
This certification is being issued at the request of _______________________________________ for

________________________________.
(Name of Person Requesting) (Purpose)
_________________________________
Attending Physician
License No. _____________________
(NOT VALID WITHOUT SEAL)
135
ANNEX T: Medico-Legal Certificate

HRN:__________________
Date:______________________
MEDICO-LEGAL CERTIFICATE
To Whom It May Concern:
This is to certify that __________________________________________, ________ years old male/female,
single/married/widow, Filipino, and a resident of _____________________________________________ at
about ________ AM/PM for the following lesion/injury
________________________________________________________
___________________________________________________________________________
sustained by ___________________________________________________.
In my opinion, the injury/injuries sustained by the patient will incapacitate or require medical attention for a
period of ______ days barring complications, otherwise the period of healing will vary accordingly.
_________________________________
Attending Physician
License No. _____________________
NOT VALID WITHOUT SEAL)
136
ANNEX U: Proposed Qualification Requirements and Job descriptions for the Different
HIMD staff.
Position Title Records Officer IV/ Supervising Records Management Analyst/

Supervising Administrative Officer (SG-22)
Minimum Qualification Standard 1. Qualification Standard based on CSC minimum requirement.
Additional Requirements 1. Must be a graduate of master’s degree;

2. Must have knowledge of Human Anatomy & Physiology, and medical
terminologies;
3. Must have attended a Certificate Course in HIMD and training course of
at least 120 hours in HIM conducted by a Department of Health
recognized institution/organization or academe;
4. Must have in-depth knowledge on Data Privacy Act;
5. Must have at least five (5) years of experience in the HIM Department of
a Level 2 or Level 3 hospital, one year of which must have been in a
supervisory capacity.
Job Description 1. Shall plan, organize and control all activities in the service;
2. Shall attend court proceedings and represent the hospital in court cases
involving subpoena of medical/clinical records;
3. Shall exercise direct administrative supervision and control over all
subordinates in the service;
4. Shall establish policies and procedures in relation to the content, control,
storage and retrieval of records;
5. Shall organize the workflow throughout the service;
6. Shall represent the service to top management;
7. Shall ensure the maintenance of the patient’s right to privacy and
confidentiality; in value health records / information.
8. Shall serve on appropriate committees and attend meetings which are of
relevance to the HIM;
9. Shall supervise the implementation and evaluation of quality control
measures of specified areas within the service;
10. Shall meet and discuss with the administration of other departments within
the hospital, issues which are related to the HIM;
11. Shall answer by correspondence or by telephone inquiries regarding
information recorded in the patients’ health records;
12. Shall keep abreast of current medical record practices and developments;
13. Shall assist the medical staff in authorized research projects; and
14. Shall perform other related functions as may be assigned by the immediate
supervisor.
Competency Core Competencies
• Exemplifying Integrity
• Professionalism
• Service Excellence
Organizational Competencies
• Effective Communication Skills
• Effective Interpersonal Relations
• Organizational Awareness and Commitment
Technical Competencies
137
• Achieving High Standards
• Government and Departmental Policies and Procedures
• Management Acumen
• Planning, Organizing and Delivering
• Records Management
• Respecting and Caring for Patients
• Medico-legal aspects of health records
• Coaching and Monitoring
Proficiency Advanced
Position Title Records Officer III/ Senior Records Management Analyst/

Administrative Officer V (SG-18)
1. Must have knowledge of Human Anatomy & Physiology, and medical

terminologies;
2. Must have attended a Certificate Course in HIMD and training in
International Classification of Disease-10 conducted by a Department
of Health recognized institution/organization or academe;
4. Must have at least four (4) years of experience in the HIM Department
of level of a Level 2 hospital, one (1) year of which must; have been in
a supervisory capacity.
Job Description 1. Shall plan, organize and control all activities in the department;
2. Shall attend court proceedings and represent the hospital in court cases
involving subpoena of medical/clinical records;
3. Shall exercise direct administrative supervision and control over all
subordinates in the department;
4. Shall establish policies and procedures in relation to the content,
control, storage and retrieval of health records;
5. Shall organize the workflow throughout the department;
6. Shall represent the service to top management;
7. Shall ensure the maintenance of the patient’s right to privacy and
confidentiality of the health records or related documents;
8. Shall serve on appropriate committees and attend meetings which are
of relevance to the HIM;
9. Shall supervise the implementation and evaluation and quality control
measures of specified areas within the service;
10. Shall meet and discuss with the administration of other departments
within the hospital, issues which are related to the HIM;
11. Shall answer by correspondence or by telephone inquiries regarding
information recorded in the patients’ health records;
12. Shall keep abreast of current health record practices and developments;
13. Shall assist the medical staff in authorized research projects; and
14. Shall perform other related functions as may be assigned by the
immediate supervisor.
• Professionalism
138
• Achieving High Standards
• People Management
Position Title Statistician III of Level 3 Hospitals (SG-18)

(Advanced Statistics, Planning and Management, Clinical
Documentation Improvement, Health Records Analysis, Filing and
Archiving of Health Records, Encoding, and Clinical Coding)
Additional Requirements 1. Must have a college degree preferably a graduate of BS Statistics/BS

Math.
2. Must have units in graduate studies;
3. Must have a first grade civil service eligibility;
4. With certificate in ICD-10 coding;
5. Must have attended Certificate Course in HIMD to include related
training course in International Classification of Diseases and
healthcare statistics conducted by a Department of Health recognized
institution/organization or academe;
7. Must be computer literate and familiar with available statistical
packages;
8. Must have at least three (3) years of experience in the HIM Department
of a Level 2 or Level 3 health facility.
Job Description 1. Shall, as an assistant to the head of the HIMD in the health facility,
manage the department in the absence of the HIMD head/supervisor;
2. Shall consolidate the Daily Floor Census report into the 24-hour census
report of the health facility;
3. Shall summarize and prepare monthly, quarterly and annual statistical
reports of health facility activities;
4. Shall recommend appropriate action to be taken based on the analysis
and interpretation of data gathered
5. Shall assist the resident physicians and other employees in the conduct
of their scientific research;
6. Shall prepare a health facility statistical reports in of budgeting and
planning processes; and
7. Shall perform other related functions as may be required by the
139
• Professionalism
• Data Management
• Data Recording and Reporting
• Research and Analysis
• Statistical Research for Health
• Technical Consulting
Position Title Statistician II of Level 3 Hospitals (SG-15)

(Health Records Analysis, Basic Statistics (interpretation and
reporting), Clinical Coding, Filing and Archiving of Health Records)
Additional Requirements 1. Must have a college degree/graduate studies preferably with units in
statistics and a graduate of BS Statistics/BS Math
2. With certificate of completion in ICD-10 coding;
3. Must have attended Certificate Course in HIMD to include related
training course in International Classification of Diseases and
healthcare statistics conducted by a Department of Health recognized
institution/organization or academe;
5. Must be computer literate and familiar with available statistical
packages;
6. Must have at least two (2) years of experience in the HIM Department
of a Level 2 or Level 3 health facility.
Job Description 1. Shall, as an assistant to the head of the HIMD in the health facility,
manage the department in the absence of the HIMD head/supervisor;
2. Shall consolidate the Daily Floor Census report into the 24-hour census
report of the health facility;
3. Shall summarize and prepare monthly, quarterly and annual statistical
reports of health facility activities;
4. Shall recommend appropriate action to be taken based on the analysis
and interpretation of data gathered
5. Shall assist the resident physicians and other employees in the conduct
of their scientific research;
6. Shall prepare a health facility statistical reports in budgeting and
planning processes; and
7. Shall perform other related functions as may be required by the
140
• Professionalism
• Data Management
• Data Recording and Reporting
• Research and Analysis
• Statistical Research for Health
Proficiency Intermediate
Position Title Records Officer II (SG-14)

(Health Records Analysis, Basic Statistics, Clinical Coding, Filing and
Archiving of Health Records)
1. Must have a college degree; preferably with knowledge in Human

Anatomy & Physiology, and medical terminologies;
2. Must have a first grade civil service eligibility;
3. Must have attended Certificate Course in HIM and basic course in
International Classification of Diseases conducted by a Department of
Health recognized institution/organization or academe;
5. Must be computer literate;
6. Must have at least one (1) year of experience as disease and operations
coder, and
7. Must be well acquainted with the different coding tools.
Job Description 1. Shall work directly under the supervision of the chief of the HIMD;
2. Shall analyze specific portions of the health record and assign code
numbers to disease and operations based on the mandated classification
system;
3. Shall update and maintain the disease and operation index file;
4. Shall file the disease and operation indexes numerically by disease and
operation codes; and
• Professionalism
141
• Computer Skills
• Diversity Management
• Managing Work
• Providing Support and Services
Position Title Records Officer I (SG-10)

(Basic Statistics, Clinical Coding, Filing and Archiving of Health
Records)
1. Must have Learning and Development Intervention in health record

documentation standards;
2. Must have thorough knowledge in Human Anatomy & Physiology,
and medical terminologies;
3. Must have at least work in the HIMD or other related office;
4. Must have in-depth knowledge on Data Privacy Act; and
5. Must be computer literate.
Job Description 1. Shall arrange and assemble the health record of discharged patients
based on the approved format;
2. Shall analyze quantitatively and qualitatively health records to ensure
the creation of complete and accurate health records;
3. Shall coordinate with concerned members of the medical and nursing
service in relation to incomplete health records;
4. Shall maintain statistics of incomplete and complete health records and
prepare reports of delinquent doctors; and
• Professionalism
142
• Computer Skills
• Energy to Work
• Occupational Safety and Health Knowledge
• Resilience
Position Title Administrative Assistant II (SG-8)

(Encoding, Filing and Archiving of Health Records)
Minimum Qualification Standard 1. Must have attended a medical record related training;
2. Must have knowledge in Human Anatomy & Physiology, and medical
terminologies;
3. Must have undergone training in medical transcription and/or is a
certified medical transcriptionist;
Job Description 1. Shall transcribe operating room reports and other dictated/recorded
information;
2. Shall type/encode letters and reports, birth and death certificates; and
4. Shall transcribe operating room reports and other dictated/recorded
information;
5. Shall transcribe all dictated medical reports;
6. Shall transcribe birth, death, medical and medico-legal certificate from
the pre-form to the corresponding official forms;
7. Shall coordinate with the concerned staff and/or patient in relation to
problems involving the accomplished birth, death, and other certificate
pre-form or worksheet;
8. Shall transcribe official communications and reports; and
• Professionalism
143
• Computer Skills
• Managing to Work
Proficiency Basic
Position Title Administrative Assistant I (SG-7)

(Filing and Archiving of Health Records)
Minimum Qualification Standard 1. Must have attended a training course in health record documentation
standards;
2. Must have thorough knowledge Human Anatomy & Physiology and
medical terminologies;
3. Must have at least work in the HIMD or other related office;
4. Must have in-depth knowledge on Data Privacy Act; and
5. Must be computer literate.
Job Description 1. Shall arrange and assemble the health record of discharged patients
based on the approved format;
2. Shall analyze quantitatively and qualitatively health records to ensure
the creation of complete and accurate health records;
3. Shall coordinate with concerned members of the medical and nursing
service in relation to incomplete health records;
4. Shall maintain statistics of incomplete and complete health records and
prepare reports of delinquent doctors; and
• Professionalism
• Computer Skills
144
• Managing to Work
Proficiency Basic
ANNEX V: Proposed Standard Staffing Pattern for HIMD in Level 3 Government Hospital
with 200 to 1500 Beds*
Health Information
Bed Capacity
Management SG
Department
200 300 400 500 600 700 800 900 1000 1100 1200 1300 1400 1500
Records Officer IV 22 1 1 1 1 1 1 1 1 1 1 1 1 1 1
Records Officer III 18 3 3 3 3 3 3 3 3 3 3 3 3 3 3
Statistician III 18 1 1 1 1 1 1 1 1 1 1 1 1 1 1
Statistician II 15 1 1 2 2 4 4 4 4 5 5 5 5 5 5
Records Officer II 14 4 5 6 8 9 10 11 12 13 14 15 16 17 18
Records Officer I 10 16 20 24 28 32 36 40 44 48 52 56 60 64 68
Administrative
Assistant II
8 3 4 4 4 5 5 5 5 6 6 6 6 6 6
Administrative
Assistant I
7 4 4 5 5 6 6 6 6 7 7 7 7 7 7
Sub-total 33 39 46 52 61 66 71 76 84 89 94 99 104 109
*Proposed as of June 2021. Subject to updates based on the Department of Budget and Management’s latest Issuances
145
ANNEX W: Summary of Formulas for Hospital Statistics
Reference/
Indicators/Rates Formula
Source
Total inpatient service days/inpatient bed days=

Inpatient service [(Inpatients remaining at midnight + total admissions) - Total HHIM
days/Inpatient bed days discharges/deaths + Manual 2010
(number of admissions and discharges on the same day)]
Total Inpatient Service days for a period HHIM

Average Daily Census
Total days in the same period Manual 2010
Total inpatient service days for a period x 100

Bed Occupancy Rate HHIM
Total number of authorized beds x total days in the same
(BOR) Manual 2010
period
(Implementing beds x days in the period) - Inpatients Service

HHIM
Bed Turnover Interval days for a period
Manual 2010
Total discharges and deaths in the same period
No. of discharges (including deaths) for a period HHIM

Bed Turnover Rate
Average bed count during the period Manual 2010
Annual
Total length of stay of discharged patients (including Deaths)
Average Length of Stay Hospital
in the period
(ALOS) Statistical
Total discharges and deaths in the period
Report
Average Number of Total no. of Outpatient visits/attended (both new and revisits)
HHIM
Outpatient visits per OPD during a period
Manual 2010
day Total no. of days for the same period
Total no. of Emergency and Non-Emergency Patients

Average number of ER HHIM
attended in the ER for a given period
patients per day Manual 2010
Total no. of days for the same period
146
Total no. of infection in the health facility (or ward) for a

period x 100 HHIM
Gross Infection Rate
Total discharges and deaths in the health facility (or ward) for Manual 2010
same period
Total no. of infections debited against the health facility (or

ward) for a period x 100 HHIM
Net Infection Rate
Total discharges and deaths from health facility (or ward) for Manual 2010
same period
A. Device Related Infections
Annual
Ventilator Acquired Number of patients with VAP x 1000 Hospital
Pneumonia (VAP) Total Number of Ventilator Days Statistical
Report
Annual
Blood Stream Number of Patients with BSI x 1000 Hospital
Infection (BSI) Total patient days Statistical
Report
Central Line Associated Based on

Number of patients with CLABSI x 1000 divided by Central
Bloodstream Infections WHO/ CDC
line days
(CLABSI) formula
Annual
Catheter Acquired Urinary Number of Patients (with catheter with UTI x 1000) Hospital
Tract Infection (CAUTI) Total Number of Catheter Day Statistical
Report
B. Non-Device Related Infection
Annual
Surgical Site Infections Number of Surgical Site Infections x 100 Hospital
(SSI) Total number of Procedures Statistical
Report
Total no. of infections occurring after a clean surgical

Post-operative infection operation x 100 HHIM
rate Total number of clean surgical operations/procedure for the Manual 2010
same period
Total consultations (all departments) for a period x 100 HHIM

Consultation Rate
Total discharges and deaths Manual 2010
147
Total no. of cesarean sections in a given period x 100 HHIM

Caesarean Section Rate
Total no. of deliveries for the same period Manual 2010
Total no. of direct maternal death in a given period x 100

HHIM
Maternal Death Rate Total no. of maternal (obstetrical) discharges including deaths
Manual 2010
for the same period
Annual
Gross Death Total deaths (including newborn for a given period) x 100 Hospital
Rate/Mortality Rate Total discharges and deaths for the same period Statistical
Report
Total deaths (including newborn for a given period) - death Annual

<48 hours for the period x 100 Hospital
Net Death Rate
Total Discharges (including deaths and newborn) - death <48 Statistical
hours for the same period Report
Total post-operative deaths for the period x 100 HHIM

Post-Operative Death Rate
Total patients operated for the same period Manual 2010
Total no. of deaths caused by anesthetic agent for a period x

HHIM
Anesthesia Death Rate 100
Manual 2010
Total no. of anesthetics administered for the same period
Total no. of intermediate and late fetal deaths for the period x
Fetal Death Rate/ Stillbirth 100 HHIM
Rate Total no. of birth (including intermediate and late fetal deaths) Manual 2010
for the same period
Neonatal Death Rate/ Total no. of newborn deaths for the period x 100
HHIM
Infant Newborn Mortality Total no. of newborn infant discharges (including deaths) for
Manual 2010
Rate the same period
Total no. of infant deaths (neonatal and post neonatal during a

HHIM
Infant Death Rate period) x 100
Manual 2010
Number of live births during the period
148
Total no. of autopsies performed for a period x 100 HHIM

Gross Autopsy Rate
Total no. of inpatient deaths for the same period Manual 2010
Total no. of autopsies performed for a period x 100 HHIM

Net Autopsy Rate
Total deaths - unautopsied cases for the same period Manual 2010
149
ANNEX X: Self-Assessment Tool

SELF ASSESSMENT TOOL
HEALTH INFORMATION MANAGEMENT DEPARTMENT
Name of Hospital: ___________________________________

Address: __________________________________________
It is the duty of the Health Information Management Department (HIMD) to effectively and efficiently manage its records. The purpose of
the self-assessment tool is to evaluate and monitor the compliance of the HIMD staff to the policies and set standards.
This self-evaluation guide is intended for the use of HIMD Officials and staff to be able to:
a. Make preliminary assessment on the status of their records management practices
b. Identify major problems to be included in the risk management scheme
c. Recognize priorities for the HIM Department on areas to improve
d. Assist in the development of the health facility’s own comprehensive health records management procedures and programs
Instructions:
1. Complete all questions. Answers must accurately reflect the current environment. This will help you identify what is being done well in
your area and also those that need improvement.
2. After completing all questions, total your points and get the equivalent percentage.
3. Note for other findings seen, if any and write the Name and Designation of the assessor on the corresponding area on the tool.
4. Refer to the Given interpretation of your scores given at the end of the tool to determine your next steps if needed.
Validation Evidence Data SCORE

Collected
INPUT
Hospital Health Information Management Department Planning, Execution and Monitoring System
1. Has an existing Manual of Procedure Document Review Presence (1 pt) Yes No
2. Has an approved work and financial plan Document Review Presence (1 pt) Yes No
150
3. Has an approved DPCR Document Review Presence (1 pt) Yes No
4. Has an approved PPMP, APP Document Review Presence (1 pt) Yes No
5. Compliant with the latest Standard Staffing Pattern Comparison of staffing Compliant (1 pt) Yes No
with standards
6. Approved TNAs Document Review Presence (1 pt) Yes No
7. Approved Individual Development Plan (if appropriate) Document Review Presence (1 pt) Yes No
8. Training Report, if required; Re-entry Plan implementation Document Review Presence (1 pt) Yes No
9. All staff received Learning Development Intervention Document Review 100% (1 pt) Less Yes No
than 100% (0)
10. Provided with office and storage space compliant with DOH standards Comparison with standard 100% compliant Yes No
space requirement (1 pt) Less than
100% (0)
11. Designated space for completion of health record Ocular Visit Presence (1 pt) Yes No
12. Proper lighting, ventilation and temperature of storage area Ocular Visit Presence (1 pt) Yes No
13. Provided with office equipment; Adequate and appropriate working Ocular Visit 100% compliant Yes No
tables, filing cabinets, and mandatory office equipment and materials (1 pt) Less than
100% (0)
Administration and Supervision
1. Attendance to MANCOM Meetings Document Review; NOM, Presence (1 pt) Yes No
Attendance Sheet
2. Regular Conduct of HIMD Meetings Document Review; Presence (1 pt) Yes No
Minutes of Meetings
3. Functional Patient Health Records Committee (PHRC) Document Review; Presence (1 pt) Yes No
Minutes of Meetings
PROCESS
Health Record Creation
1. Established Health Record Identification System Document Review; Presence (1 pt) Yes No
Interview
2. Maintains/ Updates a Standardized Health Record for every patient Document Review All health Yes No
assessed or treated records are
updated (1 pt)
3. Duly accomplished consent form should accompany each patient health Document Review Presence (1 pt) Yes No
record. (Sampling)
151
4. Authorized personnel to make entries in the health record are clearly Document Review; Presence (1 pt) Yes No
defined as per Hospital Policy Presence of Approved
Policy and Procedures
Manual
5. Abbreviations and symbols used in health records are in accordance Check documented process Compliant (1 pt) Yes No
with WHO or approved by the PHRC with policy
6. Data of Patients receiving emergency care includes: Document Review Presence (1 pt) Yes No
- time of arrival and departure (Sampling)
- conclusion at termination of treatment
- patient's condition at discharge
- follow-up care instructions
7. Assign codes to Diseases and Procedures Check documented process Compliant (1 pt) Yes No
with policy and procedure
8. Observed proper use of copy and paste function when electronic health Check documented process Compliant (1 pt) Yes No
records are used with policy and procedure
9. OPD and In-patient Records include all the necessary information Document Review Presence (1 pt) Yes No
based on the Standard. (Sampling)
10. Health record follows Standard Health record arrangement Document Review Follows proper Yes No
(Sampling) arrangement
(1 pt)
11. “ALERT” notation for conditions (i.e., allergic responses and adverse Document Review Presence (1 pt) Yes No
drug reactions) prominently displayed on the clinical cover sheet (Sampling)
12. Contains patient's past medical history and Sufficiently detailed report Document Review Presence (1 pt) Yes No
of a relevant Physical Examination (PE) completed within 24 hours upon (Sampling)
admission
13. Therapeutic and Special diagnostic test orders reflected Document Review Presence (1 pt) Yes No
(Sampling)
14. Progress Notes, observations and consultation reports recorded Document Review Presence (1 pt) Yes No
(Sampling)
15. Admission and discharge record completed with all the diagnoses and Document Review Timely (1 pt) Yes No
procedures at the time of discharge or as soon as all relevant information (Sampling)
is available
152
16. Admission and discharge record use terminology based on the Check documented process Compliant (1 pt) Yes No
International Standard Nomenclature of Medicine with policy and procedure;
Document Review
17. Discharge summary contain the following: Document Review Presence (1 pt) Yes No
a. Discharge diagnosis (Sampling)
b. Procedures performed
c. Follow-up arrangements
d. Therapeutic orders (home medications)
e. Patient home instructions
18. Certified true copy of discharge summary when patient is discharged Document Review Presence (1 pt) Yes No
or transferred to another facility (Sampling)
19. Autopsy report filed when applicable, with provisional diagnosis Document Review Presence (1 pt) Yes No
noted within 72 hours (Sampling)
20. Incomplete health records must be completed; diagnostic results must Document Review Compliant (1 pt) Yes No
be submitted and attached to health records (Sampling)
Health Record Documentation
1. Completeness of health record with no missing or detached form Documentation review; Complete (1 pt) Yes No
Quantitative/ Qualitative
analysis checklist
2. Documents are legible and written in ink or typewritten Document Review Compliant (1 pt) Yes No
(Sampling)
3. Written documents, including policies, procedures and programs, are Presence of Approved and Presence (1 pt) Yes No
updated as necessary updated Policy and
Procedures Manual
4. HIMD staff assists attending physician in reviewing records for Presence of Approved and Presence (1 pt) Yes No
completeness updated Policy and
Procedures Manual
Health Record Storage and Safekeeping
1. Inactive records are transferred to inactive filing storage to give way to Document Review Presence (1 pt) Yes No
the incoming records, decongest the area, and to facilitate retrieval (Sampling)
2. HIMD has a good and efficient retrieval system in accordance with Document Review Presence (1 pt) Yes No
policies and standards (Sampling)
3. The hospital safeguards all information contained in the health record Document Review Presence (1 pt) Yes No
against loss, destruction or unauthorized use. (Sampling)
153
Health Record Accessibility

1. All information in the health record treated is confidential and Document Review Presence (1 pt) Yes No
disclosed only to authorized individuals. (Sampling)
2. Release of information with or without clinical value done only with Document Review Presence (1 pt) Yes No
written consent/waiver from the patient. (Sampling)
3. Hospital policy on the release of non-clinical information (name, Presence of Approved and Compliant (1 pt) Yes No
address, attending physician, relative staying with patient during updated Policy and
admission, admission and discharge dates) Procedures Manual
Presence of Approved and Presence (1 pt) Yes No
4. Updated policy on the release of health records outside healthcare updated Policy and
facilities and use for research and insurance providers. Procedures Manual
updated Policy and
Procedures Manual;
5. MSS has access to health records for patient classification and referral; Document Review (Check
Linkage to MSS reflected in policy linkages)
Health Records Systems and Procedures
updated Policy and
1. Policy on health record identification system Procedures Manual
Updated Procedures
2. Established proper assembly of health records Manual
3. Policy on the arrangement/structure/format of the content of health updated Policy and
records Procedures Manual
Updated Procedures
4. Documentation guidelines implemented Manual
5. Policy and procedures on the analysis of health record; Quantitative updated Policy and
and Qualitative analysis of health record done properly Procedures Manual
6. Disease indexing correctly carried out Document Review Presence (1 pt) Yes No
154
updated Policy and
7. Policy/ procedure on filing of health records Procedures Manual
updated Policy and
8. Established proper filing and storage of health records Procedures Manual
updated Policy and
9. Maintains and updates Procedure on Retrieval of the health records Procedures Manual
10. Policy and Procedure on Retention and Disposal of Health Records Presence of Approved and Presence (1 pt) Yes No
updated Policy and
Procedures Manual
ICD-10 Coding
All staffs are Yes No
1. Staff trained on ICD-10 and clinical coding Document Review trained (1 pt)
Document Review; Compliant (1 pt) Yes No
2. Sample health records conformed with ICD-10 and clinical coding Random Sampling
Medico-Legal Aspects of Health Record
1.Consents and certificates properly filled up with complete and accurate Updated Procedures
clinical data before its intended use Manual
2. Policy and procedure on the handling telephone inquiries pertaining to updated Policy and
demo data and clinical information Procedures Manual
3. Policy and procedure on dealing with HIMD clients requesting for updated Policy and
patient's clinical information. Procedures Manual
Continuous Quality Improvement (CQI)
Document review (Annual Presence (1 pt) Yes No
1. Trains staff on the development and implementation of CQI report)
2. Implemented CQI for HIMD Document review Presence (2 pts) Yes No
Risk Management
1. Trained staff on the development and implementation of Risk Document review (Annual Presence (1 pt) Yes No
Management report)
155
Document review; Risk Presence (2 pts) Yes No
2. Implemented risk assessment and management for HIMD Management Plan
OUTPUT
1. Analysis of Statistical Report; file copy duly received at the Office of Presence (1 pt) Yes No
Agency/Health Facility Head Document review
2. The statistical reports must be translated by Statisticians into relevant Presence (1 pt) Yes No
and meaningful information for use in the management process; Document review
3. Submission of timely and accurate statistical report required by the Timely (2 pts) Yes No
DOH, PhilHealth and other agencies Document review
4. Customer Satisfaction Document review Presence (1 pt) Yes No
5. HIMD officers provide assistance to researchers in compliance with Presence of Approved and Presence (1 pt) Yes No
updates Standards and policies updated Policy and
Procedures Manual
Total Score:
________________________________________
Other findings:
_______________________________________________________________________________________________
_______________________________________________________________________________________________
Name and Position of Assessor:

________________________________________
________________________________________
156

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HOSPITAL HEALTH INFORMATION MANAGEMENT MANUAL

Copyright 2020 by the Department of Health. All rights

National Library Cataloging-in-Publication Data

Development of this Manual was initiated, completed

Phone: +63 2 8651 7800 locals 1401, 1403, 1408

TERENCE JOHN M. ANTONIO, MD, MBA

MADELIENE GABRIELLE M. DOROMAL, MSW

MELINDA C. TAN, MPA

Ana Marie M. Acejas, MPA Rommel Paul G. Flores

Lina R. Patoc, MRM Haide M. Pleños, LPT, MPA

Lucila M. Villareal, MBA Josephine N. Santiago

Michelle P. Ocampo Josephine U. Hubilla, MHA

Gensela L. Lacambacal, MM Myrna C. Beramo, MBA/PA

Lani P. Paler, MPA, MBA-HA, FPCHA Isabel U. Asufra, MPA

Eileen B. Tabasin Nida V. Sonza, MMPM

Annabelle M. Cabral Medical Records-Supervisor

Sheila May A. Tronco Statistician II

Ma. Leilani T. Tecson Head-Health Information Management

Frederick C. Dacanay Head-Health Information Management

Philip Aquino Administrative Officer V

Xandro S. Mastura, RN Assistant Health Records Officer

Anthony General Administrative Officer III

Dennis A. Adlawan, RN, MAN, MBA Administrative Officer V

Jennifer P. Buenaflor, RN Administrative Officer In-Charge-Health

Emelita R. Maca Head, Health Information Management Unit

Lourdes L. Palapal Supervising Administrative Officer- Retired

Bed Occupancy Rate

Bed Turnover Interval

Bed Turnover Rate

Caesarean Section Rate

Clinical Cover Sheet

Fetal Death Rate

Health Information Management (HIM)

Health Record Number

History and Physical Examination

Infant Death Rate

Inpatient Service Days

Maternal Death Rate

1 Organogram for HIMD 6

2 Organogram for Professional and Allied Health Services 7

3 Organogram for Government Hospital Level 3 with 200 to 1500 beds 7

4 Diagram Showing “Safety Pulpit Ladder” and Kick Stool 11

5 Standard Arrangement of Filing Cabinets 12

7 Diagram Showing Proper Lighting 14

8 Process Flow of Health Record 38

9 Process Flow in Response to Subpoena duces tecum 92

10 The PDSA Cycle 103

1 Example of Practical HIMD Planning 8

2 Advantages and Disadvantages of the Types of Health Record Assembly 43

4 Sample Table for Summary of Daily Floor Census Report 49

5 Procedure on the Processing of 24-hr Floor Census 50

6 Procedure on the Preparation of Statistical Report 51

7 Advantages and Disadvantages of Filing Systems 59

8 Procedure in the Disposal of Health Records 67

9 Procedure in the Preparation of Birth Certificates 68

10 Procedure in the Preparation of Death Certificates/ Fetal Death 69

11 Comparison of Paper vs. Electronic 99

12 The PDSA Cycle- Step by step 103