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Subject Code : BSBMED303
Assignment Task

 

Scenario

You have just started work for Flounder & Associates, your job role is a Medical Administration Officer. The Practice Manager is your immediate supervisor and will mentor you throughout the coming months. You have completed your induction and have been given access to online systems, claims, and policy and procedure documents. Your induction covered:

Practice administration 

  • How to handle incoming and outgoing correspondence
  • Details about practice consultation fees
  • Managing Medicare payments
  • Administrative recordkeeping obligations

 

Patient records and confidentiality

  • Privacy, confidentiality and security of patient information
  • Handling clinical information
  • Archiving and retention of records
  • Transferring patient records
  • Practice security policies, for example about the storage of prescription pads, stationery,
  • and patient accounts

 

Computer administration

  • Allocation of appropriate passwords and permissions
  • eClaims training
  • Locking computers and activating screen savers
  • Computer security procedures
  • Procedures for backing-up electronic information.

 

The following extracts from the Policy and Procedures Manual should be referred to when completing your assessment.

1-collection of Personal Information Policy

2-What personal information do we collect and hold?

3-We may collect the following types of personal information:

  • your name, address, and telephone number
  • your age or date of birth
  • your Medicare number, Veterans’ Affairs number, Health Care Card number, health fund details or pension number
  • current drugs or treatments used by you
  • information relevant to your medical care, including previous and current medical history and your family medical history (where clinically relevant)
  • your ethnic background
  • your profession, occupation, or job title
  • the name of any health service provider or medical specialist to whom you are referred, copies of any letters of referrals and copies of any reports back.

 

Inactive patient health records

  • The practice must ensure that both active and inactive patient health records are kept and stored securely.
  • An inactive patient health record is considered to be the record of a patient who has not attended the practice three or more times in the past two (2) years.
  • Inactive patient health records are retained by the practice to comply with legislation. 
  • Records are to be archived via eClaims.
  • Deceased patients are to be archived via eClaims.
  • Archiving of records is carried out twice a year.

 

Paper-based records

Paper-based medical records are the property of Flounder & Associates and are not to be removed from the organization under any circumstance unless authorized by the Practice Manager in consultation with the Practitioners. Medical records, patient lists, or reports must not be left in areas where the general public or unauthorized staff can access them. When staff is transferring medical records around the practice every effort should be made to keep patient details covered. For example, if carrying a bundle of records in a lift, turn the last one over so that no patient information is exposed. When records are sent or transferred outside the Practice the information must be secured in a sealed envelope or container labeled "Confidential" and addressed to the specific person on the request form (eg. Admissions Nurse, Practice Manager). Records must be securely transported to the receiving party and not left unattended at any stage until delivered to the authorized receiving person. Records when required at a Court of Law under subpoenas, must be copied before they are sent outside the Practice. This copy will be kept within the Practice if required for patient care. Any paper-based information containing patient or private information that requires destruction should be placed in the secure destruction bins located in the storeroom.Paper-based records are to be filed in alphabetical order by Surname, First name in the file room. The file room is to be kept secure at all times. Access to the file room code is only available to staff who require

 

Electronic records

Staff access to secure information systems is determined via Management to ensure that access to systems is granted on a "need to know" basis. Access should only be provided to staff that requires access to carry out their work. When staff is terminated, Management must be notified to have access removed. Passwords for all information systems are to be kept secure.No password should be shared unless authorized. Staff is responsible for any access to secure information systems using their password. All computer screens in inpatient or public contact areas must have the screensaver's wait period set at three (3) minutes maximum. This will reduce the chance of unauthorized viewing of the information left on computer screens by patients, the public, or unauthorized staff. All required staff will attend training on the use of claims and the security features related to their level of access

 

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  • Posted on : March 20th, 2019

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