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H.I.S. Home Forums MA Apprenticeship Summer Program Discussion: Skill 5- Office/Hospital Procedures

  • Discussion: Skill 5- Office/Hospital Procedures

    Posted by Andrea Nicole on July 7, 2024 at 2:44 pm

    Instructions:

    1. Answer the discussion questions below.

    2. Respond to at least one of your colleague’s discussions.

     

    Group Scenario Assignment: Patient Record Management in Pediatric Healthcare

     Objective: To collaboratively understand and simulate the essential procedures of patient record management in pediatric healthcare settings, ensuring compliance with regulatory standards and efficient operation.

     

    Scenario:

    You are part of a team working at a pediatric healthcare facility. Today, your team is responsible for managing patient records for a busy clinic day. Each team member will play a different role to ensure that patient record management processes are followed meticulously, from patient registration to the secure storage of records. 

     

    Roles:

    1. Patient

    The patient needs service for a wellness visit. 

     

    1. Receptionist:

       – Responsible for collecting demographic details and medical histories during patient registration.

       – Ensures that all patient information is accurately entered into the electronic health record (EHR) system.

     

    1. MA/Nurse:

       – Documents clinical encounters and updates patient profiles with relevant medical information and diagnostic reports.

       – Ensures all records are complete and up-to-date.

     

    1. Medical Records Specialist:

       – Manages the filing, retrieval, and secure storage of patient records.

       – Ensures compliance with HIPAA regulations and data encryption measures for electronic records.

     

    1. Healthcare Provider:

       – Coordinates with other healthcare providers to ensure continuity of care and seamless transition of care protocols.

       – Requests and reviews patient records as needed for patient care.

     

    Tasks:

    1. Patient 

    -healthy patient well rounded 

    OR

    -healthy patient coming in for sprain (pick one: ankle, leg, arm, wrist, back) from playing outside

     

    1. Receptionist:

       – Simulate the registration process for a new pediatric patient.

       – Collect and enter demographic details and medical histories into the EHR system.

     

    1. MA/Nurse:

       – Document a mock clinical encounter for the newly registered patient.

       – Update the patient profile with new medical information and any diagnostic reports.

     

    1. Medical Records Specialist:

       – Demonstrate the process of filing and retrieving patient records.

       – Explain the importance of data encryption and how it is implemented for electronic records.

     

    1. Healthcare Provider:

       – Simulate a scenario where patient records need to be retrieved for a follow-up visit.

       – Discuss how the transition of care protocols are followed to ensure continuity and coordination among healthcare providers.

     

    Discussion Questions:

    1. What challenges did you encounter during the simulation, and how did you overcome them?
    2. How does each role contribute to the overall efficiency and quality of patient care?
    3. Why is compliance with HIPAA regulations critical in managing patient records?
    4. How do efficient procedures and the use of technology enhance patient-centered care in pediatric healthcare settings?
    Odalis replied 3 hours, 1 minute ago 13 Members · 24 Replies
  • 24 Replies
  • Kimberly

    Member
    July 12, 2024 at 8:24 pm

    The role that I chose is Receptionist. My task as a receptionist was to simulate the registration process for a new pediatric patient and to collect and enter demographic details and medical histories into the EHR system.

    Discussion Q1:

    A challenge that I encountered during the simulation was that the patient didn’t have all the demographic details and information that was needed. I overcame this problem by handing them over a questionnaire to guide them through the process so I can get the complete information.

    Discussion Q2:

    The role of a receptionist contributes to the overall efficiency and quality of the patient care by getting accurate information when registering patients and for better, clearer communication.

    Discussion Q3:

    A compliance with HIPAA regulations is critical in managing patient records to protect patients privacy.

    Discussion Q4:

    Efficient procedures and the use of technology enhances patient-centered care in pediatric healthcare settings because it will give us quicker access to accurate information. By having the information as a receptionist we’re able to communicate clearer and we’re able to have accurate information to share with the doctor and for the doctor to see.

    • Dayanara

      Member
      July 12, 2024 at 10:10 pm

      This is a great way to overcome these challenges. Clear communication is important!

    • Alani

      Member
      July 15, 2024 at 11:47 pm

      Kimberly your explanation and solution to each problem was positive and would be very effective in a clinic.

      • This reply was modified 1 week, 1 day ago by  Alani.
  • Dayanara

    Member
    July 12, 2024 at 10:07 pm

    The role I chose was MA/nurse. My task was to document a mock clinical encounter for the newly registered patient and update the patient profile with new medical information and any diagnostic reports.

    Discussion Questions:

    What challenges did you encounter during the simulation, and how did you overcome them?

    As I was registering a patient, a problem I encountered was that it was a busy clinic so time was limited. To overcome this I focused on getting important information first.

    How does each role contribute to the overall efficiency and quality of patient care?

    The MA/nurse role contributes to the overall efficiency and quality of patient care by managing paperwork, medical skills, and clear communication.

    Why is compliance with HIPAA regulations critical in managing patient records?

    Compliance with HIPAA regulations is important to ensure a patient’s privacy is maintained and information isn’t disclosed.

    How do efficient procedures and the use of technology enhance patient-centered care in pediatric healthcare settings?

    How efficient procedures and the use of technology enhances patient-centered care in pediatric healthcare settings is by making appointments easier and giving more personalized care.

    • Kaelynn

      Member
      July 14, 2024 at 8:14 am

      I agree with Kimberly on how you overcame your solution by getting the crucial information first and prioritizing that can at least move things along quicker.

  • Kimberly

    Member
    July 12, 2024 at 10:43 pm

    I like the solution you came up with to overcome that challenge that you encountered during the simulation. It’s a good solution.

  • Kaelynn

    Member
    July 14, 2024 at 8:08 am

    The role I chose is the Medical Records Specialist, and my task is file and receive records and maintain patient privacy by using data encryption when filing patient’s electronic records.

    Discussion questions

    #1 A challenge i ran into is that since the clinic is busy and multiple people are here to be seen and having to find multiple patient files as well as filing new patient files. I overcame this by making sure it was in order to make it easy to navigate and there would be no mix ups.

    #2 The medical records specialist contributes by making sure the filing and receiving patient records are a simple and quick process with accurate precision, allowing for a smoothing process for the entire patient process.

    #3 Being in compliance with HIPAA when it comes to managing patients records mean that every patient has the reassurance that their files are safe and prevents patient files from being leaked/breached by unauthorized personnel. Being in compliance with HIPAA also helps us avoid making any mistakes.

    #4 Efficient procedures and the use of technology enhance patient-centered care by making the process quicker and easier for the patient and not having to prolong their visit. And the use of technology helps with keeping documentation of each patient and can be quickly pulled up, which all contributes to making the patient feel like they’re being taken care of by professionals and feel like they’re in a environment with people that care about the work they’re doing.

  • Trinity

    Member
    July 15, 2024 at 3:19 pm

    Discussion Questions

    Role:Healthcare provider

    Task:Simulate a scenario where patient records need to be retrieved for a follow-up visit and Discuss how the transition of care protocols are followed to ensure continuity and coordination among healthcare providers.

    1. What challenges did you encounter during the simulation, and how did you overcome them?

    The challenges I encountered was that the patient wasn’t able to sign the authorization electronically and how I overcame that was that I would have them sign it when they got to their appointment.

    2.How does each role contribute to the overall efficiency and quality of patient care?

    Each role prioritizes the care, safety, and well-being of the patient and patient’s family and every role works together like a team which helps with the time management and organization.

    3.Why is compliance with HIPAA regulations critical in managing patient records?

    It’s to safely hold patient’s privacy and important information, our patients have a right to keep their health info to themselves.

    4.How do efficient procedures and the use of technology enhance patient-centered care in pediatric healthcare settings?

    It gives quality care to all children and they deserve that care because they are our future and must protect them. It also helps with better communication and safety.

    • Emmanuel

      Member
      July 15, 2024 at 5:57 pm

      I agree with you Trinity because the HIPPA regulations were placed into keeping patient privacy.

    • Brenda

      Member
      July 16, 2024 at 7:12 pm

      I agree that each role should prioritize the care, safety, and well-being of a patient and their families because once you enter the medical field your number one priority is the patient’s well-being. If each person takes their roles seriously then as a team they will do a great job with time management, organization, and caring for patients.

  • Trinity

    Member
    July 15, 2024 at 3:20 pm

    I agree that receptionists need to have good communication

  • Emmanuel

    Member
    July 15, 2024 at 5:55 pm

    1. MA/Nurse:

    1: What challenges did you encounter during the simulation, and how did you overcome them?

    Some challenges that I encountered during the simulation were that the clinic was unexpectedly busy, hence all the systems and equipment ran out. Therefore, I had quickly restock the supplies to resume the care towards the patient.

    2: How does each role contribute to the overall efficiency and quality of patient care?

    The medical assistant contributes to the overall efficiency and quality of patient care by performing vitals, closing/opening the office, updating information and appointments in PM/EHR, cleaning the exam room and answering patient calls. Other roles contribute by keeping confidentiality and primal care to the patient.

    3:Why is compliance with HIPAA regulations critical in managing patient records?

    It is important to keep compliance with HIPAA regulations in managing patient records to keep the files safe or private from other people and ordered into the correct place. These regulations keep the patient files safe and sound!

    4:How do efficient procedures and the use of technology enhance patient-centered care in pediatric healthcare settings?

    The use of technology like the PM/EHR or the automatic blood pressure tools can fasten the process of the care to the patient in an efficient way. Similarly, the use of technology can help when the clinic is busy, since it can fasten the process of care in this ambulatory setting.

    • Elizabeth

      Member
      July 16, 2024 at 12:28 am

      I like the way that you explained how technology affects the work day at the clinic and makes the day move a lot more smoothly. I think you were in depth about how the HIPAA regulations help support and protect the patients health records which is very important. Great Response.

  • Alani

    Member
    July 15, 2024 at 11:46 pm

    Simulate the registration process for a new pediatric patient.

    – Collect and enter demographic details and medical histories into the EHR system.

    1. What challenges did you encounter during the simulation, and how did you overcome them?
    • Some challenges I encountered were patients not having insurance, and important documentation being given incorrectly ; but I overcame these challenges by offering the patient insurance through our services for a limited time and giving the patient a paper highlighting where each piece of information should go.
    1. How does each role contribute to the overall efficiency and quality of patient care?
    • Each role contributes to the overall efficiency and care of each patient because every medical professional has a different responsibility with each patient if it’s taking vitals, checking patients information, testing for hearing or vision, most importantly the most effective thing between every patient and medical professional is communication.
    • 3. Why is compliance with HIPAA regulations critical in managing patient records? Compliance with HIPAA is critical because it ensures patient privacy and confidentiality, as well as ensuring protection to patient records.
    • 4. How do efficient procedures and the use of technology enhance patient-centered care in pediatric healthcare settings?
    • effective procedures and use of technology enhances patient centered care because it makes it quicker and easier to access patient records and medical history which could ensure a more thorough patient visit.

    Alani Ramirez (Ms. Lauryn) group

    • Hailey

      Member
      July 16, 2024 at 12:20 am

      I agree with you Alani, when information is not given accurately it can be pretty difficult to communicate with the patient.

  • Hailey

    Member
    July 16, 2024 at 12:17 am

    Hailey Velasquez

    MA/Nurse

    July 15, 2024

    MA/ Nurse-

    1. The challenges that I encountered during the simulation is ensuring the accuracy of information entered into the records. Mistakes in recording patient data can lead to serious consequences, so it is crucial to be meticulous.

    1. The medical assistant contributes to the overall efficiency and quality of patient care by actively communicating with them and making them feel welcomed and safe. MA/Nurses also handle tasks such as scheduling appointments, managing patient records, and billing. Lasting taking vital signs, preparing patients for examinations, and performing basic laboratory tests.

    1. It is important to keep compliance with HIPAA regulations in managing patient records because HIPAA ensures the patients’ personal and medical information is kept confidential. This protection builds trust between patients and healthcare providers.

    1. Efficient procedures help reduce waiting times and ensure that appointments and treatments are conducted smoothly. Electronic health records (EHR) the use of EHRs allows for quick and accurate access to patient information. This ensures that healthcare providers have up-to-date medical histories.

    2. (Lauryn)

    • This reply was modified 1 week, 1 day ago by  Hailey.
  • Elizabeth

    Member
    July 16, 2024 at 12:22 am

    I chose the role of a MA/ a Nurse. My role is to document clinical encounters and update patient profiles with relevant medical information and diagnostic reports. I will need to ensure that all records are complete and up to date.

    1. During the simulation I encountered messy files and missing documents. I overcame them by talking with the patients whose documents were missing and asking them about the files. This would get me to the root of the problem and be able to talk directly with the patient in order to fill in the missing pieces of all of the patient chart records.

    2. Every person on the team is important because if everyone does their part proficiently, there will be a flowing workday and a space where everyone is able to complete their jobs in order for the day to go smoothly for the patient and their family.

    3. Compliance with HIPAA regulations is critical in managing patient records because it keeps records safe and protects them from any harm that may come from the outside world. HIPAA regulations protect the privacy of the personal health care information of the patient. It makes sure that the medical files are safe and create a bigger trust in the clinic.

    4. Patient-centered care is important and relies on the efficient procedures and the use of technology. More specifically, if every person in the office does their job and creates smooth working relationships with the rest of the office and the patients.

    • Iveth

      Member
      July 17, 2024 at 5:33 pm

      i agree with what you said especially on question four about how being able to use the technology will be better communication between the team (thats also what I put)

  • Brenda

    Member
    July 16, 2024 at 6:48 pm

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    1. What challenges did you encounter during the simulation, and how did you overcome them?

    The challenge that I encountered during the stimulation was that I found it difficult to walk because I sprained my ankle while playing outside. I couldn’t focus on anything the MA was saying because of the pain.I overcame this by trying to not focus on the pain while talking with the MA, I also took deep breaths so that I can focus on that instead of my sprained ankle.

    1. How does each role contribute to the overall efficiency and quality of patient care?

    Each role contributes to the overall efficiency and quality of patient care because a patient has to be able to speak up so that the doctors know what is wrong with them. It is also important to give all the information and not leave anything out. As MA and Doctors they should be able to listen to the patients and try to get answers by going through everything little by little so that the patient can understand.

    1. Why is compliance with HIPAA regulations critical in managing patient records?

    Compliance with HIPAA regulations is critical in managing patient records because it is important for a patient to feel safe about their information being stored safely in that clinic. It can also be important because it can prevent any misinformation between the medical professionals and the patients.

    1. How do efficient procedures and the use of technology enhance patient-centered care in pediatric healthcare settings?

    Efficient procedures and the use of technology can enhance patient-centered care in pediatric healthcare settings because there can be options of having patient care at home so that a patient doesn’t have to go all the way to the clinic or hospital. This can be a lot more helpful for a patient that doesn’t have access to transportation.

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    • Julissa

      Member
      July 23, 2024 at 6:41 pm

      Great job!! Your ideas in how to pay attention to the MA are excellent

  • Iveth

    Member
    July 17, 2024 at 5:31 pm

    I chose the role of MA/Nurse

    -some challenges would be that the clinic was extremely busy meaning it was overwhelming for me and the rest of my team since we were short staffed that day. I had to work a little quicker and still make sure that everything would run smoothly.

    – each role is important to support the other members. So everyone knows what they are doing and people don’t focus on only one thing. Example so everyone isn’t focused on greeting the patient or doing the paperwork everyone has something that makes the patient care run smoothly.

    – it is very important to comply with the HIPAA regulations because it ensures privacy for the patient and protect all of their personal information from billing, insurance, to medical history.if we didn;t follow these regulations there could be a fine, sued, and even get our license revoked

    – it helps keep a smooth communication system between members on the healthcare team. If you don’t know how to use tech then it will be hard to use the ehr and therefore hard to communicate patient problems and information with everyone else.

  • Julissa

    Member
    July 23, 2024 at 6:39 pm

    I chose the MA/Nurse:

    – One challenge I had was that I received a patient, the most of their information was incorrect, and some were missing. What I did was give them a new document where each piece of information should go so, I could process putting all the new information correctly and also correct the errors.

    – Each role is very important to provide good patient service because if the entire team does a good job, we can improve the patient experience and even have a smooth and comfortable workspace.

    – Compliance with HIPAA regulations in managing patient records are important because we can provide patients with assurance that their personal information is protected.

    – Efficient procedures and the use of technology improve patient-centered care in pediatric healthcare settings because we can provide them with an easier way to make appointments.

    • Odalis

      Member
      July 24, 2024 at 12:00 am

      I agree with you Julissa that the HIPAA regulations can make the patient feel more protected by knowing the their records are safe.

  • Odalis

    Member
    July 23, 2024 at 11:56 pm

    I choose receptionist

    ~What challenges did you encounter during the simulation, and how did you overcome them? there was a lot of new patients and existing patients which means that the reception was full and a lot of patients were impatient to be treated we try to do our best by taking the necessary time to register each patient and keep their chart complete but with help from our coworkers we were able to received all the patients correctly.

    ~How does each role contribute to the overall efficiency and quality of patient care? every role is very important because the way you can bring a better service to the patient and this way you can improve in the patient experience in the medical field.

    ~Why is compliance with HIPAA regulations critical in managing patient records? Compliance with HIPAA regulations in managing patient records are important because we can provide patients with assurance that their personal information is protected and will not be disclosed, published or shared with other patients or people who are not required.

    ~How do efficient procedures and the use of technology enhance patient-centered care in pediatric healthcare settings? Efficient procedures and the use of technology improve in the patient centered care because you can have a better management of their record and also they can have their information online and they can be able to look for their exam results, or even make new appointments and and track their personal recommendations from their physicians.

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