Hospital maintain various indexes and register so that each health records and other health information can be located and classified for Patient care management and research purposes Quality of care review Utilization management Administrative and financial purposes Compliance with regulations or licensure requirement Increasing demands for information and the availability of computerized systems continue to increase the use of computerization in these areas. manual systems are still in use in some facilities

Manual indexes computerization index cheaperexpensive slowfast Limited information according small size of manual card Give availability to add huge data and details Just can use name of patient for search Give more chance to search about one information we can find data just in record store room We can find data any where for medical stuff All section have data for patientWe save patient data just one time for all medical section Index is An alphabetical listing of items and their locationalphabetical. Indexes may be 1 computerization index 2 manual indexes a. card b. notebook

Characters of success and good index are Cheap cost and maintenance. Use small size for indexes Easy to correct any mistake in system Flexible uses the system by adding or delete data. Long period uses system without any damage occur

We have more than one type of medical indexes Master patient index (MPI) Disease and operation indexes Physician index Other special index

Master patient index (MPI) MPI is a file that identifies patients and their health records. All patients who are registered to receive hospital care as Inpatients Outpatients Emergency care patients Home care patients are entered in individually identifiable form into the MPI

required information in the MPI to identification the patients Last name, firs name, and middle initial Birth date by month, day, and year Sex Address by street and city Date of admission Name of attending physician or clinical service assignment Health record number More information may be added as needed such as social security number

In computerized systems in which updating information is easy and not too time consuming the dates of admission and discharge as well as clinic and emergency service visits are entered. There are no recommended period for retention of names in the MPI

The filling arrangement with in MPI usually follows one of tow systems  Alphabetical  Phonetic  1. Alphabetical system patients name are filed in Alphabetical order by last name with secondary Alphabetical filing by first name.  2. the Phonetic system which is used by many hospitals that serve communities with greater diversity of last name

2. Disease and operation indexes Is list arranged by  Illness  Injury  Procedure That gives the record numbers of patients health records in which information on specific Illness, Injury or Procedure can be indexes and registers found.

The indexes are cross reference tool for locating health records by diagnosis or procedure to carry out activities related to the following 1Continuing medical education programs 2Epidemiologic and biomedical studies 3Health services research studies 4Statistical data on occurrence rate age sex and complications or assocated conditions. 5Continuous quality improvement and total quality management activities. 6Consultation on patient response to treatment in previous cases for applicability in a current case 7The disease and operation indexes are accessible only to authorized personnel 8Control measures are needed to ensure that every inpatient health record is accounted in the disease and operation indexes

Required information The number of data items included in the disease and opration indexes depends on the needs of the individual hospital. Basic data for any type of disease indexes include  Illness,injury, and procedure classification code.  The patient's health record number  The sex and age of patient  Identification of the responsible physician by code or name  The dates of admission and discharge or the year of hospitalization and length of stay in days  Any outcome of death and the findings from any autopsy and additional disease or procedure codes.

3.The Physician index The Physician index is a list arranged by Physicians' names or numbers that gives the health record numbers of patient who received treatment or consultation from a particular Physician.

The minimum data requirements for an entry into a Physician index are: -The patient's health record number.  The patient's age and sex.  The date of admission and the length of stay in days  -Identification of a the patient's death and any autopsy findings

Consultation entries usually require: -The patient's health record number. - The date of admission. -Identification of the entry as a consultation provided to another physician's patient. The Physician index is regarded as a confidential record, and access to it must be limited to authorized persons Physician have the right of access to their own data recorded in the Physician index The hospital's governing board and chief executive officer(CEO) have the right of access in accordance with their duties and responsibilities for ensuring the quality of patient care and conducting hospital affairs

4. Other special Indexes Special subject indexes may be maintained by the hospital, but the needed for these indexes should first justified on the basis of: 1- The interest and actual use of the data or as required for participation in payment programs. For example, hospitals with trauma or burn centers may wish to maintain an index that provides specific statistical data on the treatment provided and on the utilization of the specialized service. A facility treating HIV- positive and AIDS patients may develop a special registry for research purposes. 2- An index often is maintained to identify the organs or tissues removed from brain –dead patients for transplantation purposes. The index identifies items such as the patient's health record number, the organ( s)or tissue removed, the date of the procedure, and identification of any outside team who performed the procedure 3- special indexes can also be established to meet the needs of an individual or group of staff Physician.