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HIP Reverse Defs.
| Term | Definition |
|---|---|
| Limiting Collection of PI | A clear link must be established between the information that is collected and the reason for doing so |
| Master patient index (MPI) | A database of all clients registered |
| Canada Health Infoway | A federally funded organization with a mandate to facilitate the national implementation of electronic health records |
| health information management (HIM) | A field in its own right |
| eHealth | A general term used to describe electronic health information |
| electronic medical record (EMR) | A legal health record in digital format. It contains the client's health information collected by one or a group of providers in one location. It is a subset of the electronic health record (EHR) |
| health information custodian | A person, persons, or organization who has the responsibility for safekeeping and controlling personal health information in connection with powers and duties performed |
| Fob | A small security device that can be added to a computer for access purposes. It displays a randomly generated access code that changes every few seconds |
| outguiding system/or charge-out system | A system for keeping track of paper health records taken from their normal location |
| electronic medical records system (EMR Systems) | A total medical office system, including both hardware and software, with the capability of replacing all components of a paper chart (health record) electronically |
| decentralized | Allows parts of the record to reside outside HIS |
| electronic health record (EHR) | An accumulation of essential information from an individual's electronic medical records that is accessed electronically at different points of service for purposes of client care |
| health record | Any document relating to a health care client. The term record is used for a single document, such as a doctor's note on an assessment or lab report; it also refers to a collection of documents, such as a client's chart |
| health information | Any information pertaining to someone's physical or mental health, condition, or infirmity, whether given orally or recorded in any manner, that is created or received directly or indirectly by a health professional or health organization |
| operative report | Any surgical procedure will generate a report |
| disposition | As long as a client is alive and has the potential to seek treatment, a health record remains active |
| lock boxes | Client has specifically asked the doctor to keep confidential |
| colour coding | Combination of alphabetical or numeric with colour |
| consent form | Consent must be obtained in order to collect the information |
| centralized | Designate one location in which to house all records |
| provision | Distribution of and access to information is strictly controlled |
| ID systems | Each client is assigned a unique identifier |
| challenging compliance | Each organization must have a process in place to handle complaints with respect to the way personal information is collected, used, or disclosed, or the manner in which the organization complies with the legislation |
| eChart | Electronic chart |
| miscellaneous | Growth charts, antenatal records, diabetic flow sheets etc. |
| personal information | Includes information that may be considered factual or subjective |
| openness | Information about policies relating to the management of personal information must be readily available to the clients |
| accuracy | Information should be accurate and complete in terms of how it is recorded to facilitate its proper use |
| lab sheets | Keep together with the most current on top |
| physical assessment | May be formally prepared or noted on the progress notes |
| consecutive | Normally used for records that are pre-numbered |
| encounter record | Occurs each time a client has an encounter with a health-care provider |
| alphabetical | Oldest and most straightforward; direct access system |
| maintenance | Organizing records through some kind of filing system |
| pChart | Paper chart |
| accountability | PIO who is ultimately responsible for the compliance of the organization with the standards spelled out in the act |
| cummulative patient profile (CPP) | Provides a cummulative view of history and current health status |
| history (interview) sheet | Questionnaire that the client is asked to fill out on the first visit |
| numeric | Requires an index; indirect access system |
| Purge | (of file) Review and reorganize to remove outdated information that is no longer actively needed to provide care to the client |
| terminal digit | Segments a number into component parts |
| list of allergies | Should be noted in red and listed in a prominent place |
| creation | The initial retrieval of information |
| safeguards | The organization must take appropriate and practical measures to protect the information from unauthorized access, use or tampering |
| Archive | To remove a file from active status and store it in a secondary location or on a secondary medium |
| unlawful access | Violates the law and moral and ethical principles |
| individual access | With written request to the PIO, clients shall be given access to their personal information |
| Limiting use, disclosure and retention | You cannot use or disclose any information for purposes other than those for which it was collected; information must be kept only as long as it serves its intended purpose; information must be appropriately stored and destroyed |
| identifying purposes | You must inform the clients of the purpose for the collection of their information either before or at the time of the collection |
Created by:
Jessica Longboat
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