Interim Guidelines for the Disposal of Health/Medical Records of Private Healthcare Facilities Damaged by the Typhoon

October 22, 2009

DOH ADMINISTRATIVE ORDER NO. 2009-0020

 

I. Rationale:

Global climate change have brought a number of calamities such as strong typhoon, drought and other fortuitous events resulting in destruction to lives and properties.

The Philippines had recently been visited by a number of typhoons that brought flooding in certain parts of the country. Some government and private healthcare facilities were submerged in chest-deep water that affected its properties including health/medical records being maintained by the institution.

Faced with disposal of damaged health/medical records, government healthcare facilities are guided by Republic Act No. 9470, otherwise known as the National Archives of the Philippines Act of 2007 while private healthcare facilities have no governing policy in the disposal of the same.

Thus, the issuance of these interim policies and guidelines is promulgated to govern private healthcare facilities' disposal of health/medical records which were damaged by the typhoon.

II. Scope:

The scope of this Order shall cover health/medical records including register, indexes, x-ray films and other documents of private healthcare facilities damaged by the recent typhoon.

III. Objectives:

This Order is promulgated to provide an interim set of guidelines and procedures governing the disposal of medical records and other health documents of private healthcare facilities damaged by the recent typhoon. ICHcaD

IV. Definition of Terms:

Disposal — the act of selling, burning, or any other way of getting rid of health/medical records damaged by the flood in accordance with the provision of this Order.

Health/Medical Records — a compilation of pertinent facts of a patient's life and health history, including past and present illness(es) and treatment(s), written by the health professionals contributing to that patient's care.

Incidence Report/Official Report — a report submitted in case of any event that occurred in a healthcare facility that includes Name of Incidence, Date/Time of Occurrence, Nature of the Incidence and the extent of damage to property.

Private Healthcare Facilities — privately owned, established and operated with funds through donation, principal, investment, or other means, by any individual, corporation, association, or organization.

Republic Act No. 9470 — otherwise known as the National Archives of the Philippines Act of 2007.

V. Interim Guidelines:

1. Private health facilities' Head of the Medical Records Department or his designate shall determine the damaged health/medical records. He must identify the period covered by these records. He should examine which record in any form, paper or electronic are not deemed for disposal and be retained.

2. An Incidence Report or Official Report shall be prepared by the Head of the Medical Records Department to the Medical Director with the following information:

a. Type of record (i.e., OPD Register, Inpatient records, x-ray films, etc.)

b. Approximate volume of the records (i.e., 4 cu. m., 5 register, etc.) CHIaTc

c. Period covered by the different types of health/medical records.

d. Photograph that depict the extent of damage as well as the location of the health/medical records.

3. Request for Authority to Dispose of Damaged Health/Medical Records (Annex 1) in three (3) copies shall be accomplished by the Head of the Medical Records Department duly signed by the Medical Director and forwarded to the Regional Center for Health Development (CHD).

4. CHD's Health Operation staff or his designate shall conduct an actual physical inspection and evaluation of the damaged health/medical records and shall make an official recommendation for the issuance of the Authority to Dispose of Damaged Health/Medical Records (Annex 2), if and when in its evaluation is deemed appropriate.

5. The National Center for Health Facility Development shall approve the Authority to Dispose (Annex 2) with recommendations on the manner of disposition.

6. Upon receipt of the Authority to Dispose, the health facility shall conduct actual disposal of all damaged health/medical records which shall be witnessed by the healthcare Medical Director or his duly authorized representative, CHD and Internal Audit of the healthcare facility.

7. A Certificate of Disposal of Damaged Health/Medical Records (Annex 3) shall be signed by the CHD authorized representative in three (3) copies and witnessed by the Head of the Medical Records Department, Internal Audit and Medical Director or his representative. The original copy is given to the private healthcare facility, duplicate copy to CHD and the third copy to the DOH's National Center for Health Facility Development.

Private healthcare facilities must exert all efforts to reconstruct permanent registers from other available records such as logbooks and other means of verification being maintained by the different offices/departments/units of the healthcare facility.

Likewise, instituting policies on off-site maintenance of databases for electronically stored records should be considered in order to ensure protection and integrity of the generated databases of the facility. ASIDTa

Relocation of the Medical Records Department in an area where it may not be affected if the present location of the facility is prone to damage by flooding or other calamities should also be considered.

VI. Separability Clause:

In the event that any provision of this Order is declared unconstitutional or invalid by a court of competent jurisdiction, other provision thereof shall not be affected.

VII. Repealing Clause:

All Administrative Orders and other issuances or part thereof inconsistent with the provision of this Order are hereby rescinded or repealed or amended or modified accordingly.

VIII. Effectivity:

This Order shall take effect immediately.

(SGD.) FRANCISCO T. DUQUE, III, MD, MSc.Secretary of Health

ANNEX 1

Name of Healthcare Facility

Address

_________________

Date

FRANCISCO T. DUQUE, III, MD, MSc.

THRU:  The DirectorCenter for Health Development

Subject: Request for Authority to Dispose of Damaged Health/Medical Records

Dear Secretary Duque :

May we seek authority to dispose of the following health/medical records damaged by the recent typhoon and flooding:

Type of Record	Period Covered	Volume	Remarks
1._________________	__________________	_____________	___________________
2._________________	__________________	_____________	___________________
3._________________	__________________	_____________	___________________
4._________________	__________________	_____________	___________________
5._________________	__________________	_____________	___________________

 

Prepared by:

____________________________

Head, Medical Records Department

Very truly yours,

______________________Medical Director

ANNEX 2

Republic of the PhilippinesDepartment of Health

OFFICE OF THE SECRETARY

_________________

Date

Authority to Dispose of Damaged Health/Medical Records

This is to give authority to ____________________________________ (Name and Address of the Healthcare Facility) to dispose of the following health/medical records:

Type of Record	Period Covered	Volume	Remarks
1._________________	__________________	_____________	___________________
2._________________	__________________	_____________	___________________
3._________________	__________________	_____________	___________________
4._________________	__________________	_____________	___________________
5._________________	__________________	_____________	___________________

on the basis of actual physical inspection and evaluation conducted by the Center for Health Development Hospital Operation Cluster's authorized representatives on ____________, and as such it is hereby attested that the above records are not worthy to be maintained by the healthcare facility.

Recommending Approval:

__________________________________DirectorCenter for Health Development

MANNER OF DISPOSAL: ___________________

APPROVED:

__________________________________

CRISELDA G. ABESAMIS, MD, FPSP, CESO IIIDirector IVNational Center for Health Facility Development

ANNEX 3

Republic of the PhilippinesDepartment of Health

CENTER FOR HEALTH DEVELOPMENT

_________________

Date

Certificate of Disposal of Damaged Health/Medical Records

This is to certify that following damaged health/medical records have been disposed on _____________ (Date) by way of ____________ (Manner of Disposal).

Type of Record	Period Covered	Volume	Remarks
1._________________	__________________	_____________	___________________
2._________________	__________________	_____________	___________________
3._________________	__________________	_____________	___________________
4._________________	__________________	_____________	___________________
5._________________	__________________	_____________	___________________

The disposal of the abovementioned records were witnessed by:

____________________________	_____________________________
Head	Internal Auditor
Medical Records Department	Requesting Agency
_____________________________	_____________________________
Medical Director/Representative	Representative
Requesting Agency	Center for Health Development
Prepared by:
_____________________________
Representative
Center for Health Development