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Delinquent medical records enforcement resumes Oct. 1

01 Sep 2019

Warnings issued through Sept. 30



By: Matt Boles, MD, vice president of medical affairs

Starting Oct. 1, the medical staff office will resume issuing fines for delinquent medical records, in accordance with medical staff rules and regulations.

For background, the medical executive committee has asked us to enforce rules for timely medical record documentation and order entry. Complete medical records help ensure a safe experience for our patients. They also help us comply with various governing bodies that provide standards for record completion.

Please note the following process:

  • Through Sept 30, the MSO will issue warnings only — no fines. Warnings will be emailed; you’ll also get a phone call from the MSO.
  • Starting Oct. 1, we’ll resume issuing fines on delinquent records. Email will be the primary source of communication. Numbers show professionals in the MSO average spend a day and a half of productive time to complete these phone calls — time that could be spent on credentialing future medical staff.
  • Please know that the health information management process of sending electronic warnings in EPIC is still in place, and is designed to give providers time to complete medical records and orders prior to fining due to delinquency.

To ensure readiness, please note the following:

  • If you are planning an absence for one week or longer, be sure to reach out to the MSO at 503-814-3889 or HIM at 503-814-2742. They will place your incomplete records on hold during the time you are away.  You can also email your absence to MedicalStaffOffice@salemhealth.org or HIMRecordintegrity@salemhealth.org
  • Since we are moving to electronic communication, please be sure the MSO has your preferred email on file. You may also give the MSO one additional email address to be copied on the email correspondence (manager, office assistant, medical assistant, etc.).  
On behalf of the medical executive committee and with the support of the physician leadership council, thank you in advance for your commitment to medical record completion. Please contact your section chief with questions, or myself at 503-814-3216 or Matthew.Boles@salemhealth.org