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Protecting hospital records from discovery.

One of the more burdensome tasks confronting hospital administrators and defense counsel in hospital liability cases is attempting to protect sensitive or confidential information contained in hospital records. Plaintiffs' counsel continue to refine and broaden document requests as they become more sophisticated and experienced, learning about additional categories of documents that may be helpful to their cause. There are conditions that protect documents from discovery, but the rules of privilege are complicated and are frequently misunderstood.

Confidentiality↗

Borderline diagnosis from hospital records. Reliability and validity of Gunderson's Diagnostic Interview for Borderlines (DIB).

Two trained and experienced clinical psychologists and two nontrained students rated the sections in Gunderson's Diagnostic Interview for Borderlines (DIB) on the basis of hospital records for 16 patients (DIB-R). The results showed that both reliability and validity, i.e., correlations with an actual interview, were unexpectedly high, around .80 for the trained judges and around .55 for the nontrained judges. The conclusion is that the DIB may be used for retrospective diagnosis of borderline patients from hospital records.

Adult↗

New Zealand hospital records insufficient for vitamin K study.

AIMS: To assess the availability and completeness of existing hospital records, required for a proposed case-control study of vitamin K administration to neonates and childhood cancer. METHODS: We surveyed 44 hospitals, to see whether they had kept records for children born during 1962-87. Additionally, we sought the neonatal records of 44 Dunedin-born people who would be in the proposed study if it went ahead. We abstracted details of vitamin K administration from the records found. RESULTS: There were 36 responses to our survey (82%). For two-thirds of the hospitals, neonatal records were not available for all of the period 1962-87. The commonest reason for unavailability of records was that they had been destroyed. Neonatal records could be found for 34 (77%) of those born in Dunedin. Although 30 records indicated that vitamin K had been given, only 17 gave the route of administration. CONCLUSIONS: Our proposed study is not feasible because of the poor availability of records and the lack of details recorded. We support the introduction of regulations requiring hospitals to retain health information for a specified time, and we argue that the minimum period for hospitals should be longer than has been proposed.

Case-Control Studies↗

Hysterectomy use: the correspondence between self-reports and hospital records.

Studies of the relationship between hysterectomy use and sociodemographic factors tend to use self-reported data. In the current study, data were collected from a representative sample of US women who have been prospectively followed since 1971. Hysterectomy status was obtained by self-report and from hospital records. Although these two measures of hysterectomy were highly related, more women reported hysterectomy than could be confirmed by hospital records. The two measures showed similar associations between several obstetric and demographic characteristics and hysterectomy status, suggesting that the use of self-reported hysterectomy data does not bias analyses of potentially associated factors.

Adult↗

Hospital record studies as a tool for staff education: a participatory research project in Guatemala.

This study examined the educational outcomes of a participatory research project in Guatemala. Using a 33.33% systematic sample of records covering an 11 year period, hospital data were collected on 9500 admissions from a small private hospital. Analysis of the data was performed by the local hospital staff and professional researchers. Interpretation of the information was primarily concerned with hospitalization trends, sociodemographic and economic characteristics, and cultural beliefs. Two of the major impacts of the study were that hospital physicians developed a stronger data orientation and gained an increased awareness of public health issues. The participatory research process led staff members to identify areas of further research and modify health education and community outreach programs.

Adolescent↗

An evaluation of external cause-of-injury codes using hospital records from the Indian Health Service, 1985.

To evaluate the usefulness of International Classification of Diseases external cause-of-injury and poisoning codes (E codes) for public health surveillance of nonfatal injuries, we analyzed E codes from Indian Health Service (IHS) hospital records. E codes for unknown or unspecified causes were used for 25 percent of records. At two hospitals, 63 percent of E codes assigned by independent coders agreed; another 18 percent matched on general cause-of-injury groups. With uniform guidelines and increased training, E coding could provide a valuable, cost-effective method of quantifying and characterizing severe, nonfatal injuries.

Health Services Administration↗

Missing hospital records: a confounding variable in retrospective studies.

In retrospective chart reviews there are often a certain number of missing hospital records. To elucidate this variable we compared the outcomes of very low birth weight breech infants with respect to the method of collecting data. A prospective sampling, during the hospital stay, of data was performed in 1979 to 1980 and in 1983 to 1984, and the frequencies of very low birth weight were 1.89 and 1.90, respectively, per 1000 live births. For 1981 to 1982 a retrospective record search was performed with the use of the ordinary medical record search system at this institution. For this period 39 of 52 (75%) hospital records were recovered, giving an apparent frequency of 1.32/1000 live births, which differed significantly from either period studied prospectively. An analysis of demographic data of the three groups revealed that the mean gestational age and the mean birth weights were higher in the period studied retrospectively compared with both periods studied prospectively and that the neonatal mortality rates were higher in the periods studied prospectively (74.1% and 57.1%, respectively) than in the period studied retrospectively (28.2%). It is concluded that the more complicated a clinical case is, the more likely the record will not be found for retrospective chart review. This problem should be kept in mind, and it ought to be a requirement that the number of missing charts be stated in retrospective observational studies.

Adult↗

Hospital records of hydatid disease in Victoria for 1970 to 1974.

The records of hydatid disease in 10 Melbourne hospitals and 12 rural hospitals in Victoria from 1970 to 1974 have been studied. In a total of 183 in-patients, the final diagnosis of hydatid disease had been confirmed surgically in 81 first admissions and in 56 readmissions. In 24 cases it was confirmed by necropsy, but in only one of these was hydatid disease believed to have been the cause of death. Figures are given for the age distribution and the organs involved.

Adolescent↗

How adequate are hospital records?--The first report of the North West Spina Bifida Registry.

The United Kingdom North West Regional Registry of patients with Neural Tube Defects was established in June 1996. The aims of the registry are to keep a record of all patients in a defined geographical location with neural tube defects and to ensure appropriate facilities and follow-up are available. During the first year of the registry 217 patients have been identified and the hospital records of 163 of these reviewed. This report deals with the shortcomings of hospital records identified during this exercise. We identified many inaccuracies and omissions when reviewing case notes. 3% of patients had unclear records as to the presence/absence of shunts. Bladder management was unclear in 17% of patients and bowel management in 26% of cases. There was no record as to the presence/absence of hydronephrosis or renal scarring in 24% and 34% of patients respectively, no blood pressure measurement in 50% of patients and no record of a serum creatinine in 56%. Mobility was not recorded in over 30% of patients. Developmental achievement and school placement were rarely if ever recorded. These results demonstrate the problems with the current medical record system. The potential consequences of this are discussed and means of improving record systems suggested.

Adolescent↗