SECTION 310:667-9-13. Medical records committee

(a)   The medical records committee (or its equivalent) shall supervise the maintenance of medical records at the required standard of completeness. Routine review and monitoring of records may be performed by hospital medical records staff or through the quality improvement program. On the basis of documented evidence, the committee shall review and evaluate the completeness of the record.

(b)   The committee shall be available to meet as often as necessary and shall submit a written report of meetings to the executive committee.

(c)   The committee's members shall represent a cross section of the clinical services. In large hospitals, each major clinical department may have its own committee.

(d)   Membership shall be staggered so that experienced committee physicians shall always be included. Senior residents may serve on this committee.

(e)   Review of the record for completeness may be performed for the most part by medical record staff. In addition, on-the-spot scanning of current inpatient records for completeness shall be performed.

(f)   The committee shall:

(1)   Recommend to the medical staff the approval of, use of, and any changes in form or format of the medical record.

(2)   Advise and recommend policies for medical record maintenance and supervise the medical records to insure that details shall be recorded in the proper manner and that sufficient data shall be present to evaluate the care of the patient.

(3)   Insure proper filing, indexing, storage, and availability of all patient records.

(4)   Advise and develop policies to guide the medical record administrators or medical record staff, medical staff, and administration so far as matters of privileged communication and legal release of information are concerned.

[Source: Added at 12 Ok Reg 1555, eff 4-12-95 (emergency); Added at 12 Ok Reg 2429, eff 6-26-95; Amended at 20 Ok Reg 1664, eff 6-12-03]