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HIP Reverse Defs.

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