Record keeping is at the core of successful care business. It is a legal requirement, and several laws govern it. These laws also spell out the exact information stored in the records. Care businesses must consider these laws as part of their day to day business practice.
Keeping records helps in keeping all the information about the customers and clients who visit that business or facility. As a result, there is a serious need to ensure that the recordkeeping systems in such care businesses like hospitals are up to date by regularly reviewing them. In this article, we are going to focus on 5 ways care businesses can improve their record keeping.
1. Identify the Documentation Needed for Every Activity
To improve record keeping in a care business, you should first identify the required kind of documentation for every performed activity. Establish the exact documents that require filing. The filing can either be manual or electronic, and it assists in information retrieval when the need arises.
Identification of documentation required assists in the reduction of information load. The reason is that it categorically puts information in a way that the business knows what documents to discard and what to file. It saves on space and money.
“While broadly speaking dementia patients may present similarly, all dementia patients will have varying symptoms because the affected parts of the brain vary from one person to another.” says Jane Byrne at FirstCare.ie
2. Close Old Files and Open New Ones Every Year
It is advisable to close old files and open new ones every year. It is a practice that assists in reducing the overloading of the files in the care business. It also ensures the flexibility of the filing system. However, there is a need to keep the old records for reference purposes.
The advantage of having this practice is that you don’t spend a lot of time in retrieving information for the client or the customer.
3. File References Differently
Sometimes accessing the right files of information in a whole records system is complicated and tedious. For this reason, you require to have a reference material filing section. The references should also be filed so that when a patient comes in a hospital or any other care business, you can first consult the reference file.
The reference file enables you to quickly locate the file you are looking for in a records system.
4. Keep Updating the Records Regularly
One of the best practice that will improve your records management in a care business is a constant update of the information system. The regular updating ensures that no files of information have been left out knowingly and unknowingly.
If a regular update is not done, there is a possibility that crucial information about the clients in a business will be left out.
5. Carry Out A clean –Up of the Records Annually
A sound record system needs to be cleaned regularly. The clean-up ensures that mistaken and misplaced chunks of information and files are kept in the right places. It also ensures that a file contains up to date information by eliminating very old files to the archives.
The clean-up is an excellent way of ensuring that care businesses retain the most accurate, reliable and useful records about the clients or customers.
In conclusion, it is always good for care businesses to ensure that they check their records to ensure that they are valid. They should incorporate all the above practices in their day to day information errands to improve record keeping. They can work in insurance, banking, hospitals and in many other care businesses.