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Health Information Management services (medical records)

The Hospital of Central Connecticut's New Britain General and Bradley Memorial campuses provide Health Information Management (HIM) support for medical staff members during these hours:

New Britain General campus

7 a.m. to 7 p.m. daily
First floor, across Physicians' Lounge

Bradley Memorial campus

7 a.m. to 5 p.m. Monday through Friday
Third floor

Both campuses are open to medical staff members via badge reader access 24 hours a day, seven days a week for chart completion.

Main Phone Number: 860-224-5686
Main Fax Number: 860-224-5920
Director: 860-224-5900 X2637
Supervisor Patient Index and Imaging: 860-224-5900 X6180
Supervisor Transcription & Analysis: 860-224-5900 X4657
Manager (Bradley Memorial campus): 860-276-5032
Cancer Registry: 860-224-5900 X6155
Birth Registry: 860-224-5900 X5120

Transcription

All operative reports, discharge summaries, consultations, and inpatient history and physical exams must be dictated using the hospital dictation system. Dictation instruction cards and report templates are available in the HIM Department.

New Britain General campus

On campus: X5241
External: 860-224-5241

Bradley Memorial campus

On campus: X5306
External: 860-276-5306

Chart Completion

HIM staff is available to support medical staff with chart completion activities Monday through Friday at both campuses. Medical records are considered delinquent 14 days after discharge. A regular schedule for chart completion may be set up so medical records are readily available on specified days for physicians when routinely on-site. To set up a chart completion schedule or for any questions regarding incomplete or delinquent medical records, please contact:

New Britain General campus

On campus: X5780
External: 860-224-5686, options 1 and 1

Bradley Memorial campus

On campus: X5086
External: 860-276-5086

Physician office requests for medical information

All transcription and diagnostic reports, excluding EKGs, are available on the Cerner medical record system. Physicians and office practice staff in need of patients' reports copies may access them directly from Cerner. A unique user name and log-on are required for system access. A System User Agreement signed by the responsible physician is required should additional practice staff require access.

Medical information requests to the HIM department must be submitted through a Physician Office Request form. Either form can be downloaded from AlNet Physicians Page; System User Agreement located within IS Support Information and Physician Office Request form is in References.

Case list notarization for Board Certification

Contact the HIM director at 860-224-5900 X2637 to arrange for validation and notarization of case lists for Board Certification. Please allow five business days.

Legal considerations for physician office medical records

Allowable charges for medical records photocopies

  • 45 cents per page, plus first class postage, if applicable
  • Actual cost to reproduce X-ray films

Medical record retention requirements

  • Medical records: seven years
  • Pathology slides, EEG and ECG tracings: seven years
  • Lab reports and PKU reports: five years
  • X-ray films: 3 years
  • Records maintained by a healthcare facility or organization do not need to be duplicated by the individual practitioner.
  • Medical records must be retained if there is a claim of malpractice, unprofessional conduct, or negligence.
  • Emails between practitioners and patients, if clinically pertinent, should be printed and placed in the medical record; email systems do not serve as medical record documentation repositories.

Practice discontinuance

  • It is the responsibility of practitioner, responsible surviving relative, or executor to inform patients.
  • Notice in daily local newspaper is required.
  • Individual letters must be sent to each patient seen within three years preceding date of practice discontinuance.
  • Medical records must be retained at least 60 days following notice.