Medical Record Department

The Medical Record Department inducted in Civil Hospital, Amdavad during the year 1952. This Department is responsible for  registration and keeping of outdoor / indoor and special clinic records of the hospital including round the clock emergency registration at Advanced Trauma Centre. The department is preparing the hospital statistics. Irrespective of this department is also filling up of LIC/MLC forms, RTI, Reimbursement of ESIS Bills, etc.

LOCATION, CONTACT PERSON, PHONE NUMBER, TIMINGS

Area Contact Person Location /Contact No. Timing
Medical Record Department Medical Record Officer 2nd Floor, OPD Building, Civil Hospital, Ahmedabad 079-22683721 (Ext.1464) Monday to Friday
9:00 AM to 05:00 PM
Saturday
9:00 AM to 01:00 PM

OBJECTIVES OF DEPARTMENT / SECTION

  • To provide prompt service to the doctors and patients / attendants by providing
  • Medical Record in quick and efficient manner.

ORGANIZATIONAL STRUCTURE

Incharge Officer, Medical Record Department –> Statistical Assistant  –>  Medical Record Technician –> Coding Clerk –> Data Operator –> Daftari –> Peon

SECTIONS / SUBSECTIONS AND THEIR TASKS

Outdoor

Main function of this section is to register a patient as an outdoor in the general OPD and special clinics.

Indoor

I. Incomplete area 

Receiving of inpatient files:

This area is responsible for receiving indoor treatment files of the patients discharged from the Institute as per midnight census prepared by the Nursing staff in the respective ward.

Assembling:

Files received from the various ward of the Institute are arranged in the prescribed order and are punched accordingly.

II. Complete Area

This area is responsible for serialling and filing of inpatient record as per admission number and for retrieval of the same as and when required.

III. Miscellaneous work

1. Filling up of MLC / LIC forms / Duplicate discharge summary

2. Issue of files / record of plain discharged cases

3. Correspondence

Correspondence related to reply to patient’s query, insurance claim, RTI cases, preparation of agendas and other work regarding noting and drafting of various types of work are being dealt.

4. Stationery Store

This section is responsible for stationeries like OPD Cards, OPD files, Special Clinic files, Indoor files, and other stationery items of day to day requirements. Maintenance of stock registers and issues the material to the staff of the department.

5. Hospital Statistics

This section is responsible for preparation of indoor / outdoor hospital statistics monthly / yearly (financial as well as calendar year). Supply of information is provided and when required.