- BSBMED401B - Manage patient record keeping system
Assessor Resource
BSBMED401B
Manage patient record keeping system
Assessment tool
Version 1.0
Issue Date: April 2024
This unit applies to individuals managing an existing record keeping system (and sub systems within the overall system) in a medical context. It may involve supervising the work of other personnel who implement the system and maintain patient records day to day. It also involves working with users of the system such as the health practitioners in the facility.
The unit does not cover the design of a new system but does cover reviews and improvements to an existing system.
BSBMED303B Maintain patient records, covers the day to day implementation of the system.
This unit describes the performance outcomes, skills and knowledge required to manage a patient record system within a medical environment and to supervise others. It covers clarifying roles and responsibilities, managing the operation of a patient records system, and reviewing and improving the system.
No licensing, legislative, regulatory or certification requirements apply to this unit at the time of endorsement.
You may want to include more information here about the target group and the purpose of the assessments (eg formative, summative, recognition)
Employability Skills
This unit contains employability skills.
Evidence Required
List the assessment methods to be used and the context and resources required for assessment. Copy and paste the relevant sections from the evidence guide below and then re-write these in plain English.
The Evidence Guide provides advice on assessment and must be read in conjunction with the performance criteria, required skills and knowledge, range statement and the Assessment Guidelines for the Training Package. | |
Overview of assessment | |
Critical aspects for assessment and evidence required to demonstrate competency in this unit | Evidence of the following is essential: managing a patient record keeping system over a significant period documenting how records have been accessed and archived by staff or self demonstrating how records have been provided to support relevant medical activities knowledge of relevant legislation from all levels of government. |
Context of and specific resources for assessment | Assessment must ensure: access to an actual workplace or simulated environment access to office equipment and resources examples of documents and records for archiving access to records system documented procedures. |
Method of assessment | A range of assessment methods should be used to assess practical skills and knowledge. The following examples are appropriate for this unit: direct questioning combined with review of portfolios of evidence and third party workplace reports of on-the-job performance by the candidate review of archived records analysis of responses to case studies and scenarios demonstration of techniques observation of presentations oral or written questioning to assess knowledge of filing systems and record management processes observation of performance in role plays. |
Guidance information for assessment | Holistic assessment with other units relevant to the industry sector, workplace and job role is recommended, for example: other general administration or medical services administration units. |
Submission Requirements
List each assessment task's title, type (eg project, observation/demonstration, essay, assingnment, checklist) and due date here
Assessment task 1: [title] Due date:
(add new lines for each of the assessment tasks)
Assessment Tasks
Copy and paste from the following data to produce each assessment task. Write these in plain English and spell out how, when and where the task is to be carried out, under what conditions, and what resources are needed. Include guidelines about how well the candidate has to perform a task for it to be judged satisfactory.
|
Required skills |
management skills to supervise staff analysis skills to continuously improve procedures through reviewing, and identifying and implementing improvements. |
Required knowledge |
occupational health and safety (OHS), for example: manual lifting ergonomics associated with using computers and own work station relevant legislation from all levels of government that affects business operations, codes of practice and national standards, such as: anti-discrimination legislation consumer laws including appropriate state legislation ethical principles privacy laws statutory regulations for records specific legislation related to patient records enterprise policies and procedures related to: patient record keeping including archiving and records transfer privacy and confidentiality access to records filing systems and record management processes medical coding as required to access and maintain patient records. |
The range statement relates to the unit of competency as a whole. It allows for different work environments and situations that may affect performance. Bold italicised wording, if used in the performance criteria, is detailed below. Essential operating conditions that may be present with training and assessment (depending on the work situation, needs of the candidate, accessibility of the item, and local industry and regional contexts) may also be included. | |
Relevant personnel may include: | chief executive officer, director or manager of the business external bodies including peak industry organisations health professionals using the system partners in the business reception staff staff managing patient records |
System may include: | software and hardware-based records management systems print-based records management systems |
Supervising staff may include: | coaching/mentoring documenting procedures and processes formal training |
Authorisation of transfer of records may occur in relation to: | organisational policy organisational procedure relevant laws |
Copy and paste from the following performance criteria to create an observation checklist for each task. When you have finished writing your assessment tool every one of these must have been addressed, preferably several times in a variety of contexts. To ensure this occurs download the assessment matrix for the unit; enter each assessment task as a column header and place check marks against each performance criteria that task addresses.
Observation Checklist
| Tasks to be observed according to workplace/college/TAFE policy and procedures, relevant legislation and Codes of Practice | Yes | No | Comments/feedback |
|---|---|---|---|
| Access policies and procedures for patient records | |||
| Consult relevant personnel about how the system operates | |||
| Determine roles and responsibilities for the system operations | |||
| Communicate roles and responsibilities for system operations to relevant personnel | |||
| Supervise staff maintaining patient records | |||
| Provide staff maintaining patient records with training as required | |||
| Regularly consult staff using patient records about system efficacy | |||
| Maintain integrity of patient records | |||
| Maintain security of patient records | |||
| Stress importance of confidentiality of patient records to all staff, including self, who handle or have access to patient files | |||
| Provide authorisation of transfer of records from facility according to practice protocols | |||
| Archive records as appropriate | |||
| Monitor and review implementation of the system to identify improvements | |||
| Make recommendations to relevant personnel for system improvements | |||
| Implement approved recommendations | |||
| Supervise staff maintaining patient records to implement changes | |||
| Plan and deliver any required training for staff to implement changes made to the system |
Forms
Assessment Cover Sheet
BSBMED401B - Manage patient record keeping system
Assessment task 1: [title]
Student name:
Student ID:
I declare that the assessment tasks submitted for this unit are my own work.
Student signature:
Result: Competent Not yet competent
Feedback to student
Assessor name:
Signature:
Date:
Assessment Record Sheet
BSBMED401B - Manage patient record keeping system
Student name:
Student ID:
Assessment task 1: [title] Result: Competent Not yet competent
(add lines for each task)
Feedback to student:
Overall assessment result: Competent Not yet competent
Assessor name:
Signature:
Date:
Student signature:
Date: