Course Title: Manage patient record keeping system

Part B: Course Detail

Teaching Period: Term1 2016

Course Code: OFFC5272C

Course Title: Manage patient record keeping system

School: 155T Vocational Health and Sciences

Campus: City Campus

Program: C4320 - Certificate IV in Dental Assisting

Course Contact: Suzanne Dellas Fatone

Course Contact Phone: +61 3 9341 1406

Course Contact Email: sue.fatone@rmit.edu.au


Name and Contact Details of All Other Relevant Staff

Dental Health Program Manager Mr. Nicholas Greer
Office hours: Monday to Friday 8:30 to 5:00 pm.
Telephone: +61 3 9341 1420
Email: nicholas.greer@rmit.edu.au


Ms. Suzie Georgievski
Office hours: Monday to Friday 8:30 to 5:00 pm.
Telephone: +61 3 9341 1408
Email: suzanna.georgievski@rmit.edu.au
 

Nominal Hours: 50

Regardless of the mode of delivery, represent a guide to the relative teaching time and student effort required to successfully achieve a particular competency/module. This may include not only scheduled classes or workplace visits but also the amount of effort required to undertake, evaluate and complete all assessment requirements, including any non-classroom activities.

Pre-requisites and Co-requisites

Not applicable

Course Description

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.

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.


National Codes, Titles, Elements and Performance Criteria

National Element Code & Title:

BSBMED401B Manage patient record keeping system

Element:

1. Clarify how patient records system operates

Performance Criteria:

1.1. Access policies and procedures for patient records
1.2. Consult relevant personnel about how the system operates
1.3. Determine roles and responsibilities for the system operations
1.4. Communicate roles and responsibilities for system operations to relevant personnel

Element:

2. Manage operation of patient records system

Performance Criteria:

2.1. Supervise staff maintaining patient records
2.2. Provide staff maintaining patient records with training as required
2.3. Regularly consult staff using patient records about system efficacy
2.4. Maintain integrity of patient records
2.5. Maintain security of patient records
2.6. Stress importance of confidentiality of patient records to all staff, including self, who handle or have access to patient files
2.7. Provide authorisation of transfer of records from facility according to practice protocols
2.8. Archive records as appropriate

Element:

3. Review and improve patient records system

Performance Criteria:

3.1. Monitor and review implementation of the system to identify improvements
3.2. Make recommendations to relevant personnel for system improvements
3.3. Implement approved recommendations
3.4. Supervise staff maintaining patient records to implement changes
3.5. Plan and deliver any required training for staff to implement changes made to the system


Learning Outcomes


1.1. Access policies and procedures for patient records
1.2. Consult relevant personnel about how the system operates
1.3. Determine roles and responsibilities for the system operations
1.4. Communicate roles and responsibilities for system operations to relevant personnel

2.1. Supervise staff maintaining patient records
2.2. Provide staff maintaining patient records with training as required
2.3. Regularly consult staff using patient records about system efficacy
2.4. Maintain integrity of patient records
2.5. Maintain security of patient records
2.6. Stress importance of confidentiality of patient records to all staff, including self, who handle or have access to patient files
2.7. Provide authorisation of transfer of records from facility according to practice protocols
2.8. Archive records as appropriate

3.1. Monitor and review implementation of the system to identify improvements
3.2. Make recommendations to relevant personnel for system improvements
3.3. Implement approved recommendations
3.4. Supervise staff maintaining patient records to implement changes
3.5. Plan and deliver any required training for staff to implement changes made to the system


Details of Learning Activities

A combination of learning activities will support student’s learning in this unit, such as

  • Facilitator led classroom based lecture and or workshop using PowerPoint Presentations
  • Demonstration and classroom discussion 
  • Group discussions
  • Participation in group activities based on simulated workplace exercises
  • Online learning resources accessed via myRMIT Studies (BlackBoard)
  • Written classroom tasks
  • Self managed research to support completion of written work


Teaching Schedule

This unit is scheduled for the Certificate IV in Dental Assisting as per timetable issued on Induction Day and is located on BlackBoard. The classes are conducted on Level 3 or 2 of Building 154 (within the Royal Dental Hospitalof Melbourne). Notification will be provided via student email if the date or location change (subject to change at the discretion of RMIT). 

Topic 1. 
The patient records system (Element 1)

Topic 2.
Management of patient records system (Element 2)

Topic 3.
Review and improve patient records system (Element 3) 


Learning Resources

Prescribed Texts

There are no prescribed texts.


References


Other Resources

Students will be expected to utilise a range of recent and appropriate library, electronic, text and other resources. Students will be provided with resources and tools for learning in this course through myRMIT Studies (BlackBoard).

Other resources:

  • ADA Journal 
  • Australian Dental Association Vic Branch (2005) Human Resources Manual ADA Vic Branch Melbourne
  • Australian Dental Association Vic Branch (2002) Privacy Manual for Dental Practices Resources ADA Vic Branch Melbourne
  • Australian Dental Association Vic Branch (2005) Standard Operating Procdures Manual ADA Vic Branch Melbourne
  • Bird, D. & Robinson, D. (2014) Torres & Ehrlich Modern Dental Assisting, 11th Ed. W.B. Saunders Sydney
  • Bridges, G. (2007) Dental Reception and Practice Management, 1st Ed. Blackwell Mucksgaard UK. (e-book available via RMIT Library website)
  • Dental Board of Australia Dental Guidelines on Dental Records
  • Dunning, D. & Lange, B. (2008) Dental Practice Transition A Practice Guide to Management, 1st Ed. Wiley & Blackwell USA. (e-book available via RMIT Library website)
  • Ehrlich, A. (2008) Business Administration for the Dental Assistant, 2nd Ed. Colwell Systems
  • Finkbeiner, B.L. & Finkbeiner, C.A. (2010) Practice Management for the Dental Team, 7th Ed. Mosby USA.
  • Gaynor, L.J. (2012) The Administration Dental Assistant, 3rd Ed W.B. Saunders Sydney

Online References

RMIT provides all students with an extension range of online and campus based study support services ranging from:


Overview of Assessment

Assessment will include demonstration of underpinning knowledge, and skills; assessment activities may include oral presentation, written work and third party report.
 


Assessment Tasks

To achieve a grade of CA (Competency achieved) for the unit BSBMED401B Manage patient record keeping system, you are required to attend classes and assessments and obtain a pass result for all the following theoretical and practical assessments that are used to measure elements, performance criteria, essential knowledge and essential skills as outlined in the health training package.

Oral Presentation
The oral presentation is based on the work that the student has undertaken during this unit of competency.

Written assessment
The written assignment contains short answer and workplace documents.

Third Party Report
Observation in the work place and third party evidence completed by the workplace supervisor. 

 
Failure to complete any of the above listed tasks/assessments will result in an NYC (Not yet competent) for the unit BSBMED401B Manage patient record keeping system. A NYC result will be entered in the student record. This will result in non-completion of this unit of competence and re-enrolment will be required incurring fees and a return to class work and completion of any relevant assessments at the time of the re-enrolment.


Assessment Matrix

To achieve a grade of CA (Competency achieved) for the unit BSBMED401B Manage patient record keeping system,  you are required to obtain a pass result for all of the following theoretical and practical assessments.

Oral Presentation
The oral presentation is based on the work that the student has undertaken during this unit of competency.

Written assessment
The written assignment contains short answer and workplace documents.

Third Party Report
Observation in the work place and third party evidence completed by the workplace supervisor.

Failure to complete any of the above listed tasks/assessments will result in an NYC (Not yet competent) for unit BSBMED401B Manage patient record keeping system. An NYC result will be entered in the student record. This will result in non-completion of this unit of competence required re-enrolment incurring fees and are turn to class work and completion of any relevant assessments at thetime of the re-enrolment.

(The assessments process must be finalised and a result entered by the end of the RMIT enrolment for the unit BSBMED401B Manage patient record keeping system).

Other Information

Plagiarism
RMIT University requires that you present only YOUR work for assessment. Plagiarism is a form of cheating. It is the presentation of the work or idea of another person without appropriate referencing, as though it is your own. Plagiarism is NOT acceptable. Penalties can include charges of academic misconduct, cancellation of results and exclusion from your course. Please note: It is also a disciplinary offence to allow your work to be plagiarised by another student. When signing the coversheet (electronic or paper based), you are declaring that the work is not plagiarised.

Special consideration
Please note: Students may apply for Special Consideration as per the information via the RMIT website http://www.rmit.edu.au/browse;ID=b1wqvnwk8aui (unresolved)  if they believe complete assessment for this unit by the submission date has been affected by factors beyond their control. Special consideration must be lodged prior to or within 48 hours of the scheduled assessment time or assessment submission date. The application for Special Consideration is NOT granted automatically on application.

Special consideration online application - RMIT University:http://www.rmit.edu.au/students/specialconsideration/online

RMIT assessment policies - RMIT University: http://www1.rmit.edu.au/students/assessment   

Assessment Appeal Process
The Appeals Against Assessment policy and procedure applies to all coursework programs in all careers. The appeal process is staged and students are required to follow each stage in order to ensure their full entitlement to appeal, this is available on http://www.rmit.edu.au/browse;ID=nwjxaifdrgle (unresolved).

Course Overview: Access Course Overview