Needs Assessment VRC

UAMS
Inventory of Storage Review/Destruction
Q1 Please specify your department at

UAMS
Answ ered: 23 Skipped: 0
Responses
Date
Surgic al Servic es
5/16/2014 10:13 AM
Pharmac y
5/15/2014 2:50 PM
Anatomic Pathology
5/15/2014 6:09 AM
CCTO
5/14/2014 4:50 PM
PRI
5/14/2014 4:11 PM
Breat surgery onc ology
5/14/2014 3:02 PM
5/7/2014 3:24 PM
Hospital Billing Servic es
5/7/2014 1:30 PM
OB.GYN
5/7/2014 1:25 PM
10
MIRT
5/7/2014 11:24 AM
11
MIRT
5/7/2014 10:03 AM
12
PRI Child Study Center
5/6/2014 9:48 AM
13
COM:IM:Cardiology
5/1/2014 2:42 PM
14
Health Information Management
5/1/2014 12:38 PM
15
Otolaryngology
5/1/2014 12:02 PM
16
Clinic al Laboratory
5/1/2014 11:39 AM
17
Physic al Med and Rehabilitation
5/1/2014 10:36 AM
18
Psyc hiatry
5/1/2014 9:57 AM
19
Myeloma Institute
5/1/2014 9:34 AM
20
Fac ility Planning-Leasing Management
5/1/2014 9:23 AM
21
PRI
5/1/2014 9:20 AM
22
Pediatric s Foster Care
5/1/2014 9:04 AM
23
Internal Medic ine
5/1/2014 9:01 AM
1 / 14
UAMS Inventory of Storage Review/Destruction
Q2 Do you know your VitalWeb

username/password?
60.87%
Yes
39.13%
No
0%
10%
20%
30%
40%
Answ er Choices
50%
60%
70%
80%
90% 100%
Responses
Yes
60.87%
14
No
39.13%
Total
23
2 / 14
Q3 How often do you login your VitalWeb

account?
39.13%
6 months
17.39%
Anually
43.48%
Nev er
0%
10%
20%
30%
40%
Answ er Choices
50%
60%
70%
80%
90% 100%
Responses
6 months
39.13%
Anually
17.39%
Never
43.48%
10
Total
23
Comment
Date
Depends on the need for rec ords that are older
5/6/2014 9:48 AM
More often then 6 months
5/1/2014 12:38 PM
I just obtained it.
5/1/2014 12:02 PM
weekly to monthly
5/1/2014 9:34 AM
3 / 14
Q4 Do you know how to navigate

VitalWeb's website?
56.52%
Yes
43.48%
No
0%
10%
20%
30%
40%
Answ er Choices
50%
60%
70%
80%
90% 100%
Responses
Yes
56.52%
13
No
43.48%
10
Total
23
4 / 14
Q5 Do you need navigational training for

accessing VitalWeb's website?
60.87%
Yes
39.13%
No
0%
10%
20%
30%
40%
Answ er Choices
50%
60%
70%
80%
90% 100%
Responses
Yes
60.87%
14
No
39.13%
Total
23
5 / 14
Q6 Are you familiar with the records your

department has stored at vital records
control?
69.57%
Yes
30.43%
No
0%
10%
20%
30%
40%
Answ er Choices
50%
60%
70%
80%
90% 100%
Responses
Yes
69.57%
16
No
30.43%
Total
23
6 / 14
Q7 Are you knowledgeable of the retention

dates for your inventoried files and/or
boxes at Vital Records Control?
47.83%
Yes
52.17%
No
0%
10%
20%
30%
40%
Answ er Choices
50%
60%
70%
80%
90% 100%
Responses
Yes
47.83%
11
No
52.17%
12
Total
23
7 / 14
Q8 Do all of your files and/or boxes located

at Vital Records Control have destruction
dates? If no, please explain
4.35%
Yes
95.65%
No
0%
10%
20%
30%
40%
Answ er Choices
50%
60%
70%
80%
90% 100%
Responses
Yes
4.35%
No
95.65%
22
Total
23
Comment
Date
Boxes prior to new staff arrivals do not have destruc tion dates/ destruc tion date for our items often
are based on spec ified c riteria instead of spec ific dates
5/14/2014 4:50 PM
Per rec ent c orrespondanc e
5/14/2014 4:11 PM
I'm not sure if they all have destruc tion dates
5/7/2014 3:24 PM
We share an ac c ount with FMO and not all the rec ords sent over in the past have destruc tion dates
5/7/2014 1:30 PM
I believe I entered destruc tion dates, but when I go bac k to look they either appear not to be there,
or past the destruc tion date but not destroyed.
5/7/2014 1:25 PM
I was never told.
5/7/2014 11:24 AM
Patient green c harts should never be destroyed
5/7/2014 10:03 AM
I don't have an explanation; I am unsure of when rec ords are able to be distroyed
5/6/2014 9:48 AM
I don't know.
5/1/2014 2:42 PM
10
These boxes are a mixture of shadow c harts from various c linic s of whic h was not assigned a
destruc tion date when sent to off-site.
5/1/2014 12:38 PM
11
I did them a c ouple of months ago.
5/1/2014 12:02 PM
12
departments didn't put them
5/1/2014 11:39 AM
13
Not sure. I was told rec ords should be stored for 33 years. These rec ords date bac k to 1995.
5/1/2014 10:36 AM
14
Just sent new files over last week. Not sure if they have destruc tion dates assigned yet
5/1/2014 9:57 AM
15
we are working on it
5/1/2014 9:34 AM
16
Was told they needed to be kept indefinitely
5/1/2014 9:23 AM
8 / 14

17
don't know
5/1/2014 9:20 AM
18
The c hild has to age out bec ause they are foster c are rec ords.
5/1/2014 9:04 AM
19
Coordinator did not inc lude destruc tion date.
5/1/2014 9:01 AM
9 / 14
Q9 Do you know how to add destruction

dates and/or edit content descriptions to
your inventory via VitalWeb?
43.48%
Yes
56.52%
No
0%
10%
20%
30%
40%
Answ er Choices
50%
60%
70%
80%
90% 100%
Responses
Yes
43.48%
10
No
56.52%
13
Total Respondents: 23
Comment
Date
I thought I did
5/7/2014 1:25 PM
I am aware of how to add a destruc tion date however, from pulling boxes bac k to c ampus reveals
that there is original doc umentation within the boxes that needs to be sc anned into the rec ord.
5/1/2014 12:38 PM
10 / 14
Q10 Do all of your files and/or boxes

located at Vital Records Control have
content descriptions? If no, please explain.
56.52%
Yes
43.48%
No
0%
10%
20%
30%
40%
50%
60%
Answ er Choices
70%
80%
90% 100%
Responses
Yes
56.52%
13
No
43.48%
10
Comment
Date
Not really sure, but likely not, and desc riptions I've seen are lac king
5/16/2014 10:13 AM
Not known
5/14/2014 4:11 PM
Not all the boxes stored are ours - I would estimate over half belong to FMO
5/7/2014 1:30 PM
do not know
5/7/2014 1:25 PM
MIRT has moved several times. I am sure that there are some boxes that do not have c ontent
desc riptions over the years.
5/7/2014 11:24 AM
Older boxes do not, I have learned to keep detailed rec ords.
5/7/2014 10:03 AM
The c linic a manager before me did all the boxing of rec ords.
5/6/2014 9:48 AM
I don't know.
5/1/2014 2:42 PM
Mostly all boxes have c ontent desc ription, however it's not always c lear what type of
doc umentation is within the box without requesting the physic al box to review.
5/1/2014 12:38 PM
10
Not sure. Have never visited the site. All are medic al rec ords
5/1/2014 10:36 AM
11 / 14
Q11 Do you know you can request for an

audit of your inventory via VitalWeb?
34.78%
Yes
65.22%
No
0%
10%
20%
30%
40%
Answ er Choices
50%
60%
70%
80%
90% 100%
Responses
Yes
34.78%
No
65.22%
15
Total
23
12 / 14
Q12 Have you ever conducted a physical

audit of your inventory at Vital Records
Control site? If no, please explain.
26.09%
Yes
73.91%
No
0%
10%
20%
30%
40%
50%
60%
Answ er Choices
70%
80%
90% 100%
Responses
Yes
26.09%
No
73.91%
17
Comment
Date
Offic e is c urrently in proc ess of doing an audit
5/14/2014 4:50 PM
To my knowledge this has not been done sinc e I have been in this department
5/7/2014 1:30 PM
We have started the proc ess to c lean up the storage boxes at Vital Rec ords.
5/7/2014 11:24 AM
never c onduc ted a physic al audit of Cardiologys inventory at Vital Rec ords Control site
5/1/2014 2:42 PM
No ac tual on site audits have been performed.
5/1/2014 12:38 PM
Never asked to c onduc t one.
5/1/2014 10:36 AM
No, I have never c onduc ted a physic al audit of my inventory.
5/1/2014 9:04 AM
13 / 14
Q13 Are you willing to participate in the

training for Vital Web?
91.30%
Yes
8.70%
No
0%
10%
20%
30%
40%
Answ er Choices
50%
60%
70%
80%
90% 100%
Responses
Yes
91.30%
21
No
8.70%
Comment
Date
I was told by Dr. Emanuel in a meeting that he was the understand that the information was to be
stored. He stated that he does not want anything else destroyed. My number is 301-4975 if you wish
to disc uss.
5/7/2014 11:24 AM
14 / 14

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Needs Assessment VRC

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UAMS

Inventory of Storage Review/Destruction

Q1 Please specify your department at

Breat surgery onc ology

Hospital Billing Servic es

PRI Child Study Center

Health Information Management

Physic al Med and Rehabilitation

Fac ility Planning-Leasing Management

Pediatric s Foster Care

Internal Medic ine

UAMS Inventory of Storage Review/Destruction

Q2 Do you know your VitalWeb

UAMS Inventory of Storage Review/Destruction

Q3 How often do you login your VitalWeb

Depends on the need for rec ords that are older

More often then 6 months

I just obtained it.

UAMS Inventory of Storage Review/Destruction

Q4 Do you know how to navigate

UAMS Inventory of Storage Review/Destruction

Q5 Do you need navigational training for

UAMS Inventory of Storage Review/Destruction

Q6 Are you familiar with the records your

UAMS Inventory of Storage Review/Destruction

Q7 Are you knowledgeable of the retention

UAMS Inventory of Storage Review/Destruction

Q8 Do all of your files and/or boxes located

Per rec ent c orrespondanc e

I'm not sure if they all have destruc tion dates

I was never told.

Patient green c harts should never be destroyed

I did them a c ouple of months ago.

departments didn't put them

Was told they needed to be kept indefinitely

UAMS Inventory of Storage Review/Destruction

Coordinator did not inc lude destruc tion date.

UAMS Inventory of Storage Review/Destruction

Q9 Do you know how to add destruction

UAMS Inventory of Storage Review/Destruction

Q10 Do all of your files and/or boxes

Older boxes do not, I have learned to keep detailed rec ords.

UAMS Inventory of Storage Review/Destruction

Q11 Do you know you can request for an

UAMS Inventory of Storage Review/Destruction

Q12 Have you ever conducted a physical

Offic e is c urrently in proc ess of doing an audit

No ac tual on site audits have been performed.

Never asked to c onduc t one.

No, I have never c onduc ted a physic al audit of my inventory.

UAMS Inventory of Storage Review/Destruction

Q13 Are you willing to participate in the

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