Complete Phase III of semester project.

Introduction

The City General Hospital has in many ways employed a number of strategies in various departments all to ensure a success in the better handling of patients and other clients in the process of operations. City general hospital just like any other relevant firm has had a number of challenges, but that cannot pin down the successes more so in line with skills advancements and employing of the most relevant methods for handling patients. Whatever the case, doctor's facility security is being evaluated with more noteworthy concern and in more detail than any time in recent memory. A principle assessor must be recognized, will's identity in charge of giving responses to every one of the inquiries in the overview. The fundamental assessor ought to have an essential comprehension of the office's general administration and its framework

a)

As a team we decided to choose the below three functional areas for the research city general hospital record inventory phase.

1. Security

2. Food services

3. Purchasing for non-surgical equipment and supplies

b)

We decided to choose the below sub departments for our research surveys and the interview process.

1. Hospital security department: Security is one of the key functional areas in a clinical setting and as a scope of this research paper we will discuss about the Record Management, Security Framework and how a standardized approach can identify physical and e-security risks. Additionally, we will talk about prevention and mitigation for internal and external threats.

2. Food services: Department main focus is to access the Patients Characteristics Record to Manage the Patient nutrition, dietary, disease and health records. Characteristics of Patients records will have primary information of the patient as Gender, Age, Ethnicity, Length of Stay and Living Arrangement.

3. Buying for non-surgical equipment and supplies department: Purchasing for non-surgical equipment’s. The purchasing department has a record of all the finances. The cost for the list of non-surgical equipment’s and supplies to be purchased, estimate received from suppliers and order reports.

c)

d)

Based on our assumptions for our scenarios we created the below Inventory survey form for which it contains all the crucial data which needs to be addressed for the survey to be conducted. It has in-depth options and detailed list for users to list all the necessary fields required for each associated functionality.

Security department form:

RECORDS IDENTIFICATION

Catering department form

RECORDS IDENTIFICATION

Purchasing and supply department form

Records Identification

E)

The person to receive the survey form in the security department is ICT security officer and security guard it security officer is in charged with their concern security of the hospital devices which includes computers information, data, mobile devices used, laptops tablets. Which are used in the hospital he or she is the one to determine the protocol that under which all the tools will be used ensuring the hospital network is secured from unauthorized access to the hospital facilities,developing a security policy, access levels, providing user manuals, implement the passwords policies, firewalls. This will assist to identify the records that can be obtained, such as network report and mobile policy while security guard on the other side ensures that the hospital is safe for the patients by also providing a welcoming environment to the visitors and even to the staff members. They are also responsible for the protection of valuable hospital equipment’s and buildings, and their primary duties include patrolling, controlling traffic within the hospital.respond to any incident, control time in and time out for the visitors in the hospital and also set up and monitor the CCTV equipment’s this will assist in the creation of physical security report.

Food Service Department: The management is responsible for Managing the Diet Manual Record, Patient Diet History Record, Dietary Restriction Record, Patient Menu Record, Patient Allergy Record, Budget Record, Staff Schedule Record, Health Inspection Report Record and food service activities being carried out.

Chart: Hospital Food Service Quality Model

The manager is responsible in ensuring the all the services in the catering department meets the health’s and safety standards for consumption by patients, he prepares a menu for the standard nutrition and the medical requirements for the food such as free gluten low fat and vegetarians. Food service department manages the staff schedule and regular diet menu and also responsible to deal with the commercial records to ensure enough budget to maintain the department. Food Service dept will assist in various records such as budget, staff schedule, and health inspection report.

Purchasing manager –this is because of the duties performed by the purchasing manager which includes the maintenance of the records of good that are being received in the hospital and those which have been ordered. He or she is also able to locate the vendors who will be able to supply the equipment’s and the supplies and control the budget of the purchasing department. He even ready to policies procedures for a contract in the purchasing department this will be able to create records such as purchases orders, purchases requisition, request for proposal document from various departments.

f)

Kinds of record, this question will help us regarding identifying all the files that are available in that department. Arrangement this will assist in the identification of the type of agreement at which their records are being organised in their location this is important for the proper place of any files at any given time. Storage this is where they will be able to store all the data after completion it helps in determining how to ease a document can be retrieved or created in a hospital facility. What applications are being used this will helps regarding ease of operation, processes and the procedures needed for timely devil very of reports in a hospital. Another department access the records this will maintains regarding identifying the flow of information across different departments for the proper generation of reports. How often are is information being created this will determine the frequency at which reports, or recourse are generated such as weekly, monthly or yearly?

g)

General Questions:

1. What your department?

2. What records do you have in your department?

3. How do you arrange your department’s records?

4. How do you store your department’s records?

5. What application do you characteristically used in your department records?

6. How often do you create reports?

For Security Department:

· What are the Encryption standards followed?

· How backup we have onsite and off-site (Cloud)?

· What is the SLA for record availability on cloud?

· What is the disaster recover policy?

· What are the risk mitigation strategies we have in place right now?

For Food Services:

· What is the level of access for chefs and kitchen managers?

· Do suppliers send an electronic bill?

· How are paper and electronic bills managed in a single system?

· What is the training procedure for food services staff?

· Are there any individual tools and applications used by your department outside of organizational architecture?

Purchasing of non-surgical equipment:

· How much are the office supplies records are intertwined with lab equipment and room equipment?

· How are maintenance records managed?

· What events are triggered when a new equipment is bought?

h)

As for the record destruction, time-based destruction is suitable only for the non-vital records that does not have fall under legal compliance. As for the requested records deletions it can be done at a scheduled time of a day and clear the cache. For other vital records that are kept for a long period of time it can be moved to an archive where it is not necessary to retrieve them instantly and destroyed after certain period of time.

For the proper care requires an effective, efficient and sustainable flow of activities within the hospital premised different departments must ensure the useful recording of all the activities that are being done on each of the departments; these provide more secure and welcoming environment for the patient, visitors and the staff thus heath life.

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