Essentials in Health Record Management
  I: Administrative Information   II: Course Details   III: Topical Outline(s)  Printable Version
Section I: Administrative Information
  Total hours: 36.0
Credit Value: 3.0
Credit Value Notes: N/A
Effective: Winter 2019
Prerequisites: N/A
Corequisites: N/A
Equivalents: N/A
Pre/Co/Equiv Notes: N/A

Program(s): Office Administration -Medical
Program Coordinator(s): Radica Bissoondial
Course Leader or Contact: N/A
Version: 20190107_00
Status: Approved (APPR)

Section I Notes: This is a Loyalist College course that is offered through Sheridan FCAPS. Students who register for the course through Sheridan will receive credit from Sheridan College only. Access to the course materials will be through OntarioLearn.com.

Section II: Course Details

Detailed Description
This course is designed to study the record keeping practices in the hospital and physician's office. Emphasis is placed on hospital and medical staff organization, patient record content, procedures in filing, numbering and retention of patient records, qualitative analysis, release of patient information, forms control and design, indexes and registers, reimbursements, regulatory and accrediting agencies and alternate health care delivery systems.

Program Context

Office Administration -Medical Program Coordinator(s): Radica Bissoondial

Course Critical Performance and Learning Outcomes

  Critical Performance:
Learning Outcomes:

To achieve the critical performance, students will have demonstrated the ability to:

  1. Health information management concepts common to allied health professionals
  2. The role of the health information management professional
  3. The types of patient records, including documentation issues associated with each
  4. Numbering and filing systems
  5. Record storage and circulation methods
  6. Indexes, registers and health data collection
  7. Legal aspects of health information management
  8. Coding and reimbursement issues

Evaluation Plan
Students demonstrate their learning in the following ways:

 Evaluation Plan: ONLINE
 Assignment 125.0%
 Assignment 225.0%
 Assignment 325.0%
 Final Exam25.0%

Evaluation Notes and Academic Missed Work Procedure:
The Passing Grade for Essentials in Health Records Management is 65%. The final grade will be issued by the registering college. The course will be divided into 3 study modules that will guide your studies. You will work independently on these guided studies with instructor support as needed. Following each study module the student will be required to complete an assignment for marking. A closed-book in-person final exam must be written at the end of the course. Online chats will not be required. We will utilize the discussion area as needed. Please post questions at any time on the discussion board.

Provincial Context
The course meets the following Ministry of Colleges and Universities requirements:


Prior Learning Assessment and Recognition
PLAR Contact (if course is PLAR-eligible) - Office of the Registrar
Students may apply to receive credit by demonstrating achievement of the course learning outcomes through previous relevant work/life experience, service, self-study and training on the job. This course is eligible for challenge through the following method(s):

  • Other
    Notes:  This course is delivered through OntarioLearn at ontariolearn.com and is hosted by (Loyalist College) LO-HLTH8103.

Section III: Topical Outline
Some details of this outline may change as a result of circumstances such as weather cancellations, College and student activities, and class timetabling.
Instruction Mode: Online
Professor: N/A
RequiredTextbookEssentials of Health Information Management, Michelle A. Green & Mary Jo Bowie, Delmar Learning, 4th, ISBN 9781337553674

Applicable student group(s): Continuing Education Students
Course Details:

Module 1

Health Care Delivery Systems

  • Health care delivery
  • Health care facility ownership
  • Licensure, regulation and accreditation

Health Information Management Professionals

  • Careers
  • Professional ethics
  • Professional practice experience

Health Care Settings

  • Acute care settings
  • Ambulatory and outpatient care
  • Behavioural health care facilities
  • Home care and hospice
  • Managed care

Module 2

The Patient Record in Hospital, the physician office and alternative care settings

  • Definition and purpose of the patient records
  • Provider documentation responsibilities
  • Development of the patient records
  • Patient record formats
  • Archived records
  • Patient record completion responsibilities

Content of the patient records: inpatient, outpatient and physician office

  • General documentation issues
  • Hospital inpatient record – administrative data
  • Hospital inpatient record – clinical data
  • Hospital outpatient record
  • Physician office record
  • Forms control and design

Numbering & filing systems, and record storage & circulation

  • Numbering systems
  • Filing systems
  • Filing equipment
  • File folders
  • Filing controls
  • Loose filing
  • Circulation systems
  • Security of health information

Module 3

Indexes, registers and health data collection

  • Indexes
  • Registers
  • Case abstracting
  • Health data collection

Legal aspects of health information management

  • Legal and regulatory terms
  • Maintaining the patient record in the normal course of business
  • Confidentiality of information and privacy & security provisions
  • Legislation that affects health information management

Coding and Reimbursement

  • Nomenclatures and classification systems
  • Third-party payers
  • Health care reimbursement systems 

Sheridan Policies

All Sheridan policies can be viewed on the Sheridan policy website.

Academic Integrity: The principle of academic integrity requires that all work submitted for evaluation and course credit be the original, unassisted work of the student. Cheating or plagiarism including borrowing, copying, purchasing or collaborating on work, except for group projects arranged and approved by the professor, or otherwise submitting work that is not the student's own, violates this principle and will not be tolerated. Students who have any questions regarding whether or not specific circumstances involve a breach of academic integrity are advised to review the Academic Integrity Policy and procedure and/or discuss them with the professor.

Copyright: A majority of the course lectures and materials provided in class and posted in SLATE are protected by copyright. Use of these materials must comply with the Acceptable Use Policy, Use of Copyright Protected Work Policy and Student Code of Conduct. Students may use, copy and share these materials for learning and/or research purposes provided that the use complies with fair dealing or an exception in the Copyright Act. Permission from the rights holder would be necessary otherwise. Please note that it is prohibited to reproduce and/or post a work that is not your own on third-party commercial websites including but not limited to Course Hero or OneNote. It is also prohibited to reproduce and/or post a work that is not your own or your own work with the intent to assist others in cheating on third-party commercial websites including but not limited to Course Hero or OneNote.

Intellectual Property: Sheridan's Intellectual Property Policy generally applies such that students own their own work. Please be advised that students working with external research and/or industry collaborators may be asked to sign agreements that waive or modify their IP rights. Please refer to Sheridan's IP Policy and Procedure.

Respectful Behaviour: Sheridan is committed to provide a learning environment that supports academic achievement by respecting the dignity, self-esteem and fair treatment of every person engaged in the learning process. Behaviour which is inconsistent with this principle will not be tolerated. Details of Sheridan's policy on Harassment and Discrimination, Academic Integrity and other academic policies are available on the Sheridan policy website.

Accessible Learning: Accessible Learning coordinates academic accommodations for students with disabilities. For more information or to register, please see the Accessible Learning website (Statement added September 2016)

Course Outline Changes: The information contained in this Course Outline including but not limited to faculty and program information and course description is subject to change without notice. Any changes to course curriculum and/or assessment shall adhere to approved Sheridan protocol. Nothing in this Course Outline should be viewed as a representation, offer and/or warranty. Students are responsible for reading the Important Notice and Disclaimer which applies to Programs and Courses.

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