Medical Records and Statistics Department 

King Chulalongkorn Memorial Hospital

Correctness, Completeness, and Speed of delivery.

The Medical Records and Statistics Department is a medical supporting division of King Chulalongkorn Memorial Hospital, the Thai Red Cross, and has the following history:

In 1939, Established as a division, named “Statistics Category” in order to keep patient medical records categorized by diseases, label the name of diseases on the front of the files, sort internal numbers, and register deceased patients. At the time, the department belonged to the Nursing Department, King Chulalongkorn Memorial Hospital.

In 1954, The book of International Classification of Diseases (ICD) of the World Health Organization (WHO) was used to collect patients’ medical records and to code the documentation under the new system (17 systems) but the storage method was still the same.

In 1957, the Department of Medical Services, Ministry of Public Health, with the World Health Organization recognized the importance of medical records works. So, the medical record system was established using international standards. This was the standard procedure for all hospitals nationwide. The standard procedures were as follows:

  • Establish a division to cover medical records and statistics tasks.
  • Indexing.
  • Preparing statistics by machine.
  • Issuing the annual report.

In 1962, the number of inpatients were increasing. The registration and patient statistics jobs had expanded and developed the procedures, starting from coding the disease index according to the book of ICD detailed list numbers. The record data punching machine was used to transmit the data to be analyzed at the National Statistical Office of Thailand. The statisticians of related hospitals had gathered and programmed together with the computer officer from the National Statistical Office of Thailand as the advisor, in order to edit the information and statistical table with a computer to issue the Annual Statistical Report. 

In 1965, the first Statistical Report was issued to present information of disease statistics, birth statistics, numbers of newborn children, surgery, accidents and deceased patients. The report has since been issued every year.

In 1977, the Statistics Section had donated to it the first microfilm copying machine with a reader and a copier from Lady Rabiab Kunakasem. The machine was used to keep the old medical records, which had been stored for more than 10 years, as evidence and for education and research. After those old medical records were processed, they were destroyed. 

In 1980, the committees of Thai Red Cross Society approved the promotion of the statistics section to the Medical Records and Statistics Division with Somporn Saraya, M.D., as the head. The division was improved and operational procedures were upgraded to be more innovative. For example, the recording process was changed from punched cards to diskettes. Further, the information analysis was operated by computers at the National Statistical Office of Thailand in order to issue the Annual Statistical report.  The old operative building renovation was approved  and decorated for the new office of the Medical Records and Statistical Division at the end of the year.

In 1983, the division received 2 microfilm copying machines with a reader and a copier from the annual budget.

In 1986, the Medical Records and Statistics Division started to use the first microcomputer to help the recording process.

In 1992, the division had 7 microcomputers in total. 6 of them were from the annual budget while another one was donated by the Surathipsri-arun Co Ltd with a photocopier, CANON NP2020,  to be used in the division. 

In 1998, the Medical Records and Statistics Division was changed to the Medical Records and Statistics Department.

In 2001, the department had started to keep inpatient medical records with an electronic system in order to reduce the storage space and to search the files efficiently. However, many medical records had been left off the system.

In 2005, The 6 – year outsourcing project was established to accelerate the recording process of medical records with electronic systems. 

From 2011 to the present, the Medical Records and Statistics Department has kept inpatient medical records with an electronic system by in-house officers.

The Medical Records and Statistics Department has 29 staff, composed of 26 staff under the Thai Red Cross and 3 temporary administrative officers.

Awards and Pride of the Department / Center

  1. Government and Hospital, Year 2003.
  2. Granted an outstanding award for the determination in the 5 Sor activity contest, General Category, Year 2006.
  3. Participated in the activity of the Quality Development Group (CQI), Supporting Division, Year 2009.
  4. Granted an award for the Service Quality Development by Lean concept, Honorable Mention Category, from the 3rd Quality Market project, Year 2010.
  5. Granted the Silver Award for the Service Quality Development by Lean concept, Year 2012-2013. 
  6. Participated in the activity of the Service Quality Development by Lean concept, Year 2018.

Vision

Correctness, Completeness, and Speed of delivery.

Mission

  1. To collect and store inpatient medical records to be complete, correct and in time.
  2. To index and verify the information of inpatient medical records to be complete, correct and in time.
  3. To store all inpatients’ medical records by electronic methods.
  4. To provide accessible services of inpatient medical records and information with completeness, correctness and punctuality. 
  5. To prepare medical statistic reports.

Structure or Sections of the Department/Center

The Medical Records and Statistics Department is divided into:

1. Medical Records and Information Statistics services – Storing document and Administration

  • Collect and store inpatient medical records.
  • Provide an accessible service of inpatient medical records. 
  • Save and analyze data.
  • Prepare statistical reports.
  • Provide information on medical statistics.
  • Administrative tasks.

2. Coding and Verification.

  • Index and verify data in medical records.
  • Prepare RCA which doctors wrongly or incompletely index. 
  • Appeal investigated results from Original Affiliation.

3. Scanning Document

  • Medical record preparation.
  • Scan medical records.
  • Provide an accessible service of medical services in CD format.

Services

  1. To provide inpatient medical records.
  2. To provide inpatient medical records in CD format.
  3. To provide medical information statistics and other statistics.

Operating Hours and Location

Monday – Friday, 08.30 – 16.30 hrs.
Uppakarnvejchakij Building, 6th Floor

Contact

Name

Medical Records and Statistics Department, Uppakarnvejchakij Building, 6th Floor

Tel

02 256 4000 Ext. 92090 



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