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The following is issued on behalf of the Hospital Authority:
The Hospital Authority (HA) accepts the recommendations on the management and release of patient records in the Ombudsman's Direct Investigation Report released today (June 26). The HA spokesman said that all the patient records with the "Yellow Flag" have been cleared. A working group was also set up by the HA to enhance the "Yellow Flag" mechanism, including refining the data verification process, setting up performance indicators to guide hospitals' follow-up action, and improving communication with patients regarding release of patient records.
"Among the existing 9 million patient records in public hospitals, a very small number relate to the 'Yellow Flag'. For instance, the total accumulated number of patient records with the 'Yellow Flag' was around 2 000 in 2012-13. Public hospitals have been reminded that patient records with the 'Yellow Flag' have to be handled within six weeks under the established guidelines," the spokesman said.
The HA extends deep apologies to the two patients mentioned in the Report. Despite the long wait to obtain the records, the patients' conditions had not been adversely affected due to the delay in the release of records. Clinical judgement of doctors is based on various factors while patient records are among the references.
The spokesman explained that public hospitals manage and keep patients' records in the Clinical Management System. The "Yellow Flag" mechanism serves as one of the safety measures in the system to maintain the accuracy of patient records, as well as alert front-line clinical staff to the need to exercise extra vigilance and verify patients' data in the course of clinical management to ensure service quality and patient safety.
"There are situations in which hospital staff notice duplication or abnormality in patient identity for patient records, such as discrepancy between the records in an out-patient clinic and those in an Accident and Emergency Department for a particular patient; the staff concerned have to separate and migrate the patient records previously registered under one patient to another in the system. Under this situation, the 'Yellow Flag' is automatically triggered on the patient's records to alert and remind hospital staff to manage and follow up on the records. According to the HA's performance pledge, hospital staff have to manage and follow up on the 'yellow-flagged' patient records in a timely manner," the spokesman remarked.
In general, for individual complicated cases, such as when a parent mistakenly presents the identity document of a patient's sibling during registration, the hospital staff might have to contact the parents of the patient to verify the records directly. If the case requires a longer follow-up period, the corresponding department has to report the case to the hospital management.
"The HA will continue to enhance the management of patient records in public hospitals to ensure appropriate clinical treatment for patients," the spokesman added.
Ends/Thursday, June 26, 2014
Issued at HKT 12:28
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