This article is part of our Training Requirement Series where we provide comprehensive guides to meet the actual training requirements that are often needed/requested of learning and development departments within Australia's healthcare organisations. This series includes both general requirements, such as health records, but also focuses on the specific requirements stemming from the NDIS, Aged Care and NSQHS Quality Standards.
What Are Health Records?
Health records are essential pillars of the healthcare system, facilitating a comprehensive collection of an individual's medical history, treatment plans, medical conditions, diagnoses, and medications. These records play a pivotal role in ensuring continuity and quality of healthcare services. In the Australian context, it is crucial that these records comply with guidelines and standards established by regulatory bodies such as the Australian Commission on Safety and Quality in Health and the Aged Care Quality and Safety Commission. The depth and accuracy of these records are critical, especially when healthcare providers are making clinical decisions based on this information.
What Is the Health Record Training Requirement?
Training in healthcare record-keeping is not merely an option but a requirement in the Australian healthcare system. All healthcare organisations need to ensure their staff are trained comprehensively in healthcare record documentation and management. This is to ensure compliance with a plethora of legal and regulatory requirements, such as the Aged Care Quality and Safety Commission’s Standards, National Disability Insurance Scheme (NDIS) requirements, and Medicare policies. The significance of this training extends beyond administrative facets, touching upon the ethics and accuracy of maintaining confidential patient data.
How can I Assess Staff's Competency in Healthcare Record Documentation and Management?
Evaluating the competency of healthcare staff in healthcare record management is vital. Various tools and methods can be employed for this purpose:
- Regular Audits: Regularly scheduled audits can be incredibly useful in examining the accuracy and compliance of healthcare records. Audit outcomes can be benchmarked against the expected standards to identify gaps in knowledge and practice.
- Simulation Exercises: Simulation exercises that mimic real-life healthcare scenarios can provide valuable insights into an individual’s capability to manage healthcare records. These exercises can test both speed and accuracy in documentation.
- Feedback Mechanism: Both peer and managerial feedback are crucial in ongoing assessments. They provide real-world, hands-on insights into an employee's capabilities and weaknesses.
Strategies to Support Employees in Record Documentation and Management Skills
Given the critical nature of accurate and compliant healthcare records, organisations must employ a multi-faceted strategy to support their staff:
- Continuous Learning: Ongoing learning and updates on policies and software changes must be part of regular staff development programs.
- Mentoring Programs: New or less-experienced staff can benefit greatly from being paired with seasoned professionals who can guide them through the intricacies of healthcare record documentation and management.
- Resource Allocation: Providing staff with easy-to-access and easy-to-understand guidelines, templates, and digital resources can facilitate the entire process of record-keeping.
Sample Healthcare Record Training Plan
A structured training plan should include a combination of different learning modalities, from workshops to online courses. Here's a sample:
| Quarter | Topics | Resources |
|---|---|---|
| 1 | Planning and Assessment | Planning with Consumers Ongoing Assessment Behaviour Support Plans in Healthcare Policies and Porcedures in Healthcare |
| 2 | Documentation writing skills development | Documentation and Report Writing Incident Report Writing Mandatory Reporting Are You Using the Correct Language in Your Documentation? Documentation in Aged Care |
| 3 | Communication skills development | Understanding Communicating for Safety Standards for Clinicians Communicating for Quality care Effectively Communicating Resident's Care Needs |
Interested in this training plan?
Contact Ausmed today and see how you can enahnce your staff's professional development and training requirements!
Survey Questions to Assess Confidence in Healthcare Record Documentation
Surveying is a quick and easy way to assess your staff's competency and skills in their practice. Here is a sample set of six survey questions you could use to evaluate the skill of healthcare record documentation and management.
Staff Healthcare Record Competency Sample Survey
-
How comfortable are you with using the current healthcare record management system in your organisation?
- 1. Not comfortable at all
- 2. Somewhat comfortable
- 3. Comfortable
- 4. Very comfortable
- 5. Extremely comfortable
-
On a scale of 1 to 5, how confident are you in accurately documenting patient information?
- 1. Not confident at all
- 2. Somewhat confident
- 3. Confident
- 4. Very confident
- 5. Extremely confident
-
Do you feel the training received equips you to comply with legal and ethical standards, such as those mandated by Medicare, the Aged Care Quality and Safety Commission, and NDIS?
- Yes
- Somewhat
- No
-
How frequently do you consult internal guidelines, policies, or templates for healthcare record documentation?
- 1. Not at at all
- 2. Sometimes
- 3. Always
- 4. Only when I'm not confident
-
Do you feel that the current training program sufficiently prepares you for all aspects of healthcare record management?
- Yes
- Somewhat
- No
Conclusion
Healthcare records are a cornerstone in the provision of quality care in Australia, making the training of healthcare professionals in this area a non-negotiable requirement. From understanding what constitutes a healthcare record to abiding by the stringent standards set by the Australian Commission on Safety and Quality in Health, the Aged Care Quality and Safety Commission, and other governing bodies, it is crucial that healthcare organisations are thorough in their training programs. The use of regular audits, simulation exercises, and continuous learning opportunities are not only recommended but necessary for maintaining a high level of competency. A structured and well-considered training plan, like the sample provided, should serve as a blueprint for organisations aiming for excellence in healthcare record management.
References
- Australian Commission on Safety and Quality in Health. (2019). Guidelines on Healthcare Records. https://www.safetyandquality.gov.au
- Aged Care Quality and Safety Commission. (2020). Aged Care Standards. https://www.agedcarequality.gov.au/
- National Disability Insurance Scheme. (2021). Record-Keeping Requirements. https://www.ndis.gov.au
- Medicare Australia. (2018). Compliance Requirements for Healthcare Providers. https://www.health.gov.au/topics/medicare/compliance/how-to-comply
