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Discussion

Quick question

If you mail a letter home to a parent requesting, say, an asthma plan, and the parent provides the information you request, do you file the request letter or chuck it?

I make copies of any letter I send home with the date sent documented on the letter. Part of me says, keep copies of all correspondence in the health file. The other part of me is thinking, the parent complied with the request, there is no other information in the letter, why keep it?

What do you do?

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    Although I don't work in your capacity, as a matter of routine, I keep all documents pertaining to an action. The reply document would be stapled on top of the request document in this case. Proof that you made the written request.

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    I usually chart the request in my EMR. But I don't keep a copy of the written request unless I know it to be case where I should, given the repeat number of requests.

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    once i get it, i chuck it. Unless the whole thing's been an ordeal. Then i want my paper trail. I've even gotten clever in my old age and begun using the backside of letters for some of my forms (say letter on one side and general physical form on the reverse - the 1 to 2 side button on the copier is my favorite!) so that when the physical comes back it's all nice and neat in one.

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    I chart it electronically.

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    If I send a letter, and get the asthma/whatever plan back in a timely manner, I chuck it.

    If I have to resend, I write "2nd request" at the bottom of the original and send it again (after making a copy). If I have to make 3 or more requests, I keep the copy of the letter with all of the requests written on it and staple it to the management plan. That helps to remind me next year, or the next person that we may have trouble getting information from these parents.

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