RFID-based hospitalization medical record management system

Abstract

The invention discloses an RFID-based hospitalization medical record intelligent management system and method, and belongs to the technical field of medical information management. The system comprises an RFID electronic tag attached to a medical record, an RFID read-write device, a central management server, a database and a state monitoring and alarming module. The method comprises the steps of medical record binding, state tracking, safety monitoring and full-life-cycle management. According to the invention, automatic identification and real-time tracking of the in-hospital medical record circulation process are realized through the RFID technology, the problems of low efficiency, easy loss, difficult tracing and the like in a traditional manual management mode are solved, the safety, efficiency and refinement level of medical record management are significantly improved, and the long-term operation cost of a hospital is reduced.

Description

Technical Field

[0001] This invention relates to the field of medical information management technology, specifically to an RFID-based intelligent management system and method for inpatient medical records. Background Technology

[0002] Inpatient medical records are core medical documents documenting the entire process of a patient's diagnosis and treatment. Their management quality directly impacts medical efficiency, patient safety, and medical research. Currently, hospitals generally manage inpatient medical records (primarily paper-based) using a traditional manual method, which has the following significant drawbacks:

[0003] Low and uncontrollable circulation efficiency: The collection, archiving, borrowing and retrieval of medical records require multiple manual handovers and paper registrations, which is cumbersome, time-consuming and labor-intensive, and can easily lead to the loss or misplacement of medical records, seriously affecting the response efficiency of clinical, research and photocopying services.

[0004] Difficulties in quality and standardization management: The lack of unified standards for medical record organization, scanning, and data entry can easily lead to problems such as unclear images, incorrect index information entry resulting in data linking failures, and non-standard binding, which affect subsequent digitization processing and long-term preservation.

[0005] Insufficient security and traceability: Incomplete records of the retrieval and return of paper medical records pose a risk of information leakage and make it difficult to trace responsibility. Furthermore, the physical security of medical records relies on staff self-discipline and monitoring, and their ability to prevent loss and tampering is weak.

[0006] Long-term preservation and high cost pressure: Paper medical records occupy a lot of storage space and are easily damaged by the environment (such as moisture and insects). As the number of medical records accumulates, the human, material and space costs required for management continue to rise.

[0007] Radio Frequency Identification (RFID) technology, as an automatic identification technology, has been applied in logistics, retail, and other fields. However, there is still no publicly available, mature, and comprehensive solution to creatively apply it to the full lifecycle management of inpatient medical records—medical documents with special processes, high security requirements, and long-term preservation value—to solve the aforementioned systemic pain points. Summary of the Invention

[0008] The purpose of this invention is to overcome the shortcomings of the prior art and provide an RFID-based intelligent management system and method for inpatient medical records, so as to achieve high efficiency, security and controllability, refined management and cost optimization in the circulation of inpatient medical records.

[0009] To achieve the above objectives, the present invention adopts the following technical solution:

[0010] An RFID-based intelligent management system for inpatient medical records, characterized in that it includes:

[0011] RFID electronic tags: uniquely bound to each inpatient medical record bag or the medical record itself, storing uncopyable encrypted identification information, which is associated with key information such as the patient's medical record number and name in the hospital information system;

[0012] RFID reading and writing equipment includes fixed readers deployed at the entrance of the medical records room, file shelves, and circulation channels, as well as handheld readers for medical staff to read / write RFID electronic tag information in a non-contact manner.

[0013] Status monitoring and alarm module: connected to the RFID reader / writer, triggering an audible and visual alarm when it detects that a medical record has been taken out of the designated area without authorization or registration;

[0014] Central management server: runs the medical record management software system;

[0015] Database: Connected to the central management server, used to store RFID identification information, real-time status, storage location, and full-process operation logs of medical records.

[0016] Furthermore, the system's operation method includes the following steps:

[0017] S1: Medical record generation and binding: After the patient is discharged, an RFID electronic tag is affixed or embedded in their paper medical record bag, and the unique identification information of the medical record is linked and bound to the electronic medical record information in the hospital information system through a reading and writing device;

[0018] S2: Transfer Tracking: When medical records are transferred between wards, medical records rooms, and various clinical departments, their location, time, and operator information are automatically recorded by fixed or handheld readers deployed at key nodes, and the status of medical records is updated in real time.

[0019] S3: Security Monitoring: Real-time monitoring and alarm for unauthorized movement of medical records through the status monitoring and alarm module;

[0020] S4: Archiving and Inventory: When archiving medical records, the system automatically verifies the integrity of the information; periodically or in real time, the system performs batch and rapid inventory of medical records on the archive rack using handheld or fixed readers and generates an inventory report;

[0021] S5: Borrowing and Retrieval Management: Borrowing and retrieval require submitting an application through the system. During the operation, the system records the retrieval and return information through a reader to ensure that the process is traceable.

[0022] The beneficial effects of this invention are as follows:

[0023] Significantly improves efficiency: Through the non-contact and batch reading characteristics of RFID, medical records can be located and quickly inventoried in seconds, freeing medical staff from tedious manual searching and registration work, and improving efficiency by 10-20 times.

[0024] Strengthen security management: A complete security closed loop from generation to destruction has been constructed. Through unique identifiers, operation logs, regional alarms and data encryption, the risks of medical record loss, misuse, tampering and information leakage have been effectively reduced, and the responsibility can be accurately traced.

[0025] Achieving refined management: Transforming traditional "passive management" into "proactive monitoring," the system can display the status distribution of all medical records in real time, making it easier for managers to promptly identify and handle backlogs and pending tasks, thus achieving refined management of the entire lifecycle of medical records.

[0026] Optimize long-term costs: Although there is an initial investment in hardware, from a long-term operational perspective, it significantly saves manpower, material resources and risk costs by greatly reducing the medical record loss rate (down to below 0.1%), reducing manual operations by more than 50%, and avoiding management chaos caused by barcode expiration. Attached Figure Description

[0027] Figure 1 : A schematic diagram of the overall architecture of the system described in this invention.

[0028] Figure 2 The flowchart of medical record transfer and status update in the method described in this invention.

[0029] Figure 3 : Schematic diagram of the monitoring and alarm principle of the safe area of ​​the medical records room in this embodiment of the invention. Detailed Implementation

[0030] The present invention will now be described in detail with reference to the accompanying drawings and embodiments.

[0031] Example:

[0032] refer to Figure 1 The system hardware includes: UHF passive RFID tags affixed to medical record bags; fixed RFID readers and antennas installed at the entrance of the medical records room for monitoring entry and exit; shelf-mounted RFID readers deployed on the file shelves in the medical records room or handheld RFID readers for inventory and retrieval; all readers are connected to the central management server via a local area network.

[0033] The specific implementation process is as follows:

[0034] Initial binding: When a patient is discharged and settles their bill, the medical records staff prints a cover containing information such as the medical record number, patient name, and discharge date, and places it together with the paper medical record into a dedicated medical record bag. Then, a handheld reader is used to activate an RFID tag, which is affixed to a designated location on the medical record bag, and the tag ID is uniquely associated with the patient's electronic medical record in the hospital's HIS system.

[0035] Collection and Archiving: Ward nurses deliver the organized medical records to the medical records room. Upon entering the medical records room, a fixed reader automatically reads the tag ID of all incoming medical records, and the system automatically updates the status of these records to "Pending Archiving." Staff use handheld readers to scan the medical records and the shelf location tags. The system guides them to place the medical records in the correct shelf and automatically updates the status of the medical record to "Archived," with location information recorded synchronously.

[0036] Borrowing and Access: When a doctor needs to borrow medical records, they submit an electronic application through the management system. After authorization, they go to the medical records room and use a handheld device to locate the target medical record. When the record is taken, the system automatically records the "borrowed" status, the borrower, and the time at the reader at the entrance. Upon return, the system automatically senses the record and updates the status to "archived."

[0037] Security alarms: such as Figure 3 As shown, if a medical record with a status of "archived" is taken out of the medical records room without the system's authorization process (i.e., "illegally removed"), the door reader will detect it and immediately send the information to the central server. The server will then trigger the on-site audible and visual alarm and send an alarm message to the administrator.

[0038] Batch inventory: During the monthly routine inventory, staff can walk through the file rack aisle with a handheld reader and complete the counting of thousands of medical records in a few minutes, and immediately display a list of missing or misplaced medical records on the device.

Claims

1. An RFID-based intelligent management system for inpatient medical records, characterized in that, include: An RFID electronic tag attached to the inpatient medical record is used to store the unique identification information of the medical record; RFID reader / writer device for reading and / or writing information of the RFID electronic tag; A central management server is used to process data from the RFID reader / writer. A database is used to store medical record status, location, and transfer log data associated with the unique identifier information; The status monitoring and alarm module is used to trigger an alarm when abnormal movement is detected, based on the preset authorization status of the medical record and the actual location information.

2. The system according to claim 1, characterized in that, The RFID reading and writing equipment includes fixed readers and handheld readers; the fixed readers are deployed at the entrances and exits of the medical records room, file shelves, or key passage nodes for medical record circulation.

3. The system according to claim 1, characterized in that, The information stored in the RFID electronic tag is encrypted and uniquely associated with the patient's electronic medical record information in the hospital information system.

4. The system according to claim 1, characterized in that, The status monitoring and alarm module is configured to trigger an audible and visual alarm and / or send an alarm message to the system administrator when the RFID reader detects that a medical record with a status of "archived" or "restricted circulation" has left its preset safe area without authorization.

5. The system according to claim 1, characterized in that, The system can quickly inventory batches of medical records using the RFID reader / writer and generate statistical reports in real time, including various statuses such as on-shelf, borrowed, pending archiving, and missing records.

6. An RFID-based intelligent management method for inpatient medical records, applied to the system described in any one of claims 1-5, characterized in that, The method includes: Medical record binding steps: Assign and bind an RFID electronic tag to each inpatient medical record, and associate the tag's unique identifier with the medical record information; Status tracking steps: Information is automatically collected at each stage of the medical record circulation through RFID reading and writing devices, and its status and location are updated in real time in the system; Security monitoring steps: Monitor whether the movement of medical records conforms to preset rules, and issue an alarm for abnormal movement; Lifecycle management steps: Based on real-time data, conduct full-process information management of medical records archiving, borrowing, retrieval, inventory and long-term preservation.

7. The method according to claim 6, characterized in that, In the status tracking step, the status of the medical record includes one or more of the following: "on the shelf awaiting archiving", "archived", "borrowed and not returned", and "awaiting repair".

8. The method according to claim 6, characterized in that, The lifecycle management steps include: borrowing and retrieving require submitting an electronic application through the system and obtaining authorization; all retrieval and return operations are automatically recorded by RFID reading and writing devices and form an unalterable operation log.

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