Specifications include, but are not limited to: General Requirements Provide Medical Record Abstraction on Cases reported to the Department for all twenty-six (26) birthing hospitals in the State, refer to Appendix J. Send requests for medical records to the hospitals in a secure electronic format (Ex. E-Mail or Fax), as determined by medical records staff. Collaborate with the hospitals to determine the best method of accessing case records. Receive hospital records in various formats including PDF, external drive, CD and paper. Ensure all files are kept confidential and locked either physically or with password protection. Destroy or return complete Abstracted files to the originating source. Data Abstraction of Medical Records Abstract all potential Cases assigned by the Department by: Completing an in-depth Medical Records Review of all potential Birth Defects Cases; Identify Cases of reportable Birth Defects, refer to Appendix H. The Department may add additional reportable Birth Defects at any time. Initiating the online medical Abstraction form for each potential Birth Defect Case within ten (10) business days of assignment, and Demonstrating progress on each Case review as evidenced by the Abstractor Monthly Report (Appendix I) Confirm or rule out Birth Defects in each Case.
