Medical Records & Statistics Department

The Medical Records & Statistics Department was established in December 2001. It consists of three units: the Statistical Office, the Medical Record Room, and the Triage Center.

Main Functions of the Statistical Office

1. Collect and submit data and statistics according to the requirements of the health administration department

2. Submit data for routine standardized statistical reporting

3. Classify and code diseases and surgical operations as per statistical requirements

4. Assist in medical research and the management of statistics for specific diseases

5. Manage death registration

6. Manage electronic medical record recall

7. Support the submission of special data, including DRGS, HQMS, etc.

There are 11 staff members in the Statistical Office, mainly responsible for encoding and statistical work. All staff hold relevant certifications.

Main Functions of the Medical Record Room

1. Fill and archive medical records

2. Manage outsourced warehouse services

3. Manage digital medical records

4. Provide medical record copying services

5. Manage outpatient and special medical records

6. Manage emergency department medical records

Currently, there are 21 staff members in the Medical Record Room, all of whom are graduates in health information management.

Our History

The Medical Record Room was established in 1942. On May 12, 1942, the hospital created its first inpatient medical record and began compiling hospital management statistics in the same year, making it one of the earliest adopters of medical records and statistics management in China.

In 1958, it pioneered the use of Chinese Pinyin-based indexes for patient names and diseases. The disease index included more than 7,000 disease terms and 2,000 surgical terms, along with eleven statements, five admission records, and twelve outpatient and inpatient indexes. Recognized for its achievements, the National Ministry of Health named it a National Advanced Medical Unit in 1963, awarding it the prestigious title of National Red Flag Unit for excellence in medical records management.

In 1989, the hospital independently developed and completed China’s first computer-based medical record management system. By 1990, computerized classification coding of diseases and management of medical records had been realized, along with the establishment of a multi-user system to facilitate efficient encoding by multiple users. Since January 1, 1990, the system has supported nearly one million online searches and statistical analyses of medical record data.

In 1992, the Statistical Office and the Medical Record Room were separated and became independently managed units. The transition from paper to microfilm began in 1995. On January 1, 2003, digital medical record management was implemented with the launch of China’s first intranet-based digital medical record management system. This enabled immediate scanning of discharged patients’ medical records, allowing for paperless usage and eliminating the risk of data loss. As a result, the hospital ceased all paper-based medical record lending, thereby safeguarding the security of inpatient records.

In 2010, the management of the paper-based medical record warehouse was initiated, making the Medical Record Room the first in China to apply specialized storage technologies and management practices for paper records. In 2001, the Medical Record Room and Statistical Office were merged to form the Medical Records & Statistics Department. Today, the department is responsible for managing hospital, outpatient, and emergency medical records, as well as overseeing hospital medical statistics, disease classification, and implementation of disease-related statistical analysis.