Health Information Management Services (Medical Records)

The Health Information Management Services (HIMS) at Aga Khan University Hospital , Karachi (AKUH,K) offers comprehensive services for medical record keeping, maintenance and dissemination of patients' clinical information. 

A medical record (MR) number (part of a sequencing format since 1984) is issued to the patient at his/her first visit to the hospital and is then referred to whenever the patient revisits the hospital. In this way, a comprehensive medical record is maintained throughout. It may be noted that the medical record is purged if the patient remains inactive for five years. In case, the patient revisits after being inactive, a new file is created bearing the patient's original medical record number.

To date HIMS have issued over 1.4 million MR numbers with an average increase of 300 per day. About 3000 medical record files are circulated by the department both within campus and also to offsite locations daily. 

The department also provides expertise in Medical Coding, Medical Transcription and Document Imaging all of which are instrumental in maintaining an updated clinical record with emphasis on proficient patient care.

Release of Information

The Release of Information section (ROI) at HIMS processes requests for copies of medical tests against a processing fee, provided these tests are done using the patient's medical records number.  

A request form with relevant information can be provided to the ROI staff any time between 9:00 AM and 8:00 PM Monday to Saturday (excluding Sundays and public holidays).If the request is received by 2:00 PM the reports are provided the same day, otherwise they are given the following day (i.e. working day). 

Duplicate Reports

For copies of duplicate reports one has to provide the patients white plastic card/payment receipt of the test done. Patients being discharged can collect copies of reports after 2 hours of notification. Patients being transferred to any other healthcare facility can also request for copies of reports, which will be provided to them at the time of patient's transfer. If the tests are not done through the medical records number, the reports are to be collected from the departments conducting the tests i.e. laboratory, radiology, cardiopulmonary, neurophysiology etc. (or details as per instructions).

Birth Certificates

The ROI section is also responsible for issuing birth certificates . At the time of birth, relevant forms are filled in by the parents, which are delivered at the bedside to mothers, and forwarded to the department along with copies of computerised national identity cards (CNIC) of both parents.  A birth certificate is then issued the next working day. It may be noted that only the father or mother of the baby can collect the same. 

Death Certificates

The ROI section is also authorised to issue a death verification letter as duplicate death certificate. A death verification letter request form is filled in by an immediate family member of the deceased (son, daughter, father, mother, husband or wife) and submitted along with CNIC copies of the deceased and the applicant. Please note that original CNIC of the deceased and the applicant will have to be produced at the time of submitting the request. After validating all details in the request form, a death verification letter is issued after 3 working days to the applicant.

The Way Forward

The ultimate aim of HIMS it to graduate towards electronic patient records (EPR) in the next 3-5 years, which will ensure immediate access to patient record, thereby speeding up the patient care process and eliminating the need to maintain paper records.

For further information, please contact:

Amir Rajani
Manager, HIMS
Tel: 92 21 493 0051 Ext. 1060, Direct: 486 1060

Mohsin Ibrahim
Assistant Manager, HIMS
Tel: 92 21 493 0051 Ext: 1066, Direct: 486 1066
Email: mohsin.ibrahim@aku.edu