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Copyright © 2008 Delmar Learning. All rights reserved. Unit 3 Records Management.

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Presentation on theme: "Copyright © 2008 Delmar Learning. All rights reserved. Unit 3 Records Management."— Presentation transcript:

1 Copyright © 2008 Delmar Learning. All rights reserved. Unit 3 Records Management

2 Copyright © 2008 Delmar Learning. All rights reserved. Chapter 8 Filing Procedures

3 Copyright © 2008 Delmar Learning. All rights reserved. 3 Objectives Review the learning and performance objectives for this chapter By the end of this chapter, demonstrate the procedures in the textbook and the job skills in the workbook

4 Copyright © 2008 Delmar Learning. All rights reserved. 4 Heart of the Health Care Professional Service –Having information at your fingertips and being able to locate documents quickly is a great service to patients.

5 Copyright © 2008 Delmar Learning. All rights reserved. 5 Commercial Filing Systems Considerations –Amount of active records –Amount of inactive records –Frequency of record retrieval –Amount of filing space –Convenience of file locations –Cost of the system

6 Copyright © 2008 Delmar Learning. All rights reserved. 6 Commercial Filing Systems Alphabetic filing system –Easy to understand –No cross-reference index needed –Alphabetic color-coding Colored tab for each letter First three letters of last name Reduces misfiles

7 Copyright © 2008 Delmar Learning. All rights reserved. 7 Commercial Filing Systems Subject filing system –Alphabetic arrangement by topic –In-office reference files Medical articles Example 8-1 –File using a subject filing system Procedure 8-1

8 Copyright © 2008 Delmar Learning. All rights reserved. 8 Commercial Filing Systems Indirect filing system –Numeric color-coding Colored tab for each number –File using a numeric filing system Procedure 8-2

9 Copyright © 2008 Delmar Learning. All rights reserved. 9 Commercial Filing Systems Indirect filing system –Master patient index Cross-reference –Chronological files Numbers are used based on dates Filing documents within a chart

10 Copyright © 2008 Delmar Learning. All rights reserved. 10 Commercial Filing Systems Phonetic filing system –Based on phonetic sounds –A, E, I, O, U, W, H, Y – not used –Special training required –Example 8-3

11 Copyright © 2008 Delmar Learning. All rights reserved. 11 Commercial Filing Systems Electronic filing system –Bar codes Swiped like a credit card Easy tracking –Scanners Scan outside documents Store on disc

12 Copyright © 2008 Delmar Learning. All rights reserved. 12 Commercial Filing Systems Electronic filing system –Databases Electronic collections of data Easily searchable –Electronic security Confidentiality Passwords Access codes

13 Copyright © 2008 Delmar Learning. All rights reserved. 13 Commercial Filing Systems Electronic filing system –Maintaining computer files Label discs with contents Maintaining files Set up an filing system Procedure 8-3

14 Copyright © 2008 Delmar Learning. All rights reserved. 14 Commercial Filing Systems Electronic filing system –Backing up computer files Done on a regular basis –Electronic confidentiality guidelines Protect computer access

15 Copyright © 2008 Delmar Learning. All rights reserved. 15 Commercial Filing Systems Tickler filing system –Organize a tickler file Procedure 8-4 –Short-notice reminder file –Temporary reminder file

16 Copyright © 2008 Delmar Learning. All rights reserved. 16 Alphabetic Filing Rules General Guidelines –Rule 1: Individual names –Rule 2: Prefixes –Rule 3: Hyphenated names –Rule 4: Abbreviated names/nicknames

17 Copyright © 2008 Delmar Learning. All rights reserved. 17 Alphabetic Filing Rules

18 Copyright © 2008 Delmar Learning. All rights reserved. 18 Alphabetic Filing Rules General Guidelines –Rule 5: Titles and degrees –Rule 6: Married women –Rule 7: Hospitals, facilities, businesses –Rule 8: Addresses used/identical names

19 Copyright © 2008 Delmar Learning. All rights reserved. 19 Alphabetic Filing Rules

20 Copyright © 2008 Delmar Learning. All rights reserved. 20 Alphabetic Filing Rules General Guidelines –Determining filing units and indexing order to alphabetically file a patient’s medical record –Procedure 8-5

21 Copyright © 2008 Delmar Learning. All rights reserved. 21 Filing Equipment Lateral files –Popular –Adaptable Full-suspension drawer files –Useful for storage of business records Automated files –Computerized system

22 Copyright © 2008 Delmar Learning. All rights reserved. 22 Filing Supplies and Their Uses Guides –Provide support for folders –Visual guide to alphabetical section Folders –Binder file folders –Stapled and shingled documents

23 Copyright © 2008 Delmar Learning. All rights reserved. 23 Filing Supplies and Their Uses Color-coding folders –Miscellaneous colored labels Tabs –Staggered projections Labels –Label and color-code patient charts –Procedure 8-6

24 Copyright © 2008 Delmar Learning. All rights reserved. 24 Charge-Out and Control Systems Charge-out system –Indicates who has the chart and why Outguide –Substitution card Outfolder –Substitution folder –Holds incoming papers

25 Copyright © 2008 Delmar Learning. All rights reserved. 25 Filing Documents in Patient Records Prepare, sort, and file documents –Within patient records –Procedure 8-7 Misfiling –Keep headings simple –Legible –Use guides –Do not overcrowd

26 Copyright © 2008 Delmar Learning. All rights reserved. 26 Filing Documents in Patient Records Misplaced or lost records –Organized search –Locate a misfiled medical record folder Procedure 8-8

27 Copyright © 2008 Delmar Learning. All rights reserved. 27 Record Retention and Storage Financial and legal records –Vital papers – permanent –Financial statements – 7 Years Active and inactive patient files –Active files – on shelves –Inactive files – in storage –State statute of limitations vary

28 Copyright © 2008 Delmar Learning. All rights reserved. 28 Record Retention and Storage Micrographics –Microfilm Miniature photographs on film –Microfiche Miniature photographic images on cards Electronic storage –Disk, CD, Flash Drive, Zip Disk

29 Copyright © 2008 Delmar Learning. All rights reserved. 29 Destroying Documents Purging computer files –Completely erase the data Recycling –Shred confidential documents

30 Copyright © 2008 Delmar Learning. All rights reserved. 30 Stop and Think Determine document types and filing systems –Review the Scenario –What type of documents are they? –How should they be filed? –Where should they be filed?

31 Copyright © 2008 Delmar Learning. All rights reserved. 31 Stop and Think Locate a missing record –Review the scenario –You have methodically checked the file cabinet –What staff members might have the file and for what purpose? –What procedures can be used to prevent missing records?


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