20 Alphabetic Filing Rules General GuidelinesDetermining filing units and indexing order to alphabetically file a patient’s medical recordProcedure 8-5
21 Filing Equipment Lateral files Full-suspension drawer files PopularAdaptableFull-suspension drawer filesUseful for storage of business recordsAutomated filesComputerized system
22 Filing Supplies and Their Uses GuidesProvide support for foldersVisual guide to alphabetical sectionFoldersBinder file foldersStapled and shingled documents
23 Filing Supplies and Their Uses Color-coding foldersMiscellaneous colored labelsTabsStaggered projectionsLabelsLabel and color-code patient chartsProcedure 8-6
24 Charge-Out and Control Systems Charge-out systemIndicates who has the chart and whyOutguideSubstitution cardOutfolderSubstitution folderHolds incoming papers
25 Filing Documents in Patient Records Prepare, sort, and file documentsWithin patient recordsProcedure 8-7MisfilingKeep headings simpleLegibleUse guidesDo not overcrowd
26 Filing Documents in Patient Records Misplaced or lost recordsOrganized searchLocate a misfiled medical record folderProcedure 8-8
27 Record Retention and Storage Financial and legal recordsVital papers – permanentFinancial statements – 7 YearsActive and inactive patient filesActive files – on shelvesInactive files – in storageState statute of limitations vary
28 Record Retention and Storage MicrographicsMicrofilmMiniature photographs on filmMicroficheMiniature photographic images on cardsElectronic storageDisk, CD, Flash Drive, Zip Disk
30 Stop and Think Determine document types and filing systems Review the ScenarioWhat type of documents are they?How should they be filed?Where should they be filed?
31 Stop and Think Locate a missing record Review the scenario You have methodically checked the file cabinetWhat staff members might have the file and for what purpose?What procedures can be used to prevent missing records?