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Unit 3 Records Management.

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Presentation on theme: "Unit 3 Records Management."— Presentation transcript:

1 Unit 3 Records Management

2 Chapter 8 Filing Procedures

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 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 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 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 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 Commercial Filing Systems
Indirect filing system Numeric color-coding Colored tab for each number File using a numeric filing system Procedure 8-2

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 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 Commercial Filing Systems
Electronic filing system Bar codes Swiped like a credit card Easy tracking Scanners Scan outside documents Store on disc

12 Commercial Filing Systems
Electronic filing system Databases Electronic collections of data Easily searchable Electronic security Confidentiality Passwords Access codes

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 Commercial Filing Systems
Electronic filing system Backing up computer files Done on a regular basis Electronic confidentiality guidelines Protect computer access

15 Commercial Filing Systems
Tickler filing system Organize a tickler file Procedure 8-4 Short-notice reminder file Temporary reminder file

16 Alphabetic Filing Rules
General Guidelines Rule 1: Individual names Rule 2: Prefixes Rule 3: Hyphenated names Rule 4: Abbreviated names/nicknames

17 Alphabetic Filing Rules

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 Alphabetic Filing Rules

20 Alphabetic Filing Rules
General Guidelines Determining filing units and indexing order to alphabetically file a patient’s medical record Procedure 8-5

21 Filing Equipment Lateral files Full-suspension drawer files
Popular Adaptable Full-suspension drawer files Useful for storage of business records Automated files Computerized system

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 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 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 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 Filing Documents in Patient Records
Misplaced or lost records Organized search Locate a misfiled medical record folder Procedure 8-8

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 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 Destroying Documents Purging computer files Recycling
Completely erase the data Recycling Shred confidential documents

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 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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