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?