Unit 3 Records Management

Chapter 8 Filing Procedures

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

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.

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

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

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

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

Commercial Filing Systems Indirect filing system Master patient index Cross-reference Chronological files Numbers are used based on dates Filing documents within a chart

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

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

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

Commercial Filing Systems Electronic filing system Maintaining computer files Label discs with contents Maintaining e-mail files Set up an e-mail filing system Procedure 8-3

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

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

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

Alphabetic Filing Rules

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

Alphabetic Filing Rules

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

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

Filing Supplies and Their Uses Guides Provide support for folders Visual guide to alphabetical section Folders Binder file folders Stapled and shingled documents

Filing Supplies and Their Uses Color-coding folders Miscellaneous colored labels Tabs Staggered projections Labels Label and color-code patient charts Procedure 8-6

Charge-Out and Control Systems Charge-out system Indicates who has the chart and why Outguide Substitution card Outfolder Substitution folder Holds incoming papers

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

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

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

Record Retention and Storage Micrographics Microfilm Miniature photographs on film Microfiche Miniature photographic images on cards Electronic storage Disk, CD, Flash Drive, Zip Disk

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

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?

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?