1. HEALTH RECORDS MANAGEMENT
CHWELE MEDICAL TRAINING COLLEGE
SEPTEMBER CLASS 2015 INTAKE
BY NASSIUMA H.M (HRIO)

2. UNIT 9: ORGANIZATION MANAGEMENT AND MAINTENANCE OF HEALTH RECORDS
Learning objectives
Define filing
Importance of filling
Mention and describe filing systems
Differentiate between filing system and method
Explain how to convert sequential to terminal digit
Describe and mention filing equipment used to file case records and x-ray films
Define and mention ancillary equipment

3. Filing :
it is a process of arranging documents in a systematic manner for easy retrieval ,
N/B While defining filing try your best to mention the following words:
Process
Arranging
Systematic way/manner

4. Filing method
Filing method: it is a process of arranging documents in a systematic way considering a certain pertain
Here are three types of filing methods
Alphabetical
Numerical
chronological

5. Importance of filing Easy retrieval of documents
Easy tracking of documents/records
To keep library, office neat
It makes (M&E )monitoring and evaluation simple
Increases efficiency in a given facility or organization

6. Filing system
Definition: it is an array of documents/records that conforms to a plan N/B a system means that things/documents are already arranged in a certain way either considering alphabets, time/ date , or certain assigned numbers, System: It is an array of things that conforms to a plan

8. Alphabetical filing system
It is an array of documents ,medical records considering / using letters of their names alphabetically…i.e medical records for the clients below are arranged in that order considering starting letters of their name
Albert ,(1)
Beatrice,(2)
Nassiuma(3)

9. Advantages of using alphabetical filing system
It is the suitable link between Master patient index card that is also filed alphabetically
It is simple to use compared to terminal digit

10. Disadvantages of using alphabetical filing system
It grows unevenly thus interfering with expansion space setting
It consumes a lot of time in filing and retrieving especially when they are a lot of medical records

11. Chronological filing system
Chronological: it is an array of documents, medical records considering time or date when it was created Mostly it is used in arranging documents ,records in a case folder from downwards to upwards

12. Advantages of using chronological filing system
Simple to use in small number of medical records
It saves in filing day to day created records

13. Disadvantages of chronological filing system
Not used in big libraries
It is time consuming in retrieval of records especially in relatively large libraries

14. Numerical filing system
Numerical filing system: it is an array of documents /medical records considering different specific assigned digits ,numeric numbers in a certain sequence
It is the common system used where also it is two ways mentioned below

15. Numerical filing system (1)Straight (2)Terminal digit filing system

16. 1) Straight numerical filing system
In this system documents are numbered and arranged in straight line sequence i.e. 1,2,3,4,5…….or ,00002,00003 in some facilities or institutions they might decide to add zero like in the second example above also they can use F or M indicating sex i.e. F/0003,M/0001

17. Lastly they might decide to add an organization or institution name in abbreviated form i.e. kmtc/f/0002
Provided documents are from 1,2,3….etc that’s straight line filing system

18. Advantages of straight numerical filing system
Simple to implement and use compared to alphabetical
Time saving in retrieval and filing of medical records
Suitable being used in small libraries

19. Disadvantages in of using straight numerical system
It is un economical to filing space due to growing in one direction
It is used only in small libraries

20. Terminal digit filing system(TDF)
Terminal Digit Filing (TDF)
Terminal digit filing (TDF) systems is the most often utilized filing methodology within an HIM department or medical library. TDF is the only way to keep files expanding at an even rate

21. . When trying to maintain a straight numeric filing system it is impossible to predict how much space to allocate to the randomly based file numbers that come into the file room.

22. In a TDF system the last two, three, or four digits of the number is treated as a single number. Since all numbers in the file are sorted by their ending digits, each section contains approximately the same number of folders, so the file shelves are divided

23. In a TDF system the last two, three, or four digits of the number is treated as a single number. Since all numbers in the file are sorted by their ending digits, each section contains approximately the same number of folders, so the file shelves are divided for easy expansion.

24. The benefits of TDF include:
Files are equally distributed throughout the file room.
File room staff productivity is increased.
Shelf and space planning is more efficient.
Pre-sorting is easier.

25. The benefits of TDF….cont
Workload assignments are streamlined.
Purging is easier.
The process works in a large or small department and across specialties.
process reduces transposed numbers File location is immediate.

26. Primary/Secondary and Tertiary Numbers
To understand terminal digit filing, one must first understand the designation of primary, secondary, and tertiary numbers.

27. Diagram indicating primary, secondary and digital
primary digit
secondary digit
tertiary digit

28. Definitions:
Terminal digit order: A system of filing using a six-digit number (or higher) that is divided into three parts, whereby the last two digits are considered primary.
Primary digits: The last two digits to the right in the number.
Secondary digits: The middle two digits in the number.
Tertiary digits: Any remaining digits.

29. Procedure: 24-00-33 example 1 24 00 33 Tertiary Secondary Primary
Tertiary Secondary Primary
Digit Digit Digit

30. 1. Locate the primary digit first and proceed to the corresponding section. Using example #1 above, the HRIO /clerk would proceed to section “33” first.
2. After locating the primary section, identify the secondary digits and proceed to the corresponding shelf within the primary section. Using example #1 above, proceed to the shelf with the digits “00.”
3. After locating the correct secondary digit, identify the tertiary digits. These digits are filed in numerical order.

31. Disadvantages of terminal digit
It needs trained staffs

32. FILING EQUIPMENT
Shelves , cabinets , mobile racking , carousel Elevator , suspended pocket filing ,box filing Bound volume ,colour coding ,cartwheel

33. Shelves
These are rack-like structures made of wood or metal , either fixed on the wall or fixed in a way to stand upright with partitions where documents/x ray films are filed
They are …..feet high with paths between to allow movement of staffs

34. These paths are called gangways
Main gangway should be 155 cm wide
Sub gangways cm wide to allow movement of the trolley

35. Diagram indicating gangways measurement

36. shelf
It is the most used filing equipment because of the following advantages

37. Advantages of shelves in filing
It is cheaper to construct and maintain compared to carousel
Suitable for filing large quantities of documents compared to cabinets
Documents are filed quickly since they are open
Allow air sufficient air circulation in records and entire library

38. Disadvantages of using shelves
Shelves are not fire proof like cabinets
Shelves are not water proof like cabinets
They are not dust proof
Sometimes they are not neat compared to cabinets

39. Filing cabinets
These are cupboard structures made of metal with lockable drawers , they are recommended in smaller libraries
Advantages of using cabinets
they are dust proof compared to shelves
They have convenient height compared to shelves
Provide attractive appearance compared to shelves
They are secure because are lockable

40. Disadvantages of using cabinets
They are expensive to purchase & maintain compared to shelves

41. Mobile racking
A series of shelves contained in a rigid frame with backing ,are run on rails
One set of shelf is fixed and three sets are movable ,lets have a look on the diagram below at birds eye view angle

42. Mobile racking

43. Advantages of mobile racking
It is economical on space because of adjustable gangways
Enhances security on records when the racks are moved together

44. Disadvantages of mobile racking
Expensive to install compared to ordinary shelves
It needs two or more staffs to push in odder to access filed or file records

45. carousel
It is a wheel like structure with boxes around it rotating round on a fixed spindle at its center with a stable base

46. diagram

47. Advantages of a carousel
Minimizes staff movement he or she simply swing to access required box
Efficiency in filing and retrieval of records because more than two staffs can use it at once
It is prestigious
Disadvantages of a carousel
Expensive to purchase and maintain compared to shelves
It accommodates smaller number of medical records compared to shelves

48. elevator
It is an automated machine seven feet in height ,boxes on the rotating belt with a keyboard aiding in selection
Automated meaning it uses electricity to run

49. diagram 20

50. Files/records are stored in boxes attached to the conveyor belt
The key board assist in selecting required section
Advantages of an elevator
Minimizes staff movement
Prestigious
Designed to avoid ergonomic hazards ie bending and excess stretching while filing and retrieving of records
Sores large number of files compared to the carousel

51. Disadvantages of an elevator
Expensive to purchase , maintain and installation
It is uneconomical to space ,it requires twenty fit high
It can bring standstill on job when there is no electricity

52. Suspended pocket filing
These are manila pockets suspended on two or four metal bars providing a “ V” shaped space where records are filed
While implementing this you are supposed to consider durability of material used in creating pockets though it is used to sore records with less weight
You are supposed to indicate numbers or sections on pockets for easy filing and retrieval of records

53. diagram

54. Advantages
It is ideal for filing administrative records where files are slim
Attractive
Disadvantages
it is expensive
Provide less filing space

55. Box filing
This is where boxes host records ,either put on shelves or as well designed rack it is hardly necessary to point out access to a set of notes that is packed in one box at the bottom of a pile of several boxes which is not easy to get but transferring of records from one place to another it is easy

56. Bound volume
Records are put in a pile of a certain number with specific details then they are use a string or plastic fastener to tie them ,lets have a look on the diagram below

57. diagram

58. Color coding
Colour coding can be applied to both notes for a variety purpose
Where colours are used in ten sections ,the colours should be nine under each colour representing a number between 1-9
Can be used in terminal digit filing system but it has some disadvantages and advantages
It is attractive ,but to colour blind staffs it becomes a predicament in filing and retrieving of files

59. cartwheel
It is a wheel with boxes where records are stored fixed on an upright vertical stand as shown below

60. diagram

61. Advantages and disadvantages of a cartwheel they are the same with that of a carousel

62. Ancillary equipment under case record and x ray film management
These are equipment that supports the major equipment in delivering it purpose
Here are some of them
Pigeon hole used in sorting of case records
Kick stool /ladder stand on to access great heights while filing
Preparation tables used during sorting
Trolleys used to carry case records, clip board ,ipad while filing or retrieving

63. In this unit don’t forget dividers that provides support in shelves and backs stops which support or holds case records in an upright manner without falling ,they are placed after a certain interval

64. Brain storming questions
Name three methods of filing(3mks)
Name four filing systems(4mks)
Highlight the difference btn filing system and filing method (4mks)
Write short notes on filing equipment (20mks)
Discuss main types of filing systems (15mks)
Write short notes on ancillary equipment under case folder and x-ray film management(8mks)
Differentiate btn a cartwheel and a carousel (3mks)

65. Highlight disadvantages and advantages of a filing system applied on an MPI card (5mks)
Name four ancillary equipment under appointment systems(4mks)
What is an ancillary equipment (1mk)