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DA117 Practice Management. Records Management. Misfiling. The most common cause of missing patient records Dental assistants help out the front desk by pulling and filing charts, but must know proper alphabetical filing techniques. Patient charts contain. Medical and dental histories

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Da117 practice management

DA117Practice Management

Records Management


Misfiling
Misfiling

  • The most common cause of missing patient records

  • Dental assistants help out the front desk by pulling and filing charts, but must know proper alphabetical filing techniques


Patient charts contain
Patient charts contain

  • Medical and dental histories

  • Exam and treatment records




Transfer of records
Transfer of Records confidentiality issues.

  • Originals are always kept by the dentist and copies are sent out.

  • Original xrays are kept by the office and duplicates are sent out


Reasons for transfer
Reasons for Transfer confidentiality issues.

  • Change of dentist

  • Relocation

  • Dentist to consult with another dentist

  • Referral to a specialist



Transfer records without written consent
Transfer records without written consent confidentiality issues.

  • Court order – Child abuse, elder abuse

  • Domestic violence

  • Military

  • Insurance fraud

  • Workman’s compensation


Alphabetizing indexing units
Alphabetizing = Indexing Units confidentiality issues.

  • Unit I Surname

  • Unit II Given Name

  • Unit III Middle name

  • Unit IV Senority, degree, titles

  • Common Errors

  • Macneal McNeil

  • St. John Saint John

  • Hyphenated last names. i.e. – Brown-Smith


Protection
Protection confidentiality issues.

  • Originals must not be taken out of the office

  • When not in use, put in proper place

  • Return to filing system at the end of the day

  • Pack records tightly together, slows fire damage

  • Close and lock all filing cabinets

  • Back up computerized records


Categories of records
Categories of Records confidentiality issues.

  • Vital – Can not be replaced

    • Patient’s clinical record

    • Deed to office





Types of records
Types of Records confidentiality issues.

  • Clinical –

  • Information regarding patient treatment

  • Registration form

  • Health history – no blanks

  • Consultation/referral reports

  • Consent forms


  • Financial confidentiality issues.

    • End of day reports

    • End of month reports

    • Payroll reports

    • Paid bills


Life cycle of records
Life Cycle of Records confidentiality issues.

  • CREATION – Begins with patient registration and health form – Is patient permanent or emergency only?





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