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Unit 3

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

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Unit 3

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  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 e-mail files • Set up an e-mail 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 • 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 • 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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