Medical Records Management and Filing Systems | Morehouse College

University:
Morehouse College
Course:
HBIO 240 | Introduction to Public Health Science
Academic year:

2022
Views:

221

Pages:

2
Author:

kundgetanufv

Chapter 13 Question records management system vertical files lateral file compactible file rotary files system best used by one person at a time system that allows several to use at one time Housing files in these can make them easy to misplace because they do not remain in one location file folder file tab out guide file guide file sorter filing system to use when confidentiality is critical and is the only practical system for a large practice filing system to use to distinguish files within a file used to avoid losing track of important dates and should be checked daily inspecting storing prior to filing a smaller than standard size document Allowing extra space for retrieving and replacing files is following When should you contact insurance companies, laboratories and other providers to get information for a patient file Who or what decides an active, closed or inactive status and when they go to storage closed file Advantage of storing paper files Commercial records center Ask about flood insurance Locked site and secure room retention schedule Hyphenated name insurance records may be kept in these files that are separate from the primary files Sorting Keep staff aware of security risks Correct sequence for labeling medical records Answer the way patient records are created filed and maintained pull-out drawers with metal bar that can handle lettersize or legal size document files horizontal file featuring doors that flip up and pull-out drawers kept on rolling shelves that slide along permanent tracks, good when space is limited stores files in a circular fashion, rotate to access file, good when space is limited filing cabinets filing shelves file boxes most basic filing supply tapered rectangular or rounded extension on top of file folder marker made of stiff material used as a placeholder when file is out of drawer heavy cardboard or plastic inserts used to identify a group of file folders in the file drawer large accordion-style file used to hold patient records until they are returned to file numeric color-coding tickler file first step in filing final step place it in a sheet protector general filing guidelines when a file is misplaced and you must reconstruct it practitioner or individual practice patient deceased, moved or no longer consult provider legal proceedings a storage facility to be considered determines if site susceptible to flooding feature necessary for storing files in boxes determines how long to keep different types of patient records in the office and when they are moved to storage treat as one unit supplementary step that saves time security drills Last name, first name, middle name/initial, title When counting years in retention schedule start terminal digit numeric systems reverse chronological from the year after file was produced most common used in numeric filing indirect filing system places most recent documents on top of documents with earlier dates