Chapter 08

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Medical Office Admin - Chapter 8

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Chapter 8:

Chapter 8 Filing Procedures

Commercial Filing Systems:

Copyright © 2008 by Delmar Learning, a division of Thomson Learning, Inc. ALL RIGHTS RESERVED. 2 Commercial Filing Systems Types Paper Electronic Should match needs of the organization Security Expansion Retrieval

Commercial Filing Systems:

Copyright © 2008 by Delmar Learning, a division of Thomson Learning, Inc. ALL RIGHTS RESERVED. 3 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:

Copyright © 2008 by Delmar Learning, a division of Thomson Learning, Inc. ALL RIGHTS RESERVED. 4 Commercial Filing Systems Alphabetic filing system by patient’s name Easy to understand (last name, first name, middle) Alphabetic color-coding Colored tab for each letter Reduces misfiles Alphabetic arrangement by topic Medical articles (subject-filing system) Administrative files (telephone, maintenance..)

Commercial Filing Systems:

Copyright © 2008 by Delmar Learning, a division of Thomson Learning, Inc. ALL RIGHTS RESERVED. 5 Commercial Filing Systems Indirect filing system Charts are filed by number. It’s “Indirect” because the MA would have to find patient in a “master patient index” before searching through the files for the chart ~ an extra step Used primarily when patient load exceeds 10,000 Numeric color-coding Colored tab for each number

Commercial Filing Systems:

Copyright © 2008 by Delmar Learning, a division of Thomson Learning, Inc. ALL RIGHTS RESERVED. 6 Commercial Filing Systems Chronological files Filing based on dates Filing documents within a chart is always with the most recent document (in a given section) on top

Commercial Filing Systems:

Copyright © 2008 by Delmar Learning, a division of Thomson Learning, Inc. ALL RIGHTS RESERVED. 7 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:

Copyright © 2008 by Delmar Learning, a division of Thomson Learning, Inc. ALL RIGHTS RESERVED. 8 Commercial Filing Systems Electronic filing system Databases Electronic collections of data Easily searchable (i.e. all patients with a certain diagnosis code, or all patients who live in Wells) Electronic security Confidentiality ~ HIPAA Passwords & Access codes Keys and badges Biometrics such as fingerprint scanners, voice recognition Access to confidential information based on job description

Commercial Filing Systems:

Copyright © 2008 by Delmar Learning, a division of Thomson Learning, Inc. ALL RIGHTS RESERVED. 9 Commercial Filing Systems Electronic filing system Maintaining computer files Stay organized Label discs with contents Maintaining e-mail files Backing up computer files Done on a regular basis

Commercial Filing Systems:

Copyright © 2008 by Delmar Learning, a division of Thomson Learning, Inc. ALL RIGHTS RESERVED. 10 Commercial Filing Systems Electronic filing system Electronic confidentiality guidelines Secure tapes/disks Log out when you leave your computer Don’t allow passwords to be viewed; change often Don’t download public domain software Don’t use “outside” disks Back up regularly Don’t explore others’ computer files ~ assume they’re private

Commercial Filing Systems:

Copyright © 2008 by Delmar Learning, a division of Thomson Learning, Inc. ALL RIGHTS RESERVED. 11 Commercial Filing Systems Tickler filing system Organize a tickler file Essentially it’s a “reminder” file Short-notice reminder file For patient’s who want to be placed on the cancellation list

Alphabetic Filing Rules:

Copyright © 2008 by Delmar Learning, a division of Thomson Learning, Inc. ALL RIGHTS RESERVED. 12 Alphabetic Filing Rules General Guidelines Rule 1: Individual names last name is first indexing unit, first name is second indexing unit, middle name is third indexing unit Disregard punctuation in names Rule 2: Prefixes (one indexing unit) Rule 3: Hyphenated names (one indexing unit) Rule 4: Abbreviated names/nicknames (indexed as written)

Alphabetic Filing Rules:

Copyright © 2008 by Delmar Learning, a division of Thomson Learning, Inc. ALL RIGHTS RESERVED. 13 Alphabetic Filing Rules

Alphabetic Filing Rules:

Copyright © 2008 by Delmar Learning, a division of Thomson Learning, Inc. ALL RIGHTS RESERVED. 14 Alphabetic Filing Rules General Guidelines Rule 5: Titles and degrees (NOT units/ignore) Rule 6: Married women Rule 7: Hospitals, facilities, businesses Rule 8: Addresses used/identical names

Alphabetic Filing Rules:

Copyright © 2008 by Delmar Learning, a division of Thomson Learning, Inc. ALL RIGHTS RESERVED. 15 Alphabetic Filing Rules

Filing Equipment:

Copyright © 2008 by Delmar Learning, a division of Thomson Learning, Inc. ALL RIGHTS RESERVED. 16 Filing Equipment Lateral files Popular Adaptable Full-suspension drawer files Useful for storage of business records Automated files Computerized system

Filing Supplies and Their Uses:

Copyright © 2008 by Delmar Learning, a division of Thomson Learning, Inc. ALL RIGHTS RESERVED. 17 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:

Copyright © 2008 by Delmar Learning, a division of Thomson Learning, Inc. ALL RIGHTS RESERVED. 18 Filing Supplies and Their Uses Color-coding folders Miscellaneous colored labels Tabs Staggered projections Labels Label tabs and color-code patient charts Typed in proper indexing arrangement (last, first, middle)

Charge-Out and Control Systems:

Copyright © 2008 by Delmar Learning, a division of Thomson Learning, Inc. ALL RIGHTS RESERVED. 19 Charge-Out and Control Systems Charge-out system Indicates who has the chart and why Outguide Substitution card; may have area to write Outfolder Substitution folder; may have area to write Holds incoming papers

Filing Documents in Patient Records:

Copyright © 2008 by Delmar Learning, a division of Thomson Learning, Inc. ALL RIGHTS RESERVED. 20 Filing Documents in Patient Records Prepare, sort, and file documents Within patient records MY NOTE: It’s very very very important that you check for TWO unique identifiers on every sheet of paper you file in a patient’s chart. After that, file each sheet in the right section of the chart in reverse chronological order (most recent on top). Misfiling charts Keep headings simple and legible Use guides Do not overcrowd Suggestions for “organized” search of missing charts

Record Retention and Storage:

Copyright © 2008 by Delmar Learning, a division of Thomson Learning, Inc. ALL RIGHTS RESERVED. 21 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 – purged and moved to storage (may be “contracted” storage off site) State statutes of limitations vary (i.e. Pediatrics records may be age of majority PLUS statute of limitations; rules of “Discovery” may also extend statute of limitations)

Record Retention and Storage:

Copyright © 2008 by Delmar Learning, a division of Thomson Learning, Inc. ALL RIGHTS RESERVED. 22 Record Retention and Storage Micrographics Microfilm Miniature photographs on film Microfiche Miniature photographic images on cards Electronic storage Disk, CD, Flash Drive, Zip Disk Scanning/imaging, converting to electronic data

Destroying Documents:

Copyright © 2008 by Delmar Learning, a division of Thomson Learning, Inc. ALL RIGHTS RESERVED. 23 Destroying Documents Purging computer files Completely erase the data Overwriting and then physically destroying are general suggestions for electronic media Recycling Shred confidential documents Again, may be contracted out

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