active file
files that you use frequently.active file
alphabetic filing system
files are arranged in alphabetic order (last name, first name, middle initial).
closed file
files of patients who have died, have moved away, or for some other reason no longer come to the office.
compactible file
are kept on rolling shelves that slide along permanent tracks in the floor. When not in use, these files can be stored close together, even one on top of another to conserve space. Can be moved manually or automatically with the touch of a button.
cross-referenced
filed in two or more places, with each place noted in each file.
file guide
are heavy cardboard or plastic inserts to separate the contents so individual files can be found easily.
inactive file
files that you use infrequently or not at all.
indexing
another term for naming a file.
indexing rules
used as guidelines for the sequencing of files based on current business practice. They define a consistent method for the ordering of filed materials.
lateral file
feature doors that flip up and pullout drawers. Depending on the length and width of the drawer, files can be arranged in 2-3 rows alphabetically or numerically, with separators placed between each row. It required more wall space but do not extend as far
middle digit
similar to terminal digit filing but instead uses the middle group of numbers as the primary index, followed by the left-hand number and then the right-hand one.
numeric filing system
organizes files by numbers instead of by names.
records management system
the way patient records are created, filed, and maintained.
retention schedule
specifies how long to keep different types of patient records in the office after files have become inactive or closed.
sequential order
one after another in a pattern, or sequence, that can be predicted.
terminal digit
a small group of two or three numbers at the end of a patient number that is used as an identifying unit in a filing system.
tickler file
date-ordered reminder file.
unit
indexing rules define each part of a person's name or title.
vertical file
features pullout drawers that usually contain a metal frame or bar equipped to handle letter-size or legal size documents. Hanging file folders are hung on this frame, with identifying names facing out. May have two, three, four, or six drawers.
File guides
Divide small sections of alphabet
Outguides
Checkout System
File sorters
Temporary storage to save time in filling
Alphabetic filling- indexing Units
1.last name 2.First name 3.middle name 4.title
Ex of who gets Filed first
Hank Williams III
Ex of who gets Filed second
Hank Williams Jr.
Ex of who gets Filed third
Hank Williams Sr.
Numeric filing
Extra & Greater confidentiality
Indexing rules-Punctuation Eliminated
O'Mally turns to OMally
Names with prefixes
De la Hoya turns to Delahoya
Color coding
ex but cross blue shield can be color coded blue.
Tickler file
A "reminder" like a to do list (31days in a yr+12 mon in a yr=43 folders in total)
Steps in filing
1.inspect2.index3.code-->a release mark saying it's ready to file OR might be highlighted4.sort5.store or file
Cross reference
Place a dummy file anywhere you think someone might look for the file
Hyphenated names
Maria Soto-Ramirez {you would look at Soto not Ramirez}
Recent name change
Someone that got married & changed last name.
Locating misplaced files
check black hole , or if misplaced somewhere close
File places w/same name
1.city 2.State 3.street 4.number
Maintain records-Purge
Get rid of
Active
Current;have seen in set time; seen in the last 3 years
Inactive
Haven't seen in set time; haven't seen in the last 3 years
Closed
Deceased or moved away
Steps in filing places w/same name 1.
City
Steps in filing places w/same name 2.
State
Steps in filing places w/same name 3.
Street
Steps in filing places w/same name 4.
Number
Steps in filing 1.
Inspect
Steps in filing 2.
Index
Steps in filing 3.
Code
Steps in filing 4.
Sort
Steps in filing 5.
Store or file
Order of alphabetic filing 1.
Last name
Order of alphabetic filing 2.
First name
Order of alphabetic filing 3.
Middle name
Order of alphabetic filing 4.
Title