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Ch 7 Number/Filing
HIT
| Question | Answer |
|---|---|
| Identify and file patient records according to preassigned numbers, including serial, unit, serial-unit. | Numbering Systems |
| Each time a patient is registered, a new patient number is created;multiple addmissions=multiple pateint numbers for one person | Serial Numbering System |
| Patient is assigned a number the first time they are registered and are reassigned the same number all subsequent admissions and encounters; all records are filed in one folder | Unit Numbering System |
| A patients SSN is assigned as his/her patient number; used in VA medical centers | Social Security Numbering |
| Assigned to patients who do not have a SSN; used in occassion with social security numbering | Pseudonumber |
| Each household is assigned an unique patient number, and each family member is assigned a two-digit modifier number that serves as a prefix to the patient number; health information is filed together according tothe family number | Family Numbering |
| Patients receive a new number each time they are registered by the facility, and records from a previous visit are reassigned the new number; all patient records are filed in the most current folder in one location | Serial-Unit Numbering |
| Patient's last name, first name, and middle initial are used to file patient records and to file master patient index cards | Alphabetic Filing System |
| Last name | Surname |
| First name | Given Name |
| A phonetic indexing system that allowas surnames that sound alike, but are spelled differently, to be filed together | Soundex |
| Uses numbers to file patient records | Numeric Filing |
| Records are filed in strict chronological order according to patient number, from lowest to highest | Straight Numeric Filing/Consecutive Numeric Filing |
| Assigns six-digit(or longer) patient numbers because the number can be easily subdivided into three parts: primary, secondary, and tertiary digits | Terminal-Digit Filing/Reverse Numeric Filing |
| A variation of terminal-digit filing, which assigns the middle digits as primary, digits on the left as secondary, and digits on the right as tertiary | Middle-Digit Filing |
| Organizes patient records in one central location under the control of the facilities health information department | Centralized Filing System |
| Organizes patients records throughout the facillty in patient care areas under the control of the department that creates and uses them | Decentralized Filing System |
| Establishes the health information department manager as responsible for facility records management; this individual manages the record storage plan, and ensures that established procedures are followed . | Combination Centralized/Decentralized Filing System |
| Six to eight shelf unit, which resembles a bookshelf, provides twice as much filing space as a standard drawer filing cabinet, and requires less than ten% additional floor space; uses end tab folders | Open-Shelf File |
| Two to eight shelf unit with retractable doors (and lock system if desired); uses top tab folder | Lateral File |
| Include both manual and power types; are mounted on tracks that are secured to the floor and are "moved" by using a handle or a crank;power types are motorized systems that move when the file clerk "touches a button" ; top tab folders are used | Movable/Compressible File |
| Equipment designed to utilize ceiling height rather than floor space; clerks quickly access records without bending, lifting, or stretching; end tab folders are used | Power Filing Machines |
| Resembles a file cabinet in which records are stored in a drawer; top tab folders are used | Vertical File |
| File system that allows user to easily view contents of a file drawer | Visible File |
| Stores records for hospital patients who are currently receiving care | Binders |
| Store paper-based records and are color-coded, durable, come in a variety of sizes and weights, and can be customized by vendors | File Folders |
| Store x-rays and other oversized materials; the are open at the top and closed on three sides | Jackets/Envelopes |
| The assignment of color to primary patient numbers or letters used for filing patient records | Color-Coding |
| Provides extra rigidity so a higher-point stock folder doesn't have to be purchased, and makes folders more durable | Reinforcing (a file folder) |
| The top or end tab of the folder is not reinforced | Single Ply |
| Measures the thickness of the paper used to make the folder | Point Stock |
| Done to side and top tabs to prevent crushing folders when filed | Rounding |
| Done by embossing a crisp line on the edge of the folder so it can be folded to expand its capacity | Scoring |
| End tab folders are used for... | Open Shelf Filing |
| Top tab folders are used for... | Lateral Drawers or filing cabinets |
| Controls the movement of records in and out of the file area and account for the location of each record removed | Charge-Out System |
| Established to ensure accurate filing and timely retrieval of patient records | Filing Controls |
| Controls the release and return of patient records and uses record requisition forms to retrieve and track requests for patient records; two types-Planned and Non-routine | Chart Tracking System |
| The request of a patient record for a scheduled service | Planned Requisition |
| Occurs when a patient record is needed for an unscheduled service | Non-Routine/Emergency Requisition |
| Submitted to the health information department to retrieve the record and track its return | Requisition Forms |
| Replaces the record in the file area to indicate it has been removed and to identify its current location | Outguide |
| Allowas providers to request records using a computer, and the health information department clerk references a computer screen to process all requests | Automated Chart Tracking Systems |
| Review of charged-out records to ensure that all records removed from the file area are returned in a timely fashion | Periodic Audit of File Area |
| Individual reports that must be filed in the patient record that are often received after discharge | Loose Filing |
| Used to transport records form one location in a facility to another | Circulation System |
| Transports a single record in a tube through a tunnel; often files are to big to be sent because the tubes are not larger enough | Pneumatic Tube |
| Small elevator that transports records from one floor to another | Dumbwaiter |
| Uses a belt instead of a tube, and records are clipped to the belt for transport from one area to another | Conveyor Belt |
| Computer device that transmits a documents image via telephone lines | Facsimilie Machine (Fax) |
| Confirms allegations that patient records were destroyed during a man made or natural disaster | Natural or Man Made Disaster Record Destruction Corroboration Process |
Created by:
jc2388
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