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Chapter 3
Numbering and Filing Methods
Term | Definition |
---|---|
Batch filing | Filing specific types of records (e.g., Emergency Department) in a pocket folder, by terminal digit. |
Color coding | Assignment of a color to each digit of a medical record number. |
Drop filing | Placing loose documents into the medical record file folder without fastening them into the proper area of the record. |
File guide | Guides placed into the files to show where the terminal and secondary digits start. |
Episode of care | Each separate occurrence in which the patient receives hospital care. |
Master patient index | An index of all patients ever treated at a healthcare facility. |
Middle digit filing | A method of filing in which the middle pair of digits, in the medical record number, are primary. |
Outguide | A card or form that replaces a record removed from the files. It shows the new location of the record. |
Serial-unit filing | A filing system in which the patient is assigned a new medical record number with each hospital encounter and in which old records are refiled under the new number. |
Straight numeric filing | A filing system in which the records are filed sequentially, as the numbers are assigned. |
Terminal digit filing | A numerical filing system used to distribute records evenly throughout the file area. |
Unit record | A record containing the documentation of all encounters (inpatient, outpatient, and emergency room) with the healthcare facility for one patient. |
Volume | An additional file folder created when the patient's medical record documentation exceeds the capacity of the original file folder. |