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Ch 7 Number/Filing


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