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Chapter 3

Numbering and Filing Methods

TermDefinition
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.
Created by: yunue03
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