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numbering systems identify and file patient records according to preassigned numbers, including serial, unit, or serial-unit
serial numbering system each time the patient is registered, a new patient number is assigened by the provider and a new patient record is created
unit numbering system patient is assigned a patient number the first time they are registered, and the patient is reassigned that same number for all subsequent adminssions and encounters
pseudonumber assigned to patients who do not have a social security number; used in assiciation with social security numbering
social security numbering adaption of unit numbering system in which a patient's social security number (SSN) is assigned as the patient number
family numbering adaption of unit numbering system in which each household is assigened a unqiue patient number and each family member is assigened a two-digit modifier number that serves as a prefix to the patient number
serial unit numbering patients recieve a new number each time that are registered by the facility, and records from a previous admission or encounter are reassigned the new number
soundex is a phonetic indexing system that allows surnames (last name) that sound alike, but are spelled differnetly, to be filed together
alphabetic filing system the patients last name, first name, and middle name are initial are used to file patient records
numeric filing uses number to file patient records
terminal-digit filing commonly used in health care facilities that assign six-digit patient numbers
straight numeric filing orconsecutive numeric filing records are filied in strict chronologic order according to patient number, from lowest to highest
middle digit filing a vartation of terminal digit filing, which assigns the middle digitdas primary, digits on the left as secondary, and digits on the right as tertiary
centralized filing system organizes patient records in one central location under the control of the facility's health information department
decentralized filing system organizes patient records throughout the facility in patient care areas under the control of the department that creates them
combination centralized/decentralized filing system establishes the health information department manager as responsible for facility records management
file folders store paper-based records; are color coded, durable, come in many sizes and weights, can be customized for vendors
jackets store x-rays and other oversizied materials; open at the top and closed on three sides; also called envelopes
binders store records for hospitals patients who are currently receiving care
bar coding reprinted scanning code located on a file folder
non-routine requisition(or emergency) occurs when a patient record is needed for an unscheduled service, such as emergency room visit
filing controls established to ensure accurate filing and timely retrieval of patient records, including chart tracking system(manual or computerized), file guides and periodic audit of file system
planned requisition request of a patient record for a scheduled service
charge-out system controls the movement of records in and out of the file area and accounts for the location of each record removed
outguide replaces the record in the file area to indicate it has been removed and to identify its current location
automated chart tracking systems allows providers to request records using a computer, and the health information department clerk references a computer screen to process all requests
requisition forms submitted to the health information department to retrieve the record and track its return
periodic audit of file area review of charge-out records to ensure that all records removed from the file area are returned in a timely fashion
loose filing individual reports that must be filed in the patient record after discharge from the facility
dumbwaiter small elevator that transports records from one floor to another
conveyor belt device similar to a pneumatic tube, except it uses a belt instead of a tube and records are clipped to the belt for transport from one area to another
pneumatic tube transports a single record in a tube through a tunnel
facsimile machines or Fax computer device that transmits a document's image via telephone lines
computers allow for rapid circulation of patient information; access to all patient information contained in the automated record is possible for authorized users via a computer terminal, an internet
deficiency slip a device for tracking information missing from a paer based record
retrospective review the part of the ultization review procees that concertates on a review of clinical information following patient disacharge
concurrent review a review of the health record while the aptient is still hosptializaed or under treatment
quantative analysis a review of the health record to dtermine its completeness and acuracy
Revenue Budget is a predication of how much money an organzaitaions activites will genertae during a certain period
expanse budget is a prediction of how much expanse an organzaition is going to generate
capital budget is a projection or plan of what the organzation intends to spend on long lived assets susch as a oiece of equipment
cash budegt is the antipcated flow of cash into and out of the organzation
master patient index(MPI) a list or database created and maintained by a healthcare facility to record the name and identifcaition number of every patient who has ever been admitted or treated in the facilty
Created by: Courtneey