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Chapter 13

Question	Answer
records management system	the way patient records are created filed and maintained
vertical files	pull-out drawers with metal bar that can handle letter-size or legal size document files
lateral file	horizontal file featuring doors that flip up and pull-out drawers
compactible file	kept on rolling shelves that slide along permanent tracks, good when space is limited
rotary files	stores files in a circular fashion, rotate to access file, good when space is limited
system best used by one person at a time	filing cabinets
system that allows several to use at one time	filing shelves
Housing files in these can make them easy to misplace because they do not remain in one location	file boxes
file folder	most basic filing supply
file tab	tapered rectangular or rounded extension on top of file folder
out guide	marker made of stiff material used as a placeholder when file is out of drawer
file guide	heavy cardboard or plastic inserts used to identify a group of file folders in the file drawer
file sorter	large accordion-style file used to hold patient records until they are returned to file
filing system to use when confidentiality is critical and is the only practical system for a large practice	numeric
filing system to use to distinguish files within a file	color-coding
used to avoid losing track of important dates and should be checked daily	tickler file
inspecting	first step in filing
storing	final step
prior to filing a smaller than standard size document	place it in a sheet protector
Allowing extra space for retrieving and replacing files is following	general filing guidelines
When should you contact insurance companies, laboratories and other providers to get information for a patient file	when a file is misplaced and you must reconstruct it
Who or what decides an active, closed or inactive status and when they go to storage	practitioner or individual practice
closed file	patient deceased, moved or no longer consult provider
Advantage of storing paper files	legal proceedings
Commercial records center	a storage facility to be considered
Ask about flood insurance	determines if site susceptible to flooding
Locked site and secure room	feature necessary for storing files in boxes
retention schedule	determines how long to keep different types of patient records in the office and when they are moved to storage
Hyphenated name	treat as one unit
insurance records may be kept in these files that are separate from the primary files	supplementary
Sorting	step that saves time
Keep staff aware of security risks	security drills
Correct sequence for labeling medical records	Last name, first name, middle name/initial, title
When counting years in retention schedule start	from the year after file was produced
terminal digit	most common used in numeric filing
numeric systems	indirect filing system
reverse chronological	places most recent documents on top of documents with earlier dates

Created by: Jbowen11

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