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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