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MED 160

Chapter 13 Notes

QuestionAnswer
What equipment is commonly used to file and store paper medical records? Filing shelves, filing cabinets (horizontal and vertical), compactable files, rotary files, and occasionally storage bins (though bins are not recommended due to bulk and safety issues)
What security measures are required for paper medical records? Must be fireproof and locked when the office is closed File rooms should be locked when not in use Only authorized staff should have access
What safety measures should be followed when handling filing systems? Equipment must be safe to use Instructions for proper use must be posted Staff must be trained to prevent injuries
What are common filing supplies in a medical office? Tabbed file folders Labels Hanging file folders Binders Tabs with inserts File guides Out guides File sorters
How does alphabetic filing work? Files are arranged by: Last name First name Middle initial
How does numeric filing work? Patients are assigned a medical record number, and files are arranged using systems like terminal digit or middle digit filing
How does color-coding help filing systems? Assigns colors to letters or numbers Makes misfiles easier to spot Improves organization and efficiency
What are the steps in the filing process? Inspecting and releasing Indexing (naming) Coding Sorting Storing
What are active records? Records used frequently
What are inactive records? Records used infrequently
What are closed records? Records of patients who no longer visit the office
What is a medical records retention program? A system that outlines how long records are kept and how they are stored or disposed of according to office policy and legal requirements
Created by: Felicia26
 

 



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