This is to minimize the delay in getting back from the concerned doctor the medical records of patients who may visit the hospital for consultation. Gaps may occur on the shelves as records are pulled and forwarded. Record control and security are easier to maintain. Brought to you by Prevents Crowding An added benefit is that it also prevents crowding around the filing system. Allow the requester to retrieve the record themselves D.
Destroy records of all deceased patients C. The routine requests from the doctors or clinics are received through the medical record request form. Organizing file folders with color coded file labels makes your operation more efficient and productive. Reducing misplaced files with color coded filing and accessing information faster makes personnel more productive. Under — 03:03, 103, 203, 303, etc. Color-coding is an efficiency way to spot misfiles, not an efficiency way to number the charts.
The file number can be used as a reference in future correspondence. It provides other departments with immediate access to the information maintained in the master patient index. Which of the following indices would be the best source in locating the needed records? For instance, in 45-76-00, tertiary is 45, secondary is 76, and primary is 00. Also, by breaking the number up into sections the number becomes easier to deal with which reduces mistakes. Objective: To assign a new number each time, but to have all of the patient's previous charts filed in the same location. The tracer card marked with a referral note to the new number is a satisfactory method for accomplishing this.
The system also allows the medical staff to presort the medical records basing on the primary numbers hence several medical staff may undertake the filing process without overcrowding the file area. Benefits of Terminal Digit Filing and End Digit Filing Terminal digit filing, or end digit filing, makes more sense for managing large quantities of records. Ferlazzo, Joshua; Ferlazzo, Joshua P. Social Security Numbers Another advantage is that keeping track of individuals via Social Security numbers is ideal for terminal digit filing. If you decide to color-code the 1,000 digit that would reduce the amount of records with the same three colors to 10. In medical records, the second tertiary digits changes with every record. The top management has the responsibility of motivating the file room personals to face the challenge.
As a result, this numerical system of filing is efficient for many large-scale companies. Advantages of Numerical filing The advantages of numerical classification are as follows: 1. Terminal digit filing works well when folders are randomly purged. These digits are usually placed instantaneously before the regularly assigned medical record number. There are numerous advantages of terminal digit filing. Well kept and filed medical records enhance effective and efficient collecting, recording and retrieval of patient health information whenever required.
Time spent searching for misplaced files is the largest cost associated with filing, not the cost of filing equipment or filing supplies but people time. Which of the following items would not be considered when planning this conversion. Terminal digit filing is another type of numerical system, and it is used in locations such as hospitals and institutions with large numbers of files. A 200 bed acute care hospital currently has 15 years of paper health records and filing space is limited. Terminal Digit Filing System This system uses six numbers representing three sections, each containing two digits. If the same color section is too large then the color-coding is inefficient.
Serial unit numbering This numbering system is a combination of the serial and unit numbering systems. Disarrangement of files is minimized. Terminal digit numbering and filing system usually involves six digits but health care practitioners are at discretion to adopt any number of digits. Thus, simultaneously all the numbered records would be in an ascending series on the filing shelves. More training may be necessary than the straight numeric or terminal digit filing. Inactive records may be pulled from each terminal digit section as new records are added. Terminal digit filing does not change the numeric file labels, it just reorganizes the files in such a way that allows you to better manage your filing system.
Terminal digit filing uses groups of files, in which all the files in a particular group end in the same two numbers. Consecutive Classification Folders or files are arranged in a strict order from 1 onward. It is easy to understand 2. In this way the volume of records in each primary section is controlled and large gaps in the file which require back shifting of records is prevented. Such a system creates 100 separate groups numbered from 00 to 99. Then, the papers are placed in a strict numerical order. The activity uses primary digit filing rules in this activity.