This is a costly process to the health organizations. This is also not as efficient for a file room that contains a small number of assigned numbers along with very large individual files some law firms and systems that contain a lot of sub-folders. If a centralised unit system is coupled with terminal digit filing in hospitals where the activity of all records is very great, efficient and improved service for the patient, doctors, and other personnel should be the result. Some commonly used methods include: alphabetical, straight numeric, terminal digit numeric, or by some category. These sections pretty much stay the constant so knowing the last two digits of the filing number means knowing the section of the file room that contains that record a number ending 50 will be in the middle of the file room etc. Terminal digit numbering and filing system usually involves six digits but health care practitioners are at discretion to adopt any number of digits.
Note the following example in a terminal digit file 66-31-06 98-11-38 98-99-50 67-31-06 99-11-38 99-99-50 68-31-06 00-12-38 00-00-51 69-31-06 01-12-38 01-00-51 The terminal digit method of filing is described using six numbers, but as mentioned earlier it can be adapted for using five, seven, or even nine digits. The file number can be used as a reference in future correspondence. If he is registered five times, he acquires five different medical record numbers. Sub categories can also be added to the above methods. As a result, this form of filing is often the choice of large hospitals. Advantages of terminal digit filing Misfiling is considerably reduced with the use of terminal digit filing. If the records are assigned a number in numeric order and continued activity is not a factor purging is easier.
The amount of digits that make up the chosen number will help to determine which system to use. An example of alpha-numeric filing at left shows a construction company using the alpha prefix of the state in which the construction site is located. . If an extra folder is added the label should be changed to indicate the total number of folders. It is safer and easier to use.
This is a new way at looking at a number and can be confusing. Since terminal-digit filing keeps files widely distributed by dividing them into 100 sections, it creates more space and helps prevent multiple personnel from crowding around a concentrated area. This is a very efficient way of filing for very large filing systems a standard in medical record departments because of the large amount of records in the system and the importance of quick, accurate access. As registration numbers are still assigned in straight numerical order, the work is evenly distributed amongst each staff in each section. Even if the tertiary digits are increased to three, e. Note the misfile - two files in the 45 section between subsections 21 and 22 that should be in the middle digit section 24 file numbers larger than six digits can also be filed in terminal digit order.
For example, one can read 450 instead of 415 which results in errors. Consecutive Classification Folders or files are arranged in a strict order from 1 onward. Although terminal digit filing is most often associated with health care and insurance organizations, it's also often used in government agencies and financial institutions. Alphabetic filing by patient names is more cumbersome and subject to more error than numerical filing. If the same color section is too large then the color-coding is inefficient. Gaps may occur on the shelves as records are pulled and forwarded. A more serious problem to straight numerical filing is that the heaviest filing activity is concentrated in the area with the maximum number of new records.
Without color-coding there is no quick and easy way of visually assuring of accurate filing. Because pretty much everyone knows how to count from lowest number to highest number training is minimal. Without color-coding, hundreds of look-alike folders require tedious, time consuming search effort. In retrieving a file, color recognition reduces look-up time. Usually maximum of 15 medical records may be issued to any doctor requesting for study. Color-coding is very effective with terminal digit filing. Organizations usually used color-coded labels on terminal digit files for easy identification.
One person, logically the Manager of medical records department, should be authorised to establish and maintain control over all filing procedures and record usage. If you decide to color-code then you want to choose digits to color that will have the same number long enough to form a pattern. Then, the papers are placed in a strict numerical order. Memorization of colors is not necessary; the color works as a flag which identifies position or meaning in a file sequence. The routine requests from the doctors or clinics are received through the medical record request form. This will also reduce the work load of the concerned retriever thus, by controlling the huge number of medical records taken out from medical records filing area. If the same color section is too large then the color-coding is inefficient.
For example, a file will be cataloged by both the patient name and a numerical value. Medical Record Request Form Routine requests for medical records from Specialty clinics or doctors performing study or research, should be delivered to the medical record department by a specified time of day fixed by Hospital administrator or by medial records policy. She may be reached by email at. When the medical record is returned back, it is rechecked with the medical records request form and sent for filing. This is a new way at looking at a number and can be confusing. Numerical filing systems aid in ordering various types of information and can be easily expanded.
For example: With unit numbering, each time Ravi arrived at the hospital for treatment, he would receive the first number he had been assigned —13650. Unit records are stored within the medical record department. When four staff are filing, the first staff can be responsible for terminal digit sections 00-24, the second for 25-49, the third for 50-74, and the fourth for 75-99. Since most files are filed in one of the demonstrated examples, you can easily adapt your file situation to color coding. In turn, time is saved and a company's work flow can run more smoothly than it would with an alternative filing system, such as an alphabetic one. Now that the record is in the primary section the next digits to file by in that section are the 1,000th and 100th digits middle digits.