Exam 7: Numbering Filing Systems and Record Storage Circulation

A blend of the serial and unit numbering systems is known as ____________________.

Patient records are filed in one location in the filing system when a unit or serial unit numbering system is used.

Hillcrest Health System includes an acute care hospital, a nursing facility, and primary care clinics. All records are stored in the HIM department, thus making the file area very active. For scheduled visits to primary care providers, records must be requisitioned 24 hours in advance. This is a(n) ____ requisition.

A unit numbering system requires the retrieval of a patient's record from multiple locations in the filing system when previous records are requested by a physician.

Filing controls such as a ____________________ system and periodic audits of the files help to ensure accurate filing.

Health information departments create a ____________________ system to control the movement of records in and out of the file area.

In an alphabetic filing system, patient names are arranged by ____________________, then given name.

Preprinted information is commonly used on the outside of file folders. Describe the information that should minimally be printed on the folder.

The unit system of numbering is used at Sunny View Hospital. Tom Jones, admitted on January 3, received patient number 345678. The last number assigned by the admitting office was 456788. On February 3, Tom is readmitted. He should be assigned patient number

List the factors that should be considered when selecting file folders.

Top-tab folders are used for open shelf filing, and end-tab folders are used for lateral cabinets.

Summarize the advantages and disadvantages of an alphabetic filing system.

Chart tracking systems help to control the file area and facilitate accurate filing.

Social Security numbering systems are used in Veteran Affairs medical centers.

Tom Jones is admitted to Sunny View Hospital on February 3 and assigned patient number 123456. One year later, he is readmitted and assigned number 133890. The patient record from the folder labeled 123456 is renumbered as 133890 and filed in the newly created folder (also numbered 133890). Folder 123456 remains in the filing system with a note indicating the new patient number. The system being used is called

Sunny View Hospital is part of a large university hospital with a very active and congested file area. Records are filed and refiled throughout the day. Which filing system should be used to distribute the records equally in the file area?

A phonetic indexing system that allows surnames that sound alike to be filed together is known as ____________________.

In middle-digit filing, patient numbers should be limited to nine digits to easily divide the numbers.

Only authorized personnel should have access to file areas, and the file area should be secured when a file staff member is not in the file area.

Hillcrest Hospital uses terminal-digit numbering to file records and color codes only the primary number. Using the table below, what would be the color pattern for record number Number Color Bar 0 Orange 1 Red 2 Yellow 3 Purple 4 Light pink 5 Dark green 6 Dark pink 7 Light green 8 Brown 9 Black