Numbering Systems Flashcards
Numbering System
Patient records filed according to preassigned numbers
Serial Numbering System
Each time a patient is registered a NEW patient number is assigned, thus creating a new record
Unit Numbering System
Patient is assigned a patient number the FIRST time they are registered, and reassigned the same number per subsequent visits/encounters
Serial-Unit Numbering System
Patient receive a new number each time they are registered and records from previous visits/encounters are reassigned the NEW number
Alphabetic Filing System
Patient’s: Last Name, First name and Middle Initial are used for their records
Numeric Filing System
Methodology uses a number to file patient records
Straight Numeric Filing
Records are filed in strict chronological order according to patient number, from lowest to highest
Terminal-Digit Filing
Commonly used in healthcare facilities that assigns six digit (or longer) patient numbers because the number can be easily subdivided into three parts: Primary, Secondary, and Tertiary digits.
Middle-Digit Filing
A variation of terminal-digit filing, which assigns the middle digits as primary, digits on the left as secondary, and digits on the right as tertiary.
Centralized Filing
Organized patient records in one central location under the control of the facility.
Advantages of Centralized Filing
Responsibility for record keeping is easily identified
Effective use of equipment, supplies, space, and personnel is made
All information about a patient is organized in on location
Consistent services are provided to all users
There is improved security
Disadvantage of Centralized Filing
Records mahy be too remote from staff for adequate patient care
It can result in increased personal filing systems (i.e. ER stores copy of records to facilitate rapid retrieval)
It requires additional staff to handle filing and retrieval of records
It requires investment in more efficient filing equipment and/or automation
Decentralized Filing System
Organizes patient records throughout the facility in patient care ares under the control of the department that creates and uses them
Advantages of Decentralized Filing System
Records are located near providers that create and use them
No “extra” space is needed in the health information department to store files
Providers control filing and retrieval of patient information
Disadvantage of Decentralized Filing System
Confusion can occur regarding where patient information can be found
“Fragmented” documentation can result because information related to patient care is filed in multiple locations
Providers may not know how to properly maintain patient records
Lack of uniformity or consistency exists in record keeping and storage results
