Numbering and Filing Systems

A pseudo-number (9 digit #) is assigned for patients who do not have SS#.

-Master Patient Index -Medical office with less than 5,000 records. Minimal computerization and stable population. -Doesn't work in healthcare- too many similar names, or pts with exact same name.

-File by last name first, followed by first name, then middle name or initial. -If there is more than one person with identical last, fist and middle names, use the birth date, filing the oldest patient first. -File names with prefixes as one word. -File abbreviated names as if spelled out -FIle hyphenated names as one word -Disregard titles such as Revered or MD, and seniority -If an initial is given instead of a first or middle name, file \"nothing\" before \"something\"

Straight Numeric Filing- Records are filed in exact chronological order. 1) The advantages of straight numeric filing include: people are used to this \"logical\" order and training is easy easy to retrieve consecutive numbers for research or inactive storage. 2) The disadvantages, however, outweigh the advantages, particularly in large hospital health record departments. The disadvantages include: easy to misfile, one must consider all the digits of the number in order to file the record easy to transcribe numbers where one digit is wrongly written or read, for example: 1 for 7 easy to transpose numbers (reverse digits), for example, record number 194383 is filed as 193483 the highest numbers represent the newest, and therefore most active records, causing a concentration of record activity in one particular area of the file room, where these records are filed it is not feasible to assign filing responsibility to one clerk since most of the records and loose sheets are filed in the same area. TDO filing: A numeric filing system which reorders the manner in which the number is read and filed. Advantage:improve retrieval and filing efficiency. Even distribution of files. Clerks can be assigned certain areas. Misfiles less likely. Disadvantage: Must place numbers in new order, train employees on system.

Example. Record number 247653. 24-76-53. 53 is Primary number. 76 is middle number (secondary). 24 is tertiary (terminal).

The tertiary digits in the TDO number, will range from 00-99. There are 100 possible tertiary digit numbers a medical record could have.

If one number is assigned to more than one patient, each patient with that number will not be uniquely identifiable.

If a record is misfiled, it may not be easily accessible.

The number is always assigned at the time of admission. Paper-based- admissions staff assigns number using a number log. Electronic- System is programmed to assign the number.

Chronological register of assigned/available numbers. Maintained by either the HIM department or the Admissions Department.