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The organization of a practice's filing system depends on how files need to be retrieved. Alphabetic systems are the most common. Numeric systems are sometimes used in practices with patients who require a high level of confidentiality, such as those who are HIV-positive.

Color coding may be used to further identify files. In addition, special types of files, such as tickler files or supplemental files, are sometimes used.

The five steps in the filing process are inspecting, indexing, coding, sorting, and storing. Failure to follow each of the steps in order can result in misplaced or lost files.

Typically, only active files are kept in the practice's main file area. When patient records are determined to be inactive or closed, they are transferred to storage-either elsewhere in the office or outside the practice in a special storage facility. Files may be stored in a variety of formats: paper, microfilm or microfiche, or on the computer. Wherever files are stored and in whatever format, they must be kept safe and secure.

The amount of time that stored files are retained depends on legal, state, and federal guidelines. Offices manage the storage and destruction of files by developing a records retention program. Because even old files contain confidential information, they must be destroyed in an approved manner, not simply thrown away.








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