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. |