Podcast
Questions and Answers
What is the primary responsibility of a health information professional/health record administrator?
What is the primary responsibility of a health information professional/health record administrator?
What is the major drawback of alphabetical filing?
What is the major drawback of alphabetical filing?
What is the primary advantage of numerical filing systems?
What is the primary advantage of numerical filing systems?
In a straight numerical filing system, what determines the order of record filing?
In a straight numerical filing system, what determines the order of record filing?
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What is a major concern in the management of health record services?
What is a major concern in the management of health record services?
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Why is it important to have an efficient health record service?
Why is it important to have an efficient health record service?
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What happens when alphabetical filing is used and two patients have the same name?
What happens when alphabetical filing is used and two patients have the same name?
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Why is alphabetical filing not recommended?
Why is alphabetical filing not recommended?
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What is the primary consideration in determining the filing system to be used?
What is the primary consideration in determining the filing system to be used?
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Which of the following is a disadvantage of microfilming?
Which of the following is a disadvantage of microfilming?
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What is the primary advantage of image-based storage systems?
What is the primary advantage of image-based storage systems?
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What is the purpose of written policies and procedures in record management?
What is the purpose of written policies and procedures in record management?
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Which type of record identification system is suitable for small files?
Which type of record identification system is suitable for small files?
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What is the primary consideration in choosing a record identification system?
What is the primary consideration in choosing a record identification system?
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What is a disadvantage of paper-based storage systems?
What is a disadvantage of paper-based storage systems?
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What is an advantage of image-based storage systems over paper-based storage systems?
What is an advantage of image-based storage systems over paper-based storage systems?
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What is the primary purpose of assigning a unique identifier to each patient's health record?
What is the primary purpose of assigning a unique identifier to each patient's health record?
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What is the primary concern with using alphabetic identification systems?
What is the primary concern with using alphabetic identification systems?
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What is the purpose of updating demographic information during a patient's subsequent admission or visit?
What is the purpose of updating demographic information during a patient's subsequent admission or visit?
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What is the primary function of the Master Patient Index (MPI)?
What is the primary function of the Master Patient Index (MPI)?
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What is the consequence of not having a unique identifier for each patient's health record?
What is the consequence of not having a unique identifier for each patient's health record?
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What is the purpose of tracking name changes in patient demographic information?
What is the purpose of tracking name changes in patient demographic information?
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What is the primary benefit of using a computerized record system for patient data management?
What is the primary benefit of using a computerized record system for patient data management?
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What is the final step in the registration process when a patient is discharged?
What is the final step in the registration process when a patient is discharged?
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Study Notes
Health Record Management
- The health information professional/health record administrator is responsible for establishing systems and procedures to ensure efficient production of health records for patient care, medico-legal purposes, statistics, teaching, and research.
Importance of Departmental Efficiency
- The health record department is judged on the efficient service it provides to the rest of the hospital or clinic.
- Health records must be readily available when required for patient care.
- Departmental efficiency and record control are crucial in health record services management.
Filing Systems
- Alphabetical filing is used when no health record number is assigned, and the patient's name is the only identifier.
- In alphabetical filing, records are filed by patient surname, then given name, and finally middle name or initial.
- Alphabetical filing is time-consuming, prone to errors, and not recommended for facilities with a large patient population and high patient turnover rate.
Numerical Filing Systems
- Numerical filing systems are used when a numerical record identification system is in place.
- There are two main types of numerical filing systems: straight numeric and terminal digit.
- Straight numeric filing involves filing health records in straight numeric sequence.
Record Identification Systems
- Each record must have a unique identifier, either alphabetic or numeric.
- The collection of patient identification data and assignment of a record number should be the first step of every admission or visit.
- Alphabetic identification uses the patient's name to identify and file the patient's health record.
- Accurate spelling of the patient's name is crucial, and a system should be in place to track name changes.
Disadvantages of Alphabetic Identification
- Patient confidentiality may be compromised since the outside of the record is identified only with the patient name, not a number.
Storage Options for Inactive Records
- Original materials can be stored in their original form, but this has drawbacks such as cost, space requirements, deterioration over time, and accessibility concerns.
- Microfilming is an alternative that reduces storage space requirements and is often acceptable as legal evidence, but it has drawbacks such as cost, accessibility, and possible fire hazard.
- Image-based storage systems involve scanning original records and storing digital images on optical disks, allowing for easier and faster retrieval of individual patient records.
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Description
Quiz on the role of health information professionals in managing health records, ensuring efficient production and availability for patient care, research, and more.
