Questions and Answers
What is the difference between a numbering system and a filing system?
Numbering systems are methods used to assign medical record numbers to patients, while filing systems are methods used to file or retrieve medical records.
Name and describe the three types of numbering systems used for assigning medical record numbers.
Unit Numbering System, Serial Numbering System, Serial-Unit Numbering System.
What are the advantages and disadvantages of each numbering system?
Advantages of Unit Numbering include quick access; disadvantages involve needing to check under MPI. Serial Numbering allows easy assignments but complicates record retrieval. Serial-Unit combines both but requires old records to be retrieved.
Describe the Social Security Numbering System and its application.
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What is a pseudo-number and when is it used?
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Give examples of appropriate Health Information Management applications of alphabetic filing systems.
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What are the main rules for alphabetic filing?
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What are the advantages and disadvantages of the Straight Numeric Filing method?
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In Terminal Digit Order filing, identify the primary, middle, and tertiary digits.
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Why must the file room be divided into 100 sections when using the TDO filing method?
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Why must careful attention be paid to avoid assigning duplicate medical record numbers?
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Why is it important to avoid misfiles when filing medical records?
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How are medical record numbers assigned in paper-based and electronic medical record systems?
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What is the purpose of the Number Log?
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Study Notes
Numbering and Filing Systems
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Numbering System vs. Filing System
- Numbering systems assign medical record numbers to patients.
- Filing systems manage the organization and retrieval of medical records.
Types of Numbering Systems
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Unit Numbering System
- Patients receive the same medical record number for all admissions.
- Keeps all prior medical records in one location, offering easy access.
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Serial Numbering System
- Different MR# assigned for each admission.
- Each new number means separate files, making access less efficient.
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Serial-Unit Numbering System
- New number issued each time, old records are filed with the new ones.
- Combines aspects of unit and serial systems for better organization.
Advantages and Disadvantages of Numbering Systems
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Serial Numbering System
- Advantage: Newest number is quickly assigned without looking up MPI.
- Disadvantage: Information is scattered under different MR#s.
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Unit Numbering System
- Advantage: All records linked to one number for fast access.
- Disadvantage: Requires MPI look-up; database access needed by all clerks.
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Serial-Unit Numbering System
- Advantage: Next number is assigned, with old records in the same location.
- Disadvantage: Requires retrieval of old records for filing with current MR#.
Alternatives to Unit Numbering System
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Social Security Numbering System
- Uses Social Security numbers as MR#, but not recommended due to security and confidentiality concerns.
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Family Numbering System
- Assigns a family number with individual identifiers.
- Suitable for primary care clinics; changes in family structure can complicate this system.
Pseudo-Numbers
- Pseudo-numbers (9-digit) are assigned to patients lacking a Social Security number.
HIM Applications of Alphabetic Filing Systems
- Suitable for smaller medical offices (less than 5,000 records).
- Heavy reliance on alphabetic systems can lead to difficulty in environments with many similar names.
Alphabetic Filing Rules
- Last name first, followed by first name and middle name or initial.
- Identical names ordered by birth date.
- Treat prefixes as one word; disregard titles and initials when filing.
Straight Numeric vs. Terminal Digit Order (TDO) Filing
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Straight Numeric Filing
- Filed in exact chronological order; easy training, but prone to misfiling.
- Disorganized workflow in larger settings.
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Terminal Digit Order Filing
- Improves retrieval efficiency by reordering how numbers are read.
- Decreases misfiles but requires retraining staff.
Digits in Terminal Digit Filing
- Example: For the record number 247653, 53 is the primary, 76 is the secondary, and 24 is the tertiary number.
TDO Filing Room Organization
- The file room divided into 100 sections corresponding to possible tertiary digits, ranging from 00-99.
Importance of Unique Medical Record Numbers
- Duplicate MR# assignment hinders unique patient identification.
Filing Accuracy
- Misfiled records are difficult to access, highlighting the need for careful handling.
Assignment of Medical Record Numbers
- In paper-based systems, admissions staff assigns numbers using a log.
- Electronic systems automatically assign numbers at admission.
Purpose of the Number Log
- A chronological register for assigned and available MR#s, maintained by the HIM or Admissions Department.
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Description
Test your knowledge on the differences between numbering and filing systems in the context of medical records. This quiz covers the definitions, types of numbering systems, and their applications in healthcare. Enhance your understanding of how medical records are managed and organized.