Numbering and Filing Systems Quiz

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.

The Social Security Number is used as the medical record number but is not recommended due to confidentiality issues. Signup and view all the answers

What is a pseudo-number and when is it used?

A pseudo-number is a 9-digit number assigned for patients who do not have a Social Security number. Signup and view all the answers

Give examples of appropriate Health Information Management applications of alphabetic filing systems.

Master Patient Index and medical offices with fewer than 5,000 records. Signup and view all the answers

What are the main rules for alphabetic filing?

File by last name first, followed by first name. Use birth dates for identical names and disregard titles. Signup and view all the answers

What are the advantages and disadvantages of the Straight Numeric Filing method?

Advantages: logical order and ease of retrieving consecutive numbers. Disadvantages: easy to misfile and transcribe numbers. Signup and view all the answers

In Terminal Digit Order filing, identify the primary, middle, and tertiary digits.

In the record number 247653, 53 is the primary number, 76 is the middle number, and 24 is the tertiary number. Signup and view all the answers

Why must the file room be divided into 100 sections when using the TDO filing method?

The tertiary digits in the TDO number range from 00-99, indicating there are 100 possible tertiary digit numbers. Signup and view all the answers

Why must careful attention be paid to avoid assigning duplicate medical record numbers?

If a number is assigned to more than one patient, they won't be uniquely identifiable. Signup and view all the answers

Why is it important to avoid misfiles when filing medical records?

If a record is misfiled, it may not be easily accessible. Signup and view all the answers

How are medical record numbers assigned in paper-based and electronic medical record systems?

In paper-based systems, admissions staff assigns numbers using a number log. In electronic systems, the system is programmed to assign the number. Signup and view all the answers

What is the purpose of the Number Log?

It is a chronological register of assigned or available numbers maintained by either the HIM department or Admissions Department. Signup and view all the answers

Study Notes

Numbering and Filing Systems

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

Unit Numbering System
- Patients receive the same medical record number for all admissions.
- Keeps all prior medical records in one location, offering easy access.
Serial Numbering System
- Different MR# assigned for each admission.
- Each new number means separate files, making access less efficient.
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

Serial Numbering System
- Advantage: Newest number is quickly assigned without looking up MPI.
- Disadvantage: Information is scattered under different MR#s.
Unit Numbering System
- Advantage: All records linked to one number for fast access.
- Disadvantage: Requires MPI look-up; database access needed by all clerks.
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

Social Security Numbering System
- Uses Social Security numbers as MR#, but not recommended due to security and confidentiality concerns.
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

Straight Numeric Filing
- Filed in exact chronological order; easy training, but prone to misfiling.
- Disorganized workflow in larger settings.
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.