HI 205 Chapter7.4ed rev6 6-18

1. Chapter 7
Numbering &
Filing Systems
and Record
Storage &
Circulation

2. © 2019 Cengage®. May not be scanned, copied or duplicated, or posted to a publicly
accessible website, in whole or in part. 2
Transition to Electronic Patient
Records
• Many facilities are converting paper record
systems to electronic record systems.
• HIM professionals need to have knowledge of
numbering and filing systems as organizations
transition from paper to electronic systems.

3. © 2019 Cengage®. May not be scanned, copied or duplicated, or posted to a publicly
accessible website, in whole or in part. 3
Numbering Systems
• Serial numbering
• Unit numbering
• Serial-unit numbering

4. © 2019 Cengage®. May not be scanned, copied or duplicated, or posted to a publicly
accessible website, in whole or in part. 4
Filing Systems
• Alphabetic filing
• Numeric filing
– Straight filing
– Terminal-digit filing
– Middle-digit filing

5. © 2019 Cengage®. May not be scanned, copied or duplicated, or posted to a publicly
accessible website, in whole or in part. 5
Organization of Patient Records
• Centralized filing
• Decentralized filing

6. © 2019 Cengage®. May not be scanned, copied or duplicated, or posted to a publicly
accessible website, in whole or in part. 6
Filing Equipment
• Open shelf file
• Lateral file
• Movable/compressible file
• Power filing machines
• Vertical file
• Visible file

7. © 2019 Cengage®. May not be scanned, copied or duplicated, or posted to a publicly
accessible website, in whole or in part. 7
Open Shelf Filing

8. © 2019 Cengage®. May not be scanned, copied or duplicated, or posted to a publicly
accessible website, in whole or in part. 8
Lateral File

9. © 2019 Cengage®. May not be scanned, copied or duplicated, or posted to a publicly
accessible website, in whole or in part. 9
Movable File

10. © 2019 Cengage®. May not be scanned, copied or duplicated, or posted to a publicly
accessible website, in whole or in part. 10
Power Filing Machine

11. © 2019 Cengage®. May not be scanned, copied or duplicated, or posted to a publicly
accessible website, in whole or in part. 11
Vertical File

12. © 2019 Cengage®. May not be scanned, copied or duplicated, or posted to a publicly
accessible website, in whole or in part. 12
Visible File

13. © 2019 Cengage®. May not be scanned, copied or duplicated, or posted to a publicly
accessible website, in whole or in part. 13
File Folders
• Color-coding
• Fastener position
• Preprinted information
• Reinforcing, rounding, and scoring file folders

14. © 2019 Cengage®. May not be scanned, copied or duplicated, or posted to a publicly
accessible website, in whole or in part. 14
Filing Controls
• Charge-out system
• Chart tracking system
• Periodic audit of file area

15. © 2019 Cengage®. May not be scanned, copied or duplicated, or posted to a publicly
accessible website, in whole or in part. 15
Circulation Systems
• Pneumatic tube
• Dumbwaiter
• Conveyor belt
• Facsimile machines (fax)
• Computers

16. © 2019 Cengage®. May not be scanned, copied or duplicated, or posted to a publicly
accessible website, in whole or in part. 16
Security of Health Information
• Secured storage
• HIPAA regulations
• Record destruction by natural and
man-made disasters
• Electronic storage technology