SLG Chapter 13- Fillable

pdf

School

Front Range Community College *

*We aren’t endorsed by this school

Course

110

Subject

Mechanical Engineering

Date

Apr 3, 2024

Type

pdf

Pages

Uploaded by DoctorTreeTarsier48

MAP 110 Student Learning Guide Chapter 13 Medical Record Storage Systems VI.C.6 .a-c Review the four types of filing equipment typically used for patient records. Summarize the advantages and disadvantages of each. Filling Shelves Advantages: Doors can be locked for security, long/ extend the length of the wall or room, allowing for several people to to work in the file area at the same time. Disadvantages: Files that belong to the same patient, could be located in different sections, more time consuming, and greater chance of loss or damage. Type your responses in any color except black.

MAP 110 Student Learning Guide Filing Cabinets Advantages: Helps maintain patient confidentiality, provides better preservation of files, makes it less likely for non-authorized staff or other patients to access files, and saves space in the office. Disadvantages: For safety reasons, only one drawer can be pulled out at a time, which means that only one person at a time can access the file cabinet. Compactible Files: Advantages: Better option for offices with limited storage, can be stored close together to conserve space, can be rolled out into an open area, so that the staff can easily use them, and can be operated manually or electronically. Disadvantages: May be limited on how many people can access the filing system at one time. Type your responses in any color except black.

MAP 110 Student Learning Guide Rotary Circular Files: Advantages: Consumes less space, can be operated manually or electronically, large storage capacity, and can hold a wide range of items, such as hanging files, binders, folders, etc. Disadvantages: Limited access/users, one section available at a time, and takes more time to rotate through file sections to find what you need. Why is it important to have a secure filing system? Having a secure filing system maintains HIPAA privacy and security regulations, protecting patient health information from any disclosure, loss, or damage. Medical Record Storage VI.C.6 .a-c Dr. Smith starts a new practice. He has only 50 patients, so he keeps the patient records in a 4 drawer filing cabinet next to his office managers desk. When a patient comes in, he can quickly look through all the records to find the right one. Soon the doctor’s practice grows to 500 patients and his method of filing patient records no longer works for the office. What would your recommendation be to help the doctor? If space were limited, I would likely suggest a rotary circular file system, which has a large storage capacity for a wide range of different items, and would be a more private and secure option, especially if the doctor prefers to continue storing files near the front desk. However, if space permitted, file shelves, in a secured, separate room/ area away from the front desk could possibly be a better solution. Especially considering that if the doctor’s practice is growing, he’ll need more staff to assist him, and filing shelves would allow for more staff to access files at the same time. Type your responses in any color except black.

Your preview ends here

Eager to read complete document? Join bartleby learn and gain access to the full version

Access to all documents
Unlimited textbook solutions
24/7 expert homework help

MAP 110 Student Learning Guide Why is an efficient, accurate records system essential to good patient care and the efficient use of staff time? An efficient, accurate records system is essential because it reduces the risk of errors, damage, or loss of patient health information, allowing staff more information, time, and accuracy, which ultimately results in a more efficient and thorough patient care experience. Paper Medical Record Creation and Storage Worksheet What equipment is needed to create medical records? Computer, printer, fax machine, scanner/ copier, paper, printer, pens, highlighters, staples, paperclips, and file folders. What equipment is needed to maintain medical records? File folders, tabs, labels, hanging file folders, binders, file guides, out guides, and file sorters. What equipment is needed to store medical records? File shelves, file cabinets, compactible, or rotary circular files, storage boxes, permanent markers, and labels. What are filing index rules? Rules used as guidelines for the sequencing of files based on current business practice. List the filing index rules given in your textbook. 1. Individual Names: Last name is the first indexing unit, the first name is the second unit, and middle name is the third unit. If an initial is used instead of a name, the single initial is used as the entire unit. 2. Business Names: As written (on letterhead), each word is a unit. If “The” is the first word, it’s considered the last unit. 3. Hyphenations and Abbreviations: All hyphenated names are considered to be one unit; an abbreviated name is combined to form the unit. An abbreviated name, such as Wm. for William, is filed Wm, without the period. 4. Titles and Seniority Terms: Titles are usually disregarded unless they are used to distinguish a difference between two patients with the same name. If there are patients with the same name, and the title precedes the name, use the title as the fourth unit. Seniority terms such as Sr. or Jr. can be indexed as the last unit. If a male child has the same name as his father, he is considered Jr. until his father dies. He is a III if his father and grandfather have the same name. If II or III is used as a seniority title, the basic rule states that numbers can come before letters, so David Jones the III would be filed before David Jones Jr. Type your responses in any color except black.

MAP 110 Student Learning Guide 5. Prefixes: If the last name has a prefix, such as Van, Mc, or de, the prefix is part of the last name. It starts the first indexing unit. The prefixes Mc and Mac are usually filed in alphabetical order as part of the last name. 6. Names of Married Women: A woman may retain her maiden name as her last name, instead of taking her husband’s surname; she may also use both names and hyphenate them. She will always keep her first and middle name as part of her original name. A married woman’s name may take several forms. 7. Identical Names: If two names are identical, make sure you index them first under their names, location (city is the first unit, state is second, street third, and street number is lowest to highest in the fourth unit). This rule is used for businesses and individuals. Integrity of the Medical Record X.A.2 Answer the following question. You are the office manager of a medical clinic that has recently hired a recently graduated physician assistant Mr. Smith. A file has been missing for several days. You begin to reassemble the file by collecting copies of materials from other sources. Then Mr. Smith places the missing file on your desk. He has had it in his briefcase all the time. Explain to the doctor why it is important to protect the integrity of the medical record. Be sure to ask Mr. Smith what could be done to prevent this situation from happening again? It's important to protect the integrity of the medical record in order to comply with HIPAA security regulations. We are liable to store and protect patient health information from intentional or unintentional disclosure. In addition, their record could have been needed in an emergency situation, and not having it easily accessible could have created further risk/harm to the patient. He could have used an Out Guide, to indicate that a file was taken out of the filing system. If it were a written Out Guide, we could have easily traced the file back to Mr. Smith, as well as when he last accessed it. Improving the System Your alphabetic filing system works reasonably well, but there have been problems with records being misfiled. You are considering these options: adding color- coding, switching to a numeric system, and restricting the number of people who can return files to the system. Type your responses in any color except black.

MAP 110 Student Learning Guide Which option is most likely to solve the problem? I would consider switching to a numeric system, which may be quicker and easier in the sense that you don’t have to search based on color or finding its place within alphabetical order, it's simply arranged in numeric order from lowest to highest, based on when each patient joined the practice. Is it practical to implement? If it is, what would need to be done to implement this change? I think this would be a practical solution to implement, as it would not require as many additional supplies, compared to a color-coded system. We would need to create a master list of patient names and their corresponding medical record numbers. If not, is there another method that would be more practical to implement? Alternatively, you could consider reducing the number of people who can return files to the system. However, you do run the risk of back-up and overwhelming those responsible for this task, which could result in more errors and delayed access to certain files when needed. Type your responses in any color except black.

Your preview ends here

Eager to read complete document? Join bartleby learn and gain access to the full version