Chapter 8 Storage of Business Records Copyright © 2011, 2006 Mosby, Inc., an affiliate of Elsevier....

Chapter 8

Storage of Business Records

Copyright © 2011, 2006 Mosby, Inc., an affiliate of Elsevier. All rights reserved.Copyright © 2011, 2006 Mosby, Inc., an affiliate of Elsevier. All rights reserved.


Storage of Business Records

OA variety of information generated in the dental office must be stored.

OThe administrative assistant is responsible for managing, maintaining, and storing both paper and electronic information.


Business Record

OA record is stored information on any media created or received by the office that is evidence of its operations or that has value requiring its retention for a period of time.


Methods of Storage

OTwo common methods of storage include:OComputer or electronicOManual filing


Types of Business Records to Be Stored

OClinical records

OFinancial records

ORadiographs

ODiagnostic models

OCorrespondence

OEmployee records

OOSHA records

OTax records

O Insurance records

OAccounts receivable and payable


Basic Steps for Filing

OFiling paper records should be done every 1 or 2 days.

OKeep records to be filed in a basket marked To Be Filed.

OFile electronic records immediately.OMake backup copies of all electronic

files as you complete them.


Preparing Records for Filing

O InspectingODecide whether the record should be

disposed of or retained.O Indexing

OMay be grouped by subject or alphabetically

OElectronic records are indexed by following a uniform procedure for naming the files.


Preparing Records for FilingOCoding

OAssign a code by highlighting, typing, or writing a caption on a paper record.

OGive an electronic file a name. OSorting

OArrange the records within a file.OPlace papers within folders in file

drawers.OElectronic files are sorted as you save the

files in the correct directory.


Preparing Records for Filing

OStoringOKeep in file drawers or boxes.OElectronic media, such as microfilm,

should also be kept in the correct place.


Special Adjuncts to Filing

OCross-referencingOWhen a record normally stored in a

specific location has been stored elsewhere, some form of cross-reference notation must be made to indicate the new location of the record.


Special Adjuncts to Filing

ORetrievalOWhen a record is removed from a file

and used in a different location, a “charge out” folder must be used. The charge out folder has the name of the individual or department that removed the folder and the date it was removed. Note: This is not common in a private dental practice but may be used in a large clinic or dental school.


Classification of Filing Systems

OAlphabeticONames are arranged from A to Z.

OGeographicOFiling is done by a territorial division

such as a state, city, or street.ONumeric

ONumbers are assigned to each new patientor account.


Classification of Filing Systems

OSubjectOPapers are arranged according to the

topicon which they are written.

OChronologicOFiling by date

OTickler fileOA look-forward file; reoccurring tasks

such as recall and office maintenance are organizedthis way


Storage of Electronic Files

ODental and word processing programs can be stored on the hard drive, disks, or tape.OMost dental offices using microcomputers

will store data on the hard drive.OHard drives must be backed up routinely

on a floppy disk, compact disk, zip disk, or jump drive.

OPay special attention to storage of diskettes; avoid dust, magnetic fields, extreme temperatures, liquids, and vapors.


Storage Equipment

OVertical file cabinetOLowest cost for two or four drawersONeed pullout drawer spaceOEnd up opening and closing all day

longOCan tip over if too many drawers are

opened


Storage Equipment

OLateral file cabinet OHigher costOThe longest

side opensOHas a shelf ORequires less

pull-out space


Storage Equipment

OOpen shelf filingOWorks well

with end tabs on records


Storage Equipment

OCard fileOGood for small cards, capital

inventory, or recallORotary file

OGood for quick reference


Paper Storage Supplies

OFiling supplies for paper storage may includeOFile guides

ODivide file drawer into sectionsOFile folders

OFor patient recordsOFolder labels

OColor coded for the name or date of last visit

OCross-referencingOWhen records relate to more than one

file topic


Storage Supplies for Electronics

OStorage units for disks or tapes OSmall plastic or fabric units that hold

one to five CDs or DVDsOPlastic or wooden desktop boxesORotary filesORing binders with vinyl pages that

have pockets


Managing Workstation Records Effectively

OOrganization is the key regardless of method

OQuick retrieval is important OCan use an offsite storage method like

a zip-drive to restore recordsOThese are portable.

Chapter 8 Storage of Business Records Copyright © 2011, 2006 Mosby, Inc., an affiliate of Elsevier....

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