![]() Any misfiled record would break the color pattern and stand out, for example, when filing the name "Franklin," the letter F could be red and the R would be color-coded green. Alphabetical color coding Depending on the size of the practice, tabs are selected for the first, second, and sometimes third letters in the patient's last name and secured to the edge of the file folder for easy reference. Also, if an alphabetical entry is especially confusing, the telephone book, which is a classic example of alphabetical name filing, provides an excellent reference. alphabetical filing system The simplest and most popular filing method is by alphabetical name sequence, because it is easy to understand and does not require a cross-reference index. paper-based filing system systems have been around for years, and although electronic medical records are becoming the norm, most offices have some sort of paper files, so it is important to understand how a paper-based filing system is organized. ![]() Links to the patient's progress notes, where reminders can be recorded and later present as a reminder. ![]() Some options include: Built-in reminders that can be selected and set automatically for such things as patients' monthly blood pressure checks or annual physical exams.ĭrop-down calendars that allow reminder notes to be placed in certain dates, then pop up and appear on that date as a reminder. download Process of transferring data (file or program) from a central computer to a remote computer tickler file Chronological file system that calls attention to future dates of appointments or business matters a follow-up file that "tickles" the memory Most medical office computer systems include some type of electronic tickler file. ![]() If you use another employee's computer, do not move or alter files or change the screen format. Respect other employees' computer files the same way you do those kept in a desk file drawer. Never bring in portable storage devices (e.g., DVDs) from outside your office.Īlways back up files regularly to save data that might get lost through a breach of security. Never download (transfer data) public domain software, files from electronic bulletin boards, or other communications systems, because a virus can get into the office system. If you must write down your password, hide the paper and scramble what is written (Example 8-1). Never write down log-on sequences, passwords, or any other codes that regulate personal access to a system change your password periodically. electronic confidentiality guidelines Never leave any storage media (e.g., flash drive, DVD) unguarded on desks or anywhere else in sight.Īlways log off of the computer terminal before you leave your workstation. Another good practice is to select one backup per month to keep indefinitely. This verification can take 20% to 30% longer than an ordinary backup, but if a comparison is not made, there is no way to ensure information has been backed up properly. downtime Period during which a computer is malfunctioning or not operating correctly once a week have the computer compare the original records with the backup. backing up should be done periodically and at the end of the day back up Duplicate data file equipment designed to complete or redo an operation if primary equipment fails virus Hidden program that enters a computer by means of an outside source, such as software, CD, or online services can be harmless (flashing an on-screen message) or harmful (replicating itself throughout CD and memory, using up or wiping out data or memory and eventually causing the system to crash. It is important to sort email regularly so that you can determine what is important, label it, and file it so that it is easily found. Email files need to be managed the same way paper files are managed so that information can be easily retrieved. maintaining email files the medical office may get electronic mail from vendors, patients, government agencies, and other outside sources. Using such a system not only helps with quick retrieval but also saves space on the computer hard drive. Computerized file management systems are available to assist in arranging electronic files. Maintaining computerized reports Computer files can grow tremendously and then become unmanageable when the medical assistant tries to find a letter or report, especially when the patient is not registered with the office and reports or medical records are received in preparation for a scheduled visit.
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