Recently, other employees at the health care facility where you work were reprimanded for not filing documents correctly. Your supervisor has asked you to lead the other employees in a quick refresher course on filing. How would you explain this subject to your peers? How would you help them demonstrate an understanding of straight numerical, alphabetical, and terminal digit filing? How would you explain the appropriate filing techniques for patient records?

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To lead a refresher course on filing for your peers, it’s important to be clear, concise, and interactive. Here's a structured approach to conducting the session:

Introduction

  1. Purpose of the Course: Explain the importance of accurate filing in a healthcare setting, emphasizing patient safety, accessibility of information, and compliance with regulations.
  2. Objectives: State what you aim to achieve by the end of the session:
    • Understanding different filing systems (straight numerical, alphabetical, and terminal digit).
    • Knowing the appropriate filing techniques for patient records.

Overview of Filing Systems

1. Straight Numerical Filing

  • Definition: Organizing documents by assigning each record a unique number.
  • Example: Explain that if a patient’s file corresponds to a number (e.g., 12345), all files are grouped in sequential order by that number.
  • Demonstration: Use simple examples where you have a few patient ID numbers. Ask participants to arrange them in numerical order as a hands-on activity.

2. Alphabetical Filing

  • Definition: Organizing documents by the surname of a person or the name of a company (e.g., by last name).
  • Example: Present a few fictional patient names (e.g., Smith, Johnson, Brown).
  • Demonstration: Distribute name cards and have participants sort them in alphabetical order, discussing any challenges they faced and providing tips.

3. Terminal Digit Filing

  • Definition: A method where records are filed based on the last digits of a number, commonly used in healthcare.
  • Example: Explain a patient number such as 123-45-6789, where you would first sort by the last two digits (89), then the middle two (45), and finally the first three (123).
  • Demonstration: Provide a set of terminal digit files and allow participants to sort them, guiding them through the process step-by-step.

Appropriate Filing Techniques for Patient Records

  • Confidentiality: Emphasize the importance of keeping patient information confidential. Discuss privacy laws (like HIPAA in the U.S.) and the ethical obligation to protect patient data.
  • Labeling: Discuss the importance of clear labeling on files. Show examples of proper labels including the necessary information such as patient name, ID number, and relevant dates.
  • Consistency: Highlight the need for consistency in filing each type of document (for example, all lab results have a specific spot in a patient file).
  • Regular Audits: Encourage regular review of filed documents to ensure they are correctly filed and up to date.

Interactive Component

  • Group Activity: Divide participants into small groups and give each group a mix of documents to file using one of the discussed methods. Encourage collaboration and problem-solving.
  • Feedback Session: Invite groups to share their experiences, what they learned, and any questions they might still have.

Conclusion

  • Recap the Key Points: Reinforce the main filing methods and the importance of accuracy and confidentiality.
  • Provide Handouts: Give printed summaries of filing techniques and tips for future reference.
  • Q&A: Allow time for questions to clarify any remaining uncertainties.

Follow-up

  • Evaluation and Feedback: Finally, ask for feedback on the course and assess what they found helpful. This might include quizzes or a simple reflection on what they learned and how they plan to implement it.

By using a combination of explanations, demonstrations, and interactive activities, your peers will gain a better understanding of filing techniques and their importance in the healthcare environment.

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