What do we file?We file documents that are sent to us by other people or organisations. We also file records of all our organisational activities. These can be letters, memos, reports, financial records, policy documents, etc. Show When do we file?This depends on how busy your office is. In very busy organisations filing is done at least every day and usually first thing in the morning. In a small or less busy office you could file once or twice a week. Equipment used for filingFiling Cabinet - It is used to keep flat files and suspension or hanging files What files are used and how are they used?Clip folders - they are used for documents that need to be taken out very often; they hold documents tightly so that they do not fall out. Methods of filingThere are 5 methods of filing:
These ways of filing is called classification and means organising things that are alike, together. You can, however, combine some of these methods. For example, files that are kept together according to what they are about we say are subject filing but, inside each file the documents could be filed according to date order.
EXAMPLE OF A FILING KEY1. GENERAL ADMINISTRATION 1.A Correspondence 1.A.1 Director 1.B Operations 1.B.1 Rental, Postal Box, Telephones, Faxes, etc. 1.C Committees 1.C.1 Director's Reports 1.D Planning 1.D.1 Annual Planning Meetings 2. EMPLOYMENT/STAFF 2.A Procedures 2.A.1 Personnel Procedures 2.B Staff 2.B.1 Current Employees in alphabetical order (locked in Director's office) 3. FINANCES 3.A Financial Administration 3.A.1 Budget 4. FUNDRAISING 4.A Fundraising Administration and General 4.A.1 Fundraising Act 4.B Funding Agencies 4.B.1 List of Agencies 4.C Donor files 4.C.1 DMMA Foundation 5. TRAINING 5.A General 5.A.1 Reports - Training department What methods that can be used for filing patient information?Number and Filing Systems
Most healthcare facilities file their health records with a numeric filing system. There are three types of numerical filing systems that are utilized in healthcare; straight or consecutive numeric filing, terminal digit or reverse, and middle digit.
Which type of filing system is best used for filing patient charts?In general, most clinics use end-tab shelf filing systems to store patient charts. Shelf systems are the easiest to use, save the most space and are the least expensive to set up and maintain.
How are patient files arranged in an alphabetic filing system?Alphabetic Filing
Indexing units are pieces of information used to identify the correct filing location. The records are arranged alphabetically based on the first unit. All names that have exactly the same first unit are then arranged by the second unit, the third unit, and so on.
What are the 5 types of filing?There are 5 methods of filing:. Filing by Subject/Category.. Filing in Alphabetical order.. Filing by Numbers/Numerical order.. Filing by Places/Geographical order.. Filing by Dates/Chronological order.. |