| A | B |
|---|
| accession book | A book containing a list of consecutive numbers used to assign each patient a number in practices where a numeric filing system is used. |
| active files | Those records belonging to patients currently seeing the physician. |
| AHIMA | (American Health Information Management Association) National organization that serves health information management professionals, keeps professionals current with legislation, and provides consumers of health services with topics or interest to them. |
| alphabetic filing | A system of filing whereby documents are kept according to names, titles, or classifications in alphabetic order. |
| ARMA | Association of Records Managers and Administrators) An international association that includes among its members information managers, archivists, librarians, and educators; sets standards for filing, record retention, and other aspects of records management. |
| closed files | The records of those patients who have moved away from the area, died, or who have terminated their relationship with the physician. |
| coding | The placing of a number, letter, color, or underscore beneath a word to indicate where a document should be filed, |
| color-coding | Organization of files according to a system of colored file folders. |
| cross-reference sheet | The indication, made on a sheet of paper or card, of other files where a copy of a particular document may be found. |
| cuts (tab cuts) | Positions of tabs on folders. |
| dead storage | An area reserved for records that have been closed or that must be stored permantly; usually physically separate from where active files are kept. |
| folders | Containers used to hold those items that are to be filed; frequently made of a sturdy material to withstand handling. |
| guides | Rigid dividers placed at the end of a section of files to indicate where a new section or category of files begins. |
| inactive files | The records of those patients who have not seen the doctor for six months or longer. |
| indexing | The process of selecting the name, title , or classification under which a document or item will be filed. |
| inspecting documents | The act of checking each item received for filing to be sure that the information is complete and that the item is in good physical condition. |
| labels | Oblong pieces of paper, frequently adhesive, used to identify a file by title or subject. |
| lateral files | Drawers or shelves that open horizontally where files are arranged sideways from left to right instead of from front to back. |
| micrographics | The process of storing records in miniaturized images, usually in a microfiche sheet or ultrafiche format, viewed on readers that enlarge the image. |
| mobile -aisle files | Open-shelf files that are moved manually or by motor. |
| numeric filing | A system of document storage in which each patient is assigned a number. |
| open-shelf files | Shelves that hold files, may be adjustable or fixed, and may extend from floor to ceiling; shelves accept files placed sideways with identifying tabs protruding. |
| out guide | A card placed as a substitute for for a file folder; serves to indicate that a file has been removed. |
| patient medical record | The accumulation of all data pertaining to the patient; in addition to medical data, contains patient's personal information and assignment of benefits form. |
| records management | The systematic control of the steps in the life of a record, from its creation through its maintenance to its disposition. |
| releasing | The indication, by initial or by some other agreed upon mark, that a document has been inspected, acted upon, and is ready for filing. |
| retention | The length of time that records are kept; regulated in many cases by state law; also regulated by Medicare regulations. |
| rotary circular file | A small desktop file designed to rotate, thus permitting the use of both sides of an index card. |
| sorting | The arrangement of documents in the order in which they will be filed. |
| storing | The actual placement of an item in its correct place in a file; also called "filling." |
| subject filing | A system of document storing whereby the placement of related material is alphabetic by subject categories. |
| tabs | Projections that extend beyond the rest of the file folder so that the folder mey be labeled and easily viewed. |
| tickler file | An arrangement of index cards by months and by days within the month, used as a reminder for follow-up actions |
| vertical files | Drawer files, contained in cabinets of various sizes; files are arranged from front to back. |
