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 Which of the following names would be filed last when using alphabetic filing?The names of individuals are indexed alphabetically by using their last names first, their first names or initials, and finally their middle initials or names. An initial or name using just one letter comes before a complete name starting with the same letter.
In what order are documents filed into the medical record?The straight filing system is also referred to as the consecutive filing system. Patient records are filed in strict chronological order according to patient number from lowest to highest. It is a common practice that medical record numbers contain six digits.
Which of the following is the most common method for filing paper records in the medical office?What is the most common method used to organize a new paper medical record for a patient? Most medical offices use source- oriented format to organize their medical records, the alphabetic filing system to arrange records and shelf filing units to store the medical records.
What is the first indexing unit in alphabetic filing?What is the first indexing unit if an alphabetic filing system is used? Patient's last name.
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