You're the new supervisor for the filing area of the health information management department. You notice a large rate of misfiles using the terminal digit filing system.What is the best approach to address the problem?
A. Eliminate the terminal digit filing system.
B. Implement an alphabetical filing system.
C. Color code the medical record folders.
D. Stop the use of the out guides.
My answer is A, eliminate the terminal digit filing system. However, i am totally lost.
Please help?
Hmmm! I'd want to do both A and B.
To address the problem of a large rate of misfiles using the terminal digit filing system in the filing area of the health information management department, the best approach would be to implement the following steps:
1. Assess and analyze the cause of misfiles: You need to investigate the root cause of the misfiling issue. Is it due to staff error or lack of understanding of the terminal digit filing system? Are there any issues with the filing procedures or training?
2. Provide proper training: If the misfiling issue is due to staff error or lack of understanding, it is essential to provide comprehensive training to all the employees. This training should include the principles and procedures of the terminal digit filing system, emphasizing the importance of accuracy and attention to detail. It can also include practice scenarios and examples to ensure comprehension.
3. Implement quality control measures: Establish mechanisms to review and verify the accuracy of filed documents regularly. This can involve spot-checking files, having a second person cross-check filed documents, or conducting periodic audits to identify and rectify misfiles.
4. Improve labeling and organization: Ensure that the folder labels are clear, easy to read, and properly placed on the folders. Additionally, establish standardized filing procedures, including guidelines on how to handle duplicate or missing files. Clear instructions and visual aids can significantly reduce the chances of misfiling.
5. Address any technology or system-related issues: If the misfiling is due to issues with the terminal digit filing system software or hardware, work with relevant IT personnel or vendors to resolve the problems. This may require system upgrades, bug fixes, or streamlining the user interface.
6. Monitor and track progress: Establish a monitoring system to continuously evaluate the effectiveness of the implemented measures. Regularly review and analyze misfiling rates and make adjustments as necessary.
It is important to note that eliminating the terminal digit filing system (option A) should be the last resort. Terminal digit filing has proven to be an effective system and is widely used in many healthcare organizations. By following the above steps, you can address the misfiling issues and improve the efficiency and accuracy of the terminal digit filing system in your department.