Copyright Goodheart-Willcox Co., Inc.
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Unit 1 Health Informatics Career Pathway
The alphabetic system fi les records in order according to
the patient’s last name. File tabs or folders with a different
color for each letter group—for example, A to F is green, G to
L is yellow—can be used to quickly spot fi les that are out of
order (Figure 2.12). In this system, fi les are alphabetized by
the patient’s last name and then by the fi rst name when two
patients have the same last name. Electronic records systems
save time by automatically alphabetizing charts for storage.
The alphabetical system can cause confusion when two
patients have the same name. In such cases, the correct chart
can be retrieved by using the patient’s name and by checking
the date of birth and other personal information (Figure 2.13).
Numeric fi ling systems give each patient a unique
number. Most systems use six digits and charts are fi led in
numerical order. This avoids the problem of name duplication
and helps to protect patient privacy. It is important to write
numbers clearly, or type them onto labels, so that charts are
not misfi led. A poorly written 7 can easily look like a 1. This
system also requires a master index of patient names and
numbers so you can fi nd the correct chart when a patient
comes in for an appointment.
Healthcare facilities choose the system of fi ling that best
meets their unique needs. Systems other than alphabetic or numeric
include geographic, chronologic, and by subject. A geographic system
organizes fi les by location, such as state or city. This works well for a
mobile clinic whose patients live in several different areas. Chronologic
(krah-nuh-LAH-jik) fi ling is organized according to dates, such as years or
months. Research studies often use this system to record their progress.
Filing by subject, such as personnel fi les, inventory records, or accounts
payable, may be used for storing information other than patient charts.
Figure 2.12 Color-coding
is one effective method of
organizing files.
Figure 2.13 Alphabetic Filing Tips
Tip Patient Name File As
File by last name, then first name, then
middle initial.
Jon C. Byers Byers, Jon C.
Hyphenated names should be treated as one
word.
Gabriel Garcia-Marquez Garcia-Marquez, Gabriel
Abbreviated parts of names are filed as if
spelled out.
Susan St. Cyr Saint Cyr, Susan
Put professional titles and initials at the end of
the name. They are not part of the system.
Dr. Mai Vang, MD Vang, Mai, MD
Use birth dates for patients with identical
names. Usually, the most recent date is first.
Nicole M. Grimm
DOB: 10/22/1951
Nicole M. Grimm
DOB: 03/15/1979
1. Grimm, Nicole M. 03/15/1979
2. Grimm, Nicole M. 10/22/1951