The subject of mis-filed charts has been discussed on the list periodically
and we're having a bad time of it in the office (some of our office staff
seem to have true difficulty alphabetizing). I don't remember if this has
been discussed, but I read about the following filing technique:
File charts using only two criteria:
1) The first two letters of the last name
2) The first letter of the first name
So, for instance, patients with the last name "Smith", Smyth", "Smithson",
and "Smurf" would all be filed in the same line based on the first two
letters of their last name being "Sm". Then, let's say, the charts for
"Desere Smith", "David Smyth", "Derek Smithson", and "Dean Smurf" would all
be right next to each other, though the exact order of those four
particular charts in relation to each other would not matter - only that
they'd all be filed with other patients whose first name begins with "D"
and last name begins with "Sm".
For anyone who's not familiar with this technique I know it can sound
confusing (I've tried explaining it to my office staff and they look at me
kind of blankly), but it seems like it would make filing charts away MUCH
easier (only two criteria to worry about) and significantly reduce the
chances of mis-filing. Do any offices use this technique or have any other
suggestions on how to keep the chart rack better organized?
Thanks for any responses.
Michael K. Sachs, M.D.
General Pediatrician