We have 4 colored stickers on the tab end of the chart folder. Two are the year (i.e. 99, 00, 01, 02) - each year being a different color. When a patient comes in for the 1st visit of the new year, they fill out a new "info sheet" (also color coded) and the year stickers are attached to the chart. That makes weeding out old charts (we only keep 5 years back in the actual stacks in the office) a lot easier. The other 2 are the 1st two letters of the last name. Each letter in the alphabet is a different color (at least the ones that are relatively close together). The office staff does try to alphabetize, though. When anyone looks for a chart, if it's not exactly where it is supposed to be, we look a little bit left & right of the area. It is easy to see if something is misfiled by a lot because the color stands out of the group. If all the As are blue and all the Bs are red, a blue & green combo would stick out like a sore thumb. Of course, this may necessitate giving the file clerks a test for color blindness along with dyslexia <LOL>. -Diane, CNP > -----Original Message----- > From: [mailto:] On Behalf Of > Michael Sachs > Sent: Friday, February 15, 2002 4:06 PM > To: > Subject: Alternate Chart Filing Methods > > 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 > > > group. "http://www.pcc.com/lists/";