Steps in the Filing Process

Click each number to learn more

Storing

Sorting

Coding

Indexing

Inspecting & Releasing

Steps in the Filing Process

Coding

Coding involves marking a document with an identifying phrase or symbol, such as the patient’s name or medical record number, to ensure it is filed correctly. Medical assistants should code documents by writing this information or highlighting key words to facilitate accurate filing. This step is essential for maintaining organized patient records and can be skipped only when returning documents to their already established file locations.

Inspecting & Releasing

Inspecting, or conditioning, ensures documents are ready for filing by removing fasteners and attaching smaller papers to standard sheets or using protective covers. Medical assistants must perform this step to maintain organized and secure patient records. After conditioning, documents should be released for filing, typically marked by a licensed practitioner to confirm they've been reviewed and are ready for the patient's medical record.

Indexing

Indexing involves carefully naming files, often using a numeric system to create patient record numbers, and verifying that color-coding and labels are accurate. Medical assistants must ensure that any changes in patient demographics are updated during this process. Cross-referencing files, by noting their locations in multiple places, helps ensure records are easily found, improving efficiency and accuracy in managing patient information.

Storing

The final step in the filing process is to store files neatly in the proper sequence within their folders. Medical assistants should ensure that charts are in good condition, replacing damaged folders and dividing bulky files into multiple, clearly labeled folders. Proper labeling and maintenance of file folders prevent information loss and make retrieval easier, enhancing overall efficiency in record management.

Sorting

When filing multiple documents or medical records, sort them in the order they are kept, such as alphabetically or numerically, to save time later. Medical assistants should use temporary storage like a file sorter folder if the items are not filed immediately. This practice ensures efficiency and organization in managing patient records.