How to be a Filing Success Story!

Did you know…records management accounts for 90% of your medical front office activity? Eighty percent of the cost to maintain records is spent in personnel time retrieving and replacing documents. By following these easy steps to set up your filing system, you’ll save time, money and effort with years of efficient and cost-effective filing! Click on the links to see products in each category.

Decide what you'll be filling.

Folder types.

Folder features.

File labeling systems.

Organizing with color.

File storage.

Filing accessories.

1. Decide what you’ll be filing.

• Size of documents
• Other materials in files, smaller or larger than standard documents
• Volume of material to be contained in each folder
• Where system will be stored (new or existing shelves/drawers)
• Any special needs of people accessing the files, such as disabilities or color perception difficulties

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2. Choose the proper file folder type.

Standard file folders are divided into these major groups:

1. End Tab is the most commonly used type, with identification on the side of the folder. These are stored in open shelves.
2. Top Tab has a much smaller area for identification, located on the uppermost vertical area of the folder. These are stored in traditional, drawer-style filing cabinets.
3. Pocket Folders are primarily End-Tab and provide secure storage for smaller loose documents and materials like x-rays.
4. Divider Folders have a larger capacity than standard folders, and include built-in dividers that separate areas of the file. This allows for organization of all patient records in one folder, no matter how extensive the history. These are available in both End and Top Tab styles.

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3. Other folder features worth considering.

1. The most common paper weights are 11, 14 and 18 point. Point weight is the paper thickness; the higher the paper weight, the stronger but stiffer the folder. Fourteen point folders are preferable over 11 point folders for files that will be accessed regularly. Eighteen point folders provide the longest service with the heaviest use.
2. Tabs should be reinforced for durability and scored or marked for label positioning.
3. Fasteners should be positioned where you plan to hole punch documents (on the top or side). Folders can be purchased with pre-affixed fasteners, or you can attach accessory fasteners to existing folders.
4. Pockets hold small documents, x-rays, etc. and can be purchased as part of a folder or added later as needed.

NOTE: OSHA stipulates that folders used in treatment areas can be cleaned. This eliminates the possibility of contamination from splashes or aerosols. Use plastic folders to comply with OSHA regulations in these instances.

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4. Select a file labeling system that’s right for you!

The two most popular file labeling schemes are Alphabetical and Numeric.

1. Alphabetical filing arranges files by name in dictionary order. Folders are identified with letter labels designating the first two or three letters of patient last names. This method is best for practices with less than 10,000 files. The advantage of using alphabetical labels is ease of retrieving files and minimal staff training requirements. A disadvantage is that new files will be added within the existing file set, causing the system to grow from the middle. Larger practices will need additional identification, such as color coding (see below).
2. Numeric filing organizes folders in sequential numeric order using labels to designate the patient account or insurance number. A four-number system is ideal. The advantages of this system are patient confidentiality and minimal potential for file duplication and errors. Numeric filing is expandable without disrupting the existing file set; new files are added at the end of the system. The disadvantage is the need for a cross reference to link the ID number to a patient’s name, adding a step to the retrieval process.
   NOTE: Avoid Terminal Digit and Alpha-Numeric filing schemes (not explained here). These are impractical for private practices with less than 25,000 records.
3. Other labels you’ll need for effective folder identification:
   1. Year labels indicate when a file was opened, updated, closed or the next year it will be referenced (instrumental in purging files)
   2. Month labels indicate month of next visit or payment follow up
   3. Name/account labels include patient’s full name or account name
   4. Individual letters for an alphabetic method, or
   5. Individual numerals for a numeric method

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5. Select a specific labeling system.

A labeling system is a series of labels that are consistent in size, shape and color. This promotes efficient folder retrieval and replacement. Uniform labeling also allows identification of misfiled folders. Popular labeling systems include SYCOM® and Barkley® (large, easy to read, single-color labels), Jeter® and Tab® (color bars with characters on white background) and Smead® (smaller month, year and alphabet/name labels save space on tab).

File labeling software programs, like Col'R'Tab®, allow you to print all of the file labels for a patient’s chart in one strip instead of individual labels. This greatly enhances folder labeling efficiency and assures perfect, uniform spacing. These programs use your office PC and print onto label strips using a laser or inkjet printer. Refill label sheets are purchased separately. Utilizing labeling software reduces the cost and storage concerns associated with purchasing individual labeling components.

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6. Pick a color – any color!

Color coding file folders is the single biggest step you can take to enhance filing efficiency. Office staff can recognize color or patterns more readily than individual numerals or letters. Most styles of folders are available in an array of colors. Colors can be used to identify:

1. First letter or number of file (Ex.: all “A’s” are blue, all “B’s” are yellow, etc.)
2. Groups of patients with same insurance or payment plans
3. Types of patients (especially useful for multi-specialty practices)
4. An individual doctor’s patients within a multiple practitioner office
5. Immediate identification of misfiles within letter or number blocks

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7. Storing your files.

Selecting a filing storage unit is the final step. When choosing your unit, have maximum dimensions and total linear footage requirements available (see below). Permanent storage units are available in two major categories. Filing Drawers/Cabinets are most useful for Top Tab folders. Open Shelf Systems are needed for End Tab folders.

1. Stationary Modular Storage Units mount against a wall and are available in configurations that can be expanded in both height and width by adding tiers or units.
2. Mobile Track Systems consist of two or more stationary units with at least one sliding unit in front that moves along floor-mounted track rails. The moving units allow access to back files while providing significantly higher file density in the floor space allotted. These can be expanded in height by adding tiers.

NOTE: Most permanent storage units require professional installation. Arrange this at the time of purchase to minimize office disruption.

Carefully consider where to place your storage system before you purchase. Measure the floor to ceiling height and the maximum floor area (length and width) that you can allow for your storage system. A minimum 30” unobstructed clearance is suggested around the storage unit on each side.

NOTE: Consider floor strength when deciding where to locate your storage unit. Keep in mind that any blockage of ductwork, outlets or electrical breaker panels will be permanent.

How many shelves/tiers do you need? Use this easy formula to figure out how many units to purchase. Take into consideration any estimated practice growth over the next 3-5 years when determining needed file storage capacity.
____________ x 0.035 x 0.33 = ______ 36” wide tiers
(# of patients)

That’s all there is to it! Try these other great tips and tricks to enhance the efficiency of your system.

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Outguides
An outguide should be used whenever a file folder is removed. It provides information about the location of the removed folder and makes replacement easier.

Color Coding Labels
Color coding labels are useful if you do not use colored folders. Solid labels can be placed on the tab or transparent color labels can be placed over existing account/name labels.

End Tab Conversion Kits
End Tab conversion kits convert Top Tab folders to End Tab style. This eliminates the expense of transferring file contents to new folders when converting to an End Tab system.

Chart Labels
Chart labels convey vital patient health alerts or insurance/payment plan information at a glance with no need to read registration forms or notes.

Transcription Labels
Transcription labels make it easy to add or revise exam information directly onto a form or folder, without disturbing the contents of the file.

Chart Divider Sheets
Chart divider sheets separate folders into sections. This allows immediate retrieval of vital information without going through the entire file. Divider sheets with pre-printed tabs are available for most common reports and procedures, or can be custom printed with your specific tab wording. Sheets install over fasteners, or can be self-adhesive.

Good luck with your filing system and look to the Sycom® brand to provide the efficient, time-saving products that will make your system a filing success story!

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