Unit 38 Numerical Filing

Basic Principles of Numerical Filing Filing is the systematic or orderly arrangement of papers, cards, or other materials so they are readily available for future reference. Materials to be filed, such as names of patients, are assigned a number. The numbers are then placed in order and filed according to numerical order.

Basic Principles of Numerical Filing Numerical filing systems require a cross-index or cross-reference list so the number assigned to a patient can be identified. Many health care offices create a patient database on a computer. Some health care agencies use a patient’s Social Security number for the numerical filing system because most patients know their Social Security number.

Standard Numerical Filing System One of the two main types of numerical filing systems. Numbers always go in order from small to large. Zeros are often used so that all of the numbers have the same number of digits.

Terminal Digit Filing System Second main type of numerical filing system. The last digits are used to group or file records. A series of charts ending in 24 would be filed as one group, and a series of charts ending in 28 would be filed as a separate group.

Numerical Filing Example: File these numbers in numerical order using the terminal digit numerical system: 01-654-28, 09-523-24, 07-733-24, 08-569-24, 23-411-28, 03-891-24, 00-678-28, and 23-408-28 First separate the numbers into two systems based on the terminal digits: 01-654-28, 23-411-28, 00-678-28, and 23-408-28 09-523-24, 07-733-24, 08-569-24, and 03-891-24

Numerical Filing Next put each system in correct filing order: 00-678-28, 01-654-28, 23-408-28, and 23-411-28 03-891-24, 07-733-24, 08-569-24, and 09-523-24 Now put the systems in order. Because the digit 24 precedes 28, the terminal system with 24 is placed first:

Practical Problem Put the following numbers in numerical order: 0073, 07589, 638, 0693, 00685, 729, 00764, 00067, 66429, 0641, 7051, 00071, 6423, and 0751.

Practical Problem Remember to disregard the “0” before a number when determining order: 00067, 00071, 0073, 638, 0641, 00685, 0693, 729, 0751, 00764, 6423, 7051, 07589, and 66429