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Unit 5 Identification systems, numbering and filing Questions & Answers

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The MPI is the most important index used by the HIM department. What do the letters MPI stand for? - ANSWERSMaster Patient Index What is an R-ADT system? - ANSWERSRegistration, Administration, Discharge and Transfer. What is a "duplicate medical record number"? - ANSWERSAn individual who alre...

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Unit 5 Identification systems, numbering
and filing Questions & Answers
The MPI is the most important index used by the HIM department. What do the letters
MPI stand for? - ANSWERSMaster Patient Index

What is an R-ADT system? - ANSWERSRegistration, Administration, Discharge and
Transfer.

What is a "duplicate medical record number"? - ANSWERSAn individual who already
has a medical record number and is assigned a new number by mistake.

What is "overlay"? - ANSWERSFailure to correctly identify and individual in an MPI .
Where a patient is assigned another patient's medical record number.

What is "overlap"? How does this happen? - ANSWERSWhen more than one medical
record number exists for the same patient within an enterprise at different facilities or in
different databases. Occur in organizations that have multiple facilities, such as multi-
hospital system, or can occur in health information mergers and an enterprise master
person/patient index EMPI is created.

What is *HIE? - ANSWERSHealth Information Exchange, used to describe both the
sharing of health information electronically among two or more entities and also an
organization that provides services to accomplish this information exchange.

What is NHIN, and what is its connection to HIE? - ANSWERSNational health
information network, increase the availability of health information to authorized
stakeholders in order to share information.

What is the responsibility of the HIM department in regard to the health record number
(medical record number)? - ANSWERSIntegrity of health record number assignment
and for ensuring that no two patients receive the same number. Also ensures that the
identification numbering system is such that all of the individual patient's records are
stored together or can be linked together.

Describe the serial numbering system. - ANSWERSPatient receives a unique numerical
identifier for each encounter or admission to a healthcare facility.

List the drawbacks to using the serial numbering system. - ANSWERSThe information
about the patient's care and treatment is filed in separate health records and at separate
locations. This makes retrieval of all patient information less efficient and storage more
costly

, Which numbering system is used most commonly in large healthcare facilities? -
ANSWERSUnit numbering system.

Describe the unit numbering system. - ANSWERSPatient receives a unique health
record number at the time of first encounter. For all subsequent encounters for a
particular patient, the health record number that was assigned for the first encounter is
used.

Describe the serial unit numbering system. - ANSWERSNumbers are assigned in a
serial manner, however during each new patient encounter, the previous health record
is brought forward and filed under the last assigned health record number. Creates a
unit record.

The method most commonly used as the unique identifier in the EHR is the: -
ANSWERSUnit numbering

When is alphabetic filing satisfactory to use? - ANSWERSVery small volume of records.

Why is alphabetic filing referred to as a direct filing method? - ANSWERSDoes not rely
on an index or an authority file and user can find a file by looking directly under the
name of the record

List 3 rules for alphabetic filing, as given by the text (Figure 8.3) - ANSWERSFile each
record alphabetically by last name, followed by first name and middle initial.
Last names beginning with a prefix or containing an apostrophe are filed in strict
alphabetical order, ignoring any apostrophes or spaces.
In hyphenated names the hyphenation is ignored and the record is filed.

Alphabetic filing is actually more involved than this. Rules as given in the 10th edition of
Health Information Management, by Edna Huffman, include: - ANSWERS1. Place
surname first, then given name followed by middle or maiden name or initial, and file in
strict alphabetical sequence.

2. Arrange names in alphabetical order like words in a dictionary, following letter by
letter to the end of the name and then by given name and initials. The telephone
directory serves as a ready reference when in doubt.

3. If there is more than one person with the same surname and given name the data
should be arranged alphabetically by middle initial. If no middle initial is given, the
names are arranged according to birth date, filing the oldest card first.

4. Names with prefixes of D', de, Des, Di, Du, La, Mc, Mac, Van, Von, etc., are filed
alphabetically and D'Armand (D-A-r-m-a-n-d), De Tarnowski
(D-e-T-a-r-n-o-w-s-k-i), etc.

5. Names beginning with St. as in St. Peter, are filed as S-a-I-n-t.

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