Do You Need a Better Filing System for Your Medical Records?

Medical records are detailed documents containing information about a patient's medical history, diagnostic tests and results, prescribed medications, doctors' notes, and other relevant information. As a medical professional, it's crucial to have an efficient filing system to reduce or completely eliminate errors that may seriously impact a patient's health and even jeopardize your career. The medical records must also be accurate to diagnose better and treat a patient, move the billing process quickly, protect your healthcare facility, and help with lawsuits. We suggest having custom folders equipped with helpful features to let you record, retrieve, and manage medical records.

Why It's Important To Have an Efficient Filing System

According to Johns Hopkins Medicine, medical errors are the 3rd highest cause of death in the US, and the errors are due to poor filing management. If you're a physician or dentist, we suggest having custom file folders with custom labels, custom medical charts, or color-coded files. It's easier to store medical records if you have customized folders with everything you need.

We have custom folders with built-in dividers, file back dividers, pocket dividers, custom print, and even barcodes. You can use our custom folders with added features to help you store other vital information such as consent documents, doctor's recommendations, patient signatures for referrals or discharges, and relevant investigations. It's essential to keep ALL documents and information pertaining to the patient as they might come in handy one day, in case one of your patients files a lawsuit. For example, if one of your patients wants out of the health care facility against your advice but later sues you, the documentation kept in the custom folders can acquit you of negligence.

How to Efficiently Organize Medical Records

Poor medical record management poses risks for the physicians, patients and the health care facility. It can also lead to a billing error that can be a problem during a billing audit. Below are a few tips to help you handle medical records better:

1. Make detailed patient notes to help you better diagnose and treat a patient's condition. Thorough notes can also protect you against malpractice accusations.
2. As much as possible, keep copies of all your patients' medical records. Back up your files, if you have electronic files. Also, back up your backup to ensure they don't get lost. Keeping a hard file in case there's downtime or computer issues can help.
3. Invest in custom folders to better store and manage patients' medical records. Customized folders and color-coded filing systems can significantly reduce the time it takes to retrieve a record. You can access information quicker, making you more productive and efficient. This can boost morale, keep the workforce engaged and improve service.

The key to more efficient medical records management is to define your procedures and policies clearly. Make sure your staff is fully implementing it to avoid errors. Investing in comprehensive and customized file folders also helps. Let us know if you need help with organizing your patients' records and we are more than happy to discuss the benefits of our customized folders. Call us if you have further questions.