What are the problems with the traditional file environment file maintained separately by different departments?

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Terms in this set (18)

Figure 6-1 in the textbook shows the data hierarchy. The data hierarchy includes bits, bytes, fields, records, files, and databases. Data are organized in a hierarchy that starts with the bit, which is represented by either a 0 (off) or a 1 (on). Bits can be grouped to form a byte to represent one character, number, or symbol. Bytes can be grouped to form a field, such as a name or date, and related fields can be grouped to form a record. Related records can be collected to form files, and related files can be organized into a database.

A DBMS can reduce the complexity of the information systems environment, reduce data redundancy and inconsistency, eliminate data confusion, create program-data independence, reduce program development and maintenance costs, enhance flexibility, enable the ad hoc retrieval of information, improve access and availability of information, and allow for the centralized management of data, data use, and security.

Sets with similar terms

Small businesses accumulate various types of data, such as financial information related to revenues and expenses and data about employees, customers and vendors. Traditional file organization describes storing data in paper files, within folders and filing cabinets. Electronic file organization is a common alternative to paper filing; each system has its benefits and drawbacks.

Data Security

Traditional file organization has security advantages over electronic filing, but it also has its disadvantages. Electronic files are usually accessible on a network, which means it's possible for an unauthorized person to gain access to electronic data over the Internet through hacking methods. Electronic data can also be damaged by software security problems like computer viruses. On the other hand, paper files can be lost in fires and floods, but electronic data is easy to backup in multiple locations, reducing the potential for permanent data loss.

Complexity

A traditional file approach is less complex than electronic systems, which can make it easier for untrained people to access and manipulate data. Anyone can look through alphabetized filing cabinets to find a file. Locating and manipulating an electronic database information may require technical training, and user error can result in unintended alterations or data loss.

Access Time in a Traditional File Environment

One of the primary disadvantages of an traditional file environment is the time it takes to access data. It can take minutes if not hours to locate a few files in a large paper filing system. Electronic databases allow for almost instantaneous access to information. Faster data access time can increase the productivity of managers, analysts, accountants and other workers who use data on a regular basis.

Editing and Communication

A traditional file system is cumbersome in that it does not allow users to easily edit files or send information to others. Paper files often cannot be edited directly, forcing users to make new copies to update old files. To distribute data on paper files, users must mail, fax or scan the data. Databases allow users to edit information fields directly, and because information is stored digitally, it is already in a form that can be easily transmitted.

Order of Data

Data can get out of order in traditional filing systems. If someone accidentally puts a file in the wrong place, or takes a file out of a cabinet and forgets to put it back, it can lead to lost data or the creation of additional copies of files. Electronic filing systems allow users to quickly check whether information already exists somewhere in the system, which helps avoid problems like redundant files and data loss.

• What are the problems with the traditional file environment?
• What is a terminal digit filing system?
• What are the types of medical filing system?
• Who is the legal owner of the information stored in a patient’s record?
• How long should the medical records of minors be retained?
• How are Ehrs usually stored?
• What is the process called that improves the accuracy of clinical records?

What are the problems with the traditional file environment?

Problems resulting from the traditional file environment include: Data redundancy: duplicate data in multiple files, leading to data inconsistency, different values used for the same attribute. Program-data dependency: Changes in programs requiring changes to the data. Lack of flexibility.

What are the problems of managing data resources in a traditional file environment?

Over time, this traditional file management environment creates problems such as data redundancy and inconsistency, program-data dependence, inflexibility, poor security, and lack of data sharing and availability.

What is the traditional file system?

The traditional filing system (TFS) is a method of storing and arranging computer files and the information in the file (data). Basically it organizes these files into a database for the storage, organization, manipulation, and retrieval by the computer’s operating system.

What is a terminal digit filing system?

Terminal digit order: A system of filing using a six-digit number (or higher) that is divided into three parts, whereby the last two digits are considered primary. Secondary digits: The middle two digits in the number.

Which two filing systems are used to file medical records?

If a numerical record identification system is used, then a numerical filing system is used. There are two main systems of filing records numerically: straight numeric and terminal digit.

What is the numeric filing system?

A system for organizing records through the use of numbers that appear on the materials. A system to classify materials using numbers as headings.

What are the types of medical filing system?

There are three types of numerical filing systems that are utilized in healthcare; straight or consecutive numeric filing, terminal digit or reverse, and middle digit.

Why is it important to completely remove a file from the drawer in order to file correctly?

Why is it important to completely remove a file from the drawer in order to file correctly? *If not done, it could lead to misfiling.

When can a physician destroy a patient’s file?

In general, physicians can destroy the records of deceased patients after five (5) years from the date of death.

Who is the legal owner of the information stored in a patient’s record?

Who is the legal owner of the information stored in a patient’s record? Who ultimately decides whether a medical record can be released? The patient owns the medical record.

What is the difference between a direct filing system and an indirect filing system?

What is the difference between a direct filing system and an indirect filing system? direct filing allows records to be located by directly going to the files; indirect filing has better security & makes it difficult for people unfamiliar with the coding system to gain access to specific records.

What is a direct filing system?

Direct Filing System. A filing system in which materials can be located without consulting an intermediary source of reference. Gleaned. Gathered bit by bit (e.g. information or material); picked over in search of relevant material. Indirect Filing System.

How long should the medical records of minors be retained?

seven years

What is an Outguide?

Outguides are a helpful filing system tool to identify and control x-ray files that have been removed from the filing area. When a file is removed or “checked out,” an outguide is used in its place to alert personnel that the file is being used.

What is an Outguide used for in filing quizlet?

How is an outguide used when filing medical records? An outguide is placed in the medical record files when a file folder has been removed to identify the individual for whom the record was removed or the current location of the record.

How are Ehrs usually stored?

Terms in this set (27) The medical record belongs to the physician and the facility but the information belongs to the patient. Most medical offices use source- oriented format to organize their medical records, the alphabetic filing system to arrange records and shelf filing units to store the medical records.

What steps would you take when a patient’s chart Cannot be located?

what steps would you take when a patients chart can not be located?…

• remind patients of appointments.
• keep track on patients who missed or canceled appointments.
• note tests patients made need to schedule.
• note prescription refills.

How do you correct an error on a patient’s chart?

Proper Error Correction Procedure

1. Draw line through entry (thin pen line). Make sure that the inaccurate information is still legible.
2. Initial and date the entry.
3. State the reason for the error (i.e. in the margin or above the note if room).
4. Document the correct information.

What is the process called that improves the accuracy of clinical records?

In the United States, billing departments are increasingly turning to clinical documentation improvement systems (CDIS) to improve the accuracy of clinical documentation and help ease transition to the ICD-10 diagnosis coding language.

What are the preferred steps for filing medical documentation?

The preferred order for steps in filing medical documentation is: Inspect, index, code, sort, file.

What are the problems with traditional data management?

What are the drawbacks with traditional file environment?

What are the problem with traditional file system how it is different from DBMS explain various keys of a relation?

What are the problems associated with file systems?