Files and Clinics Policy Manual
Health Information Management
LSU Health Sciences Center-Shreveport, LA
Policy: F-10-FCL
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Reviewed: 8/08, 12/08, 2/13
Revised: 10/12
FILING LOOSE REPORTS
Purpose:
To ensure that all information is filed accurately and available at the time of patient care services.
Policy:
All loose reports received are sorted and lined up in strict terminal digit order for filing on first and third
shift.
Procedure:
1.
Locate, in the active file room, the medical record number section of the loose report to be filed in the
patient's medical record.
2.
Locate the patient’s medical record folder using the medical record number documented on the report
using the terminal digit filing system.
3.
Verify the patient's name and medical record number by comparing the information on the loose
report against the patient identifying information on the folder.
4.
Remove the medical record completely from the shelf and place the document under the correct tab
(lab, x-ray, radiology, etc.). All loose reports must be bound securely in the chart prior to placing the
chart back on the shelf.
5.
Verify the patient’s name and other identifiable information using CLIQ, the EHR and SoftMed chart
location system to ensure consistency system wide.
6.
Correct any erroneous or illegible medical record numbers and file the information promptly according
to the above procedures.
7.
If a chart cannot be located in any of the HIM areas and if the chart is not signed out to any ancillary
area; prepare a replacement folder using the procedure for “Preparing Replacement Folders” for
charts not located.
* Instructional Note: Replacement Chart should be made as the last alternative; a Supervisor or
Manager should be consulted prior to making a “Replacement Folder”.
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