Canadian Health Information Management Association Practice Exam

In which filing system do misfiles occur more frequently?

1. Decentralized.

2. Middle digit.

3. Straight numeric.

4. Terminal digit.

The correct answer is: Straight numeric.

The straight numeric filing system is known to be the most prone to misfiles, primarily due to the way patient records are organized and accessed. In a straight numeric system, records are arranged sequentially based on patient identification numbers. This method requires staff to read and interpret long numerical sequences accurately, which increases the chances of filing errors, especially if the staff member is distracted or not fully focused. The need to focus on the complete sequence of numbers rather than just segments can lead to confusion, especially when multiple patients share similar numeric identifiers or when numbers are close together. Consequently, misfiles can occur if records are placed under the wrong number due to a simple misreading or oversight. In contrast, other filing systems, such as terminal digit or middle digit, use more structured methods that help minimize filing errors by distributing the numbers and making it easier to locate records. These systems often break down the sequence of identification numbers into sections, which assists in reducing the likelihood of errors as staff can focus on shorter sequences.