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Filing Equipment Reduction

FILING EQUIPMENT REDUCTIONS

Your department is in a stage of transition. Paper records are becoming a way of the past and the organization has been working on a project to move forward with an electronic health record. Now the electronic system is here. While most of the clinical documentation is now taking place in the EHR, paper documentation is still present in the form of loose filing. These documents must be scanned into the system and added to the appropriate electronic record. Your department is currently 4 days behind in scanning loose filing.

While your facility is sending most of the paper documentation to storage and only recalling charts when patients are readmitted, the facility is choosing to store the last 6 months of paper records in the department for ease of access. These records may be scanned into the system in the near future. Records older than 6 months are now moved to storage where they are stored until they can be destroyed. This is a large reduction in on-site storage, as your department has been keeping records on-site for an 18 month period.

• The average thickness of a medical record in your department is ½ inch. Charts of all types (outpatient, inpatient, ER, ancillary) were commingled in this research.
• The average thickness of loose filing per patient/record in your department is ¼ inch. There must be a separate shelving unit for holding loose filing.
• Each existing filing shelf holds 42 inches and each unit has seven shelves.
• The total physical measurement of each unit is 48 inches (the 6 additional inches is for metal sides and dividers.
• You will be eliminating unnecessary shelving units to make room for two industrial-sized scanners that you have just purchased. The scanners are 3’ x 3’ and require 3 feet of space in between them to allow enough work space.
• The average monthly discharges (including all visit types) in your facility is 1000. This number has been consistent for over 2 years.
• Your assistant director is requesting a separate short shelving unit for storing loose filing while it is in pre-scanning phase, post-scanning/pre-validation, and post validation phase. A separate shelf is needed for each step in this process. This unit would be the same depth and width as the others but will only have 4 shelves
• Shelf depth = 12 inches
• Aisles must be 3 feet between files

Steps:
1. How many inches of filing space do you currently have?
2. How many filing inches can each full-sized file unit hold?
a. ____________inches
3. How many existing units are there currently?
4. How many filing units will you need in order to accommodate only 6 months of records?
5. How many additional filing inches are needed for the loose filing?
6. Are you granting your assistant director’s request?
7. How many filing units are needed overall (short and tall combined)?
8. Will all of the units plus work space for the file clerks fit in the 600 square feet?

There are quite a few employees in your department that are concerned about the current transition to an electronic health record. Being the insightful and forward-thinking manager you are, write a memo discussing the benefits of moving to an EHR system (at least 5), which may include:

* decreased costs of storage and retrieval
* heightened quality of care to patients
* etc.

Construct the paragraph.

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Category: Sample Questions