Hard Copy Records

There are two reasons to retain certain hard copy records:

1. Hard copy backup of your records provides extra peace of mind, and
2. Maintaining transient patients in the computer is unnecessary.

Patient Charts

Patient charts are needed to hold the current x-rays, the last full survey, the signature on file release form (if applicable) and any HIPAA required forms.

Daysheet

At the end of each day, staple the bank deposit receipt to your Daysheet showing they balance. Keep your Daysheets in a folder as a hard copy backup to your records.

Transient Patient Record

If you create a patient record for every person who walks through your door, you could unnecessarily crowd your system with transient patients. If you are not filing the patient's insurance, sending a billing statement, recall notice, or birthday card, you can use the following technique to simplify your system.

To Set Up Transient Patients:

1. Label a file cabinet drawer: TRANSIENT PATIENT FILE. Only one set of alphabetical dividers is necessary for this drawer.
2. Create a single patient record in the computer with the name Transient Patient.
3. When a transient patient comes to your office, fill out the necessary acquaintance information and forms.
4. Any transactions that take place are recorded directly on the acquaintance form and in the Transient Patient record Family Ledger on the computer.
5. File the acquaintance form in the alphabetic dividers with any supplementary information stapled to it.
6. Use this hard copy form as the Patient Record. If the patient comes in for a regular check-up, a computerized patient record can then be created.