Internal Chargeout Control

records having the same primary and second group of numbers exist. For example, SSNs ending with 45-6789, 50-6789, and 46-6789 would be filed in the order 45-6789, 46-6789, and 50-6789. In a properly developed and maintained terminal digit, color-coded and blocked filing system, it is almost impossible to misfile a record. A folder misfiled with respect to the left digit of its primary number, for example an 89 that has been inserted among the 95’s, will attract attention because of its different folder color. A folder misfiled with respect to the right digit of its primary number, for example an 89 that has been inserted among the 82’s, causes a break in the diagonal pattern formed by the blocking of the black tape that corresponds to the last digit of the SSN in each of the two number scales on the top and sides of the dental record jacket. When filing dependent records, you will have a “group” of records with the same SSN. In this instance, arrange the records in ascending number order by family prefix code (e.g., 01-, 02-, 03-, 30-). Internal Chargeout Control One of the largest problems a dental command can encounter with dental treatment records are misfiled, lost, or missing records. The personnel who are responsible for the maintenance and upkeep of the records can greatly reduce this incident from occurring by filing the records in the correct order and by using a chargeout form and chargeout guide, which are discussed next. CHARGEOUT FORM.—NAVMED 6150/7, Health Record Receipt (fig. 2-11), should be used for chargeout control of dental records. A receipt is prepared for each dental record established and should be filed in the record. The following should be recorded in each health record receipt when the treatment record is received: Patient’s name (last, first, middle). Sponsor’s grade or rate. Patient’s FMP code and sponsor’s SSN. Ship or station to which sponsor is assigned. Use home address for retired personnel and their family members and for those family members of active duty personnel when the sponsor is assigned duty out of the area. When a patient checks his or her record out, ensure the date block is filled out and that the member signs Figure 2-11.—NAVMED 6150/7, Health Record Receipt. his or her name and to what location they are taking the record. The completed chargeout form should be retained in the terminal digit file until the record is returned. Records charged out from the file should be returned as soon as possible after the patient’s visit, but not more than 5 working days. Addressees shall develop local procedures for the recovery of delinquent treatment records. CHARGEOUT GUIDE.—If open-shelf filing is used for dental records, a chargeout guide may be used in conjunction with the chargeout form. A chargeout guide is a plastic “folder” with a “pocket.” The chargeout form should be placed in the pocket and the chargeout guide placed in the file in place of the 2-19