Health Information Technologies & Processes

Backlog of paper filing

  • 1.  Backlog of paper filing

    Posted 08-09-2018 15:17
    Hi All:  This is a shot in the dark, but someone out there might have a great idea.  I work in a small Home Health office and we are still on paper records.  We are going electronic in December of this year.

    In the meantime, we lost our very organized file clerk about 3 weeks ago and paper has been piling up ever since.  We are short-staffed and busy, like many offices, so not much has been done with the piles of paper.  We have a temporary file clerk starting next week.

    Does anyone have a brilliant solution for dealing with large stacks of random loose sheets of paper? :)

    I would appreciate any ideas!  Thanks!

    Elizabeth Higgins
    Home Health Coder

  • 2.  RE: Backlog of paper filing

    Posted 08-09-2018 15:37

    Hi there,

    I don't think there is much that can be done except possibly going through them all and see if they are absolutely necessary to be filed or can be discarded. When I first started working in my job we had a tremendous backlog. I had many people involved in cleaning it up and offered OT. Once we were caught up it was smooth sailing. You definitely want all that in there before you start scanning. Good luck.



  • 3.  RE: Backlog of paper filing

    Posted 08-10-2018 12:03
    Thanks for the response, Karla.  We will just dig in and do what we can do until we go electronic.  It won't be soon enough!

    Elizabeth Higgins
    Home Health Coder

  • 4.  RE: Backlog of paper filing

    Posted 08-10-2018 12:47

    I hear you! Sorry I cannot be more helpful.


  • 5.  RE: Backlog of paper filing

    Posted 08-14-2018 11:19
    ​I don't know how varied the types of paperwork are, but we have an EHR that requires scanning large volumes of paperwork into.

    We sort each type of document out into similar types - screenings, questionnaires, paperwork provided by the patient, immunizations, etc.

    We then filter them down further into the exact same document.

    Then each "stack" is labeled with a tag or post - it with the nomenclature required and the location required in the EHR system.

    The time spent up front organizing is invaluable when it comes to accurate (and easy) entry into the EHR.

    I hope this helps!

    Sabrina Brasuell
    Health Information and Compliance Manager
    Community Health Alliance Reno, NV

  • 6.  RE: Backlog of paper filing

    Posted 08-20-2018 19:42
    i would suggest that you at least get the documents sorted down to the MR# or patient name level.  You can use an accordion numerical or alpha folder to sort them.  That way when you pull a chart you can also quickly look in the accordian folder to see if there are any loose documents that can be placed in the chart before the clinician reviews it.  If the stack is too big for an accordion type folder you can dedicate a file drawer with hanging folders to separate the documents accordingly.

    Years ago I worked in a very large academic medical center with a hospital and clinics.  Believe it or not, this facility would generate about 9' of loose paperwork per day.  My team was in charge of sorting these documents and filling them into the medical records.  We created filing bins on a wall where we sorted the documents based on terminal digit, from there they were filed one at a time into the central filing area.  I believe the main thing is to keep loose documents organized in a manner where you can easily find a documented if needed quickly.

    I hope this helps.  Good luck.

    Pamela Pareti, RHIT
    Health Information Management
    Slidell Memorial Hospital
    1001 Gause Blvd
    Slidell, Louisiana 70458-2987
    Office: 985-280-1705
    Fax: 985-280-8685