Procedure 13-5:
Filing a Record Alphabetically
Objective: File a patient record in the correct order, using the alphabetic method for filing.
Equipment and Supplies: Patient record; alphabetic files
Affective Behaviors: Affective behaviors provide a professional approach to a skill that enhances
the patient encounter. These behaviors may also display sensitivity to a patient’s rights and
enhance communication. Pay close attention to these skills, which will be in bold, italicized font.
Skills Assessment Requirements
Read and familiarize yourself with the procedure. Complete each procedure within a reasonable
amount of time, with a minimum of 85% accuracy.
Documentation
Use the area below for any documentation needed to complete the procedure.
Name: ________________________________________
Date: _________________________________________
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Name: ________________________________________
Date: _________________________________________
POINT VALUE
= 3–6 points
= 7–9 points
GRADED
TRIAL
# 1
GRADED
TRIAL
# 2
NOTES
1. Locate medical record files or
medical record room.
2. Observe the name on the record
to be filed.
3. Records are filed in alphabetic
order by last name first, then
first name, then middle name or
initial. Each letter in the name is
a separate unit. Locate the set of
records containing the same last
name as the record to be filed.
4. Within the set of records
containing the same last name as
the record to be filed, locate the
records with the same letter of the
first name as the record to be filed.
5. Using the alphabet as a guide,
place the record to be filed after
the record that comes before it in
the alphabet but before the record
that comes after it in the alphabet.
6. A name with only an initial first
name is filed before a full name.
(Brown, H. is filed before Brown,
Henry.) The filing rule “Nothing
before something” is a useful tool
here.
7. Hyphenated names are treated as
one unit. (Mary Freeman-Smith is
indexed as Freemansmith, Mary.)
8. Disregard apostrophes. (Megan
O’Connor is indexed as Oconnor,
Megan.)
9. Titles and initials are disregarded
for filing, but placed in
parentheses after the name.
(Dr.Beth Ann Williams is indexed
as Williams, Beth Ann, [Dr.].)
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POINT VALUE
= 3–6 points
= 7–9 points
GRADED
TRIAL
# 1
GRADED
TRIAL
# 2
NOTES
10. Married women are indexed using
their legal name. The husband’s
name can be used for cross-
referencing.
11. Seniority units, such as Jr. and Sr.,
are filed in numeric order from first
to last.
12. Numeric seniority terms are filed
before alphabetic terms.
13. After placing the file between the
two records before and after it in
the alphabet, check once more to
be sure the file is properly placed.
14. If there is a marker or out-guide
in place of the removed record,
then take out the marker when
replacing the file.
GRADING
Points Earned
Points Possible 102 102
Percent Grade (Points Earned/
Points Possible)
PASS: YES
NO
N/A
YES
NO
N/A
Instructor Sign-O
Instructor: ______________________________________________ Date: _________________________
Name: ________________________________________
Date: _________________________________________
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