records having the same primary and second group of
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 95s, 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 82s, 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
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:
Patients name (last, first, middle).
Sponsors grade or rate.
Patients FMP code and sponsors 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
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 patients 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