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Centralized Unit Health Record (UHR) Filing System

Centralized Unit Health Record (UHR) Filing System 2025

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The document outlines the policies and procedures for the Centralized Unit Health Record (UHR) Filing System within the California Department of Corrections. It emphasizes the importance of maintaining accessible and organized health records for patients, detailing filing methods using a terminal digit system, guidelines for securing records, and conducting regular audits to ensure accuracy and availability of patient information. The document also includes specific instructions for HRS staff on managing records, tracking missing files, and ensuring proper identification of patients.

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Click ‘Get Form’ to open it in the editor.
Begin by entering the patient's CDC identification number, which consists of an alpha letter followed by a 5-digit number. Ensure accuracy as this is crucial for proper filing.
Organize records using the terminal digit filing system. Start with the last two digits of the CDC number, followed by the first three digits, and finally the alpha letter.
Utilize color-coded folders for easy identification of records based on terminal digits. This will help prevent misfiling and streamline retrieval.
Insert file unit guides at the beginning of each two-digit section to maintain organization and facilitate quick access to records.
Regularly audit your filing system by reconciling patient lists with physical records to ensure all documents are accounted for and correctly filed.

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What is the best way to file medical records?

Make a three-ring binder: Create a three-ring binder of current medications, vaccination history and recent blood test results. Taking this to appointments helps me answer commonly asked questions and prevents duplicate blood tests. Keep a list of questions: Keep a running list of questions for your doctor.

What is the most efficient filing system for medical records?

If youre searching for an efficient filing system, consider Kardex Visitrays. This system is a game changer for medical offices that want to stay on top of their document organization.

What is the best EHR system?

Compare the best EHR software (2025) by features, pricing, practice size, and more Epic EHR. Epic Featured. Sunrise EHR. Veradigm (formerly Allscripts) PrognoCIS. iKnowMed EHR. CGM Aprima. Practice Choice (LEGACY SOFTWARE) Tebra. Azalea Health EHR.

What are the three types of EHRs?

Below, we break down the primary types of EHR systems: On-Premise EHR Systems. On-premise EHR systems are hosted on local servers within your facility. Cloud-Based EHR Systems. Cloud-based systems store data securely on external servers managed by a vendor. ASP EHR Systems. SaaS EHR Systems. Open-Source EHR Systems.

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