Cart

#26 – Organize Client Charts

Client charts can grow over the years. Many of these pages are important to current treatment or important historical records necessary to protect us from malpractice claims. However, some pages can be thrown away. Here is a list of the pages that can be thrown away.

Thumbing through a disorganized file to hunt for a specific paper can be very frustrating, if papers are “all over the place.” To help avoid this frustrating, time consuming hunt, take the time to keep our files in proper order. When you open the folder there is a pocket on each side. Here are the papers to put on each side from front to back.

Client charts can grow over the years. Many of these pages are important to current treatment or important historical records necessary to protect us from malpractice claims. However, some pages can be thrown away. Here is a list of the pages that can be thrown away.

1. Old health hx.
2. Blue emergency sheets
a. Older than 2 years
b. Save all that have endo notes
3. All old treatment plans older than 5 years
4. Filled, old salmon sheets
5. Old green treatment work sheets
6. Thorough review exam forms (save med/dent history forms)

Once the useless pages are gone, go ahead and organize the remaining pages in the following areas ( 1 is at the front)

A. Inside left front pocket
1. Current medical/dental health history form (yellow)
2. Client release and consent forms
3. Insurance/financial information
4. Current formal treatment plan
5. Picture of Client
B. Right center pocket (front)
1. Current green worksheet for treatment plan
2. Current treatment
3. Current salmon appointment sheet

C. Left side center pocket (back)
1. Current Pink Sheet at the front
2. All old Pink or Green Hygiene Sheets

D. Inside right rear pocket (from front to back)
1. Current CMX Panoramic x-rays and BWX 4×6
2. Old Supporting paperwork- organized chronologically
a. Intra oral pictures
b. All lab slips
c. Blue emergency forms
1. Less than 2 years old
2. Used to record endodontic procedure
d. N.P. Exams, Fitness Reports, 5 year Reviews
e. Old formal treatment plans- less than 5 years old
f. Old yellow treatment sheets
g. Notes from physicians, hospitals, etc.
h. Sedation info.

2. Old x-rays