Hunting for missing dental files is one of the most frustrating, tension producing tasks in a dental office. One of your main jobs will be to avoid this problem by keeping the files where they belong.
All charts should be in the main filing system A‑Z in the business office with several exceptions:
*Note re our active charts – We have a section of Mc files in front of the M’s
The colors on the side of the chart help to prevent misfiling. The first two letters of the client’s last name are each assigned a color. That means that the top color represents the first letter and the bottom color represents the second letter of the client’s last name. This system makes it easy to see a misfiled chart. The color won’t be consistent with the charts around it.
If a label is coming loose from a chart, take the time to type a new label and place it on the folder. It’s best not to tape the old label on ‑ it usually doesn’t hold.
If it’s hard to pull a chart out because there are too many charts in the section, talk to your team leader and thin them out. There should be at least four inches of empty space per shelf. Be very careful with the charts. Lost or misplaced charts are your biggest headache. By the end of the day, all charts should be where they belong.
Each evening the charts that have been pulled for the next day should be distributed to the providers. Providers want their charts near them so they can review the treatment planned for that client and make sure the proper instruments will be available.
When you are hunting for a chart here are some tips:
Please get with your dentist to find where each provider’s charts are kept.
To Print a Label for a chart: