US1010895A - Recording, filing, and account-keeping system. - Google Patents

Description

, 11. 11. GRAPE'.

RECORDING, FILING, AND ACCOUNT KEEPING SYSTEM. 4 l APPLIoA'rmn H Lnn um. 9, 1.911. f l l 1,010,895. f Patented Dec. 5, 1911.

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- y H. 11. GRAF?. RECORDING, FILING, AND ACCOUNT KEEPING SYSTEM.- APPLICATION FILED AUG. 9, 1911.

1,010,895. j Patented A111m. 5, 1911.

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. sectional view HARRY H. GRAFF, OF

i REGISTER COMPANY, 0F ALLIANCE, OHIO, ACORPORATION OF OHIO.

RECORDING, FILING, AND ACCOUNT-KEEPING SYSTEM. i

Specification of Letters Patent.

Patented Dee. 5,k 1911.

Application led August 9, 1911. Serial No. 643,201.

To all whom it may concern: Be it known that I, HARRY II. GRAFF, a citizen of the United States, residing at Winthrop, in the county of Suffolk and State of Massachusetts, have invented certain newy and useful Improvements in and Relating to Recording, Filing, and Account- Keeping Systems, of which the following is a specification.

This invention relates to a recording, filing and account keeping system, wherein slips or sheets of paper are filed in improved holders and in classified order for convenient reference.

It consists in providing a system comprising series of combined account keeping and clinical recording and holding folders, which are systematically arranged in classes and sub-divided into groups, one class of holders serving to record and keep the records permanently in a manner permitting them to be inspected, and the other class of folders operating to hold memoranda temporarily.

For the purpose of illustration, I have, in the accompanying drawings, shown and herein described one form of recording, filing and account keeping system embodying my invention. j

Figure 1 is a perspective view of a system, mounted in a suitable casing embodying my invention. Fig. 2 is a transverse through the casing. Fig. 3 is a perspective view of a folder, opened. Fig. 4: is a similar view showing a number of slips attached to the back of the folder.

Figs. 5, 6 and 7 are side elevations of the l folder, Fig. 5 showing a'folder in normal position, Fig. 6 showing it partially expanded and Fig. 7 illustrating it completely collapsed before any record slips are filed within it. p l The invention has been adapted to the recording and keeping of a physicians or surgeons records relating tohis patients. In the following description of such application, I do not wish to be limited to such use, since its principle can be adapted to other fields.

In the drawings, 1 Vindicates a casing, which may be of any suitable or lpreferred form 0f construction. It is preferably of rectangular shape and may be adapted to guides in a housing or cabinet frame', if desired. As' shown, the

is preferably cut away at l to expose the necessary. for a partially front of the easing front of the first index card, and the upper edge of the first folder. i

l indicates a hand `gripping device by which the case can'be pulled forwardly onits support. v

2 indicates a series of folders or pockets adapted to receive entries and also inclose and hold record slips or blanks for filing, permanent reference and keeping purposes.

3 indicates a series of folders or pockets adapted to receive and hold memoranda temporarily. Y v y Each folder or pocket 2 or 3 comprises a sheet of paper (preferably tag board) scored along. sets of parallel lines to form a back 2, a front 2b, top and bottom walls 2, and an auxiliary back 2d.

be later described. This form of construction also has the advantage of permitting the folders to be stored/without taking up any more room `than is required to accomrnodate the space actually occupied by their walls.

The adaptability of a folder to occupy'a minimumv amount of space is clearly illustrated in Fig. 7. This form of construction has the further advantage of accommodating itself to the number of record slips contained within it. That is to say,

when one or more slips are led within a foldery 2 orB, it expands outwardly or adjusts itself tolthat'number of slips, and when an additional slip or slips are placed within, it expands outwardly again: sa result of this operation, it will be under- WINTHROP, MAssAcHU-snr'rs, Assrenon TojvTHE Mecnsxnx These walls are folded relative to each other to form a pocket or inclosure for record slipsor blanks as will stood that no more 'space in the case is v filled folder than that. required for its Walls plus the slips inclosed thereby. This is an important feature of the construction because in a system of this character a very small roportion of the folders will contain a maximum of slips i at any one time. The remaining lfolders will contain slips varying greatly 1n number. -v

Upon the inner to form columns, to receive the tot al charges and the credits and other information as follows: The dates covered by the this is included in the first two columns, one being headed From and the other To as indicated at 2e, 2e. The third column from the left hand faces of the walls 9.4, and f. 2b, ofthe folders 2,vertical lines are printed edge (as viewed in Fig.

number l total charge;

' credits, ed or ruled to provide spaces 2k, 2l, in which 3), represented at 2f, is intended to receive a notation of the kind of treatment administered. Any sign or abbreviation may be adaptedto indicate this information. The fourth column from the left, indicated at 2g, receives the total charges for treatment or professional services and is headed Dr.. The second column from the right hand edge of the folder (as viewed in Fig. 3), indicated at 2b', receives the credits or payments on account from time to time, while the last column, or the one adjacent to the right'hand edge, indicated at 2*,receives'the amount of the balance, which may be figured up each time a charge or a credit is entered. Intermediate 'between the Dn and Cn column a date colunm is provided, as indicated at 2J. This arrangement permits one such column'only for both the charge and credit columns. It will be understood that there is one of these folders for each patient. Above the columns for the charges and the inner face ofthe wall 2al is print- V'may be written the name and address of the patient, respectively, and also at 2m the name i `of the disease or trouble with which the patient is suffering. The names of the patient and the disease are preferably arranged near the upper edge of the folder in order that they will be 1n full view when the folders are filed in the case (see Fig.. 1.) The wall 2is preferably cut awayas indicated at 2a in'order that the indexes carried by division cards 5 maybe readily seen.

The folders 2 may be classified alphabetically, either according to the names of the patlents or according to the names of the diseases. Each division card 5 is provided at one side with an index 5a, which alines with4 the cutaway portions of the folders 2.

. Bythis arrangement and construction, it

will be seen that the indexes are all arranged one behind the other and that the openings in the folders expose them to full View.

4 indicate record' blanks one of which is intended to be filled out each time a treatment or service is rendered by the physician. Part of the blank is ruled or printed to provide a space 4a for the date on which the services are rendered, a space 4b for the name ofthe patient and a space 4 for the name of the person to whom the services are to be i charged. A ruled column 4d may also be provided to receive the financial account or charge for the visit. In this column is entered the amount carried forward from a previously filled out blank; also, below such amount is entered the charge, whereby the total lof the account can be figured., Below ,N such total may be entered the amount paid, when such transaction occurs, and the balance due, suitable abbreviations -4e being provided to indicate these different entries. At 4f may be printed a list of names, such as Oliice visit, Regular visit, etc.,'to inuicate, as by av check mark opposite one of them, the place where the services were rendered. The remaining part of each blank is provided with suitable designated spaces 4g in which is to be entered certain data showing the physical condition of the patient and other matters of interest for future reference in the case.

The record blanks may be arranged in tablet or book form, or otherwise secured together, which permits them to be detached, one by one. They may also be carbonized on one side as shown at 4 so that a duplicate record can be made each time a blank is filled out. Preferably, the blanks 4 are mounted in a book which carries a carbon sheet. In this manner a duplicate copy of the record is made. This is of importance particularly in the writing out of a prescription as it permits the physician to retain one copy for himself. This copy of the prescription is liled with the record blankand thus becomes apart of the physicians permanent records. The temporary record containing folders 3 are preferably arranged behind the permanentv record containing folders 2. The temporary holders 3 ray be divided and sub-divided into groups, one example in carrying out my system consisting of twelve groups, one for each month, and then sub-divided one for each day of each month. For ordinary purposes, I prefer to divide the folders 3 into groups of seven, as shown at 3", whereby one folder is provided for each day of the week in each group. As many groups 3b are provided as may be found necessary to accommodate the calls set in advance from time to time. The name of the week day is shown at 3"i on the back wall of the folder. The memoranda for calls or visits-may consist of the record blanks 4. WVhen a call is to be made on a particular day or a request is received from a patient-,

a blank with a proper memorandum thereon is inserted in the folder set apart for that day. Since the physician turns to one of these folders 3 each day before starting on his daily rounds, his attention is directed to the memoranda contained thereon. It will be understood that these ymemoranda mayv also serve as a complete list of calls to be 4made each day, they being filed in the folders 3 from time' to time, so that at the beginningof each days work, thelist of calls for that day will be all ready and complete.

Separate casings 1 may be provided for active cases, that is, patients who have not been dismissed; open accounts or those wherein the patients have recovered but the accounts therefor have not been settled and closed cases or those in which the patients have recovered and the charges therefor settled in full.

Each day before leaving his oice the physician opens the folder?) for thatday and ascertains .from `the record blanks 4 therein what calls` are to be made. l At thebedside of each patient visited, he diagnoses the case and records upon a blank 4 (which may be the same one taken from the folder 3), 1n various spaces provided therefor, the condition' ofthepatient, and other informat-ion, such as the patients family history, which the physician may find of assistance to him. At the same time, he checks one of the names vdesignating the kind of call made and enters the amount of his charge for the services rendered. When the physician returns to. his oiice, he places each ifilled-inrecord blank 4 into. its respective folder 2; he then brings forward the last char e or last total charge, entering` it abov'e t e charge fork the visit just, `1nade,'addingthe amounts together, to ascertain the present total charge .which is written in opposite the abbrevia-A tion Tot The chargesto date are thus totaled for' carrying forward on the next blank.' In case av remittance lis received,

.the amount thereof is entered in the space lopposite .the abbreviationydf. and the balance dueenteredbelow it. yThis balance then-becomes the amount to carry forward.

1 '.lthe folders 2 are then filed in--their respecvtlve places behind 'a division card 5.

6 indicates afdevicewhich serves to detachably secure the 'blanks inthe folders.

-.- A dditional securing .devices 'may be providedif necessary.

and' been dismissed the inancial account- IVhen a patient has completely-recovered -of the case is entered up on the inner-face of .the folder by inserting inthe .columns headed From and To the dates when` the services commenced and ended; also inserting in the totalcharge and the date thereof-in the` columns 2g, 2j, respectively.

rI-`he folder is then placed with those classi' ified as Open accounts After the account is settled, the folder is placed in Closed cases.

On the doctors return to his ofice and, atthe tim-eethe filled-in blanks are filed away in their'respective folders, if another visit to the patient is to'be made, an additional blank may be filled ifi with` the name of the y. patient and filed i# one'of the temporary folders 3, that is inQthe-jone designated for the day when the next'visit is to be made. lf'desired, the total chargemay be carried forward on this yblank in order that the physician will have this information with him when making the next call. By this operation, it will be understood that the call lists for each day will always be complete and ready for examination. It will valso be understood that the data for each patlenthas to be written only once, that is to say,

plurality ingy the when a call is to be made, the date,iname and i address is filled in on a blank 4 and the-` latter placed in `the folder of thevday effi* the week that the callis noted for. VOnthat` day the physician removes theI blank from the folder '3 and carries it with him'to the bedside of the patient. Here additional spaces relating to the patients condition, the nature of the call and the charge are illed i'n. On the physicians return to his i oiice, the remaining spaces relating to the account are filled in and the blank is then filed in a folder 2. Thus it will be seen that in carrying out the system in its complete form, no data or record 4is written more than' once.

What I claim-is p 1. In a recording and filing system, a'

'plurality of groups of folders adapted to inclose record slips or blanks, each of said folders being scored on sets of parallel lines to4 provide'a front wall, aback wall, top-and,

-.bottom walls and an auxiliary 'back and said back wall being formed with a'cutawayportion, a series of division cards carrying 1ndexes which are alined `with said cutaway portions, andajdevice for 'detachably connecting record slips or blanks to said back 2. In a recording and filing system,

of groups of folders adapted to inl close record sl'ipsl or blanks, each ofy said folders being scoredon sets of parallel lines to provide a front wall, a back wall, top and bottom walls and an auxiliary back,

,andV said back lwall being formed with a cutaway portion, and a series of division cards carrying indexes which are alined with'said cutaway portions, the said auxil# iary back being folded downwardly parallel to the back wall and said back wall extending-upwardly beyond the upperedge of the front wall and provided with entry spaces..4 f

3. In a recording and filing system, a collapsible folder folded'along sets of paralylel ,l'in'es to form a back wall, a front wall,

receiving slips.. g Q f lIn testimony whereof I afix my signature, in the presence of two witnesses.

HARRY H. Gears.

Witnesses:

` JOHN J. GRANT,l

CHARLEsW. VAREY.

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