Printable hospital template
Hospital paper folder index check sheet
Compare selected folder-index entries with their recorded locations, describe discrepancies and assign a search without silently changing patient identity.
- Written by
- RizCare
- Published
- Last reviewed
RizCare's suggested worksheet. Adapt to your hospital. https://riz.care/library/templates/clinic-paper-file-index-check
For the records clerk and person supervising a folder check.
The index says shelf B, but the folder is in a consultation room. That may be a movement awaiting return, an outdated location or a different folder altogether. A check sheet helps staff establish which explanation fits.
Select a manageable group of index entries and record how you chose them. This is a local administrative check, not a survey from which to claim a hospital-wide missing-file rate.
Print this page or save it as a PDF from your browser. The print layout contains only the blank worksheet and its completion note. Fill it in within your hospital.
Practice: ____________________ Prepared by: ____________________ Date: ______________
| Index reference | Expected location | Observed / movement | Action owner | Recheck outcome |
|---|---|---|---|---|
| Blank entry | ||||
| Blank entry | ||||
| Blank entry | ||||
| Blank entry | ||||
| Blank entry |
Keep completed copies with the staff authorised to use them.
How to use it
Follow the entry to the folder
Record the index reference and expected location, then consult the movement register before starting a physical search. An authorised person checks the folder identifiers against the entry. WHO guidance makes accurate identification a patient-safety concern; this worksheet deals only with locating and checking the administrative record.
Describe the discrepancy
Separate folder on loan, location outdated, index unreadable and identity mismatch. Record what was actually observed, including the movement reference when one exists. Do not write missing merely because the first shelf was empty. Do not put clinical pages or photographs of folder contents into the check sheet.
Route the correction
Assign a search or correction to someone with the appropriate authority. A confirmed location can be updated through the hospital's record procedure, preserving the reason for change. Where two identifiers conflict, use the identity discrepancy process before anyone moves pages or merges folders. Recheck the resolved line and retain any unresolved action at handover.
What each field means
- Selection
- Name the index section or local selection method. Recording only a number checked loses the boundary needed to repeat the same check later.
- Expected and observed location
- Write both so the reviewer can see the difference. Use internal location names rather than patient names wherever the protected reference is sufficient.
- Resolution evidence
- Identify the movement entry, authorised correction or completed search that supports closure. A promise to return a folder should remain pending until its return is recorded.
Completed fictional example
The invented entries distinguish a tracked loan from an identity question. Neither authorises an automatic merge.
| Index reference | Expected location | Observed / movement | Action owner | Recheck outcome |
|---|---|---|---|---|
| IDX-052 | Shelf B | Consultation room / MOV-18 | Records A | Returned; location checked |
| IDX-053 | Shelf B | Identifier differs | Records lead | Identity review pending |
Related resources
Sources and review
The worksheet design and examples are RizCare's recommendations. The sources below support the background discussion; they do not endorse this form.
- Patient Identification: Patient Safety Solutions (World Health Organization). Read 9 September 2026.