pointefiling.com
Pointe. The right direction.Pointe Filing Systems Incorporated is a manufacturer and a distributor of stock and custom filing products, we provide records management systems and filing supplies to clients worldwide. Healthcare, Veterinarians, Insurance Companies, Law Offices, Human Resource Departments, Correctional Facilities, Automobile Dealers, and Educational Facilities require specialized and professional tools to manage their information. These tools are available 24/7 from www.pointefiling.com. We have established a reputation for quality and service. We look forward to showing you that it is well deserved.
Orders may be placed by any of the following methods:
1. Order online at www.pointefiling.com - Orders can be paid for with a Purchase Order (Approved Accounts Only).
2. Purchase Orders (Approved Accounts) can be faxed to 801-922-1579.
3. Purchase Orders can be e-mailed to customerservice@pointefiling.com.
4. By standard mail: Pointe Filing Systems 2019 Mill Bridge Road New Castle, PA 16101
Any questions, contact us at 888-443-5557.
See below to fill out a credit application and set up an account.
Orders may be placed by any of the following methods:
1. Order online at www.pointefiling.com - Orders can be paid for with a Purchase Order (Approved Accounts Only).
2. Purchase Orders (Approved Accounts) can be faxed to 801-922-1579.
3. Purchase Orders can be e-mailed to customerservice@pointefiling.com.
4. By standard mail: Pointe Filing Systems 2019 Mill Bridge Road New Castle, PA 16101
Any questions, contact us at 888-443-5557.
See below to fill out a credit application and set up an account.
Our contact information
By email:
admin@pointefiling.com
By Phone:
888-443-5557
By standard mail:
Pointe Filing Systems
2019 Mill Bridge Road
New Castle, PA 16101
Interested in a business account (Net 30 Terms) with Pointe Filing Systems?
Simply print and fill out our Credit Application. Your application will be reviewed and you can be authorized to place orders the same day!
Shipping Information:
Shipping Time; Back Order Policy. Stock orders are typically shipped within 72 hours of receipt of order. If products ordered are temporarily out of stock, Seller will notify Buyer. Partial shipments will be made when complete orders are unable to be filled, unless otherwise specified by Seller.
Shipping Terms:
If the order exceeds the maximum freight for UPS the freight charges will be added to the order after the order is placed. The most cost effective shipping method will be used to ship all orders. All orders will ship via UPS or via a Freight Carrier when appropriate.
Custom products ship based on lead times noted in the product description.
Refund, Returns and Cancellation Policies:
Return & Defective Merchandise Policy. Merchandise will not be considered for return after 30 days from the original date of shipment. No merchandise may be returned without first obtaining a Return Merchandise Authorization (RMA) from Pointe Filings' Customer Service. UNAUTHORIZED RETURNS WILL NOT BE ACCEPTED AND WILL BE REFUSED AT TIME OF DELIVERY. All returns must be shipped at Buyer's expense, prepaid by Buyer, and in FULL cartons. Partial returns will not be accepted. Designated products and Custom manufactured goods are NOT subject to return.
The images, content, and photos utilized and displayed in this web site (www.pointefiling.com) are the property of Pointe Filing Systems Incorporated. They may not be used for any other purpose without written permission from Pointe Filing Systems Incorporated.
1. An average file drawer uses about 150 folders and a 36" shelf uses 230 folders. 2. Looseness and support contribute greatly to speed of filing. Fully packed drawers decrease file speed by up to 50%. Fully packed shelves decrease speed by up to 35%. Always provide sufficient space and sufficient upright support for files through proper use of divider and guides. 3. To determine the approximate size of an alphabetic file, you can count the primary letter "G" and multiply by 20. 4. Another way is to count the folders in 2" of files from 5 different locations in the file, total these, then divide by 10 and multiply by total number of file inches in use. 5. Double check by multiplying drawer space (25") or shelf space (36") times the number of drawers or shelves, times average number per inch. The answer should be approximately the same. If you have 5% or more variation, check for empty space and check your calculations. 80% of business comes from 20% of the accounts in most business. This rule applies to business correspondence, invoice files, etc. 6. Clinic records not active in two years indicate the patient has moved, gone elsewhere, or is otherwise not active and should be transferred to an inactive file. Television has proven that color provides 50% more mental retention than black and white. 7. Color tabs loose their effective identity when less than 5 of one color are filed together. Don't overkill.
1. A "point" equals 1/1000 of an inch. Example: 11 point stock=11/1000. 2. A folder normally has 2 flaps, so an empty 11point folder takes up 22/1000. 3. Card files generally occupy 80 to 100 per inch. Count a few inches to determine your situation. 4. Active card files may be guided to 1 guide per 10 cards. Card guiding loses most of its efficiency with more than 40 cards per guide. 5. The purchase of one guide per 20 cards or less always pays off in reduced search time for your staff.
Active Records: Records referred to on a frequent basis, e.g., more than once a month per file drawer. Active records should be kept in office.
Administrative Records: Records documenting the daily operation and administration of an office.
Alphabetical Filing: Arrangement of records in accordance with the alphabet. The records may be arranged by subject, name, organization, or place.
Alphanumeric Filing: A filing system using alphabetic and numeric symbols as codes for classifying information.
Archival Records: Records of enduring value, documenting the history and the development of the organization.
Archives: A repository for archival records. Also a collection of archival records (records of enduring value).
Barcode: A symbol representing the data in the form of a printed series of parallel bars of various widths, and spacing, to be read by an optical scanner, associated with a numerical value.
Case Files: Groupings of records that pertain to a specific person, place, thing, event, or program. Not to be confused with subject files.
Charge-out Slip (Out Card): Card inserted in place of documents removed from a file that identifies the records, the person withdrawing them, and the date they were taken.
Chronological Files: Copies of outgoing correspondence, arranged in chronological order.
Chronological Filing: Filing in sequence according to date.
Closed File: A file folder to which no documents will be added.
Convenience (Duplicate) File: A set of records created for convenient reference that duplicates official materials kept at Office of Record.
Correspondence: All formats intended to convey information to or from individuals within or outside an organization.
Credentialing (Physician, Allied Health Professional): The process of obtaining and reviewing the documentation licensure, certifications, insurance, etc.) of health professionals. Generally, this includes reviewing information given by the provider and verifying that the information is correct and complete.
Current Records: Records providing current or most recent information. Those records may include both active and inactive records.
Cutoff: An event or date triggering a change in the status of the records, from active to inactive, and the beginning of their retention period. A termination of a contract or closing of a legal case may be an example of a cutoff event. The end of the fiscal, calendar, or academic year provide examples of cutoff dates.
Disposal: The final removal, whether for destruction or formal transfer to another agency, e.g., records storage center or archives, of records that have reached the end of their retention period.
Disposition: Any means of changing the location or physical format of the records. Includes destruction by shredding or recycling, digitizing, microfilming, duplication, or transfer.
Essential (Vital) Records: Records essential to resume or continue operations of the organization, including records necessary to recreate the organization’s legal and financial position, and to fulfill obligations to the organization, its students and employees, and to outside parties.
Files Classification Scheme: A comprehensive listing of files classifications and their retention schedules.
Filing System: A set of policies, procedures, and methods used for organizing and identifying files or records to increase their speed of retrieval, use, and disposition.
Format: The physical form in which material appears – books, slides, photographs, film, recordings, etc.
Functional Filing: A method of organizing records by the function they serve.
Historical Value: The usefulness of the records for documenting an organization’s policies, key personnel, major activities, programs, processes, transactions, and events.
Inactive Records: Records that do not have to be readily available, but that have to be kept for legal or historical purpose.
Information Resources Management (IRM): The planning, budgeting, organizing, directing, training, and controlling associated with the creation, maintenance, and use, and disposition of all information and related resources including; data processing, records management and telecommunications.
Journal: In accounting, a register of similar transactions, such as payroll or sales, that are posted to the general ledger.
Lateral Files: Files which are stored from left to right rather than from front to back. Includes side-opening filing cabinets and shelf filing equipment.
Legal Value: The usefulness of records as evidence supporting an organization’s transactions, activities, claims, and obligations.
Life Cycle of Records: The records management premise that records pass through three stages: creation, maintenance and use, and disposition.
Medical Record: A written or electronic account of a patient's medical history, current illness, diagnosis, details of treatments, chronological progress notes, and discharge recommendations. This is a legal document the patient is entitled to read and is authenticated by the physician's signature. There are strict rules regarding the confidentiality of the medical record.
Medium (Media): The physical form of recorded information. Includes paper, film, magnetic tapes and disks, CDs, etc.
Microform: A generic term for any media containing micro-images, e.g., microfilm or microfiche.
Non-record Material: Material that does not need to be filed or that can be destroyed after a short retention. Includes drafts, worksheets, routine replies, and extra copies of documents created for convenience.
Numerical Filing: Filing in which the primary arrangement is numerical.
Office of Record: The office assigned responsibility for custody and maintenance of specific records. Generally the office in which they were originally created and filed.
Official Files: Original records, including official copies of outgoing correspondence, that document policy, operations and programs, property, financial transactions, and legal obligations of the organization.
Open Shelf Filing: A method of filing records vertically on shelves rather than in conventional filing cabinets.
Permanent Records: Records of indefinite, long-term value. Typically no more than 5% of all records holdings.
Primary Classifications: The most general categories under which records can be filed.
Program Records: Records documenting the unique functions for which an office is responsible, as opposed to administrative records documenting the daily operations.
Proprietary Records: Records containing confidential or highly sensitive information. Access to those records is restricted to eliminate the possibility of illegal or otherwise undesirable disclosure.
Records: Recorded information of any kind and in any form, either originated or received by an organization. Include papers, correspondence, forms, books, photographs, films, sound recordings, maps, drawings, and other documents.
Records Center: A low-cost facility for the controlled maintenance, retrieval, and disposal of inactive records. A commercial records center, operated by a private company, houses records of many organization on a fee basis.
Records Creation: The production or reproduction of any record.
Records Inventory (Survey): A survey of records conducted to identify the size, scope, and complexity of an organization’s records. It should precede the process of developing or modifying records retention schedules and provide information on the title of each record series, inclusive dates, quantity, arrangement, relationships to other record series, and description of content.
Records Management: The systematic control of all records from their creation or receipt through processing, distribution, organization, and retrieval to their ultimate preservation and disposition.
Records Management Liaison: The person responsible for an office’s records management procedures, including file organization and maintenance, records surveys, records transfer, and records disposition; and for maintaining contact with the Records Management Program.
Records Manager: The person assigned primary responsibility for the records management program.
Records Retention Schedule: A comprehensive schedule of record series (by office or department), indicating for each series the length of time it is to be maintained in office areas, in a records center, and when and if such series may be digitized or microfilmed, destroyed, or transferred to the Archives.
Records Series: A group of identical or related records that are used, filed, and disposed of in the same way.
Records Values: The usefulness of records for operating, administrative, legal, fiscal, and historical purposes.
Reference (Background) Material: Published, publicly available information held for consultative or research purposes.
Retention Period: The length of time records must be kept before they are eligible for destruction or archival preservation. The retention period begins at a cut-off date (e.g., the end of the fiscal, calendar, or academic year) or is triggered by a cut-off event, such as a termination of employment, contract closure, etc.
Retrieval: Locating and delivering records for use.
Scheduled Records: Records for which there is an official records retention schedule.
Secondary Classification: The second most general class of categories by which records can be filed.
Subject File: A file in which documents are arranged by subject. Not to be confused with a case file.
Supporting Files: Include duplicates of official records, working papers, ephemera, and other records not covered under the definition of official records.
Tertiary Classification: The most specific and least general categories under which records can be filed.
Transfer: The change in physical custody of records from one organization or unit to another, e.g., from an office to a records center.
Transitory Records: Routine correspondence with short-term records value, to be destroyed after the action covered by this correspondence is completed.
Vital Records: Records containing essential information, necessary for the resumption of operations after a disaster, the reestablishment of the legal and financial status of the organization, and for the determination of the rights and obligations of individuals and corporate bodies with respect to the organization.
Industry Links:
HIPAA's New Rules Article - this summarizes the most important changes to and key features of the previous rule.
CMS: HIPAA Information
CMS: Are Small Provider Covered Entities under HIPAA?
CMS: Questions to ask Vendors, TPAs or Clearinghouses
CMS: Steps Toward HIPAA Compliance
CMS: HIPAA Information Series for Providers
CMS: HIPAA Information Series for Providers (in Spanish)
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Health Hippo: HIPAA page
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HIPAA's New Rules Article
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By email:
admin@pointefiling.com
By Phone:
888-443-5557
By standard mail:
Pointe Filing Systems
2019 Mill Bridge Road
New Castle, PA 16101
Interested in a business account (Net 30 Terms) with Pointe Filing Systems?
Simply print and fill out our Credit Application. Your application will be reviewed and you can be authorized to place orders the same day!
customerservice@pointefiling.com
Terms of Sale
Shipping Information:
Shipping Time; Back Order Policy. Stock orders are typically shipped within 72 hours of receipt of order. If products ordered are temporarily out of stock, Seller will notify Buyer. Partial shipments will be made when complete orders are unable to be filled, unless otherwise specified by Seller.
Shipping Terms:
If the order exceeds the maximum freight for UPS the freight charges will be added to the order after the order is placed. The most cost effective shipping method will be used to ship all orders. All orders will ship via UPS or via a Freight Carrier when appropriate.
Custom products ship based on lead times noted in the product description.
Refund, Returns and Cancellation Policies:
Return & Defective Merchandise Policy. Merchandise will not be considered for return after 30 days from the original date of shipment. No merchandise may be returned without first obtaining a Return Merchandise Authorization (RMA) from Pointe Filings' Customer Service. UNAUTHORIZED RETURNS WILL NOT BE ACCEPTED AND WILL BE REFUSED AT TIME OF DELIVERY. All returns must be shipped at Buyer's expense, prepaid by Buyer, and in FULL cartons. Partial returns will not be accepted. Designated products and Custom manufactured goods are NOT subject to return.
Terms of Use
The images, content, and photos utilized and displayed in this web site (www.pointefiling.com) are the property of Pointe Filing Systems Incorporated. They may not be used for any other purpose without written permission from Pointe Filing Systems Incorporated.
About Filing
1. An average file drawer uses about 150 folders and a 36" shelf uses 230 folders. 2. Looseness and support contribute greatly to speed of filing. Fully packed drawers decrease file speed by up to 50%. Fully packed shelves decrease speed by up to 35%. Always provide sufficient space and sufficient upright support for files through proper use of divider and guides. 3. To determine the approximate size of an alphabetic file, you can count the primary letter "G" and multiply by 20. 4. Another way is to count the folders in 2" of files from 5 different locations in the file, total these, then divide by 10 and multiply by total number of file inches in use. 5. Double check by multiplying drawer space (25") or shelf space (36") times the number of drawers or shelves, times average number per inch. The answer should be approximately the same. If you have 5% or more variation, check for empty space and check your calculations. 80% of business comes from 20% of the accounts in most business. This rule applies to business correspondence, invoice files, etc. 6. Clinic records not active in two years indicate the patient has moved, gone elsewhere, or is otherwise not active and should be transferred to an inactive file. Television has proven that color provides 50% more mental retention than black and white. 7. Color tabs loose their effective identity when less than 5 of one color are filed together. Don't overkill.
About File Folders
1. A "point" equals 1/1000 of an inch. Example: 11 point stock=11/1000. 2. A folder normally has 2 flaps, so an empty 11point folder takes up 22/1000. 3. Card files generally occupy 80 to 100 per inch. Count a few inches to determine your situation. 4. Active card files may be guided to 1 guide per 10 cards. Card guiding loses most of its efficiency with more than 40 cards per guide. 5. The purchase of one guide per 20 cards or less always pays off in reduced search time for your staff.
Glossary
Active Records: Records referred to on a frequent basis, e.g., more than once a month per file drawer. Active records should be kept in office.
Administrative Records: Records documenting the daily operation and administration of an office.
Alphabetical Filing: Arrangement of records in accordance with the alphabet. The records may be arranged by subject, name, organization, or place.
Alphanumeric Filing: A filing system using alphabetic and numeric symbols as codes for classifying information.
Archival Records: Records of enduring value, documenting the history and the development of the organization.
Archives: A repository for archival records. Also a collection of archival records (records of enduring value).
Barcode: A symbol representing the data in the form of a printed series of parallel bars of various widths, and spacing, to be read by an optical scanner, associated with a numerical value.
Case Files: Groupings of records that pertain to a specific person, place, thing, event, or program. Not to be confused with subject files.
Charge-out Slip (Out Card): Card inserted in place of documents removed from a file that identifies the records, the person withdrawing them, and the date they were taken.
Chronological Files: Copies of outgoing correspondence, arranged in chronological order.
Chronological Filing: Filing in sequence according to date.
Closed File: A file folder to which no documents will be added.
Convenience (Duplicate) File: A set of records created for convenient reference that duplicates official materials kept at Office of Record.
Correspondence: All formats intended to convey information to or from individuals within or outside an organization.
Credentialing (Physician, Allied Health Professional): The process of obtaining and reviewing the documentation licensure, certifications, insurance, etc.) of health professionals. Generally, this includes reviewing information given by the provider and verifying that the information is correct and complete.
Current Records: Records providing current or most recent information. Those records may include both active and inactive records.
Cutoff: An event or date triggering a change in the status of the records, from active to inactive, and the beginning of their retention period. A termination of a contract or closing of a legal case may be an example of a cutoff event. The end of the fiscal, calendar, or academic year provide examples of cutoff dates.
Disposal: The final removal, whether for destruction or formal transfer to another agency, e.g., records storage center or archives, of records that have reached the end of their retention period.
Disposition: Any means of changing the location or physical format of the records. Includes destruction by shredding or recycling, digitizing, microfilming, duplication, or transfer.
Essential (Vital) Records: Records essential to resume or continue operations of the organization, including records necessary to recreate the organization’s legal and financial position, and to fulfill obligations to the organization, its students and employees, and to outside parties.
Files Classification Scheme: A comprehensive listing of files classifications and their retention schedules.
Filing System: A set of policies, procedures, and methods used for organizing and identifying files or records to increase their speed of retrieval, use, and disposition.
Format: The physical form in which material appears – books, slides, photographs, film, recordings, etc.
Functional Filing: A method of organizing records by the function they serve.
Historical Value: The usefulness of the records for documenting an organization’s policies, key personnel, major activities, programs, processes, transactions, and events.
Inactive Records: Records that do not have to be readily available, but that have to be kept for legal or historical purpose.
Information Resources Management (IRM): The planning, budgeting, organizing, directing, training, and controlling associated with the creation, maintenance, and use, and disposition of all information and related resources including; data processing, records management and telecommunications.
Journal: In accounting, a register of similar transactions, such as payroll or sales, that are posted to the general ledger.
Lateral Files: Files which are stored from left to right rather than from front to back. Includes side-opening filing cabinets and shelf filing equipment.
Legal Value: The usefulness of records as evidence supporting an organization’s transactions, activities, claims, and obligations.
Life Cycle of Records: The records management premise that records pass through three stages: creation, maintenance and use, and disposition.
Medical Record: A written or electronic account of a patient's medical history, current illness, diagnosis, details of treatments, chronological progress notes, and discharge recommendations. This is a legal document the patient is entitled to read and is authenticated by the physician's signature. There are strict rules regarding the confidentiality of the medical record.
Medium (Media): The physical form of recorded information. Includes paper, film, magnetic tapes and disks, CDs, etc.
Microform: A generic term for any media containing micro-images, e.g., microfilm or microfiche.
Non-record Material: Material that does not need to be filed or that can be destroyed after a short retention. Includes drafts, worksheets, routine replies, and extra copies of documents created for convenience.
Numerical Filing: Filing in which the primary arrangement is numerical.
Office of Record: The office assigned responsibility for custody and maintenance of specific records. Generally the office in which they were originally created and filed.
Official Files: Original records, including official copies of outgoing correspondence, that document policy, operations and programs, property, financial transactions, and legal obligations of the organization.
Open Shelf Filing: A method of filing records vertically on shelves rather than in conventional filing cabinets.
Permanent Records: Records of indefinite, long-term value. Typically no more than 5% of all records holdings.
Primary Classifications: The most general categories under which records can be filed.
Program Records: Records documenting the unique functions for which an office is responsible, as opposed to administrative records documenting the daily operations.
Proprietary Records: Records containing confidential or highly sensitive information. Access to those records is restricted to eliminate the possibility of illegal or otherwise undesirable disclosure.
Records: Recorded information of any kind and in any form, either originated or received by an organization. Include papers, correspondence, forms, books, photographs, films, sound recordings, maps, drawings, and other documents.
Records Center: A low-cost facility for the controlled maintenance, retrieval, and disposal of inactive records. A commercial records center, operated by a private company, houses records of many organization on a fee basis.
Records Creation: The production or reproduction of any record.
Records Inventory (Survey): A survey of records conducted to identify the size, scope, and complexity of an organization’s records. It should precede the process of developing or modifying records retention schedules and provide information on the title of each record series, inclusive dates, quantity, arrangement, relationships to other record series, and description of content.
Records Management: The systematic control of all records from their creation or receipt through processing, distribution, organization, and retrieval to their ultimate preservation and disposition.
Records Management Liaison: The person responsible for an office’s records management procedures, including file organization and maintenance, records surveys, records transfer, and records disposition; and for maintaining contact with the Records Management Program.
Records Manager: The person assigned primary responsibility for the records management program.
Records Retention Schedule: A comprehensive schedule of record series (by office or department), indicating for each series the length of time it is to be maintained in office areas, in a records center, and when and if such series may be digitized or microfilmed, destroyed, or transferred to the Archives.
Records Series: A group of identical or related records that are used, filed, and disposed of in the same way.
Records Values: The usefulness of records for operating, administrative, legal, fiscal, and historical purposes.
Reference (Background) Material: Published, publicly available information held for consultative or research purposes.
Retention Period: The length of time records must be kept before they are eligible for destruction or archival preservation. The retention period begins at a cut-off date (e.g., the end of the fiscal, calendar, or academic year) or is triggered by a cut-off event, such as a termination of employment, contract closure, etc.
Retrieval: Locating and delivering records for use.
Scheduled Records: Records for which there is an official records retention schedule.
Secondary Classification: The second most general class of categories by which records can be filed.
Subject File: A file in which documents are arranged by subject. Not to be confused with a case file.
Supporting Files: Include duplicates of official records, working papers, ephemera, and other records not covered under the definition of official records.
Tertiary Classification: The most specific and least general categories under which records can be filed.
Transfer: The change in physical custody of records from one organization or unit to another, e.g., from an office to a records center.
Transitory Records: Routine correspondence with short-term records value, to be destroyed after the action covered by this correspondence is completed.
Vital Records: Records containing essential information, necessary for the resumption of operations after a disaster, the reestablishment of the legal and financial status of the organization, and for the determination of the rights and obligations of individuals and corporate bodies with respect to the organization.
Industry Links:
HIPAA Links
Knowledge of HIPAA law and terminology makes compliance easier. Visit these sites for more detailed HIPAA information:
CMS: HIPAA Information
CMS: Are Small Provider Covered Entities under HIPAA?
CMS: Questions to ask Vendors, TPAs or Clearinghouses
CMS: Steps Toward HIPAA Compliance
CMS: HIPAA Information Series for Providers
CMS: HIPAA Information Series for Providers (in Spanish)
HIPAAComply
NCHICA HIPAA Information
Dept of Health and Human Services
HIPAA Advisory
Health Hippo: HIPAA page
Medical
American Cancer Society
American College of Medical Practice Executives (ACMPE)
American Health Information and Management Association
American Hospital Association
American Medical Association
Centers for Disease Control and Prevention (CDC)
Health Care Financing Administration (HCFA)
HealthAnswers
HIPAA's New Rules Article
HIPAA Information - CMS (formerly HCFA)
HIPAA Information - Department of Health & Human Services
HIPAA Information - HIPAA Advisory
Immunization Action Coalition
Joint Commission on Accreditation of Healthcare Organizations (JCAHO)
Medical Group Management Association
MGMA Center for Research
National Center for Health Statistics (NCHS)
National Association Medical Staff Services
National Libraries of Medicine
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Dental
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Eye Care
American Optometric Association
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Chiropractic
Chiro Web
International Chiropractors Association
Podiatry
Podiatry Online
Podiatry Today
The Foot Health Network
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American Animal Hospital Association
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American Veterinary Medical Association
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Questions? Need information on volume pricing? Email Us
Would you or your facility like to open an account (Net 30 Terms) with Pointe Filing Systems?
Simply print and fill out our Credit Application. Your application will be reviewed and you can be quickly authorized to place orders using a purchase order #!