Deck 15: Managing Medical Records

Question 1

Medical practices use ____ files to avoid losing track of important dates.

A) supplemental
B) tickler
C) numerical
D) alphabetical
E) sequential

Answer 1

tickler

Question 2

Which of the following is used to hold patient records that will be returned to the files at the end of the day?

A) File folders
B) File guides
C) Binders
D) File labels
E) File sorters

Answer 2

File sorters

Question 3

In which type of files are patient records stored in a circular fashion and accessed by rotating the files?

A) Vertical files
B) Compactable files
C) Rotary circular files
D) Filing shelves
E) Lateral files

Answer 3

Rotary circular files

Question 4

A numeric filing system ____.

A) is not used when patient confidentiality is especially important
B) organizes records according to the patient's last name
C) is the only practical system for a large practice
D) may include numbers that indicate where in the filing system a file can be found
E) is based primarily on dates

Question 5

A marker made of stiff material and used as a placeholder when someone takes a file out of the filing system is called a(n) ____.

A) out guide
B) file label
C) file guide
D) file sorters.
E) tab

Question 6

The heavy cardboard or plastic inserts used to identify a group of file folders in the file drawer are ____.

A) file guides
B) tabs
C) file sorters
D) out guides
E) file labels

Question 7

Which type of filing system allows several people to retrieve and return files at one time?

A) Tubs or boxes
B) Filing cabinets
C) Rotary circular files
D) Compactible files
E) Filing shelves

Question 8

A variation of shelf filing kept on rolling shelves that slide along permanent tracks in the floor is called ____.

A) vertical files
B) compactable files
C) rotary circular files
D) filing shelves
E) lateral files

Question 9

Horizontal filing cabinets are also called ____.

A) vertical files
B) compactable files
C) rotary circular files
D) filing shelves
E) lateral files

Question 10

How often should you check the office tickler file?

A) Three times a day
B) Daily
C) Every other Friday
D) Once a month
E) Every three months

Question 11

Which filing system is best used by only one person at a time?

A) Tubs or boxes
B) Filing cabinets
C) Rotary circular files
D) Compactible files
E) Filing shelves

Question 12

The most basic filing supply is the ____.

A) out guide
B) file sorter
C) file folder
D) file guide
E) folder label

Question 13

A horizontal file that often features doors that flip up and pullout drawers is called a ____.

A) rotary circular file
B) vertical file
C) lateral file
D) compactable file
E) filing shelf

Question 14

Which of the following is a disadvantage of housing files in boxes?

A) They require more floor space.
B) They do not remain in one location and are easily misplaced.
C) They are often long, sometimes extending the full length of a wall.
D) They cannot be moved.
E) They are more expensive than other filing systems.

Question 15

The tapered rectangular or rounded extension at the top of a file folder is the ____.

A) extension
B) tab
C) label
D) guide
E) handle

Question 16

Which of the following is used when there is a need to distinguish files within a filing system?

A) Out guides
B) File guides
C) Color-coding
D) File sorters
E) Indexing

Question 17

The filing system that is used when patients' names must be kept confidential is ____.

A) alphabetic
B) numeric
C) sequential
D) supplemental
E) alphanumeric

Question 18

The way patient records are created, filed, and maintained is called a(n) ____.

A) numeric filing system
B) sequential order
C) records management system
D) alphabetic filing system
E) alphanumeric filing system

Question 19

Files that feature pullout drawers that contain a metal bar equipped to handle letter-size or legal-size documents are called ____.

A) compactable files
B) vertical files
C) rotary circular files
D) boxes or tubs
E) filing shelves

Question 20

Two types of files that are good options when space is limited are ____.

A) vertical and lateral
B) compactable and horizontal
C) rotary circular and compactable
D) vertical and rotary circular
E) rotary circular and horizontal

Question 21

Who decides to keep patient files that are inactive or closed in an office?

A) Nurse
B) Office Manager
C) Physician
D) Patient
E) Medical assistant

Question 22

Files of patients who have died, moved away, or for some reason no longer consult the office are considered ____.

A) inactive files
B) suspended files
C) closed files
D) eliminated files
E) retained files

Question 23

When inspecting a document that is smaller than standard size, which of the following should be done prior to filing?

A) Secure the material with paper clips
B) Place it in a standard-size sheet protector
C) Add a note to the tab of the folder for easy recognition
D) Place a rubber band around it
E) Code the document to be sure it is filed properly

Question 24

Another term for naming a file is ____.

A) indexing
B) sorting
C) storing
D) coding
E) inspecting

Question 25

The first step in the filing process is ____.

A) coding
B) inspecting
C) sorting
D) storing
E) indexing

Question 26

Which of the following is a guideline for arranging files in alphabetical order?

A) Treat all parts of a patient's name as one unit
B) Treat a prefix as a separate unit
C) Treat a title as the last filing unit
D) Treat a hyphenated name as a single unit
E) Place initials after a full name spelled out

Question 27

Which of the following features is necessary for storing files?

A) A site that is kept cold
B) Cardboard storage containers
C) A site that is below ground
D) A site that is kept locked
E) A site that offers easy patient access

Question 28

What constitutes an active file, as opposed to an inactive file?

A) A patient's file is active if she has been seen within the last 6 months.
B) The criteria are established by each individual practice.
C) Patients must be called and asked if they want their files closed.
D) A patient's file becomes inactive when the patient dies.
E) A patient's file becomes inactive after 7 to 10 years.

Question 29

General filing guidelines include ____.

A) placing all file guides with the same tab position together
B) storing extra office equipment in the bottom drawer of a file cabinet
C) avoiding cross-referencing a file whenever possible
D) allowing extra space for retrieving and replacing files
E) use all uppercase letters to label files for easier reading

Question 30

Files used to keep information such as older patient records or insurance information separate from the primary files are ____.

A) vertical files
B) supplemental files
C) tickler files
D) numeric files
E) financial files

Question 31

An advantage of storing files as paper files is ____.

A) the original documents are preserved for possible use in legal proceedings
B) they require very little space to store
C) they never need to be copied
D) individual records are easier to find than electronic files
E) they can usually be stored on-site, even in very large practices

Question 32

Which step in the filing process can be skipped when filing patient records that have previously been filed?

A) Indexing
B) Sorting
C) Coding
D) Storing
E) Inspecting

Question 33

Putting an identifying mark or phrase on a document to ensure that it is placed in the correct file is called ____.

A) sorting
B) cross-referencing
C) inspecting
D) coding
E) indexing

Question 34

The most reliable way to determine whether a storage site is susceptible to flooding is to ____.

A) ask about previous flooding
B) visit the area and feel the cardboard boxes for wetness
C) ask for names of people who have used the facilities to interview
D) find out how close it is to the nearest body of water
E) inquire whether the facility has flood insurance

Question 35

Which of the following specifies how long to keep different types of patient records in the office after the files have become inactive or closed?

A) Record management system
B) Retention schedule
C) Indexing rules
D) Filing guidelines
E) Tickler file

Question 36

If a file is misplaced, what can be done to reconstruct it?

A) Duplicate all the information within the file
B) Avoid putting a note in the file that it is a recollection of information
C) Contact insurance companies, laboratories, and other providers for copies of original documents
D) Avoid telling the physician or office staff that the file is lost
E) Ask the patient to come to the office and record his memories of what was in the file

Question 37

When choosing a storage facility for files, consider a(n) ____.

A) general storage facility
B) unused portion of a closet that stores chemicals
C) corner in the main office
D) commercial records center
E) cool, moist area such as a basement

Question 38

The final step in the filing process is ____.

A) indexing
B) inspecting
C) cross-referencing
D) coding
E) storing

Question 39

A reason for evaluating an office filing system is to ____.

A) avoid conflict among office staff members
B) give the physician a greater sense of control
C) increase office efficiency and save time
D) eliminate the need for cross-referencing
E) determine how long closed files can be kept

Question 40

A retention schedule details ____.

A) the way a patient record is created, filed, and maintained
B) the order in which patient records are kept
C) any activity that needs to be scheduled ahead of time
D) when files should be moved to a storage area and how long they should be kept
E) how long individual items are kept in a patient's medical record

Question 41

Which step of the filing process saves you time when you are returning files to their proper places?

A) Indexing
B) Coding
C) Sorting
D) Inspecting
E) Storing

Question 42

When counting the years in a retention schedule, you should begin counting ____.

A) from the year after the file was produced
B) from the year the file was produced
C) from the day the file was closed
D) two years after the file was produced
E) six months after the file was produced

Question 43

The records ________ system refers to the way patient records are created, filed, and maintained.

Question 44

The most common options for filing equipment are shelves and ________.

Question 45

The ________ filing system is simple to use, but you must know the exact spelling of the patient's name and the rules of indexing.

Question 46

Security drills ____.

A) are required by TJC
B) should not be performed during office hours
C) are conducted when the inspectors are present
D) keep staff aware of security risks
E) can be performed instead of fire drills

Question 47

Files kept in boxes or tubs must be stored ____.

A) on the floor
B) with the lids on
C) within 18 inches of the ceiling
D) in a secure room
E) in the office area

Question 48

When labeling medical records for an alphabetic filing system, which of the following sequences should you use?

A) Title, last name, first name, middle name
B) Last name, first initial, title
C) First name, middle name, last name, title
D) Last name, first name, middle name, title
E) First name, last name, title, middle initial

Question 49

All filing equipment must be ________ to protect the confidentiality of medical records.

Question 50

A numeric filing system should be used when ________ of patient information is an issue.

Question 51

What should you use when you need to distinguish files within a filing system?

A) Terminal digit filing
B) Color-coding
C) Numeric filing
D) Middle digit filing
E) Classifications

Question 52

For security reasons, only the physician and the office manager in your medical office have keys to the file room, where the patients' medical records are stored. The physician is at a medical conference for the next two days. This morning, when you arrive to open the office, the answering service tells you there is a message from the office manager saying that she will not be in today because a family emergency required her to fly to her daughter's house in another state last night. She did not leave instructions for how to access the files or a number at which she could be reached. What should you do?

A) Cancel all patient appointments for the next two days
B) Attempt to contact the physician for instructions
C) Call security and ask them for advice
D) Record all patient information on scraps of paper until the files can be accessed
E) Call a meeting of all staff and ask for suggestions

Question 53

Which of the following indicates that a file has been taken out of the filing system?

A) File sorter
B) Color-coding
C) File guide
D) Hanging file folder
E) Out guide

Question 54

Regardless of the filing system used by a medical office, all patient records should be placed in some sort of ________ order.

Question 55

In some medical offices, older patient records and insurance records are kept in ________ files.

Question 56

Coding by ________ helps to distinguish files within a filing system, such as all patients who are on Medicare.

Question 57

Until now, your office has kept all of its inactive and closed files in plastic tubs in a large closet next to the physician's office, but the closet is now full. Retrieving a specific file from the closet has become difficult and time-consuming. The busy office manager has you to look at other storage options and make a recommendation. You have found the following possible storage locations. Which option should you recommend?

A) One-story local warehouse that has a huge open area with unlimited storage space ($24/month)
B) 10 x 12 room in a neighboring medical office ($50/month)
C) Commercial records center in a neighboring city ($96/month)
D) 30 x 40 retail space in a local shopping center ($197/month)
E) 5 x 12 storage unit on the ground floor of a local storage facility ($28/month)

Question 58

Prior to color-coding files, you must determine the ________ important to your medical office.

Question 59

A(n) ________ file is a reminder file that helps a medical practice keep track of important appointments and dates and order supplies on time.

Question 60

Supplemental files may be created for ____.

A) patient records that are old
B) records of all cancer patients
C) keeping track of important dates
D) records of all diabetic patients
E) records of all patients who have died

Question 61

Prior to moving records to an off-site ________ facility, you need to be sure the records will be secure, accessible, and safe.

Question 62

Some practices install ________ systems to help ensure office security after hours.

Question 63

If you misplace a patient record, you should ________ your steps from the last place you knew the record's location.

Question 64

When recreating a lost patient record, you should note on the record that it is a(n) ________ record.

Question 65

Naming or ________a file is done to enable retrieval and replacement of a patient record.

Question 66

Indexing rules consider each part of a person's name or title as a(n) ________.

Question 67

The medical office should develop a(n) ________ schedule to specify how long patient records should be kept.

Question 68

The first step in the filing process is ________; this is done to make sure the item is ready to be filed.

Question 69

To help prevent possible injury, ________ guidelines for each piece of equipment should be posted prominently in the office.

Question 70

When patient records are kept electronically, it is important to ________ files to prevent loss of information if the computer's hard drive crashes.

Question 71

The rules for alphabetizing patient names are known as ________ rules.

Question 72

When patient records can be eliminated, they must be completely destroyed. This is accomplished by ________.

Question 73

To protect the security of filing shelves that are located in a file room, you can ________ the file room.

Question 74

The fourth step in the filing process is ________, which saves time later when you are returning files to their proper places.