Deck 7: Numbering Filing Systems and Record Storage Circulation

Question 1

A serial numbering system does not require computer software to track the assignment of patient numbers.

Answer 1

True

Question 2

There are no universally accepted rules for filing alphabetic records.

Answer 2

True

Question 3

Centralized filing systems require additional staff to handle the filing and retrieval of records.

Answer 3

True

Question 4

Social Security numbering systems are used in Veteran Affairs medical centers.

Question 5

In consecutive numeric filing, records are filed in strict chronological order according to patient number.

Question 6

Only authorized personnel should have access to file areas, and the file area should be secured when a file staff member is not in the file area.

Question 7

Color coding allows misfiles to be easily identified.

Question 8

Soundex is a methodology used to file patient records.

Question 9

Terminal digit numbers are usually written with a hyphen separating each part of the number.

Question 10

Outguides are beneficial in locating records that have been removed and are unreturned.

Question 11

A lateral file resembles a bookshelf and provides twice as much space as an open-shelf file.

Question 12

Chart tracking systems help to control the file area and facilitate accurate filing.

Question 13

In a unit numbering system, each time the patient is registered, a new patient number is assigned.

Question 14

Alphabetic filing expands the files evenly when new records are added.

Question 15

The Health Insurance Portability and Accountability Act (HIPAA) privacy rule prohibits fax transmissions for transporting patient information.

Question 16

Top-tab folders are used for open shelf filing, and end-tab folders are used for lateral cabinets.

Question 17

Terminal digit filing divides a nine-digit patient number into three parts.

Question 18

Patient records are filed in one location in the filing system when a unit or serial unit numbering system is used.

Question 19

In a family numbering system, each family member is given a two-digit modifier that serves as a prefix (or suffix) to the household patient number.

Question 20

A unit numbering system requires the retrieval of a patient's record from multiple locations in the filing system when previous records are requested by a physician.

Question 21

Terrace View Hospital is located in a community that has a large population of Hispanic and foreign patients. Which system can help facilitate the organization of the master patient index?

A) Alphabetical
B) Color coding
C) Serial
D) Soundex

Question 22

With alphabetic filing, which name is filed first?

A) B. Polly Kim
B) B. Kim
C) Barbara Polly Kim
D) Brenda Polly Kim

Question 23

In family numbering, the head of household's patient number ends with the digits 00.

Question 24

Middle-digit filing uses three digits in the primary number position.

Question 25

In consecutive numeric filing, records are filed in chronological order according to the patient's birth date.

Question 26

Happy Hospital uses the family numbering system. Tom Short is considered the head of the household and is assigned patient number 01-345678. What numbers would be assigned to his wife and third-born child, respectively?

A) 01-345679, 01-345683
B) 02-345678, 03-345678
C) 02-345678, 05-345678
D) 01-345678-02, 01-345678-05

Question 27

In serial numbering, a patient receives a new number each time he or she is admitted.

Question 28

A lateral file contains shelving with retractable doors and uses side-tab folders.

Question 29

Filing controls are established to ensure accurate filing and timely retrieval of patient records.

Question 30

James Jones is scheduled for outpatient surgery on July 15. He undergoes preoperative testing on July 3 and is assigned patient record number 234567. He undergoes outpatient surgery on July 15 and is assigned patient record number 334789. On October 10, he is admitted as an inpatient and assigned patient record number 435679. His record is filed in three different locations. The system being used is

A) numerical.
B) serial numbering.
C) serial-unit numbering.
D) unit numbering.

Question 31

Rebecca Brown was born at Mercy Hospital in 1967 and assigned patient number 576890. She was admitted in 1974 for a tonsillectomy and reassigned number 576890. All of her admissions are filed in a single folder. The system being used is

A) numerical.
B) serial numbering.
C) serial-unit numbering.
D) unit numbering.

Question 32

In a unit numbering system, each time a patient is admitted, he or she is assigned a new patient number, but the record is always filed under the original patient number assigned.

Question 33

A disadvantage of the serial numbering system is that

A) computer software must be purchased to manage the system.
B) multiple locations must be accessed to retrieve patient records.
C) previous folders must remain in the file system.
D) staff training is difficult and time consuming.

Question 34

Which of the following describes alphabetic filing systems?

A) A master patient index is required.
B) Files expand at an even rate.
C) Record security is high.
D) Changed patient names are cross-referenced.

Question 35

Ms. RHIT is writing a policy for filing alphabetic records. Which statement below should be included in the policy?

A) Arrange patient names according to given name, then surname.
B) When a hyphen is used in a patient's name, ignore the letters that follow the hyphen.
C) Prefixes included as part of the patient's last name are filed alphabetically.
D) When a patient is a senior or junior, file the record using senior or junior as the surname.

Question 36

Alphabetic filing systems are easy to learn, and staff can be trained quickly.

Question 37

Sunny Valley Hospital uses the serial numbering system. The master patient index card should contain

A) all the numbers issued to the patient.
B) the first number issued to the patient.
C) the most recent number issued to the patient.
D) the one number issued to the patient.

Question 38

In middle-digit filing, patient numbers should be limited to nine digits to easily divide the numbers.

Question 39

Tom Jones is admitted to Sunny View Hospital on February 3 and assigned patient number 123456. One year later, he is readmitted and assigned number 133890. The patient record from the folder labeled 123456 is renumbered as 133890 and filed in the newly created folder (also numbered 133890). Folder 123456 remains in the filing system with a note indicating the new patient number. The system being used is called

A) numerical.
B) serial numbering.
C) serial-unit numbering.
D) unit numbering.

Question 40

Master patient index cards are filed by patient number.

Question 41

Hillcrest Hospital uses a unit numbering system. Patient Tom Jones, admitted on January 4, was assigned patient record number 456789. Patient Mary Black, the next patient admitted, had a previous admission to the facility and at that time was assigned patient number 422223. On this admission, Mary should be assigned record number:

A) 422223
B) 422224
C) 456789
D) 466787

Question 42

Sunny View Health Care Systems files their clinic records at the clinic sites, the emergency department (ED) records on the second floor of the hospital, and the inpatient records on the fourth floor of the hospital. The type of filing system used is

A) centralized.
B) decentralized.
C) serial unit.
D) terminal digit.

Question 43

Sunny View Hospital is purchasing new filing equipment. The number of linear filing inches storing current patient records is 1,600. The projected five-year expansion of the files is 600. The shelving unit to be purchased has five shelves with 30 inches of storage on each shelf. How many units are needed?

A) 13
B) 14
C) 14.66
D) 15

Question 44

Hillcrest Hospital uses envelopes to store discharged patient records. The HIM director wants to purchase new folders to ensure that the pages of the records are not lost on the open-shelving units. The best type of folder to purchase is

A) end-tab folder.
B) end-tab folder with adhesive strip.
C) top-tab folder.
D) top- tab folder with adhesive strip.

Question 45

Select the correct sequence of the following names: A. Chris Batts, Andrew C. Batts Sr., Adam Charles Batts, Sister Anne Batts, Andrew C. Batts Jr., A. Douglas Batts.

A) A. Chris Batts, Sister Anne Batts, Andrew C. Batts Sr., Andrew C. Batts Jr., Adam Charles Batts, A. Douglas Batts
B) A. Chris Batts, Sister Anne Batts, Andrew C. Batts Jr., Andrew C. Batts Sr., Adam Charles Batts, A. Douglas Batts
C) A. Chris Batts, Adam Charles Batts, A. Douglas Batts, Andrew C. Batts Sr., Andrew C. Batts Jr., Sister Anne Batts
D) A. Chris Batts, Adam Charles Batts, Sister Anne Batts, A. Douglas Batts, Andrew C. Batts Jr., Andrew C. Batts Sr.

Question 46

The ED of Sunny View Hospital is located above the HIM department. The ED frequently requests records from the HIM department. The HIM director wishes to purchase a mechanical circulation system device to transport records. Which system should be purchased?

A) Conveyor belt
B) Dumbwaiter
C) Facsimile
D) Pneumatic tube

Question 47

Ms. RHIT is given an alphabetical listing of patients who had surgery during the time period January 2 through March 1. She needs to determine their patient numbers and pull the records. Her first step would be to reference the

A) master patient index.
B) number index.
C) surgery schedule.
D) surgery index.

Question 48

Sunny View Hospital is part of a large university hospital with a very active and congested file area. Records are filed and refiled throughout the day. Which filing system should be used to distribute the records equally in the file area?

A) Numeric
B) Serial
C) Serial unit
D) Terminal digit

Question 49

The heath information management (HIM) department has purchased end-tab folders and is now selecting file equipment. Which type of file equipment should be purchased?

A) File cabinets
B) Lateral files
C) Open shelf files
D) Vertical files

Question 50

The health information department is purchasing new filing equipment. Currently, 6,500 linear filing inches are used to store records. The new filing equipment selected has six shelves with 44 linear inches each. The total filing inches in one unit would be

A)44.
B)147.
C)264.
D)1,084.

Question 51

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Question 52

The Smith family consists of father Bob, mother Betty, and three children. Hillcrest Clinic uses the family numbering system. If Bob's number is 01-1346, what is the number of his second-born child?

A) 01-1349
B) 02-1346
C) 03-1346
D) 04-1346

Question 53

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Question 54

Arrange the following numbers in terminal digit order: 01-30-49, 01-31-40, 02-30-49, 02-36-40, 20-39-50, 03-40-50.

A) 01-31-40, 02-36-40, 01-30-49, 02-30-49, 20-39-50, 03-40-50
B) 01-30-49, 02-30-49, 01-31-40, 02-36-40, 20-39-50, 03-40-50
C) 01-30-49, 01-31-40, 02-30-49, 02-36-40, 03-40-50, 20-39-50
D) 01-31-40, 02-36-40, 01-30-49, 02-30-49, 03-40-50, 20-39-50

Question 55

Ms. HIM files the following records: 223345, 223346, 223347, 223348, and 223349. Which system is being used?

A) Numeric filing
B) Middle digit filing
C) Straight numeric filing
D) Terminal digit filing

Question 56

Hillcrest Health System includes an acute care hospital, a nursing facility, and primary care clinics. All records are stored in the HIM department, thus making the file area very active. For scheduled visits to primary care providers, records must be requisitioned 24 hours in advance. This is a(n) ____ requisition.

A) emergency
B) nonemergency
C) nonscheduled
D) planned

Question 57

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Question 58

The unit system of numbering is used at Sunny View Hospital. Tom Jones, admitted on January 3, received patient number 345678. The last number assigned by the admitting office was 456788. On February 3, Tom is readmitted. He should be assigned patient number

A)345678.
B)345679.
C)456788.
D)456789.

Question 59

Arrange the following numbers in middle-digit order: 01-30-49, 01-31-40, 02-30-49, 02-36-40, 20-39-50, 03-40-50.

A) 01-31-40, 02-36-40, 01-30-49, 02-30-49, 03-40-50, 20-39-50
B) 01-30-49, 02-30-49, 01-31-40, 02-36-40, 20-39-50, 03-40-50
C) 01-30-49, 01-31-40, 02-30-49, 02-36-40, 03-40-50, 20-39-50
D) 20-39-50, 03-40-50, 02-36-40, 02-30-49, 01-31-40, 01-30-49

Question 60

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Question 61

Which of the following is true with regard to terminal digit filing?

A) Files expand unevenly.
B) Inactive records are difficult to retrieve.
C) Large gaps in files occur.
D) It provides a high degree of record security.

Question 62

Hillcrest Hospital uses terminal-digit numbering to file records and color codes only the primary number. Using the table below, what would be the color pattern for record number $\begin{array}{|l|l|}\hline \text { Number } & \text { Color Bar } \\\hline 0 & \text { Orange } \\\hline 1 & \text { Red } \\\hline 2 & \text { Yellow } \\\hline 3 & \text { Purple } \\\hline 4 & \text { Light pink } \\\hline 5 & \text { Dark green } \\\hline 6 & \text { Dark pink } \\\hline 7 & \text { Light green } \\\hline 8 & \text { Brown } \\\hline 9 & \text { Black } \\\hline\end{array}$

A) orange, black
B) purple, black
C) red, dark green
D) dark green, light green

Question 63

Hillcrest Hospital is converting from a serial to unit numbering system. Which of the following will decrease?

A) Number of duplicate numbers assigned
B) Amount of space required for the file area
C) Number of file folders used
D) Number of shelving units

Question 64

Ms. HIT files the following records: 13-40-05, 14-40-05, 14-41-05, 15-41-05, and 16-41-05. Which system is being used?

A) Numeric filing
B) Middle digit filing
C) Straight numeric filing
D) Terminal digit filing

Question 65

A phonetic indexing system that allows surnames that sound alike to be filed together is known as ____________________.

Question 66

If a shelving unit has eight shelves with 20 inches of storage on each shelf, how many inches of filing can the unit hold?

A) 120 inches
B) 140 inches
C) 160 inches
D) 320 inches

Question 67

Decentralized filing systems require ____________________ staff than do centralized filing systems.

Question 68

In a unit numbering system, a patient is assigned a patient number ____________________.

Question 69

Straight numeric filing, also known as ______________________________, files records in strict chronological order according to patient number.

Question 70

In an alphabetic filing system, patient names are arranged by ____________________, then given name.

Question 71

Movable files are also known as

A) lateral files.
B) compressible files.
C) open files.
D) closed files.

Question 72

All patient information must be secured in a locked file or ____________________.

Question 73

A ______________________________ controls the release and return of patient records and uses record requisition forms to retrieve and track requests.

Question 74

A filing unit has six shelves and holds 180 inches of filing. How many inches of filing does each shelf hold?

A) 20 inches
B) 30 inches
C) 60 inches
D) 70 inches

Question 75

The type of filing equipment that has six to eight shelf units and resembles a bookshelf is known as

A) lateral files.
B) movable files.
C) open-shelf files.
D) closed files.

Question 76

A blend of the serial and unit numbering systems is known as ____________________.

Question 77

The type of file that resembles a file cabinet and stores records in a drawer is known as

A) lateral files.
B) open files.
C) vertical files.
D) visible files.

Question 78

Terminal-digit filing assigns ____________________ digits (or more) to create primary, secondary, and tertiary digits.

Question 79

There should be 18 to 20 inches of clearance between the ______________________________ in the file area.

Question 80

Filing controls such as a ____________________ system and periodic audits of the files help to ensure accurate filing.