Question 1

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

Accepted Answer

Tickler files are used to keep track of important dates such as appointments, follow-up visits, and deadlines, ensuring that they do not get overlooked or forgotten. Supplemental files are used to store additional information related to a patient's medical records, while numerical and alphabetical files are used for organizing records by patient name or number. Sequential files are not typically used in medical practices. Tickler files are used to remind medical personnel of important dates, such as when a patient's next appointment should be or when a vaccination is due. This helps ensure that important tasks are not forgotten or overlooked. Supplemental, numerical, alphabetical, and sequential files may all be used in medical practices for different purposes, but they are not specifically designed for tracking dates.

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?

Accepted Answer

File sorters are used to organize and hold patient records temporarily before they are returned to their permanent location in the files at the end of the day.

Question 3

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

Accepted Answer

Patient records are stored in rotary circular files, where they are accessed by rotating the files. This type of file storage is often used in medical facilities to store a large number of patient records in a small space while still providing easy access to them. Patient records are stored in rotary circular files which are accessed by rotating the files. This allows for efficient use of space and easy access to the contents. Vertical files, compactable files, filing shelves, and lateral files all have different methods of storage and would not be suitable for storing patient records in a circular fashion.

Question 4

A numeric filing system ____.

Accepted Answer

Numeric filing systems often use numbers as codes to indicate where in the filing system a file can be found. This allows for easier retrieval of files and organization within a large practice. A numeric filing system may include numbers that indicate where in the filing system a file can be found. This system is often used in larger practices where the number of patients can be overwhelming and using names can cause confusion or errors. The numbers may correspond to specific sections of the filing system, making it easier to locate files quickly. Patient confidentiality can still be maintained through proper record-keeping procedures.

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) ____.

Accepted Answer

An out guide is a marker made of stiff material (often cardboard or plastic) that is placed in a file folder to indicate that a file has been removed from the filing system. The out guide typically has space for the name of the person who has taken the file, the date it was removed, and other relevant information. This helps ensure that files are not lost or misplaced and that others who need access to the file know when it will be available again. File labels, file guides, file sorters, and tabs may also be used in filing systems, but none of these terms specifically refer to a marker used as a placeholder for an absent file. An out guide is a marker made of stiff material and used as a placeholder when someone takes a file out of the filing system. It helps others to know that the file is not currently available and who has taken it. File labels, file guides, file sorters, and tabs are all different types of organizational tools used in filing systems.

Question 6

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

Accepted Answer

File guides are used to identify a group of file folders in a file drawer. They are usually made of heavy cardboard or plastic and have a tab at the top that sticks out above the tops of the file folders. Tabs, file sorters, out guides, and file labels are other types of office supplies used in file management but are not the same as file guides. File guides are the heavy cardboard or plastic inserts used to identify a group of file folders in the file drawer. Tabs are the smaller dividers used within the file folders. File sorters are trays or bins used to sort and organize papers. Out guides are folders used to indicate that a file has been taken out of the filing system. File labels are stickers or tags used to label individual file folders.

Question 7

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

Accepted Answer

The answer of Which type of filing system allows several...

Question 8

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

Accepted Answer

The description given in the question matches with compactable files, which are kept on rolling shelves and slide along permanent tracks in the floor. Option A (vertical files) refers to a different filing system where files are stored upright in cabinets. Option C (rotary circular files) refers to a type of filing system where circular shelves rotate to provide access to files. Option D (filing shelves) is a general term that can refer to any type of filing system with shelves. Option E (lateral files) also refers to a different type of filing system where files are stored horizontally in cabinets. The description given matches the characteristics of compactable files, which are kept on rolling shelves that slide along permanent tracks in the floor.

Question 9

Horizontal filing cabinets are also called ____.

Accepted Answer

Horizontal filing cabinets are commonly known as lateral files.

Question 10

How often should you check the office tickler file?

Accepted Answer

Checking the office tickler file daily ensures that deadlines and important tasks are not missed.

Question 11

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

Accepted Answer

Filing cabinets are the best choice for a single person because they provide organized storage and easy access to files while taking up minimal floor space. Tubs or boxes would be too bulky and difficult to search through, rotary circular files and compactible files are more suitable for larger groups, and filing shelves may not provide enough privacy for sensitive documents.

Question 12

The most basic filing supply is the ____.

Accepted Answer

The most basic filing supply is the file folder. This is where documents and papers are placed and organized in a filing system. Out guides, file sorters, file guides, and folder labels are all supplementary filing supplies that aid in the organization and maintenance of a filing system, but the file folder is the fundamental item needed for filing. The most basic filing supply is the file folder, which is used to organize and store documents. Out guides, file sorters, file guides, and folder labels are all helpful tools for filing, but they are not as fundamental as the file folder.

Question 13

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

Accepted Answer

A lateral file is a horizontal file that features doors that flip up and pullout drawers. None of the other options accurately describe this type of file cabinet. A lateral file is a horizontal file that often features doors that flip up and pullout drawers, making it easier to access and organize documents.

Question 14

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

Accepted Answer

Housing files in boxes can make them easily misplaced as they are not in a fixed location. Housing files in boxes may result in files being easily misplaced or not remaining in one location, which could lead to inefficiencies in the organization's operations. The other options are not necessarily disadvantages of housing files in boxes.

Question 15

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

Accepted Answer

The tapered rectangular or rounded extension at the top of a file folder is called a tab. It is used to label and identify the contents of the folder, and is often made of a different color or material than the rest of the folder for easy visibility. The other options listed (extension, label, guide, and handle) do not accurately describe the function or location of the tab on a file folder. The tapered rectangular or rounded extension at the top of a file folder is commonly referred to as the tab.

Question 16

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

Accepted Answer

Color-coding is used to distinguish files within a filing system. This involves assigning a specific color to different categories or types of files, making it easier to locate and retrieve them. Out guides are used to indicate when a file is temporarily removed from the filing system, file guides help to organize files alphabetically or numerically, file sorters are used to sort and organize a large number of files, and indexing involves creating an alphabetical or numerical list of files for easy reference. Color-coding is a useful tool for distinguishing files within a filing system. By assigning different colors to different categories or types of files, it becomes easier to locate and retrieve specific information quickly.

Question 17

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

Accepted Answer

When patients' names must be kept confidential, a numeric filing system is typically used. This is because patient information can be organized and accessed using a unique numerical identifier, rather than their name, which helps to protect their privacy. Numeric filing systems use numbers instead of names or other identifying information to keep patient records confidential.

Question 18

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

Accepted Answer

Patient records are managed using a records management system, which includes the creation, filing, and maintenance of records. While alphabetic and numeric filing systems may be used within this system, they are just one aspect of the overall records management process. Sequential order and alphanumeric filing systems are also potential components of a records management system, but do not fully encompass the entire system. Patient records are managed through a records management system, which involves the creation, filing, and maintenance of records in an organized and efficient manner. Numeric, alphabetic, and alphanumeric filing systems may be used within a records management system, but they only represent a small part of the overall process. Sequential order is also a possible way to organize records, but it is not a comprehensive records management system in itself.

Question 19

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

Accepted Answer

Vertical files typically feature pullout drawers that can accommodate letter-size or legal-size documents, equipped with a metal bar to hold the papers in place. The other options (compactable files, rotary circular files, boxes or tubs, and filing shelves) do not specifically refer to this type of file with pullout drawers and metal bars for document organization. The description matches that of a vertical file.

Question 20

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

Accepted Answer

The answer of Two types of files that are good...

Quiz 15: Managing Medical Records