Deck 13: Managing Medical Records

Question 1

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

Answer 1

Color-coding

Question 2

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

Answer 2

tab

Question 3

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

Answer 3

compactable files

Question 4

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 5

The first step in the filing process is ____.

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

Question 6

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

A) Boxes
B) Filing cabinets
C) Rotary circular files
D) Compactible files
E) Filing shelves

Question 7

How often should the office tickler file be checked?

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

Question 8

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 9

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

Question 10

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 11

Which of the following is a filing system that is best used by only one person at a time?

A) Boxes
B) Filing cabinets
C) Rotary circular files
D) Compactible files
E) Filing shelves

Question 12

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 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

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 15

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 16

The most basic filing supply is the ____.

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

Question 17

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 18

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 19

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

Question 20

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

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

Question 21

What does a retention schedule detail?

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 22

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 23

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 24

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 25

Another term for naming a file is ____.

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

Question 26

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 27

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 28

Who decides which patient files that are inactive or closed to keep in the medical office before sending to storage?

A) Nurse
B) Office manager
C) Practitioner
D) Patient
E) Medical assistant

Question 29

Which step of the filing process will save time when returning files to their proper places?

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

Question 30

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 31

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 32

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 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 final step in the filing process is ____.

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

Question 35

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 36

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 37

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 38

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 39

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 40

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 41

Files and records that are kept in boxes 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 42

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

Question 43

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

Question 44

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

Question 45

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

Question 46

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

Question 47

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 48

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 49

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 50

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

Question 51

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

Question 52

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

Question 53

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

Question 54

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 55

For security reasons, only the licensed practitioner and the office manager in the medical office have keys to the file room, where the patients' medical records are stored. The licensed practitioner 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 practitioner 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 56

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

Question 57

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

Question 58

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 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

Some medical offices keep older patient records and insurance records in __________ files

Question 61

Inspecting or __________ of records is the first step in the process of making sure items are ready to file.

Question 62

Numeric systems are known as _______ filing systems.

A) direct
B) indirect
C) chronological
D) terminal
E) middle digit

Question 63

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

Question 64

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

Question 65

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

Question 66

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

Question 67

The method of organizing the medical record that places the most recent documents in the patient's record on top of documents with earlier dates is known as which of the following?

A) Direct
B) Indirect
C) Chronological
D) Tterminal
E) Reverse chronological

Question 68

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

Question 69

What is the most common filing system used in a numeric filing system?

A) Terminal digit
B) Middle digit
C) Chronological
D) Color-coding
E) Unit

Question 70

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

Question 71

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

Question 72

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

Question 73

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

Question 74

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