Chapter 13
When counting in years in a retention schedule, you should begin counting when
At the beginning of next year
How often should you check the office tickler file
Atleast once a week
A reason for evaluating an office filing system
By each individ practice
Which step in the filing process can be skipped when filing patient records that have previously been filed
Coding
When choosing a storage facility for files, consider an
Commercial records center
A variation of shelf filing kept on rolling shelves that slide along permanent tracks in the floor
Compactible files
What is a disadvantage of housing files in boxes
Do not remain in one location and is easily misplaced
The most basic filing supply
File folder
What is used to hold patient records that will be returned to the files at the end of the day
File sorter
Which filing system is best used by only one person at a time
Filing cabinets
Files of patients who have died, moved away, or for some reason no longer consult the office are considered to be?
Inactive or closed
Another term for naming a file
Indexing
The first step in the filing process
Inspecting
When labeling medical records for an alphabetic filing system, which sequence should you use
Last name, first name, middle name, title
A horizontal file that often features doors that flip up and pullout drawers
Lateral files
Horizontal filing cabinets are also called
Lateral filing cabinets
The filing system that is used when patients names must be kept confidential
Numeric filing system
In which type of files are patient records stored in a circular fashion and accessed by rotating the files
Rotary circular files
Two types of files that are good options when space is limited
Rotary curcular files and compatible files
Files kept in boxes or tubs must be stored in
Secure room
Security drills
Security risks
When inspecting a document that is smaller then standard size, what should be done prior to filing
Shingle it, cop it on reg size paper, put it in page protector
What is necessary for storing files
Site that is kept locked and secure
Which step of the filing process saves you time when you are returning files to their proper places
Sorting
The final step in the filing process
Storing
File used to keep information such as older patient records or insurance information separate from the primary files.
Sublimental files
The tapered rectangular or rounded extension at the top of a file folder
Tab
What indicates that a file has been taken out of the filing system
The filing guide
Who decides to keep patient files that are inactive or closed in an office
The physician
What specifies how long to keep different types of patient records in the office after the files have become inactive or closed
The physician or records retention schedule
Medical practices use ____ files to avoid losing track of important dates
Tickler file
What should you use when you need to distinguish files within a filing system
Used color coding process
Some practices install___ systems to help ensure office security after hours
alarm
The ___ filing system is simple to use, but you must know the exact spelling of the patients name nad the rules of indixing
alphabetical
What constitutes an active file as opposed to an inactive file
an active file is actively used inactive file is not
What is the most reliable way to determine whether a storage site is susceptible to flooding
ask the facility if they have flood insurance
When patient records are kept electronically, it is important to _____ files to prevent loss of information if the computers hard drive crashed
back up
The most common options for filing equipment are shelves and
cabinets
Prior to color coding files, you must determine the ____ important to your medical office
classifications
Putting an identifying mark or phrase on a document to ensure that it is placed in the correct file
coding
Coding by ____ helps to distinguish files within a filing system, such as all patients who are on medicare
color
Which filing system is used when there is a need to distinguish files within a filing system
color coding
A numeric filing system should be used when ____ of patient information is an issue
confidentiality
If a file is misplaecd, what can be done to reconstruct it
contact insurnace companies, lab and other providers for copies
When recreating a lost patient record, you should note on the record that it is a ___ record
duplicate
The heavy cardboard or plastic inserts used to identify a group of file folders in the file drawer are called
files guides
Which type of filing system allows several people to retrieve and return files at one time
filing shelves
Naming or ____ a file is done to enable retrieval and replacement of a patient record
indexing
The rules for alphabetizing names are known as ____ rules
indexing
The first step in the filing process that is done to make sure the item is ready to be filed
inspecting
To protect the security of filing shelves that are located in a file room, you can ____ the file room
lcok
The records ___ system refers to the way patient records are created, filed and maintained
management
A marker made of stiff material and used as a placeholder when someone takes a file out of the filing
outguide
The way patient reords are created, filed and maintained is called
records management system
The medical office should develop a ____ schedule to specify how long patient records should be kept
retention
If you misplace a patient record, you should ____ you steps from the last place you knew the records location
retrace
TO help prevent possible injury, _____ guidelines for each piece of equipment should be posted prominently in the office
safety
All filing equipment must be ___ to protect the confidentiality of medical records
secured or lcoked
Regardless of the filing system used by a medical office, all patient records should be placed in some sort of ____ order
sequential
When patient records can be eliminated, they must be completely destroyed. This is accomplished by
shredding
The fourth step in filing process is ___ which saves time later when you are returning files to their proper places
sorting
Prior to moving records to an off-site ____ facility, you need to be sure the records will be secure, accessible, and sagfe
storage
Some medical offices keep older patient records and insurnace records in ___ files
supplemental
an advantage of storing files as paper files is
the original documents are preserved for use in proceedings
A ___ file is a remind that helps a medical practice leep track of important appointments and dates and order supplies on time
tickler
What is a guideline for arranging files in alphabetical order
treat a title as the last filing unit
Indexing rules consider each part of a persons name or title as a
unit
Files that feature pullout drawers that contain a metal bar equipped to handle letter-size or legal size documents are called
vertical file