Medical Assisting - Chapter 13
Which of the following features is necessary for storing files? 1) A site that offers easy patient access 2) A site that is kept cold 3) A site that is kept locked 4) Cardboard storage containers 5) A site that is below ground
A site that is kept locked
General filing guidelines include ______. 1) Avoiding cross-referencing a file whenever possible 2) Placing all file guides with the same tab position together 3) Use all uppercase letters to label files for easier reading 4) Storing extra office equipment in the bottom drawer of a file cabinet 5) Allowing extra space for retrieving and replacing files
Allowing extra space for retrieving and replacing files
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? 1) Call security and ask them for advice. 2) Call a meeting of all staff and ask for suggestions. 3) Attempt to contact the practitioner for instructions. 4) Cancel all patient appointments for the next two days. 5) Record all patient information on scraps of paper until the files can be accessed.
Call security and ask them for advice.
Files of patients who have died, moved away, or for some reason no longer consult the office are considered ______. 1) Retained files 2) Eliminated files 3) Closed files 4) Inactive files 5) Suspended files
Closed files
Which step in the filing process can be skipped when filing patient records that have previously been filed? 1) Coding 2) Indexing 3) Storing 4) Sorting 5) Inspecting
Coding
What should you use when you need to distinguish files within a filing system? 1) Terminal digit filing 2) Middle digit filing 3) Numeric filing 4) Color-coding 5) Classifications
Color-coding
Which of the following is used when there is a need to distinguish files within a filing system? 1) Color-coding 2) Out guides 3) Indexing 4) File guides 5) File sorters
Color-coding
A center that houses and manages stored documents is called: 1) Commercial records center 2) Storage safety center 3) Filing records center 4) Building records center
Commercial records center
When choosing a storage facility for files, consider a(n) ______. 1) General storage facility 2) Cool, moist area such as a basement 3) Unused portion of a closet that stores chemicals 4) Commercial records center 5) Corner in the main office
Commercial records center
A variation of shelf filing kept on rolling shelves that slide along permanent tracks in the floor is called ______. 1) Lateral files 2) Filing shelves 3) Vertical files 4) Compactible files 5) Rotary circular files
Compactible files
If a file is misplaced, what can be done to reconstruct it? 1) Avoid putting a note in the file that it is a recollection of information 2) Avoid telling the practitioner or office staff that the file is lost 3) Duplicate all the information within the file 4) Ask the patient to come to the office and record him memories of what was in the file 5) Contact insurance companies, laboratories, and other providers for copies of original documents
Contact insurance companies, laboratories, and other providers for copies of original documents
How often should the office tickler file be checked? 1) Once a month 2) Three times a day 3) Every three months 4) Daily 5) Every other Friday
Daily
The most basic filing supply is the ______. 1) File folder 2) File sorter 3) Folder label 4) Out guide 5) File guide
File folder
The heavy cardboard or plastic inserts used to identify a group of file folders in the file drawer are ______. 1) File sorters 2) Tabs 3) Out guides 4) File labels 5) File guides
File guides
Which of the following is used to hold patient records that will be returned to the files at the end of the day? 1) File guides 2) Binders 3) File labels 4) File sorters 5) File folders
File sorters
Which of the following is a filing system that is best used by only one person at a time? 1) Rotary circular files 2) Filing shelves 3) Boxes 4) Filing cabinets 5) Compactible files
Filing cabinets
Which type of filing system allows several people to retrieve and return files at one time? 1) Rotary circular files 2) Boxes 3) Compactible files 4) Filing shelves 5) Filing cabinets
Filing shelves
When counting the years in a retention schedule, you should begin counting ______. 1) From the day the file was closed 2) Two years after the file was produced 3) From the year the file was produced 4) Six months after the file was produced 5) From the year after the file was produced
From the year after the file was produced
Files and records that are kept in boxes must be stored ______. 1) In the office area 2) In a secure room 3) Within 18 inches of the ceiling 4) On the floor 5) With the lids on
In a secure room
Another term for naming a file is ______. 1) Coding 2) Storing 3) Sorting 4) Inspecting 5) Indexing
Indexing
Numeric systems are known as ______ filing systems. 1) Direct 2) Indirect 3) Middle digit 4) Terminal 5) Chronological
Indirect
The most reliable way to determine whether a storage site is susceptible to flooding is to ______. 1) Find out how close it is to the nearest body of water 2) Ask for names of people who have used the facilities to interview 3) Ask about previous flooding 4) Inquire whether the facility has flood insurance 5) Visit the area and feel the cardboard boxes for wetness
Inquire whether the facility has flood insurance
The first step in the filing process is ______. 1) Storing 2) Sorting 3) Inspecting 4) Coding 5) Indexing
Inspecting
Security drills ______. 1) Are conducted when the inspectors are present 2) Can be performed instead of fire drills 3) Are required by TJC 4) Should not be performed during office hours 5) Keep staff aware of security risks
Keep staff aware of security risks
When labeling medical records for an alphabetic filing system, which of the following sequences should you use? 1) Last name, first name, middle name, title 2) Last name, first initial, title 3) First name, middle name, last name, title 4) Title, last name, first name, middle name 5) First name, last name, title, middle initial
Last name, first name, middle name, title
A horizontal file that often features doors that flip up and pullout drawers is called a ______. 1) Rotary circular file 2) Lateral file 3) Filing shelf 4) Vertical file 5) Compactible file
Lateral file
A numeric filing system ______. 1) May include numbers that indicate where in the filing system a file can be found 2) Is not used when patient confidentiality is especially important 3) Is based primarily on dates 4) Is the only practical system for a large practice 5) Organizes records according to the patient's last name
May include numbers that indicate where in the filing system a file can be found
The filing system that is used when patients' names must be kept confidential is ______. 1) Numeric 2) Sequential 3) Alphabetic 4) Alphanumeric 5) Supplemental
Numeric
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) ______. 1) Tab 2) File label 3) File sorters 4) Out guide 5) File guide
Out guide
Which of the following indicates that a file has been taken out of the filing system? 1) File sorter 2) Hanging file folder 3) File guide 4) Out guide 5) Color-coding
Out guide
When inspecting a document that is smaller than standard size, which of the following should be done prior to filing? 1) Place a rubber band around it 2) Code the document to be sure it is filed properly 3) Secure the material with paper clips 4) Add a note to the tab of the folder for easy recognition 5) Place it in a standard-size sheet protector
Place it in a standard-size sheet protector
Who decides which patient files that are inactive or closed to keep in the medical office before sending to storage? 1) Medical assistant 2) Nurse 3) Practitioner 4) Office manager 5) Patient
Practitioner
The medical office uses an alphabetic filing system, and it is the medical assistant's responsibility to index the patient files. The provider in the office is the primary care practitioner for the entire Quincy family ranging from Jason P. Quincy Sr., to his grandson Jason P. Quincy III. Other family members include Jayne S. Quincy, Jason P. Quincy Jr., and Jillian G. Quincy. In which order would the records for these family members be filed? 1) Quincy, Jason P, III; Quincy, Jason P., Jr; Quincy, Jason P., Sr.; Quincy, Jayne S.; Quincy, Jillian G. 2) Quincy, Jayne S.; Quincy Jason P, III; Quincy, Jason P., Jr; Quincy, Jason P., Sr.; Quincy, Jillian G. 3) Quincy, Jason P., Sr.; Quincy, Jason P., III Quincy, Jason P., Jr.; Quincy, Jayne S.; Quincy, Jillian G. 4) Quincy, Jason P. Jr.; Quincy, Jason P. Sr.; Quincy, Jason P., III; Quincy, Jayne S.; Quincy, Jillian G. 5) Quincy, Jayne S.; Quincy, Jillian G.; Quincy, Jason P, Jr.; Quincy, Jason P., Sr.; Quincy, Jason P., III
Quincy, Jason P, III; Quincy, Jason P., Jr; Quincy, Jason P., Sr.; Quincy, Jayne S.; Quincy, Jillian G.
The way patient records are created, filed, and maintained is called a(n) ______. 1) Alphanumeric filing system 2) Numeric filing system 3) Alphabetic filing system 4) Sequential filing system 5) Records management system
Records management system
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? 1) Record management system 2) Retention schedule 3) Filing guidelines 4) Tickler file 5) Indexing rules
Retention schedule
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? 1) Indirect 2) Reverse chronological 3) Direct 4) Terminal 5) Chronological
Reverse chronological
Two types of files that are good options when space is limited are ______. 1) Vertical and lateral 2) Vertical and rotary circular 3) Rotary circular and compactible 4) Rotary circular and horizontal 5) Compactible and horizontal
Rotary circular and compactible
In which type of files are patient records stored in a circular fashion and accessed by rotating the files? 1) Filing shelves 2) Compactible files 3) Rotary circular files 4) Vertical files 5) Lateral files
Rotary circular files
Which piece of equipment copies a document into a document on the computer's hard drive? 1) Removable drive 2) Photocopier 3) Scanner 4) Fax machine
Scanner
Which step of the filing process will save time when returning files to their proper places? 1) Coding 2) Inspecting 3) Storing 4) Indexing 5) Sorting
Sorting
The final step in the filing process is ______. 1) Indexing 2) Coding 3) Inspecting 4) Cross-referencing 5) Storing
Storing
Files used to keep information such as older patient records or insurance information separate from the primary files are ______. 1) Financial files 2) Tickler files 3) Supplemental files 4) Numeric files 5) Vertical files
Supplemental files
The tapered, rectangular or rounded extension at the top of a file folder is the ______. 1) Tab 2) Extension 3) Handle 4) Guide 5) Label
Tab
What is the most common filing system used in a numeric filing system? 1) Unit 2) Terminal digit 3) Middle digit 4) Chronological 5) Color-coding
Terminal digit
What constitutes an active file, as opposed to an inactive file? 1) A patient's file is active if she has been seen within the last 6 months 2) Patients must be called and asked if they want their files closed 3) The criteria are established by each individual practice 4) A patient's file becomes inactive when the patient dies 5) A patient's file becomes inactive after 7 to 10 years.
The criteria are established by each individual practice
An advantage of storing files as paper files is ______. 1) They require very little space to store 2) They never need to be copied 3) Individual records are easier to find than electronic files 4) The original documents are preserved for possible use in legal proceedings 5) They can usually be stored on-site, even in very large practices
The original documents are preserved for possible use in legal proceedings
Which of the following is a disadvantage of housing files in boxes? 1) They are often long, sometimes extending the full length of a wall. 2) They do not remain in one location and are easily misplaced. 3) They require more floor space. 4) They are more expensive than other filing systems. 5) They cannot be moved.
They do not remain in one location and are easily misplaced.
Medical practices use ______ files to avoid losing track of important dates. 1) Supplemental 2) Tickler 3) Alphabetical 4) Numerical 5) Sequential
Tickler
Which of the following are reasons to use file guides? 1) To separate groups of files 2) To easily locate individual files 3) To hang files in a filing cabinet 4) To label individual files
To separate groups of files To easily locate individual files
Which of the following is a guideline for arranging files in alphabetical order? 1) Treat a prefix as a separate unit 2) Treat all parts of a patient's name as one unit 3) Treat a title as the last filing unit 4) Place initials after a full name spelled out 5) Treat a hyphenated name as a single unit
Treat a title as the last filing unit
Files that feature pullout drawers that contain a metal bar equipped to handle letter-size or legal-size documents are called ______. 1) Filing shelves 2) Vertical files 3) Boxes or tubs 4) Rotary circular files 5) Compactible files
Vertical files
What does a retention schedule detail? 1) Any activity that needs to be scheduled ahead of time 2) How long individual items are kept in a patient's medical record 3) The way a patient record is created, filed, and maintained 4) The order in which patient records are kept 5) When files should be moved to a storage area and how long they should be kept
When files should be moved to a storage area and how long they should be kept
Place the 5 steps involved in filing in order, with the first step on top.
1) Inspecting and releasing 2) Indexing 3) Coding 4) Sorting 5) Storing
At what point may a misplaced file be considered lost? 1) 1 week 2) 3 to 4 days 3) 24 to 48 hours 4) 1 to 2 hours
24 to 48 hours
There are ______ steps involved in filing. 1) 5 2) 3 3) 8 4) 10
5
Files used frequently are called? 1) Retention 2) Inactive 3) Active 4) Closed
Active
The process of marking a document to ensure that it is placed in the proper file is called 1) Storing 2) Cross-referencing 3) Coding 4) Indexing
Coding
A(n) ______ system is used to distinguish files within a filing system. 1) Tickler 2) Alphanumeric 3) Color-coding 4) Supplemental
Color-coding
When there is a need to distinguish between types of files within a paper filing system, a practice may use 1) Master files 2) Sequential order 3) Indexing rules 4) Color-coding
Color-coding
Which files are kept on rolling shelves that slide along permanent tracks in the floor? 1) Lateral files 2) Horizontal files 3) Vertical files 4) Compactible files
Compactible files
Which files are kept on rolling shelves that slide along permanent tracks in the floor? 1) Lateral files 2) Vertical files 3) Compactible files 4) Horizontal files
Compactible files
Inspecting and releasing inspecting is sometimes called: 1) Filing 2) Conditioning 3) Storing 4) Releasing
Conditioning
The process of getting items ready for filing is known as: 1) Coding 2) Releasing 3) Conditioning 4) Sorting
Conditioning
Which of the following are guidelines for filing efficiently? 1) Do not crowd the file drawer. 2) Papers may extend beyond the edge of the folder. 3) Do not store office equipment where files belong. 4) Place all file guides in line with each other.
Do not crowd the file drawer. Do not store office equipment where files belong.
When should you verify if any changes are needed to be made to the patient's file related to his/her current demographic? 1) During indexing 2) During conditioning 3) During sorting 4) During coding
During indexing
When does releasing occur in the steps of filing? 1) Either before or immediately after conditioning 2) Either before indexing or immediately after sorting 3) Before indexing 4) After indexing
Either before or immediately after conditioning
Rotary circular files can be operated: 1) Electronically 2) Side to side 3) In and out 4) Manually
Electronically Manually
With which type of filing equipment can out guides be used? 1) Filing cabinets 2) Binders 3) Filing shelves 4) Plastic tubs
Filing cabinets Filing shelves
Which of the following refers to the place where records or files are housed and stored? 1) File folders 2) File housing 3) Filing equipment 4) File systems
Filing equipment
With ______, systems are often long and can extend the full length and height of an office wall. 1) File folders 2) Filing cabinets 3) Filing shelves 4) Electronic medical records
Filing shelves
Lateral files are also known as: 1) Drawers 2) Filing shelves 3) Vertical files 4) Horizontal files
Horizontal files
Closed files are usually treated in the same manner as ______ files. 1) Paper 2) Active 3) Tickler 4) Inactive
Inactive
Files used infrequently or not at all are called: 1) Inactive 2) Closed 3) Retained 4) Active
Inactive
Cross-referencing is found to be done in which step in filing? 1) Coding 2) Indexing 3) Storing 4) Sorting
Indexing
What should a medical assistant do when using a commercial records center? 1) Don't pay the service fees 2) Don't worry about what is filed there 3) Keep a separate list of files stored office site 4) Pay service fees out of petty cash
Keep a separate list of files stored office site
The use of ______ on filing equipment allows you to go directly to the appropriate place when retrieving a file. 1) Tabs 2) Markers 3) Labels 4) Guides
Labels
Which of the following are ways to maintain medical record security? 1) Lock the file room. 2) Give keys to all staff members. 3) The first staff member to arrive unlocks the files. 4) Lock cabinets at night.
Lock the file room. Lock cabinets at night.
How may a practice limit access to medical records? 1) Maintain a record of who has each file in a notebook. 2) Require staff members to fill out a requisition slip when obtaining a file. 3) Allow originals of patient records to leave the practice. 4) Allow any staff members to take files they need from the practice.
Maintain a record of who has each file in a notebook. Require staff members to fill out a requisition slip when obtaining a file.
What is an important administrative function of the medical assistant? 1) Management of the medical record 2) Management of the clinical staff 3) Medical practice accounting 4) Physician credential approval
Management of the medical record
Which of the following is a system for the way patient records are created, filed, and maintained? 1) Filing equipment 2) Health management system 3) Records management system 4) Electronic health record
Records management system
The process a physician stamps or marks an item ready for filing is known as: 1) Sorting 2) Coding 3) Conditioning 4) Releasing
Releasing
Identify the uses for tickler files. 1) Reminders to order supplies 2) Reminders to send patient checkup cards 3) Reminders for patients to pay bills 4) Storage of daily appointment schedules
Reminders to order supplies Reminders to send patient checkup cards
Identify the tasks involved in the inspecting step of filing. 1) Remove paper clips or other fasteners 2) Name the file 3) Verify that the color-coding is correct 4) Staple related papers together
Remove paper clips or other fasteners Staple related papers together
Which of the following specifies how long to keep different types of patient records in the office after files have become inactive or closed? 1) Destruction schedule 2) Retention schedule 3) Active file 4) Disposal schedule
Retention schedule
Which of the following are characteristics of sequential order? 1) Sequence 2) Unpredictability 3) Predictability 4) Disarray
Sequence Predictability
Files placed one after another in a pattern that can be predicted is known as putting them in 1) Sequential order 2) Color-coding 3) A lateral file 4) A vertical file
Sequential order
Which of the following is an advantage of keeping files on shelves? 1) One user is responsible for returning all files at the end of each day. 2) The system requires a large amount of floor space. 3) Several people can retrieve and return files at the same time. 4) One person must retrieve all files.
Several people can retrieve and return files at the same time.
Indexing rules, using units, are designed to keep alphabetizing: 1) Simple and chronological 2) Sampling and consistent 3) Simple and fast 4) Simple and consistent
Simple and consistent
A system that provides an order to files before they are stored is called 1) Sorting 2) Indexing 3) Coding 4) Inspecting
Sorting
Placing documents or files in proper sequence, either numerically or alphabetically, is known as 1) Sorting 2) Coding 3) Storing 4) Cross-referencing
Sorting
Identify the ways that inactive files may be stored. 1) Shred and dispose of them. 2) Store them in their original paper state. 3) Transfer them to another format, such as computer disk or microfilm. 4) Photocopy and place them into storage.
Store them in their original paper state. Transfer them to another format, such as computer disk or microfilm.
Keeping files in their proper location when not in use is known as 1) Coding 2) Storing 3) Indexing 4) Cross-referencing
Storing
Which of the following is used to keep additional information about each patient without cluttering up the primary filing cabinets? 1) Supplemental files 2) Tickler files 3) Color-coding 4) Indexing rules
Supplemental files
Why is it more desirable to print or type chart labels? 1) They are harder to create 2) They are easier to read 3) They use inconsistent formats 4) They have a more professional appearance
They are easier to read They have a more professional appearance
Identify the characteristics of indexing rules. 1) They are used with alphabetic filing systems. 2) They are a guideline for sequencing files. 3) They are used with numeric filing systems. 4) They define a consistent method for the ordering of filed materials. 5) They are used with chronological filing systems.
They are used with alphabetic filing systems. They are a guideline for sequencing files. They define a consistent method for the ordering of filed materials.
Which of the following are particularly helpful for practices that see patients repeatedly, resulting in very large medical records? 1) Binders 2) File guides 3) Hanging files 4) File folders
Binders
Naming a file is also known as 1) Coding 2) Sorting 3) Indexing 4) Storing
Indexing
Specific rules for filing personal names alphabetically are called 1) Sequential order 2) File guidelines 3) Indexing rules 4) HIPAA rules
Indexing rules
Which system of filing uses the middle group of numbers as the primary index? 1) Secondary digit 2) Final digit 3) Middle digit 4) Terminal digit
Middle digit
Which of the following is an advantage of color-coding in an alphabetic filing system? 1) Multiple users can use the same file. 2) Files no longer need to be arranged alphabetically. 3) You can tell at a glance if files are filed correctly. 4) Colors are used to indicate patient status.
You can tell at a glance if files are filed correctly.
Place the steps for locating misplaced files in order, with the first step on top.
1) Determine the last time anyone in the practice knew the file's location. 2) Go to the last location and retrace the steps of the last person who handled the file, looking for the file along the way. 3) Look in the filing cabinet where the file belongs, checking neighboring files. 4) Check underneath the files in the drawer or shelf to see if the file slipped out. 5) Check the pile of items to be filed or the filer sorter envelope. 6) Consider possible cross-references or similar indexes and check those headings for the file.
Place the steps for making the best use of color-coding in order, with the first step on top.
1) Identify the classifications that are important to the office. 2) Decide what method of coding will be used (folder, labels, or stickers). 3) Choose a different color for each classification. 4) Post the codes in a prominent location in the file room for all staff members to see.
A legal-size folder measures 8.5 x ______ inches. 1) 14 2) 8 3) 5 4) 11
14
Which of the following are examples of color-coding using classifications? 1) All patients with outstanding balances have red folders. 2) All patients with the same last name have blue folders. 3) All new patients have red folders. 4) All patients with Medicare have folders with a blue sticker.
All new patients have red folders. All patients with Medicare have folders with a blue sticker.
Match the terms associated with medical record management with their correct definitions.
Alphabetic filing system - System in which files are arranged in alphabetic order Records management system - Way patient records are created, filed, and maintained Retention schedule - Specifies how long to keep different types of records after they become inactive or closed Sequential order - One after another in a pattern that can be predicted Terminal digit - Numeric filing system in which the last unit is the primary index
What type of office should use compactible files? 1) A rural office 2) A huge office that has a lot of space 3) A hospital 4) An office that has limited space
An office that has limited space
Which types of information may be kept in supplemental files? 1) Treatment information 2) Patient diagnoses 3) Billing information 4) Insurance information
Billing information Insurance information
Which filing system uses numeric dates as indexing units? 1) Numeric filing 2) Chronological filing 3) Alphabetic filing 4) Terminal digit
Chronological filing
Files of patients who have died, have moved away, or no longer consult the office are 1) Inactive 2) Closed 3) Active 4) Misplaced
Closed
Match the medical record management terms with their correct definitions.
Cross-referenced - Filed in two or more places, with each place noted in each file Indexing - Naming a file Indexing rules - Specific rules to follow when filing names alphabetically Out guide - Marker made of stiff material used as a placeholder when a file has been removed Compactible file - Files that are kept on rolling shelves that slide along tracks in the floor Unit - Each part of a person's name or title
Placing a file in two or more places, with each place noted in each file, is called 1) Indexing 2) Coding 3) Cross-referencing 4) Using a master file
Cross-referencing
Which of the following is the most basic filing supply? 1) Tabs 2) Binders 3) File guides 4) File folder
File folder
A heavy cardboard or plastic insert used to identify a group of file folders in a file drawer is called a(n) 1) Binder 2) Label 3) Out guide 4) File guide
File guide
What are large, accordion-style folders with tabs in which records can be stored temporarily? 1) Out guide 2) Labels 3) File sorter 4) File guides
File sorter
Which of the following are the most commonly used options for filing equipment? 1) Circular files 2) Filing cabinets 3) Filing shelves 4) Computer databases
Filing cabinets Filing shelves
In alphabetic filing, if two last names are identical, what is the next indexing unit? 1) Date of birth 2) Social Security number 3) Maiden name 4) First name
First name
Which of the following resembles a regular file folder but features metal or plastic hooks on both sides at the top? 1) Tab 2) Hanging file folder 3) Binder 4) Printing label
Hanging file folder
A retention schedule specifies 1) How long to keep different types of patient records after files have become inactive. 2) When files should be moved to a storage area. 3) When a file is considered active. 4) The person responsible for moving files into a storage area.
How long to keep different types of patient records after files have become inactive. When files should be moved to a storage area.
The first step in the filing process, to make sure the item is ready to be filed, is called 1) Sorting 2) Inspecting 3) Coding 4) Indexing
Inspecting
Which of the following are guidelines for filing correctly? 1) Keep files neat and without too many papers in each folder. 2) Insert documents into a folder without lifting the folder out of the drawer. 3) Become familiar with the typical contents and order of a patient record folder. 4) Place as many files as possible into the file drawer.
Keep files neat and without too many papers in each folder. Become familiar with the typical contents and order of a patient record folder.
Which of the following are often used on folder tabs to identify the individual folder's contents? 1) Tabs 2) Units 3) Labels 4) Binders
Labels
In alphabetic filing, files are arranged in what order? 1) Last name first 2) According to patient's Social Security number 3) Given or first name first 4) According to patient's birth date
Last name first
How are patient files arranged in an alphabetic filing system? 1) Last name, date of birth, first name 2) First name, last name, date of birth 3) Last name, first name, middle initial 4) First name, last name, middle initial
Last name, first name, middle initial
What type of files have wider drawers that are usually split into three or four sections? 1) Filing Shelves 2) Drawer file systems 3) Vertical files 4) Lateral files
Lateral files
Each ______ is assigned a color in color-coding in an alphabetic filing system. 1) Identification number 2) Letter of the alphabet 3) Patient visit 4) Month of birth
Letter of the alphabet
What is an important administrative function of the medical assistant? 1) Physician credential approval 2) Medical practice accounting 3) Management of the clinical staff 4) Management of the medical record
Management of the medical record
What patient information should be recorded when coding a document? 1) Phone number 2) Medical record number 3) Address 4) Name
Medical record number Name
Master files are most commonly used with the ______ filing system. 1) Supplemental 2) Numeric 3) Color-coding 4) Alphabetic
Numeric
The filing system that assigns a number to each patient name is known as 1) Chronological filing 2) Numeric filing 3) Indexing rules 4) Alphabetic filing
Numeric filing
In a numeric filing system, in which each patient is assigned a number, how are patient files arranged? 1) Alphabetic order 2) Color-coded 3) Chronological order 4) Numeric order
Numeric order
Where can a file sorter be stored for easy access? 1) In the vertical file 2) On a shelf 3) In the horizontal file 4) On a desk
On a shelf On a desk
Where may a record of who has a file be kept? 1) On the out guide 2) In a notebook 3) No record of who has a file is kept 4) In the patient file 5) On index cards in a card file
On the out guide In a notebook On index cards in a card file
A placeholder to indicate that a file has been removed from a filing system is a(n) 1) Out guide 2) Tab 3) File guide 4) Binder
Out guide
Which of the following are contained in a master file? 1) Patient names 2) Patient medical histories 3) Patient phone numbers 4) Medical record numbers
Patient names Medical record numbers
The contents of hanging file folders are identified with 1) Markers 2) Binders 3) Out guides 4) Plastic tabs
Plastic tabs
Identify steps that can be taken during file storage to make your job easier. 1) Replace folders that are damaged or torn. 2) If a file contains too many documents, separate it into two folders. 3) Avoid replacing labels that are not legible. 4) Store files out of sequence.
Replace folders that are damaged or torn. If a file contains too many documents, separate it into two folders.
Which type of file is helpful when space is limited? 1) Filing shelves 2) Filing cabinets 3) Rotary circular files 4) Labeling files
Rotary circular files
The easiest way to transfer documents directly onto a computer is to use a 1) Fax 2) Photocopier 3) Scanner 4) Hard drive
Scanner
A tapered, rectangular or rounded extension at the top of a file folder is called a 1) Guide 2) Tab 3) Label 4) Folder
Tab
What is a disadvantage to using binders as a way to hold the medical record? 1) They are weak and break 2) They are more expensive 3) Takes up space 4) They are too heavy
Takes up space
A small group of 2 or 3 numbers at the end of a patient number, used as an identifying unit in a filing system, is called a(n) 1) Middle digit 2) Terminal digit 3) Numeric system 4) Alphabetic system
Terminal digit
Which of the following is the filing system of choice for numeric filing systems? 1) Color-coding 2) Middle digit 3) Terminal digit 4) Alphabetic filing
Terminal digit
Middle digit filing is similar to: 1) Color-coding filing 2) Indirect filing 3) Terminal digit filing 4) Alphabetic filing
Terminal digit filing
Why should inactive files be stored with the same security as active files? 1) They are older 2) They are not treated the same 3) They are currently being used 4) They contain PHI
They contain PHI
The most common type of folder for medical charts has the ______ style of tab. 1) Fourth cut 2) One-fourth 3) Full-length 4) Third cut
Third cut
Why should file cabinets be locked when not in use? 1) To allow unlimited access to medical records 2) To keep medical equipment safe from theft 3) To maintain medical record security 4) To keep everyone but the provider from accessing records
To maintain medical record security
Indexing rules define each part of a person's name or title as a(n) 1) Index 2) Color 3) Terminal digit 4) Unit
Unit
These files are taller with narrow drawers that are approximately the width of a standard file folder. 1) Filing shelves 2) Lateral files 3) Vertical files 4) Drawers
Vertical files
Which of the following are guidelines for labeling boxes 1) Write directly on top and front of the box. 2) List each individual patient file contained in the drawer or shelf. 3) Use permanent marker. 4) Use self-sticking labels.
Write directly on top and front of the box. Use permanent marker.
What is the most common order of units, in a chronological filing system? 1) Month and year 2) Day, month, and year 3) Month, day, and year 4) Year, month, and day
Year, month, and day
A date-ordered reminder file is a(n) ______ file. 1) Manual 2) Tickler 3) Alphanumeric 4) Supplemental
Tickler
