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