Chapter 13 Managing Medical Records Verified Test Bank

1.

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

2.

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

3.

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

4.

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

5.

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

6.

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

7.

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

8.

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

9.

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

10.

The most basic filing supply is the ____.  
 

11.

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

12.

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) ____.  
 

13.

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

14.

Which of the following is used to hold patient records that will be returned to the files at the end of the day?  
 

15.

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

16.

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

17.

A numeric filing system ____.  
 

18.

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

19.

How often should the office tickler file be checked?  
 

20.

The first step in the filing process is ____.  
 

21.

Another term for naming a file is ____.  
 

22.

Putting an identifying mark or phrase on a document to ensure that it is placed in the correct file is called ____.  
 

23.

Which step in the filing process can be skipped when filing patient records that have previously been filed?  
 

24.

The final step in the filing process is ____.  
 

25.

When inspecting a document that is smaller than standard size, which of the following should be done prior to filing?  
 

26.

General filing guidelines include ____.  
 

27.

If a file is misplaced, what can be done to reconstruct it?  
 

28.

What constitutes an active file, as opposed to an inactive file?  
 

29.

Files of patients who have died, moved away, or for some reason no longer consult the office are considered ____.  
 

30.

An advantage of storing files as paper files is ____.  
 

31.

When choosing a storage facility for files, consider a(n) ____.  
 

32.

Which of the following features is necessary for storing files?  
 

33.

The most reliable way to determine whether a storage site is susceptible to flooding is to ____.  
 

34.

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

35.

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?  
 

36.

What does a retention schedule detail?  
 

37.

Which of the following is a guideline for arranging files in alphabetical order?  
 

38.

Files used to keep information such as older patient records or insurance information separate from the primary files are ____.  
 

39.

Which of the following indicates that a file has been taken out of the filing system?  
 

40.

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

41.

Files and records that are kept in boxes must be stored ____.  
 

42.

Security drills ____.  
 

43.

When labeling medical records for an alphabetic filing system, which of the following sequences should you use?  
 

44.

What should you use when you need to distinguish files within a filing system?  
 

45.

When counting the years in a retention schedule, you should begin counting ____.  
 

46.

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?  
 

47.

The medical office uses an alphabetic filing system, and it is the medical assistant’s responsibility to index the patient files. The provider in this office is the primary care physician for the entire Quincy family, ranging from Jason P. Quincy Sr., to his grandson Jayson P. Quincy III. Other family members include Jayne S. Quincy; Jayson P. Quincy Jr., and Jillian G. Quincy. In which order would the records for these family members be filed?  
 

48.

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

49.

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

50.

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

51.

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

52.

The ________ filing system is simple to use, but you must know the exact spelling of the patient's name and the rules of indexing.  
 
________________________________________

53.

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

54.

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

55.

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

56.

A(n) ________ file is a reminder file that helps a medical practice keep track of important appointments and dates and order supplies on time.  
 
________________________________________

57.

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

58.

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

59.

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

60.

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

61.

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

62.

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

63.

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

64.

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

65.

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

66.

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

67.

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

68.

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

69.

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

70.

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

71.

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

72.

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

73.

Numeric systems are known as _______ filing systems.   
 

74.

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?  
 

75.

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