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Chapter 13 Managing Medical Records
Terms in this set (50)
How often should you check the office tickler file?
The first step in the filing process is ____.
Another term for naming a file is ____.
Putting an identifying mark or phrase on a document to ensure that it is placed in the correct file is called ____.
Which step in the filing process can be skipped when filing patient records that have previously been filed?
The final step in the filing process is ____.
Which of the following is a disadvantage of housing files in boxes?
They do not remain in one location and are easily misplaced.
The tapered rectangular or rounded extension at the top of a file folder is the ____.
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) ____.
The most basic filing supply is the ____.
The heavy cardboard or plastic inserts used to identify a group of file folders in the file drawer are
Which of the following is used to hold patient records that will be returned to the files at the end of the day?
The way patient records are created, filed, and maintained is called a(n) ____.
records management system
Files that feature pullout drawers that contain a metal bar equipped to handle letter-size or legal-size documents are called ____.
A horizontal file that often features doors that flip up and pullout drawers is called a ____.
Horizontal filing cabinets are also called ____.
A variation of shelf filing kept on rolling shelves that slide along permanent tracks in the floor is called
The filing system that is used when patients' names must be kept confidential is ____.
Which of the following is used when there is a need to distinguish files within a filing system?
A numeric filing system ____.
may include numbers that indicate where in the filing system a file can be found
Medical practices use ____ files to avoid losing track of important dates.
For security reasons, only the physician and the office manager in your medical office have keys to the file room, where the patients' medical records are stored. The physician 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?
Call security and ask them for advice
When counting the years in a retention schedule, you should begin counting ____.
from the year after the file was produced
What should you use when you need to distinguish files within a filing system?
When labeling medical records for an alphabetic filing system, which of the following sequences should you use?
Last name, first name, middle name, title
Security drills ____.
keep staff aware of security risks
Files kept in boxes or tubs must be stored ____.
in a secure room
Which step of the filing process saves you time when you are returning files to their proper places?
Which of the following indicates that a file has been taken out of the filing system?
Supplemental files may be created for ____.
patient records that are old
Two types of files that are good options when space is limited are ____.
rotary circular and compactable
In which type of files are patient records stored in a circular fashion and accessed by rotating the files?
Rotary circular files
Which filing system is best used by only one person at a time?
Which type of filing system allows several people to retrieve and return files at one time?
The most basic filing supply is the ____.
When inspecting a document that is smaller than standard size, which of the following should be done prior to filing?
Place it in a standard-size sheet protector
General filing guidelines include ____.
allowing extra space for retrieving and replacing files
If a file is misplaced, what can be done to reconstruct it?
Contact insurance companies, laboratories, and other providers for copies of original documents
A reason for evaluating an office filing system is to ____.
increase office efficiency and save time
What constitutes an active file, as opposed to an inactive file?
The criteria are established by each individual practice.
Files of patients who have died, moved away, or for some reason no longer consult the office are considered ____.
Files used to keep information such as older patient records or insurance information separate from the primary files are ____.
Which of the following is a guideline for arranging files in alphabetical order?
Treat a title as the last filing unit
A retention schedule details ____.
when files should be moved to a storage area and how long they should be kept
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?
Who decides to keep patient files that are inactive or closed in an office?
The most reliable way to determine whether a storage site is susceptible to flooding is to ____.
inquire whether the facility has flood insurance
Which of the following features is necessary for storing files?
A site that is kept locked
When choosing a storage facility for files, consider a(n) ____.
commercial records center
An advantage of storing files as paper files is ____.
the original documents are preserved for possible use in legal proceedings
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