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chapter 16 and Chapter 13 Managing Medical Records
Terms in this set (80)
-not recommended for all office types
this scheduling allow patients to schedule themselves or request an appt. via the internet.
-cost and security barriers
-asses practice needs
-determine potential for use
prior to purchasing an e-scheduler.
the basic format of an appointment book, established by blocking off times on the schedule during which the practitioner is able to see patients.
keep an apt. book for?
-smooth flow of patients
-minimal wait time
appointment scheduling system goals.
open hours scheduling
"walk-in" system.. there are few, if any scheduled appointments.
Patients arrive at their own convenience.... 1st come 1st serve.
time specified scheduling
a steady stream of patients all day long at regular, specified intervals. also called "stream scheduling"
patients are scheduled to come in "waves", or together.
-allows flexibility for patients who arrive late or require more/less time.
seen in order of arrival
Modified wave scheduling
scheduled in 15 min. increments
four patients scheduled during the first half hour and the second half is left free for catch up.
patients may realize they have appointments @ the same time as other patients.
the main problem with wave scheduling is??
two, or more patients are purposely scheduled for the same apt. slot. with the assumption that both patients will be seen w/in the scheduled period.
-often used w/ two providers, used when pt w/ not apt needs to be seen.
groups similar appointments together on a specific block of time during the day or week.
might be booked weeks or months in advance
patients who have never been seen in the practice or have not been seen in 3 or more years.
using two or more scheduling methods
have been seen by the practice w/in the last 3 years.
for existing patients, are made at the time they are being checked out from a current appointment
encounter forms/ super bills
lists services performed, diagnoses, health insurance, and demographic info regarding the pt. as well as account balance.
postcard w/ the time and date of appointment
-put into a tickler file on date it should be mailed.
to confirm a scheduled appointment
-useful for frequently late arrivals/ no shows.
(must have verbal agreement)
reminder to call for an appointment
Patients enroll and receive a password
Notifications for upcoming appointment sent
complete physical exam (existing/new pt)
new pt. visit
Emergency office visit
pelvic exam and pap smear
Minor (in office) surgery
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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