Ch13 Homework

Question 1

Who makes the final decision on how long to keep inactive/closed patients files in the office before sending them to storage

Answer 1

Licensed practitioner

Question 2

Which of the following is true regarding the steps in the filing process

Answer 2

You should follow the steps in order to prevent misplaced files

Question 3

All information in the patients chart should be

Answer 3

All of these are correct

Question 4

Medical records must be kept for

Answer 4

7 years

Question 5

List below are several steps in the process of documenting filing

Answer 5

Inspecting (The physician has authorized the documents)
Indexing (System for storing documents, whether, alphabetically or numerically)
Coding (An identifying mark or phrase)
Sorting (Files are put in groups in which they will be stored)
Storing (Documents are filed in the correct order and in the correct file)

Question 6

In middle digit numeric filing what is the primary index

Answer 6

The middle group of numbers

Question 7

Closed files are

Answer 7

Files of patients who are no longer treated at the practice

Question 8

The first step in the filing process

Answer 8

Inspecting

Question 9

How long should you look for a file before concluding that it is lost

Answer 9

24-48Hr

Question 10

When counting years in a retention schedule, you shoud

Answer 10

Not count the year in which the document was produced

Question 11

What regulation sates there must be a “reasonable safeguard” to protect PHI from disclosure

Answer 11

HIPAA

Question 12

One way to reduce the number of misplaced records is to

Answer 12

Appropriately train staff on filing guidelines

Question 13

You place COOPER, BRIAN on a patient’s chart. This is an example of

Answer 13

Indexing

Question 14

The steps of filling in the correct order are

Answer 14

Inspecting and Releasing, Indexing, Coding, Sorting, and storing

Question 15

When using color coding with alphabetic filling you should

Answer 15

Assing a color to each letter of the alphabet

Question 16

Paper storage of files should only be done when

Answer 16

You have large amount of storage space

Question 17

Marsha has created a separate file for each patient that contains insurance payments information. These files are known as

Answer 17

Supplemental files

Question 18

Which of the following is NOT considered a good option for filing active paper medical records

Answer 18

Plastic tubes or boxes

Question 19

Color coding is used to

Answer 19

Distinguish files within a filing system

Question 20

In the best filing system, misplaced files are

Answer 20

The result of human errors

Question 21

The most basic filing supply is the

Answer 21

File folder

Question 22

Color coding is useful when

Answer 22

Distinguishing files within a filing system

Question 23

The most common and simple type of filing system for maintaining patients file is the

Answer 23

Alphabetic system

Question 24

The first step you should take in trying to locate a missing file is to

Answer 24

Check the last known location of the file

Question 25

Active, Inactive, or Closed

Answer 25

Active File (Patient seen last week with a follow-up appointment in one week) Inactive File (Patient who has not been seen by the PCP in four years) Closed File (Patient is deceased)

Question 26

When filing information in a patient's chart, it is necessary for

Answer 26

All the information to be dated

Question 27

Asking another staff member to go through the steps of locating a missing file is appropriate when

Answer 27

You have gone through all of these steps yourself

Question 28

Tickler files should be arranged according to

Answer 28

The date of the appointment

Question 29

Alphabetic, Numeric, Color coding, Tickler file

Answer 29

Tickler file (Date-ordered reminder file) Color-coding (Files are grouped according to colors assigned to specific groups) Alphabetic (Files are arranged by patients last name first, followed by the first name, and the middle initial) Numeric (Files are arranged according to numbers assigned to patient's files)

Question 30

The purpose of labeling files on the outside of the drawer is to

Answer 30

Identify what is in the drawer without having to open it

Question 31

Mandy is scheduled to check the tickler files for this week but she will be out for two days due to injury duty. Before Mandy leaves she should

Answer 31

Assign someone as a backup person to check the files while she is out

Question 32

Jacob has not been seen at the office for the past five years. He is an inactive patient, and his file should be

Answer 32

Transferred to storage

Question 33

If you are trying to locate a patient record using the patients last name and the record is not there you should then

Answer 33

Check to see if the record was misfiled under the patients first name

Question 34

File sorters are used to

Answer 34

Temporarily store patients records

Question 35

Inactive files are

Answer 35

Used infrequently

Question 36

Who should have keys to medical records room or file cabinets

Answer 36

A limited number of practice employees

Question 37

The second step in the filing process is

Answer 37

Indexing

Question 38

Which of the following lists a unit order that would never be used when filing

Answer 38

1. MD 2. Po 3. Kwan 4. Quin

Question 39

Which of the following lists the correct filing order for the names listed

Answer 39

Beals, Bentley Rlan/Beals, Jazmyn/Beals, Kim/Beals, Lexus

Question 40

Which of the following numeric sequences uses terminal digit filing

Answer 40

001 333 285 / 010 333 285 / 010 334 285 / 123 334 285