Chapter 13

Question 1

Who makes the final decision on how long to keep inactive or closed patient files in the office before sending them to storage?

Answer 1

The 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 patient’s chart should be:

Answer 3

filed, initialed, dated

Question 4

Medical records must be kept for ________blank years from the date of the last visit.

Answer 4

7

Question 5

Inspecting-

Indexing-

Coding-

Sorting-

Storing-

Answer 5

The physician has authorized the document to be put into the patient’s folder.
System for storing documents, whether alphabetically, numerically or alphanumerically
An identifying mark or phrase is placed on a document to ensure that it is placed in the correct file.
Files are put in groups in which they will be stored, such as numerically or alphabetically.
Documents are filed in the correct order and in the correct file, files are in good condition, and a notation is made if there is more than one folder for a patient.

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 is:

Answer 8

inspecting

Question 9

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

Answer 9

24-48 hours

Question 10

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

Answer 10

HIPAA

Question 11

One way to reduce the number of misplaced records is to:

Answer 11

appropriately train staff on filing guidelines

Question 12

The steps of filing in the correct order are:

Answer 12

inspecting and releasing, indexing, coding, sorting, and storing.

Question 13

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

Answer 13

supplemental files

Question 14

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

Answer 14

Plastic tubs or boxes

Question 15

Color coding is used to:

Answer 15

distinguish files within a filing system.

Question 16

The most basic filing supply is the:

Answer 16

folder

Question 17

The most common and simplest type of filing system for maintaining patient files is the:

Answer 17

alphabetic system

Question 18

Active File-

Inactive File-
Closed File-

Answer 18

Patient seen last week with a follow-up appointment in one week
Patient who has not been seen by the PCP in four years
Patient is deceased

Question 19

Tickler files should be arranged according to:

Answer 19

the date of the appointment

Question 20

Alphabetic-

Numeric-

Color Coding-

Tickler File-

Answer 20

Files are arranged by patient’s last name first, followed by the first name, and the middle initial
Files are arranged according to numbers assigned to patient files
Files are grouped according to colors assigned to specific groups
Date-ordered reminder file

Question 21

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

Answer 21

identify what is in the drawer without having to open it

Question 22

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

Answer 22

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

Question 23

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

Answer 23

transferred to storage

Question 24

Inactive files are:

Answer 24

Used infrequently

Question 25

The second step in the filing process is:

Answer 25

Indexing