Chapter 13 Flashcards
Managing Medical Records (25 cards)
Who makes the final decision on how long to keep inactive or closed patient files in the office before sending them to storage?
The licensed practitioner
Which of the following is true regarding the steps in the filing process?
You should follow the steps in order to prevent misplaced files.
All information in the patient’s chart should be:
filed, initialed, dated
Medical records must be kept for ________blank years from the date of the last visit.
7
Inspecting-
Indexing-
Coding-
Sorting-
Storing-
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.
In middle digit numeric filing, what is the primary index?
The middle group of numbers
Closed files are:
files of patients who are no longer treated at the practice.
The first step in the filing process is:
inspecting
How long should you look for a file before concluding that it is lost?
24-48 hours
What regulation states there must be a “reasonable safeguard” to protect PHI from disclosure?
HIPAA
One way to reduce the number of misplaced records is to:
appropriately train staff on filing guidelines
The steps of filing in the correct order are:
inspecting and releasing, indexing, coding, sorting, and storing.
Marsha has created a separate file for each patient that contains insurance payment information. These files are known as:
supplemental files
Which of the following is not considered a good option for filing active paper medical records?
Plastic tubs or boxes
Color coding is used to:
distinguish files within a filing system.
The most basic filing supply is the:
folder
The most common and simplest type of filing system for maintaining patient files is the:
alphabetic system
Active File-
Inactive File-
Closed File-
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
Tickler files should be arranged according to:
the date of the appointment
Alphabetic-
Numeric-
Color Coding-
Tickler File-
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
The purpose of labeling files on the outside of the drawer is to:
identify what is in the drawer without having to open it
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:
Assign someone as a backup person to check the files while she is out
Jacob has not been seen at the office for the past five years. He is an inactive patient and his file should be:
transferred to storage
Inactive files are:
Used infrequently
