UNIT 6: INFORMATION MANAGEMENT

Question 1

A system that incorporates all the processes needed
for effectively managing data—both incoming and
outgoing patient information

Answer 1

Information Management

Question 2

may be entirely paper-based, computer-based, or a combination of both

Answer 2

Information Management

Question 3

unique identifiers for patients and samples are required in order to

Answer 3

eliminate confusion

Question 4

test request forms should be standardized

Answer 4

T

Question 5

checking processes is required to assure

Answer 5

accuracy of data recording and transmission

Question 6

Information management enables effective reporting systems and timely communication

Answer 6

T

Question 7

Is the process in human relations of passing
information and understanding from one person to
another

Answer 7

Communication

Question 8

Gestures, lack of gestures, and manner of dressing signify a lack of communication

Answer 8

F

Question 9

The data generated by the laboratory has been
called ________ information and is not actual
information until it has been utilized in ________ _______

Answer 9

potential; patient care

Question 10

Is the transmission of information between or
among departments

Answer 10

Intradepartmental

Question 11

In interdepartmental comm, you may answer questions despite uncertainty as long as you inform resources of departments afterward.

Answer 11

F

Do not answer questions about which there is
uncertainty. Consult resources of department, prior
to giving your answers (immediate supervisors,
manuals, etc. )

Question 12

You may answer the phone immediately after the first ring of the phone

Answer 12

T

Question 13

When a call is on hold, reassure the caller just once that an attempt is being made to complete the connection.

Answer 13

F; reassure at frequent intervals

Question 14

When receiving calls, initiate conversation with “
good morning…”, department of laboratory.

Answer 14

T

Question 15

When transferring calls, inform the person of the
caller’s name and department.

Answer 15

T

Question 16

Is the transmission of information within the
department

Answer 16

Intradepartmental

Question 17

Communication is better in interdepartmental comm
because of proximity, similar education related
duties and common goals among co-workers

Answer 17

F

Communication is better within the department

Question 18

It is insignificant to know the department’s table organization and all communication channels so indicated

Answer 18

F

It is recommended

Question 19

Confer messages by ______ if face –to- face or
telephone communication is not possible.

Answer 19

memo

Question 20

Minimize conversation unrelated to job duties.

Answer 20

T

Question 21

Way of the organization or the company
communicate to the public or the media, usually
there’s a spokesperson incharge to directly
communicate with the aim of creating a positive
image and strong relationship with clients or
customers

Answer 21

Public Relations

Question 22

Publicly give praises and critiques

Answer 22

F

Critiques should be given privately

Question 23

Have a good sense of humor is important in public relations

Answer 23

T

Question 24

This is the most fundamental form of communication. It is suitable for day-to-day
liaison, direction, and exchange of information

Informal Talks
Planned Appointments
Telephone Calls
Interoffice Memos
Letters
Reports
Informal Staff Meetings
Planned Conference
Mass Meetings
Bulletin Board Notices
Posters
Exhibits and Display
Visual Aids

Answer 24

Informal Talks

Question 25

This is appropriate for regular review or liaison recurring joint work sessions Informal Talks Planned Appointments Telephone Calls Interoffice Memos Letters Reports Informal Staff Meetings Planned Conference Mass Meetings Bulletin Board Notices Posters Exhibits and Display Visual Aids

Answer 25

Planned Appointments

Question 26

This is good for frequent check-up or for empathy or receiving information, instruction, data, etc. Informal Talks Planned Appointments Telephone Calls Interoffice Memos Letters Reports Informal Staff Meetings Planned Conference Mass Meetings Bulletin Board Notices Posters Exhibits and Display Visual Aids

Answer 26

Telephone Calls

Question 27

They are effective for recording informal inquiries or replies. Use should not be overdone or they will be ignored Informal Talks Planned Appointments Telephone Calls Interoffice Memos Letters Reports Informal Staff Meetings Planned Conference Mass Meetings Bulletin Board Notices Posters Exhibits and Display Visual Aids

Answer 27

Interoffice Memos

Question 28

They are useful for official notices, formally recorded statements or lengthy communications even when the addressee is physically available Informal Talks Planned Appointments Telephone Calls Interoffice Memos Letters Reports Informal Staff Meetings Planned Conference Mass Meetings Bulletin Board Notices Posters Exhibits and Display Visual Aids

Answer 28

Letters

Question 29

They are used to convey information associated with evaluation, analysis, recommendations, etc to supervisors or colleagues and are most effective when based on conferences, visits, inspections, surveys, research study etc. Informal Talks Planned Appointments Telephone Calls Interoffice Memos Letters Reports Informal Staff Meetings Planned Conference Mass Meetings Bulletin Board Notices Posters Exhibits and Display Visual Aids

Answer 29

Reports

Question 30

It provides opportunity for the development of strong group cohesiveness and response. Supervisor should hold staff meetings each morning, at the end of the day or at lunch Informal Talks Planned Appointments Telephone Calls Interoffice Memos Letters Reports Informal Staff Meetings Planned Conference Mass Meetings Bulletin Board Notices Posters Exhibits and Display Visual Aids

Answer 30

Informal Staff Meetings

Question 31

They are relatively formal affairs. Participants are given time to prepare needed data, information, reports, recommendations, etc. Informal Talks Planned Appointments Telephone Calls Interoffice Memos Letters Reports Informal Staff Meetings Planned Conference Mass Meetings Bulletin Board Notices Posters Exhibits and Display Visual Aids

Answer 31

Planned Conference

Question 32

They are conducted by management with large number of employees. They are valuable means of celebrating occasions, building morale, introducing new policies, or key personnel, making special announcements. Informal Talks Planned Appointments Telephone Calls Interoffice Memos Letters Reports Informal Staff Meetings Planned Conference Mass Meetings Bulletin Board Notices Posters Exhibits and Display Visual Aids

Answer 32

Mass Meetings

Question 33

When subordinate communicates directly to his supervisor or superiors It is for providing suggestions, complaints and the like to superiors. it is not directive in nature.

Answer 33

Upward Communication

Question 34

In upward comm, the subordinate must prevent any upsetting news from reaching the supervisor

Answer 34

F *Do not try to shield the boss*

Question 35

Playdown certain facts to protect your reputation

Answer 35

F

Question 36

If you find that there is a problem or need of action, don't neglect to communicate to your superior even if you are not responsible for it

Answer 36

T

Question 37

You do not need to have a solution before you discuss a problem

Answer 37

T *given that all efforts have been exhausted*

Question 38

Don’t use upward communication to blow your horn.

Answer 38

T

Question 39

When a superior or supervisor communicates directly to his subordinates. Top level management used this kind of communication in informing employees about their decisions, policies, procedures, and sending of memos.

Answer 39

Downward Communication

Question 40

It is the flow of information between colleagues and peers. It is needed to coordinate within a department, among team members and among different departments

Answer 40

Horizontal Communication

Question 41

Flow of information between positions that are on different lateral planes and activities of the organizational structure

Answer 41

Diagonal Communication

Question 42

occurs between laboratory personnel and the human resources department; or between laboratory management and nonmanagerial members of other departments such as the purchasing personnel or the nursing staff

Answer 42

Diagonal Communication

Question 43

Give recognition for work well done

Answer 43

T

Question 44

Bypass the chain of command

Answer 44

F

Question 45

Pass along information both up and down the line

Answer 45

T

Question 46

If the individuals is not capable of of performing the task, you must recognize the level of difficulty and be flexible in adjusting deadline or reassigning the talk to another capable person

Answer 46

T

Question 47

Pass the buck

Answer 47

F

Question 48

Help subordinates in problem beyond their depth

Answer 48

T

Question 49

Achieve uniformity in the interpretation of policies and enforcement of rules

Answer 49

T

Question 50

Refrain from putting one another on the spot

Answer 50

T

Question 51

brings accuracy and accessibility to the flow of samples and data in the clinical laboratory

Answer 51

Computerized Laboratory Information Systems

Question 52

LIMS may be an in-house computer network or locally developed systems based on commercially available database software

Answer 52

T

Question 53

Intensive personal training is a disadvantage of LIMS

Answer 53

T *training can be time-consuming and expensive*

Question 54

"adequate space and dedicated electrical requirements are necessary" as a disadvantage of LIMS talks about New System Adaptation Cost and Resources Physical Restrictions Backup System

Answer 54

Physical Restriction

Question 55

All computer information must be carefully backed up

Answer 55

T

Question 56

provide written information about policies, processes and procedures

Answer 56

Documents

Question 57

communicate information to all persons who need it, including laboratory staff, users and laboratory management personnel

Answer 57

Documents

Question 58

Need to be updated or maintained

Answer 58

Documents

Question 59

must be changed when a policy, process or procedure changes; establish formats for recording and reporting information by the use of standardized forms

Answer 59

Documents

Question 60

Once the forms are used to record information, they become _________

Answer 60

records

Question 61

are the collected information produced by the laboratory in the process of performing and reporting a laboratory test

Answer 61

Records

Question 62

need to be easily retrieved or accessed

Answer 62

Records

Question 63

Records contain information that is permanent, and does not require updating

Answer 63

T

Question 64

“a documented statement of overall intentions and direction defined by those in the organization and endorsed by management”

Answer 64

Policy

Question 65

gives broad and general direction to the quality system

Answer 65

Policy

Question 66

Tell “what to do”, in a broad and general way

Answer 66

Policies

Question 67

Policies serve as the framework for the quality system, and should always be specified in the quality manual

Answer 67

T

Question 68

are the steps involved in carrying out quality policies set of interrelated or interacting activities that transform inputs into outputs

Answer 68

Processes

Question 69

“how it happens”

Answer 69

Processes

Question 70

are the specific activities of a process are easily described as the performance of a test

Answer 70

Procedures

Question 71

"how to do it"

Answer 71

Procedures

Question 72

shows the step-by-step instructions that laboratory staff should meticulously follow for each activity

Answer 72

Procedures

Question 73

A document used to indicate the detailed instructions on how to do it

Answer 73

Standard operating procedure (SOP)

Question 74

Document Hierarchy from highest to lowest

Answer 74

Procedures > Processes > Policies

Question 75

This is the overall guiding document for the quality system and provides the framework for its design and implementation

Answer 75

Quality Manual

Question 76

aka Manual of Operations

Answer 76

SOPs

Question 77

SOPS are essential to ensure that all procedures are performed consistently by everyone in the laboratory

Answer 77

T

Question 78

are needed in order to find scientific and clinical information about diseases, laboratory methods, and procedures

Answer 78

Reference Materials

Question 79

provides procedures for formatting and maintaining documents

Answer 79

Document Control

Question 80

Ensure availability and ease of use when a document is needed; Provide for the appropriate archiving of documents when they need to be replaced

Answer 80

Document Control

Question 81

Paper records must last for as long as needed

Answer 81

Permanence

Question 82

Backup systems are essential in case the main system fails.

Answer 82

T

Question 83

Paper systems should be designed so that information can be easily retrieved whenever needed

Answer 83

Accessibility

Question 84

Safe from any environmental hazards such as spills Protected in the event of fires, floods or other possibilities

Answer 84

Security

Question 85

Be able to see who collected the sample, who ran the test, and what the quality control results were for the test run, including issuing of the report

Answer 85

Traceability

Question 86

It can be less difficult to assure confidentiality with a computer system, as many people may have access to the data

Answer 86

F

Question 87

can be established to protect the data

Answer 87

Computer access codes

Question 88

It is the prerogative of the laboratory on the number of years that the record should be available

Answer 88

T