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12th grade Medical Assistant Quiz on MA Chapter 43, created by sarah wood on 12/04/2018.

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MA Chapter 43

Question 1 of 94

1

Ellen is preparing a new paper-based medical record for a patient whose name is Michael T. van Allen. What two letters should she affix to the medical record?

Select one of the following:

  • AL

  • MI

  • MV

  • VA

Explanation

Question 2 of 94

1

What does Ellen consider the primary reason for using color-coded letter labels on paper-based medical records?

Select one of the following:

  • To protect patient confidentiality

  • To distinguish between records of patients with similar names

  • To reduce the risk of filing records incorrectly

  • To distinguish between the patients of different physicians

Explanation

Question 3 of 94

1

When Ellen removes paper-based medical records from the files for patients to be seen the following day, what does she place in the file where the record is normally stored?

Select one of the following:

  • Nothing

  • Outguide

  • Tab divider

  • Plain manila folder

Explanation

Question 4 of 94

1

Ellen is arranging paper-based medical records for filing. Which of the following records would be filed first?

Select one of the following:

  • Jones, Amy L.

  • Jones, Louise

  • Johnson, Amy L.

  • Jones, K.W.

Explanation

Question 5 of 94

1

If Ellen is preparing a paper-based medical record for a new patient, which of the following supplies or equipment will not be required?

Select one of the following:

  • Stapler

  • Name label

  • Two-hole punch

  • Set of medical record dividers

Explanation

Question 6 of 94

1

If Ellen’s office removes inactive paper-based records to separate storage when the patient has not been seen for more than 3 years, records with labels for which of the following years will be removed at the end of 2016?

Select one of the following:

  • 2014

  • 2015

  • Both 2014 and 2015

  • Neither 2014 or 2015

Explanation

Question 7 of 94

1

When Ellen is sorting reports to place in the paper-based medical records, what should she check for?

Select one of the following:

  • Patient name on the report

  • Physician initials

  • Date of service

  • Official hospital seal

Explanation

Question 8 of 94

1

When selecting a storage area for inactive paper-based medical records, which of the following factors should Ellen be most concerned with?

Select one of the following:

  • Control of relative humidity

  • Presence of at least two windows

  • Temperature above 74 °F

  • At least five feet of space between all shelving units

Explanation

Question 9 of 94

1

Ellen also uses the alphabetic method to file business correspondence. Under which letter would she file correspondence from The Harris Office Supply Company?

Select one of the following:

  • C

  • H

  • O

  • T

Explanation

Question 10 of 94

1

Which of the following filing methods would be most useful for Ellen to file folders containing instructional brochures for patients?

Select one of the following:

  • Numeric

  • Subject

  • Chronological

  • Geographic

Explanation

Question 11 of 94

1

A medical record is a written document of the important information regarding a patient.

Select one of the following:

  • True
  • False

Explanation

Question 12 of 94

1

The medical record includes the patient’s health history, treatment, and progress notes.

Select one of the following:

  • True
  • False

Explanation

Question 13 of 94

1

Each patient must sign a Notice of Privacy Practices acknowledgement form.

Select one of the following:

  • True
  • False

Explanation

Question 14 of 94

1

The patient’s name appears on the file folder label in the following order: first name, middle name, last name.

Select one of the following:

  • True
  • False

Explanation

Question 15 of 94

1

Color-coded labels are attached to the full cut side tab of the file folder.

Select one of the following:

  • True
  • False

Explanation

Question 16 of 94

1

The patient’s registration form should be placed in front of the medical record.

Select one of the following:

  • True
  • False

Explanation

Question 17 of 94

1

Punch holes in forms for the patient’s medical record using a 3-hole punch.

Select one of the following:

  • True
  • False

Explanation

Question 18 of 94

1

In alphabetic filing, legal names are used to identify the indexing units.

Select one of the following:

  • True
  • False

Explanation

Question 19 of 94

1

In an alphabetic filing system, the patient’s last name is the first indexing unit.

Select one of the following:

  • True
  • False

Explanation

Question 20 of 94

1

In an alphabetic filing system, all records are cross-indexed.

Select one of the following:

  • True
  • False

Explanation

Question 21 of 94

1

If the first and second indexing units are the same, the record of a patient with no middle name or initial will come before the record of a patient with a middle name.

Select one of the following:

  • True
  • False

Explanation

Question 22 of 94

1

Business names are indexed in the order of the words in the name including articles such as a, an, and the.

Select one of the following:

  • True
  • False

Explanation

Question 23 of 94

1

Prefixes with the last name (such as de, van, or Mc) are indexing units after the patient’s middle name.

Select one of the following:

  • True
  • False

Explanation

Question 24 of 94

1

If a patient uses an abbreviated first name or nickname as a first name, it should be used as the first indexing unit.

Select one of the following:

  • True
  • False

Explanation

Question 25 of 94

1

Hyphenated names are indexed as one unit whether first names or last names.

Select one of the following:

  • True
  • False

Explanation

Question 26 of 94

1

Titles or seniority terms like Jr. or Dr. are considered the third indexing unit.

Select one of the following:

  • True
  • False

Explanation

Question 27 of 94

1

To file records alphabetically, first sort the records by last name, and then sort records of the same last name by first name.

Select one of the following:

  • True
  • False

Explanation

Question 28 of 94

1

In order to create a numeric filing system for medical records, each patient must be assigned a number.

Select one of the following:

  • True
  • False

Explanation

Question 29 of 94

1

It is easier to identify the correct patient record using a numeric filing system when several patients have the same last name.

Select one of the following:

  • True
  • False

Explanation

Question 30 of 94

1

Terminal digit filing usually uses a four-digit number.

Select one of the following:

  • True
  • False

Explanation

Question 31 of 94

1

In terminal digit filing, if numbers are in groups of two digits, the final group of numbers is the first filing unit.

Select one of the following:

  • True
  • False

Explanation

Question 32 of 94

1

If terminal digit filing is used, the numbers of the newest or most active patient are all in the same section of the file shelves.

Select one of the following:

  • True
  • False

Explanation

Question 33 of 94

1

In the consecutive numeric filing system, numbers are arranged from lowest to highest

Select one of the following:

  • True
  • False

Explanation

Question 34 of 94

1

If the office uses index cards in an outguide when records are in use, remove the outguide from the shelf and the index card from the outguide when the record is replaced in the file.

Select one of the following:

  • True
  • False

Explanation

Question 35 of 94

1

All paper reports that come into the medical office should be reviewed by the physician and initialed before they are filed into a patient’s record.

Select one of the following:

  • True
  • False

Explanation

Question 36 of 94

1

After reading a paper report, the physician may write a note for the medical assistant to follow up before filing the report.

Select one of the following:

  • True
  • False

Explanation

Question 37 of 94

1

Reports are filed in chronological order in the correct section of the chart after previous reports of the same type

Select one of the following:

  • True
  • False

Explanation

Question 38 of 94

1

Paper medical records often have prongs that allow parts of the record to be easily removed to facilitate filing reports.

Select one of the following:

  • True
  • False

Explanation

Question 39 of 94

1

To avoid misplacing files, always use outguides to indicate who has removed a record.

Select one of the following:

  • True
  • False

Explanation

Question 40 of 94

1

If a record is missing, it isn’t important to look for it, because it will probably turn up eventually.

Select one of the following:

  • True
  • False

Explanation

Question 41 of 94

1

Reports with tears should be mended before filing to help keep them in good condition.

Select one of the following:

  • True
  • False

Explanation

Question 42 of 94

1

Remove paper clips from pages and staple if necessary before filing.

Select one of the following:

  • True
  • False

Explanation

Question 43 of 94

1

It is more efficient to file each report separately than to sort all reports and then file them into the medical record.

Select one of the following:

  • True
  • False

Explanation

Question 44 of 94

1

Place an outguide into the file to mark a record’s place when you remove a record to add a report.

Select one of the following:

  • True
  • False

Explanation

Question 45 of 94

1

Which of the following types of medical records may be reviewed to record statistical information?

Select one of the following:

  • Paper medical records

  • Electronic medical records

  • Both paper medical records and electronic medical records

  • Neither paper medical records nor electronic medical records

Explanation

Question 46 of 94

1

Which of the following are true about both paper medical records and electronic medical records?

Select one of the following:

  • They provide for continuity of care.

  • They provide an ongoing record of the patient’s state of health.

  • They are legal documents if there is a question about care given.

  • They usually include information form more than one source.

  • All of the above.

Explanation

Question 47 of 94

1

What usually happens to the paper medical record after a medical office transitions to an electronic health record system?

Select one of the following:

  • It is scanned into the electronic medical record but kept available

  • It is scanned into the electronic medical record and then shredded.

  • Baseline data and recent information is scanned into the electronic record, and the paper record is photographed and stored digitally.

  • Baseline data and recent information is scanned into the electronic record, and the paper record is kept available for two to three years

Explanation

Question 48 of 94

1

What is used to hold medical records if they are filed in an ordinary file cabinet?

Select one of the following:

  • Manila folders with one or more tabs on the side that opens

  • Manila folders with full-cut side tab

  • Expanding file folders that open from the top

  • Legal size file folders without tabs or metal fasteners

Explanation

Question 49 of 94

1

What is true about labels used on paper medical records?

Select one of the following:

  • Each letter of the alphabet is assigned a different colored label

  • They are only used for an alphabetic filing system

  • Pressure-sensitive self-adhesive labels are usually used

  • A new label is applied each time the patient visits the office

Explanation

Question 50 of 94

1

What is used to hold the medical records if the medical office uses a paper medical record?

Select one of the following:

  • Vertical drawer file cabinets

  • Open-shelf filing units arranged horizontally

  • Shelf filing units with pull-down fronts

  • Lateral drawer file cabinets

  • All of the above

Explanation

Question 51 of 94

1

What is always necessary if a paper medical record system is used?

Select one of the following:

  • A means to back up data every day

  • A means to lock the medical record storage cabinets or storage room

  • A means to maintain high humidity in the medical record storage area

  • Color-coded labels or file folders to facilitate identification of records

Explanation

Question 52 of 94

1

When is it recommended that file folders used to hold paper medical records be broken down into two folders?

Select one of the following:

  • When the width of the folder reaches 1/4 inch

  • when the width of the folder reaches 3/4 inch

  • when the width of the folder reaches 1 1/2 inch

  • when the width of the folder reaches 2 inches

Explanation

Question 53 of 94

1

What is an outguide?

Select one of the following:

  • A stiff piece of paper or plastic that is placed in a file when a medical record is removed

  • A metal device that facilitates removing a medical record from the filing cabinet or shelf

  • A metal divider that is placed on file shelves at specified intervals to support the records

  • An index card that is filled out to identify who has taken a medical record from the file

Explanation

Question 54 of 94

1

Which of the following is an indirect method of filing?

Select one of the following:

  • Subject

  • Numeric

  • Chronologic

  • Alphabetic

Explanation

Question 55 of 94

1

What is an advantage of using color-coded labels or folders?

Select one of the following:

  • It preserves patient confidentiality.

  • It simplifies removal of inactive records.

  • It reduces the risk of misfiling

  • It simplifies the process of creating the record

Explanation

Question 56 of 94

1

If the office is using a color-coded system, who needs to know the meaning of the colors in use?

Select one of the following:

  • All office staff

  • Both office staff and patients

  • Only the medical assistants

  • Office staff and staff of the insurance companies billed by the office

Explanation

Question 57 of 94

1

In a paper medical record system, how are laboratory reports often filed if they are smaller than 9×12 inches?

Select one of the following:

  • Using chart dividers

  • From the top as separate short pages

  • Using mounting sheets, with the oldest report in front on top

  • Using mounting sheets, with the oldest report at the back on the bottom

Explanation

Question 58 of 94

1

What is an indexing unit in an alphabetic filing system for medical records?

Select one of the following:

  • The patient’s full name

  • Each color-coded label placed on the medical record

  • Each part of a patient’s name

  • Each letter of a patient’s name

Explanation

Question 59 of 94

1

What is the first indexing unit in alphabetic filing?

Select one of the following:

  • First name

  • Last name

  • Middle initial

  • Professional title

Explanation

Question 60 of 94

1

What is the second indexing unit in alphabetic filing?

Select one of the following:

  • First name

  • Last name

  • Middle initial

  • Second letter of the last name

Explanation

Question 61 of 94

1

If two patients have exactly the same name, what information is used to put their medical records in order?

Select one of the following:

  • Birth date

  • Chronologic age

  • Birthplace

  • Street address

Explanation

Question 62 of 94

1

Which filing system used for paper medical records protects patient identity most successfully?

Select one of the following:

  • Subject

  • Alphabetic

  • Numeric

  • Cross-indexed

Explanation

Question 63 of 94

1

Which of the following would be filed first?

Select one of the following:

  • Jones, Jane

  • Jones, Louise

  • Jones, Kristine

  • Jones, L. W.

Explanation

Question 64 of 94

1

Using the alphabetic system of filing, what would “The Harris Office Supply Company” be filed under?

Select one of the following:

  • T

  • H

  • O

  • C

Explanation

Question 65 of 94

1

Which of the following names would be filed first?

Select one of the following:

  • David de Long

  • Winston De La Mare

  • Jacob De Laray

  • Martha Delmarven

Explanation

Question 66 of 94

1

Which of the following names would be filed last?

Select one of the following:

  • Bower, E. Lawrence

  • Bower, Edgar

  • Bower, Edgar Lawrence

  • Bower, E. L.

Explanation

Question 67 of 94

1

Which of the following names would be filed first?

Select one of the following:

  • St. James, Anne Marie

  • St. Charles, Josephine

  • St. Joseph, Joseph

  • St. Elmo, Elmer

Explanation

Question 68 of 94

1

If Mary Jane Mitchell marries John L. Walker, which of the following names might Mary Jane choose to use as her married name?

Select one of the following:

  • Mary Jane Walker

  • Mary Jane Mitchell

  • Mary Jane Walker-Mitchell

  • Mary Walker Mitchell

  • All of the above

Explanation

Question 69 of 94

1

Which of the following is NOT an advantage of using a numeric filing system?

Select one of the following:

  • It is easier to preserve patient confidentiality.

  • It is easier to identify patients when several patients have the same name.

  • Fewer label colors are required to mark the medical records.

  • A separate system must be maintained to link the patient’s name with the numbering system

Explanation

Question 70 of 94

1

If the terminal digit filing system is used, what is the first filing unit for the number 01-68-72-59?

Select one of the following:

  • 01

  • 59

  • 68

  • 72

Explanation

Question 71 of 94

1

If the terminal digit filing system is used, which of the following medical record numbers comes first in the files?

Select one of the following:

  • 02-19-81-86

  • 19-44-01-10

  • 32-94-47-03

  • 72-81-19-02

Explanation

Question 72 of 94

1

If a chronological numeric filing system is used, which of the following medical records comes last in the files?

Select one of the following:

  • 0219

  • 1944

  • 3294

  • 7281

Explanation

Question 73 of 94

1

Which of the following makes it easier to find a paper medical record that has been removed from the files?

Select one of the following:

  • Handing the paper medical record from one person to another until everyone who needs to use it is finished

  • Filling out a card to place in the outguide for every record that was removed

  • Placing medical records in stacks that have no more than five records each

  • Keeping the medical records in good repair by securing loose pages and mending tears

  • All of the above

Explanation

Question 74 of 94

1

Where should the medical assistant’s paper tickler files be stored?

Select one of the following:

  • Near the inactive medical record files

  • In a locked cabinet

  • In a desk or file cabinet near where the medical assistant usually sits

  • In the patient waiting room

Explanation

Question 75 of 94

1

If the subject method of filing is used for folders, which of the following would be filed first?

Select one of the following:

  • Bank accounts

  • Cleaning services

  • Pharmaceutical companies

  • Medical supply companies

Explanation

Question 76 of 94

1

What must occur before a piece of correspondence can be filed in a patient’s paper medical record?

Select one of the following:

  • It must be indexed.

  • It must be coded.

  • It must be annotated

  • It must be initialed by the physician.

Explanation

Question 77 of 94

1

In what order are documents filed into a section of the source-oriented medical record?

Select one of the following:

  • The order in which they are received in the office

  • With the oldest date first

  • In reverse chronologic order (most recent first)

  • In random order

Explanation

Question 78 of 94

1

What determines the classification of “inactive” for a medical record?

Select one of the following:

  • State law

  • Federal regulations

  • Office policy

  • OSHA recommendations

Explanation

Question 79 of 94

1

How long should the medical records of minors be kept?

Select one of the following:

  • Indefinitely—no medical record should ever be destroyed

  • Until the patient becomes 18 years of age.

  • Until the patient becomes 21 years of age.

  • Until the patient reaches the age of majority plus the number of years for the statute of limitations in that particular state

Explanation

Question 80 of 94

1

When can a physician destroy a patient’s file?

Select one of the following:

  • If the patient was treated only once.

  • When the record has been inactive at least seven years after the statute of limitations has expired

  • If the patient transfers to another physician.

  • Legally, medical records can never be destroyed.

Explanation

Question 81 of 94

1

Which of the following is the least common method for backing up the electronic medical record?

Select one of the following:

  • DVD optical disks

  • External hard drive

  • External tape drive

  • Network storage

Explanation

Question 82 of 94

1

Why are inactive records removed from the active file area in most offices?

Select one of the following:

  • To avoid confusion between active and inactive files

  • To create more space for the records of new patients

  • Because they are no longer necessary for billing

  • To protect them from constant wear and handling

Explanation

Question 83 of 94

1

What is a guideline for the storage of backup copies of electronic medical records?

Select one of the following:

  • If possible, they should be stored off site in a secure location.

  • They should be stored in a locked file cabinet in the office.

  • Their storage area should always be protected from light.

  • They should be encrypted so that only the system administrator can load them into the computer.

Explanation

Question 84 of 94

1

Which of the following should be avoided in a storage area for inactive medical records?

Select one of the following:

  • Relative humidity between 48% and 52%

  • Keeping lights off unless someone is actually present in the storage area

  • Dust and exposure to insects

  • Secondary aisles that are only 3 feet wide

  • All of the above

Explanation

Question 85 of 94

1

A numeric filing system is only used for problem-oriented medical records (POMR).

Select one of the following:

  • True
  • False

Explanation

Question 86 of 94

1

It is common for paper medical records to be filed based on the date of the patient’s last visit.

Select one of the following:

  • True
  • False

Explanation

Question 87 of 94

1

If paper medical records are stored in file cabinets, it is more common to use lateral drawer file cabinets than vertical drawer file cabinets.

Select one of the following:

  • True
  • False

Explanation

Question 88 of 94

1

File folders used for paper medical records are similar to loose-leaf notebooks.

Select one of the following:

  • True
  • False

Explanation

Question 89 of 94

1

A sorter is a device that facilitates placing documents in alphabetic or numeric order.

Select one of the following:

  • True
  • False

Explanation

Question 90 of 94

1

If a patient has a hyphenated last name, it may be helpful to cross-index the medical record in an alphabetic filing system.

Select one of the following:

  • True
  • False

Explanation

Question 91 of 94

1

In an alphabetic filing system, the name Helen Walker Durand would be filed after Helen Walker-Durand.

Select one of the following:

  • True
  • False

Explanation

Question 92 of 94

1

A large practice is more likely to use a terminal digit numeric filing system than a chronologic numeric filing system.

Select one of the following:

  • True
  • False

Explanation

Question 93 of 94

1

Most offices that use paper medical records place a sticker identifying the year of the patient’s last visit on the outside of the chart to facilitate identifying active records.

Select one of the following:

  • True
  • False

Explanation

Question 94 of 94

1

The medical record of a Medicare patient must be retained for at least ten years after the last contact with the patient.

Select one of the following:

  • True
  • False

Explanation

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