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MA Chapter 43

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12th grade Medical Assistant Quiz on MA Chapter 43, created by sarah wood on 12/04/2018.
sarah wood
Quiz by sarah wood , updated more than 1 year ago
sarah wood
Created by sarah wood over 8 years ago
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Question 1

Question
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?
Answer
  • AL
  • MI
  • MV
  • VA

Question 2

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

Question 3

Question
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?
Answer
  • Nothing
  • Outguide
  • Tab divider
  • Plain manila folder

Question 4

Question
Ellen is arranging paper-based medical records for filing. Which of the following records would be filed first?
Answer
  • Jones, Amy L.
  • Jones, Louise
  • Johnson, Amy L.
  • Jones, K.W.

Question 5

Question
If Ellen is preparing a paper-based medical record for a new patient, which of the following supplies or equipment will not be required?
Answer
  • Stapler
  • Name label
  • Two-hole punch
  • Set of medical record dividers

Question 6

Question
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?
Answer
  • 2014
  • 2015
  • Both 2014 and 2015
  • Neither 2014 or 2015

Question 7

Question
When Ellen is sorting reports to place in the paper-based medical records, what should she check for?
Answer
  • Patient name on the report
  • Physician initials
  • Date of service
  • Official hospital seal

Question 8

Question
When selecting a storage area for inactive paper-based medical records, which of the following factors should Ellen be most concerned with?
Answer
  • Control of relative humidity
  • Presence of at least two windows
  • Temperature above 74 °F
  • At least five feet of space between all shelving units

Question 9

Question
Ellen also uses the alphabetic method to file business correspondence. Under which letter would she file correspondence from The Harris Office Supply Company?
Answer
  • C
  • H
  • O
  • T

Question 10

Question
Which of the following filing methods would be most useful for Ellen to file folders containing instructional brochures for patients?
Answer
  • Numeric
  • Subject
  • Chronological
  • Geographic

Question 11

Question
A medical record is a written document of the important information regarding a patient.
Answer
  • True
  • False

Question 12

Question
The medical record includes the patient’s health history, treatment, and progress notes.
Answer
  • True
  • False

Question 13

Question
Each patient must sign a Notice of Privacy Practices acknowledgement form.
Answer
  • True
  • False

Question 14

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

Question 15

Question
Color-coded labels are attached to the full cut side tab of the file folder.
Answer
  • True
  • False

Question 16

Question
The patient’s registration form should be placed in front of the medical record.
Answer
  • True
  • False

Question 17

Question
Punch holes in forms for the patient’s medical record using a 3-hole punch.
Answer
  • True
  • False

Question 18

Question
In alphabetic filing, legal names are used to identify the indexing units.
Answer
  • True
  • False

Question 19

Question
In an alphabetic filing system, the patient’s last name is the first indexing unit.
Answer
  • True
  • False

Question 20

Question
In an alphabetic filing system, all records are cross-indexed.
Answer
  • True
  • False

Question 21

Question
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.
Answer
  • True
  • False

Question 22

Question
Business names are indexed in the order of the words in the name including articles such as a, an, and the.
Answer
  • True
  • False

Question 23

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

Question 24

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

Question 25

Question
Hyphenated names are indexed as one unit whether first names or last names.
Answer
  • True
  • False

Question 26

Question
Titles or seniority terms like Jr. or Dr. are considered the third indexing unit.
Answer
  • True
  • False

Question 27

Question
To file records alphabetically, first sort the records by last name, and then sort records of the same last name by first name.
Answer
  • True
  • False

Question 28

Question
In order to create a numeric filing system for medical records, each patient must be assigned a number.
Answer
  • True
  • False

Question 29

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

Question 30

Question
Terminal digit filing usually uses a four-digit number.
Answer
  • True
  • False

Question 31

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

Question 32

Question
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.
Answer
  • True
  • False

Question 33

Question
In the consecutive numeric filing system, numbers are arranged from lowest to highest
Answer
  • True
  • False

Question 34

Question
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.
Answer
  • True
  • False

Question 35

Question
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.
Answer
  • True
  • False

Question 36

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

Question 37

Question
Reports are filed in chronological order in the correct section of the chart after previous reports of the same type
Answer
  • True
  • False

Question 38

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

Question 39

Question
To avoid misplacing files, always use outguides to indicate who has removed a record.
Answer
  • True
  • False

Question 40

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

Question 41

Question
Reports with tears should be mended before filing to help keep them in good condition.
Answer
  • True
  • False

Question 42

Question
Remove paper clips from pages and staple if necessary before filing.
Answer
  • True
  • False

Question 43

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

Question 44

Question
Place an outguide into the file to mark a record’s place when you remove a record to add a report.
Answer
  • True
  • False

Question 45

Question
Which of the following types of medical records may be reviewed to record statistical information?
Answer
  • Paper medical records
  • Electronic medical records
  • Both paper medical records and electronic medical records
  • Neither paper medical records nor electronic medical records

Question 46

Question
Which of the following are true about both paper medical records and electronic medical records?
Answer
  • 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.

Question 47

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

Question 48

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

Question 49

Question
What is true about labels used on paper medical records?
Answer
  • 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

Question 50

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

Question 51

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

Question 52

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

Question 53

Question
What is an outguide?
Answer
  • 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

Question 54

Question
Which of the following is an indirect method of filing?
Answer
  • Subject
  • Numeric
  • Chronologic
  • Alphabetic

Question 55

Question
What is an advantage of using color-coded labels or folders?
Answer
  • It preserves patient confidentiality.
  • It simplifies removal of inactive records.
  • It reduces the risk of misfiling
  • It simplifies the process of creating the record

Question 56

Question
If the office is using a color-coded system, who needs to know the meaning of the colors in use?
Answer
  • All office staff
  • Both office staff and patients
  • Only the medical assistants
  • Office staff and staff of the insurance companies billed by the office

Question 57

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

Question 58

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

Question 59

Question
What is the first indexing unit in alphabetic filing?
Answer
  • First name
  • Last name
  • Middle initial
  • Professional title

Question 60

Question
What is the second indexing unit in alphabetic filing?
Answer
  • First name
  • Last name
  • Middle initial
  • Second letter of the last name

Question 61

Question
If two patients have exactly the same name, what information is used to put their medical records in order?
Answer
  • Birth date
  • Chronologic age
  • Birthplace
  • Street address

Question 62

Question
Which filing system used for paper medical records protects patient identity most successfully?
Answer
  • Subject
  • Alphabetic
  • Numeric
  • Cross-indexed

Question 63

Question
Which of the following would be filed first?
Answer
  • Jones, Jane
  • Jones, Louise
  • Jones, Kristine
  • Jones, L. W.

Question 64

Question
Using the alphabetic system of filing, what would “The Harris Office Supply Company” be filed under?
Answer
  • T
  • H
  • O
  • C

Question 65

Question
Which of the following names would be filed first?
Answer
  • David de Long
  • Winston De La Mare
  • Jacob De Laray
  • Martha Delmarven

Question 66

Question
Which of the following names would be filed last?
Answer
  • Bower, E. Lawrence
  • Bower, Edgar
  • Bower, Edgar Lawrence
  • Bower, E. L.

Question 67

Question
Which of the following names would be filed first?
Answer
  • St. James, Anne Marie
  • St. Charles, Josephine
  • St. Joseph, Joseph
  • St. Elmo, Elmer

Question 68

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

Question 69

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

Question 70

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

Question 71

Question
If the terminal digit filing system is used, which of the following medical record numbers comes first in the files?
Answer
  • 02-19-81-86
  • 19-44-01-10
  • 32-94-47-03
  • 72-81-19-02

Question 72

Question
If a chronological numeric filing system is used, which of the following medical records comes last in the files?
Answer
  • 0219
  • 1944
  • 3294
  • 7281

Question 73

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

Question 74

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

Question 75

Question
If the subject method of filing is used for folders, which of the following would be filed first?
Answer
  • Bank accounts
  • Cleaning services
  • Pharmaceutical companies
  • Medical supply companies

Question 76

Question
What must occur before a piece of correspondence can be filed in a patient’s paper medical record?
Answer
  • It must be indexed.
  • It must be coded.
  • It must be annotated
  • It must be initialed by the physician.

Question 77

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

Question 78

Question
What determines the classification of “inactive” for a medical record?
Answer
  • State law
  • Federal regulations
  • Office policy
  • OSHA recommendations

Question 79

Question
How long should the medical records of minors be kept?
Answer
  • 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

Question 80

Question
When can a physician destroy a patient’s file?
Answer
  • 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.

Question 81

Question
Which of the following is the least common method for backing up the electronic medical record?
Answer
  • DVD optical disks
  • External hard drive
  • External tape drive
  • Network storage

Question 82

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

Question 83

Question
What is a guideline for the storage of backup copies of electronic medical records?
Answer
  • 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.

Question 84

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

Question 85

Question
A numeric filing system is only used for problem-oriented medical records (POMR).
Answer
  • True
  • False

Question 86

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

Question 87

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

Question 88

Question
File folders used for paper medical records are similar to loose-leaf notebooks.
Answer
  • True
  • False

Question 89

Question
A sorter is a device that facilitates placing documents in alphabetic or numeric order.
Answer
  • True
  • False

Question 90

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

Question 91

Question
In an alphabetic filing system, the name Helen Walker Durand would be filed after Helen Walker-Durand.
Answer
  • True
  • False

Question 92

Question
A large practice is more likely to use a terminal digit numeric filing system than a chronologic numeric filing system.
Answer
  • True
  • False

Question 93

Question
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.
Answer
  • True
  • False

Question 94

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