Chapter 5- Records Management Worksheet True and False – Flashcards
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An accession book is used to assign patients file numbers
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True
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Active files are those of patients who are over age 35
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False
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Alphabetical filing is based on numerical order
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False
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Alphabetic filing is often used in medical offices for documents
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True
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In the medical office, closed files are records of patients who are no longer actively seen by a physician
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True
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In records management, coding refers to placing an indicator on a document, such as underscoring a word, to show where it should be filed
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True
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Color coding in records management refers to the use of colored pencils to mark documents for filing
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False
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A cross-reference shows where other copies of a particular document are filed
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True
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The positions of tabs on file folders are called labels
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False
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File folder cuts help organize folders
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True
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Closed files are always placed in vertical filing cabinets
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False
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Dead storage refers to a separate storage area set up for inactive, or closed files
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True
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Folders are designed to hold items to be filed
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True
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Guides are used to indicate that a file has been removed
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False
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Out guides are used to indicate that a file has been removed
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True
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Guides indicate where a new section or category of files begins
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True
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Inactive files are those for patients who have not seen the physician for six months or longer
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True
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Indexing refers to selecting the name, classification, or title under which a document or item will be filed
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True
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Documents must be inspected before they are filed
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True
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Labels are used to indicate that a file has been removed from the filing cabinet
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False
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Lateral files open vertically
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False
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The files in a lateral file are organized sideways, from left to right, rather than from front to back
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True
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In a numeric filing system, each item is assigned a number
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True
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When medical offices use a numeric filing system, each patient is assigned a unique number
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True
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Open-shelf files are organized from front to back, like vertical files
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False
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The identifying tabs on open-shelf files stick out beyond the folders for easy locations
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True
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The patient medical record contains all data about the patient
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True
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The systematic control of records is called record management
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True
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The life cycle of a record includes its creation, maintenance, and disposition
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True
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A released document is ready for filing
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True
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Released documents have not been inspected or acted upon
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False
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Retention refers to the length of time that records are kept
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True
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A rotary circular file permits the use of both sides of an index card
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True
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The process of arranging documents in the order in which they will be filed is called storing
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False
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The process of actually filing a document in its correct place is called sorting
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False
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Subject filing sorts documents numerically by topical category
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False
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Tabs on file folders can be labeled for easy viewing
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True
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A tickler file is used as a reminder for follow-up action
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True
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Tickler files may be electronic or paper
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True
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Vertical files are organized side to side
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True
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Rolodex is a famous trade name of a rotary circular file
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True
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Vertical files provide a larger amount of storage space than lateral files, but also take more time to open and close
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True
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Out guides are used to record the name of the person who has the file, as well as the date it was removed and its content
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True
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A release mark and a time-date stamp hold the same meaning in records management
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False
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Alphabetic filing and numerical filing are two different types of filing systems
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True
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Prefixes are considered part of the surname when indexing individual names
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True
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The professional title is the first indexing unit when determining indexing order of a physicians name
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False
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When indexing identical names, use address to determine the order
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True
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Alphanumeric filing systems use both letters and numbers to assign patient codes
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True
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Dead storage must be located within the physician's office
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False
