TMA: Chapter 43
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Why would the medical office use color-coded labels on folders?
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Color-coded labels are often used yo identify the last year patient was seen at the office.
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What is an out-guide and how is it used in the medical office?
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Are placed on the file to mark the place where folder has been removed. Each guide has pocket for a card indicating who removed the record and/ or items that accumulate while the record is out of its area.
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Describe terminal digit filling system?
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Uses a 6 digit number with a hyphen between each group of 2 numbers ex: 01-22-19
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What is subject filling list 4 types of documents that might be used?
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Filling system for documents that are often arranged according to subject, Used for Preprinted forms, invoices, purchase orders, service agreements.
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What is the second filling unit if the patient's name is Mary Johnson White?
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Mary
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What are 2 advantages of numeric filling?
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It is easier to preserve confidentiality, In a large practice, it is easier to identify a patient by number when several patients have the same last name.
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What is a tickler file?
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Is used to tickle the memory by serving as a reminder that a specific action must be taken on a specific date.
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How are computerized records stored?
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Through backups,done to network storage and/ or storage devices, such as hard drives, DVD's or other devices.
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What determines when a medical record is moved to the inactive files?
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When it hasn't been touched for 3 years.
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Before returning medical records to the files, what are 3 things the medical assistant should do to condition the records?
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All clips, pins, or other extraneous material should be removed. Any tears or broken punch holes should be repaired with tape. Any sticky notes or other loose papers should be either removed or filed in the record in the correct location.
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How are hyphenated names filed if an alphabetic filling system is used?
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Are indexed as one unit.
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What is the most common methods used to organized a new paper medical record for a patient?
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Most offices use the source-oriented format to organize their medical records, the alphabetic filing system to arrange the records, and shelf filing units to store medical records.
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2 patients come into the office with the exact same name, what information is used to put their medical records in order?
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With their city in the first unit, state as second unit, street as third unit.
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Before a piece of correspondence can be filed in a patient's paper medical record what is the first thing that must occur?
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Should be initialed by the physician, Should be sorted before filing according to name or medical record.
