Deck 5: Data Access and Retention

Question 1

When water damage has compromised a large volume of paper health records in the file unit during a flood or other kind of water disaster, one immediate action to take is to

A) Air dry this large volume of records.
B) Turn on the air conditioning.
C) Separate all coated paper such as electrocardiograms.
D) Move all records outside to dry.

Answer 1

Turn on the air conditioning.

Question 2

Each of the following data elements is a part of the demographic level of the MPI EXCEPT

A) Full name.
B) Date of birth.
C) Date(s) of service.
D) Patient record number

Answer 2

Date(s) of service.

Question 3

Why is the master patient index maintained permanently?

A) HIPAA requires it to be maintained permanently.
B) Patients cannot remember their numbers when asked for them.
C) The same MPI can be used to identify the patient in different health care systems.
D) It is the key to identifying all patients who have been treated by the facility.

Answer 3

It is the key to identifying all patients who have been treated by the facility.

Question 4

The purpose of a manual record requisition slip is to

A) Document where the record is at the current time.
B) Use it as an outguide.
C) Create a transfer notice.
D) Retrieve the record.

Question 5

In the number 23-10-52, which two digits are the secondary digits in a terminal digit filing system?

A) 52
B) 10
C) 23
D) 31

Question 6

In a paper and hybrid health record environment, preparation for disaster recovery includes

A) Training staff in locating and when and how to use sprinkler shutoff valves.
B) Training staff on how and when to use fire extinguishers.
C) Locating and researching restoration specialists.
D) All of the above.

Question 7

You have just assumed a position as HIM Director of a large HIM department in a different state, and you are faced with an overflowing paper file unit in the hospital. You need to determine how long various health records must be maintained. As part of your research, you would

A) Explore state and federal laws and regulations pertaining to health record retention.
B) Place record retention issues on the Medical Record Committee agenda.
C) Review categorical guidelines as advice in absence of state law.
D) All of the above.

Question 8

______________________________ is one advantage of implementing an electronic document management (EDM) system.

Question 9

As a health information professional, you are assigned the responsibility of researching record retention laws for your hospital and developing a retention policy for the patient record. You discover that your state does not have a retention law, and you research other recommended retention guidelines that included the AHIMA recommendation. What was the retention period recommended by AHIMA?

A) 5 years
B) 7 years
C) 10 years
D) 15 years

Question 10

How many primary sections are used in a terminal digit filing system?

A) 10
B) 100
C) 1,000
D) 10,000

Question 11

Computer software that understands the user's speech and creates a report is known as

A) Voice response.
B) Voice recognition.
C) Sensor response.
D) Voice imaging.

Question 12

Which is an important attribute to consider when purchasing a digital image scanner?

A) Storage capacity
B) Access speed
C) Page speed
D) Exchange speed

Question 13

If you are filing records in terminal digit order using the 2-2-2 division, what would be the number of the patient record immediately in front of and immediately behind #132416?

A) 122416 and 142416
B) 131416 and 133416
C) 132415 and 132417
D) 122316 and 142516

Question 14

In a terminal digit filing system using 2-2-2 divisions, which number below would be last?

A) 160214
B) 621553
C) 432396
D) 311891

Question 15

With the terminal digit filing method, which number is located directly after 16-57-92 in the file?

A) 16-57-93
B) 17-57-92
C) 16-58-92
D) 16-58-93

Question 16

If you needed to prepare a Medical Record Committee report detailing the average number of paper records not returned to HIM by the end of each week for a specific quarter, you would calculate it based on out-of-file locations and

A) Unsatisfied requests listings.
B) Total records retrieved from inactive storage and other media.
C) Overdue listings by user-defined time frames.

Question 17

In the number 64-79-36, which two digits are the primary digits in a terminal digit filing system?

A) 36
B) 64
C) 79
D) 96

Question 18

When a record destruction program is considered by a health care facility, all the following are usually consulted EXCEPT

A) The patient or legal representation.
B) Facility board of directors.
C) Facility attorney.
D) Malpractice liability insurance carrier.

Question 19

According to the terminal digit filing method, which number would be first in the file?

A) 013291
B) 911206
C) 861971
D) 165060

Question 20

What filing method would require backshifting and reading of the number as a whole when filing?

A) Terminal digit filing
B) Straight numeric filing
C) Alphabetic filing
D) Serial-unit filing

Question 21

Name one component of a quality proposal for acquisitions approval.

Question 22

A numeric identification system provides more security for the patient's health information than an alphabetical identification system does.

Question 23

Alias names are recommended for use in an MPI because they do not draw attention to the individual.

Question 24

In a file conversion to a terminal digit system, there are four project phases. The first three phases are 1) transport records to sort area and back to file, 2) rough-sort into 10 terminal digit sections, 3) secondary-sort into 00, 01, 02, and so on. The last project phase is ____________________________________________________________________.

Question 25

Master Patient Index Screen

Referring to the information above, when was Mr. Rocky States last treated as an outpatient?

Question 26

The master patient index is key to identifying patients correctly and supporting the exchange of patient information.

Question 27

When one medical record number is assigned to a patient during the first encounter and is used for all future encounters, this is called __________________________________.

Question 28

Master Patient Index Screen

Referring to the information above, what was the LOS for Mr. States' first admission?

Question 29

Master Patient Index Screen

Referring to the information above, did Mr. Rocky States' visit to emergency services result in admission?

Question 30

A written description of a proposed system's concepts is a _______________________________________.

Question 31

The Universal Physician Identifier Number (UPIN) and the Social Security Number (SSN) are minimum required data for the master patient index.

Question 32

Use of an automated record tracking system replaces the master patient index.

Question 33

Master Patient Index Screen

Referring to the information above, on what date was Mr. States discharged from his second admission?

Question 34

An alphabetically arranged database used for the location of patient records in a numeric identification system is called a ______________________________.

Question 35

The health information manager is analyzing the "Unsatisfied Requests Listing" produced by the automated record tracking system. Is this a management-type report produced by the system?

Question 36

When a health care facility is sold, all records should be destroyed as soon as possible.

Question 37

Master Patient Index Screen

Referring to the information above, during what month was Mr. States born?

Question 38

List an advantage of using color coding in a storage and retrieval system.

Question 39

Master Patient Index Screen

Referring to the information above, what was the date of Mr. States' fourth encounter with this hospital?

Question 40

Master Patient Index Screen

Referring to the information above, in which terminal digit section of the permanent file would you find Mr. States' clinic record?

Question 41

An automated record tracking system is capable of tracking multiple volumes of the same record.

Question 42

Master Patient Index at an enterprise or regional system may contain several "unit" identification numbers.

Question 43

Corporate person index (CPI) and the enterprise master patient index (e-MPI) are synonyms.

Question 44

When planning space for health record filing needs, one needs to consider the amount of linear filing space needs.

Question 45

Alphabetical filing systems can be maintained without a separate master patient index.

Question 46

One advantage to storing health records is to contract with a commercial storage company for both storage, retrieval, and filing.

Question 47

Bar code technology cannot be used for tracking radiology file folders.

Question 48

An automated record tracking system is compatible with bar code symbols.

Question 49

Seniority designations (Sr, Jr) and titles (MD, PhD) are included in alphabetical filing.

Question 50

An automated record tracking system limits online inquiry to one system terminal.

Question 51

Bar code symbology for record folders must always include the patient number and the patient name.

Question 52

An automated record tracking system is unencumbered by multiple file room locations.

Question 53

Batch requesting of patient records is not a feasible transaction in an automated record tracking system.