Deck 9: Managing Health Records

Question 1

Which of the following file furniture would not be efficient in a numerical filing system?

A) File cabinet
B) Open shelves
C) Compressible shelves
D) Microfilm

Answer 1

File cabinet

Question 2

The machine used to input a paper document into a computerized imaging system is called a(n):

A) Copier
B) Indexer
C) Mapper
D) Scanner

Answer 2

Scanner

Question 3

Your facility has 10 years of records stored in the file area. You have averaged 12,500 discharges per year, and each record is approximately 75 pages. Administration has committed to transitioning to an electronic health record, and determines it would be best to use document imaging to convert all old records. You have estimated that the project will take approximately 12 months. Using the information provided in the table below, which vendor provides the best price for your document imaging solution?

A) Vendor A
B) Vendor B
C) Vendor C

Answer 3

Vendor A

Question 4

Which of the following is NOT an alphabetical filing rule?

A) Suffixes are considered after the middle name or initial.
B) All punctuation and possessives are ignored.
C) Abbreviations and shortened names are ignored.
D) Personal names are filed last name, followed by first name, then middle initial.

Question 5

Which of the following methods assist security of records on a computerized system?

A) Microfilm
B) Data dictionary
C) Scanning
D) Routine backups

Question 6

As the new supervisor of Diamonte Hospital, new filing furniture is needed to store 12,000 annual outpatient charts. After measuring, it is determined that four charts equal 1 inch of linear file space. How many 36-inch-wide, eight-shelf units must be purchased to store these records?

A) 288
B) 10
C) 11
D) 42

Question 7

Computerized chart locator systems are superior to paper-based locator systems for all of the following EXCEPT:

A) Bar code chart locators
B) Eliminate the need to manually sign out charts
C) Facilitate records audit trail
D) Limit access to patient records from various hospital departments

Question 8

ABC Hospital is planning to expand its medical records file room next year. The hospital had 2,000 patient this year and plans to have 20% more patients next year. The average file width is 0.5 inch each. If the new cabinets have five shelves and each shelf holds 36 inches of files, how many file cabinets will ABC Hospital need next year?

A) 5
B) 7
C) 6
D) 12

Question 9

The medical records department should have all of the following concerns with offsite storage EXCEPT:

A) The current facility security system
B) How will files be delivered to the medical records department
C) Number of employees at the storage facility
D) The storage facility's disaster recovery plan

Question 10

Shelley is the new health information management file room supervisor at Diamonte Hospital. Upon entering the file room she notices that the files are cramped and there is no room on the shelves to file any new charts. Shelley determines that it is critically necessary to order additional shelving to increase the file shelf space to store all of Diamonte's records. The facility has approximately 3,000 discharges each year. They keep 2 years of paper records on site. The average thickness of a record is 1 inch. They currently have 10 shelving units and each unit has five shelves and is 36 inches wide. How many additional filing units should Shelley order?

A) 24
B) 23
C) 34
D) 33

Question 11

If the average thickness of a record is 1.5 inches, how many records can be stored on a shelving unit that is 30 inches wide with five shelves?

A) 180
B) 255
C) 225
D) 200

Question 12

In a unit number filing system, the medical record number:

A) Changes with each new admission
B) Is not assigned to minor children
C) Is used for medical coding purposes
D) Remains the same for the life of the patient

Question 13

Color coding of the numerical identification on the end tab of a file folder:

A) Prevents messy files
B) Aids in the identification of misfiles
C) Is mandatory under TJC standards
D) Warrants approval from the safety committee

Question 14

A manual chart locater system must use ________ to hold the place of the original record.

A) Spacers
B) Outguides
C) Indexers
D) Blank files

Question 15

All of the following are storage options that are used for older medical records EXCEPT:

A) Offsite storage
B) Microfilm
C) Scanning/digitizing
D) Returned to patients

Question 16

To prepare for unexpected events such as a bomb threat, hurricane, or flood, a facility should routinely exercise:

A) Confidentiality
B) Release of information
C) Disaster planning
D) Code blue

Question 17

In the absence of state laws regarding retention of health care records, CMS requires that records be maintained for ____ years.

A) 10
B) 21
C) 30
D) 5

Question 18

Images stored in a document imaging system must be ____ for identification and future retrieval.

A) Copied
B) Indexed
C) Mapped
D) E-mailed

Question 19

The difference between the patient account number and the medical record number is that:

A) Only the patient account number changes with each visit.
B) Only the medical record number changes with each visit.
C) Both the patient account number and the medical record number change with each visit.
D) Neither the patient account number nor the medical record number changes with each visit.

Question 20

An effective way to accomplish paper record scanning is also known as:

A) COLD
B) Cloud computing
C) SAN
D) MPI

Question 21

An __________ is used to identify or name a file or record so that it can be located in the computer-based health record.

Question 22

Patient health records, whether in paper or electronic form, should be retained for all of the following purposes EXCEPT:

A) Physician's licensing
B) Facility accreditation
C) Insurance reimbursement
D) Continuation of patient care

Question 23

In a ______________ system, the patient record is filed under the same number for all visits.

Question 24

In a paper health record, ____________ are documents that are not present in the medical record when the patient is discharged. These documents must be accumulated and filed with the record at a later date.

Question 25

The numerical file identification system used to identify an entire family's health record using one number and modifiers is called _____________.

Question 26

An ____________ is capable of searching scanned or digitized paper records using index fields.

Question 27

The length of time that a record must be retained is called the ____________.

Question 28

In one filing method, the patient's MR# is separated into sets for filing. The first set of numbers is called tertiary, the second set is called secondary, and the last set of numbers is called primary. This method is called ____________ filing.

Question 29

_________and ___________are legacy storage methods for paper records using plastic film.

Question 30

The physical container used to store the paper-based health record is a __________.

Question 31

How long does the MPI need to be managed at the facility?

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

Question 32

Which of the following is NOT a type of file identification system commonly used in large acute care facilities?

A) Alphabetical
B) Serial numbering
C) Serial unit numbering
D) Unit numbering

Question 33

A numerical patient record identification system, in which the patient is given a new number for each visit, but with each new admission the previous record is retrieved and filed in the folder with the most recent visit, is called __________ numbering.

Question 34

The filing method of organizing folders in numerical order is _____________ filing.

Question 35

What is the best reason why facilities prefer to manage their MPI electronically?

A) To prevent duplicates
B) To keep track of the length of stay
C) To easily inform attending physicians which patients have been admitted
D) For insurance reimbursement purposes

Question 36

A physical file called an ____________is used to identify an alternate location of a file in the paper-based health care record system.

Question 37

A _____________is used to identify the location of records within a facility.

Question 38

An EMPI is useful because it collects:

A) Only the patients admitted to a single facility
B) All the patients treated in multiple facilities in the health care system
C) The names of all the physicians in the health care system
D) The names of each patient's family members

Question 39

A numerical patient record identification system, which gives the patient a new number for each visit, is called _________numbering.

Question 40

The __________contains patient and encounter information often used to correlate the patient to the file identification.

Question 41

A copier-like machine called a ____________ is used to convert paper-based records into digital images for a computerized health care record.

Question 42

______________ is a method for planning and preparing to handle catastrophes and other emergencies that can adversely affect the normal performance of the health care environment.

Question 43

The identification of the physical file folder that contains the health care record can either be alphabetical or numerical. List and describe each of the numerical identification systems.

Question 44

__________are networks that use RAIDs and other storage technologies.

Question 45

Health care records must be maintained for a specific number of years. What is the requirement in your state for retention of inpatient health care records? Do you recall how to determine the number of years a group of health care records must be maintained?

Question 46

Health information, whether paper or computer based, must be stored in an organized, secure environment for the duration of the retention schedule. Explain the procedures used to ensure the security of health information.

Question 47

Match the following terms with their descriptions.
a. Serial
b. Unit
c. Serial unit
d. Family unit
e. Index
f. Scanner
g. Retention schedule
h. Microfilm
1. An alternative method for storing records
2. A file identification system in which the patient receives the same number for all admissions
3. A file identification system in which the patient receives a new number for each subsequent admission
4. A file identification system that assigns the same number to an entire family, uniquely identifying each member by a modifier
5. A file identification system in which the patient receives a new number for each subsequent admission; however, each previous admission is brought forward and filed with the most recent visit
6. A method of identifying patient records in a computer-based system
7. The length of time required for the maintenance of records
8. A copier-like piece of equipment used to input paper records in a document imaging system

Question 48

It is important for the HIM department to locate records in a timely manner. Identify and describe the system used to locate medical records within a facility.

Question 49

_____________ is used to network various information resources that can be shared over the Internet.

Question 50

The master patient index (MPI) is a tool in the health care facility used to store unique identifiable information on each patient who has been registered in that facility. The MPI is especially useful in a facility that uses a numerical system to identify patient records, because the MPI correlates the patient to the MR#. Describe the content of an MPI.

Question 51

The process of transferring forms or reports generated from computer output for storage on laser disk is known as ___________.

Question 52

Explain what measures can be taken to protect health care records from fire, water damage, theft, and tampering.

Question 53

List and describe the filing furniture used to store paper-based health care records. What measurements are important in the design of a file area?

Question 54

"Stacked" hard drives that split up and duplicate data to enable larger capacities and faster access are also known as ___________.

Question 55

What can be done when health records are lost or destroyed inadvertently?

Question 56

In a file room there are eight shelf units with eight shelves each that are 36 inches wide. How many inches of file space are available? Convert this number to feet.

Question 58

Because space is often limited in the facility, health care records may be maintained in alternative storage methods. List each of the methods discussed in Chapter 9.

Question 59

If you have 12,000 records to file, averaging 2 inches per chart, how many inches of file space do you need? How many shelf units (eight shelves per unit, 36 inches wide) would you need?

Question 60

List and describe the different filing methods for the physical file/health record.