Answers to Self-Study Review Questions

Chapter 9: Filing Procedures

1. An alphabetic filing system arranged by names of topics or categories is known as a/an subject filing system.

2. A filing system is called indirect when a card file must be consulted to obtain the reference number before a patient’s medical record file folder is retrieved from the file cabinet.

3. To maintain security and confidentiality, electronic passwords, also called security codes, are given to employees to limit their entry and functions within the computer systems.

4. To avoid losing data in a computer system, the most important procedure is to periodically back up (save) data or files.

5. Name some uses for tickler files. Answers will vary but will be six of any of the following: a. Remind patients of appointments b. Follow up on patients who missed appointments c. List names of patients interested in short-notice appointments d. Check on expected referral letter or laboratory report e. Order a depleted inventory item f. Follow up on an unpaid insurance claim g. Remind physician of personal appointments h. Reminder of subscription renewal dates i. Reminder of income tax payments

A-1 j. Reminder of meeting dates

6. The filing rules for alphabetizing for most alphabetic filing systems used today were developed by Association of Records Managers and Administrators (ARMA

International).

7. A file folder feature that permits expansion so more sheets can be added to a file is called scores (creases at the bottom of the file folder).

8. Color-coding only the primary digits on a file folder is known as two-band color- coding.

9. When a patient’s chart is removed from the files, a tracking system used by many medical practices is called charge-out system using outguides.

10. List steps used to prepare, sort, and file documents in patients’ records. a. Index and code b. Cross reference c. Sort d. File