Chapter 5- Records Management Worksheet True and False

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