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MED 160
Review 10 & 13
| Question | Answer |
|---|---|
| The most common size of envelope is the: | No. 10 envelope |
| A watermark on bond paper means: | the paper is of high quality |
| Special envelopes that are used to mail items that may sustain damage in delivery are: | padded envelopes |
| The most common size of letterhead paper used for standard business correspondence is: | 8 ½ × 11 |
| Communication by way of a business letter is called: | written correspondence |
| The part of the letter that would be equivalent to the address on the envelope is called the: | inside address |
| The words "Respectfully yours" is called the: | complimentary closing |
| The letter style which has all the lines of the letter flush left is called: | full block |
| When writing a business letter, it is important to remember to write in: | concise language |
| After the medical assistant completes the writing of the letter, she should: | spell check and grammar check the letter |
| When reviewing a letter for factual information, the medical assistant is: | editing |
| Checking a letter for formatting errors, spelling errors, and grammar errors is called: | proofreading |
| How far from the bottom of an envelope should the address begin? | 2 ¼ inches |
| When inserting a letter in an envelope, the medical assistant should: | fold the letter in thirds |
| Which form of written communication is not considered secure? | Letter sent by e-mail |
| What word describes the underlining or highlighting of important information within a document? | Annotating |
| Registered mail is used for: | valuable items |
| Wording in a letter that is used very often is kept in this form which makes it more efficient for the letter writer. | Templates |
| Which of the following is an example of the passive voice? | Your account will be turned over to a collection agency if your payment is not received by this office within 30 days |
| When writing a business letter, the medical assistant should be sure that the meaning of the letter is clear. This refers to: | clarity |
| Which of the following is the correct spelling? | hygiene |
| Which of the following are not capitalized? | Pronouns |
| For the OCR to be effective, the medical assistant should: | use only approved USPS abbreviations |
| First class mail is used for: | invoices |
| If a patient is dismissed from a practice, how should the letter of dismissal be sent? | Certified mail |
| Enclosures are: | additional information added to the letter |
| The part of the letter that would include the initials of the letter writer and the physician is called the: | identification line |
| The words "Dear Honorable Jordan" would be included in the: | salutation |
| The letter style which has all paragraphs of the letter indented is: | modified block with indented paragraphs |
| Which of the following is the correct spelling? | precedent |
| Why are well-written documents important to a medical office? | They communicate a professional image of the practice |
| What document must be signed by the patient prior to sending him or her e-mail communications? | Consent to use e-mail communication |
| Which of the following lists the correct order for processing incoming mail? | Sorting, opening, recording, annotating, and distributing |
| When writing a business letter, the second page of the letter should be: | on standard bond |
| Full-Block Style | All lines are flush left; quick and easy to write because there are no indented paragraphs |
| Modified-Block Style | Dateline, complimentary closing, signature block, and notations are aligned and begin at the center page or slightly to the right |
| Simplified Style | May be too informal for the medical office setting; salutation and complimentary closing are omitted |
| First-Class Mail | Most correspondence generated in a medical office including letters, postcards, and invoices are sent by this method |
| Priority Mail | Used to send heavier items that require quicker delivery; guaranteed delivery in 2 to 3 days |
| Express Mail | Quickest USPS service; different types of this service are available, including next-day and second-day delivery |
| Certified Mail | Offers a guarantee that an item has been received; postal carrier is required to obtain a signature on delivery and the signature card is sent to the sender |
| The most basic filing supply is the: | folder |
| The most common and simplest type of filing system for maintaining patient files is the: | alphabetic system |
| Color coding is useful when: | distinguishing files within a filing system |
| Tickler files should be arranged according to: | the date of the appointment |
| The first step in the filing process is: | inspecting |
| The first step you should take in trying to locate a missing file is to: | check the last known location of the file |
| If you are trying to locate a patient record using the patient's last name and the record is not there, you should then: | check to see if the record was misfiled under the patient's first name |
| Paper storage of files should only be done when: | you have a large amount of storage space |
| Color coding is used to: | distinguish files within a filing system |
| The second step in the filing process is: | indexing |
| In the best filing systems, misplaced files are: | the result of human errors |
| One way to reduce the number of misplaced records is to: | appropriately train staff on filing guidelines |
| Inactive files are: | used infrequently |
| Closed files are: | files of patients who are no longer treated at the practice |
| Which of the following is not considered a good option for filing active paper medical records? | Plastic tubs or boxes |
| Who should have keys to the medical records room or file cabinets? | A limited number of practice employees |
| When using color coding with alphabetic filing you should: | assign a color to each letter of the alphabet |
| The steps of filing in the correct order are: | inspecting and releasing, indexing, coding, sorting, and storing |
| How long should you look for a file before concluding that it is lost? | 24-48 hours |
| When counting years in a retention schedule, you should: | not count the year in which the document was produced |
| Who makes the final decision on how long to keep inactive or closed patient files in the office before sending them to storage? | The licensed practitioner |
| The purpose of labeling files on the outside of the drawer is to: | identify what is in the drawer without having to open it |
| File sorters are used to: | temporarily store patient records |
| In middle digit numeric filing, what is the primary index? | The middle group of numbers |
| Marsha has created a separate file for each patient that contains insurance payment information. These files are known as: | supplemental files |
| Mandy is scheduled to check the tickler files for this week but she will be out for two days due to jury duty. Before Mandy leaves she should: | assign someone as a backup person to check the files while she is out |
| You place COOPER, BRIAN on a patient's chart. This is an example of: | indexing |
| Which of the following is true regarding the steps in the filing process? | You should follow the steps in order to prevent misplaced files |
| Asking another staff member to go through the steps of locating a missing file is appropriate when: | you have gone through all of the steps yourself |
| Jacob has not been seen at the office for the past five years. He is an inactive patient and his file should be: | transferred to storage |
| What regulation states there must be a “reasonable safeguard” to protect PHI from disclosure? | HIPAA |
| All information in the patient's chart should be: | All of these are correct - filed, initialed, dated |
| When filing information in a patient's chart, it is necessary for: | all the information to be dated |
| Medical records must be kept for __________blank years from the date of the last visit. | 7 |
| Alphabetic | Files are arranged by patient's last name first, followed by the first name, and the middle initial |
| Numeric | Files are arranged according to numbers assigned to patient files |
| Color Coding | Files are grouped according to colors assigned to specific groups |
| Tickler File | Date-ordered reminder file |
| Sorting | Files are put in groups in which they will be stored, such as numerically or alphabetically. |
| Storing | Documents are filed in the correct order and in the correct file, files are in good condition, and a notation is made if there is more than one folder for a patient. |
| Coding | An identifying mark or phrase is placed on a document to ensure that it is placed in the correct file. |
| Inspecting | The physician has authorized the document to be put into the patient's folder. |
| Indexing | System for storing documents, whether alphabetically, numerically or alphanumerically |
Created by:
Felicia26