Essentials Of Health Information Managements Chapter 6 Terms

Front 1

Which federal act requires that patient information systems be analyzed to determine the potential for breaches

Back 1

Health Insurance Portability and Accountability Act
(HIPAA)

Front 2

Does a numbering system have to be adopted before a numeric filing system can be implemented?

Back 2

Yes....

Front 3

A computer record tracking system uses what , that looks like UPC scanning codes, for locating medical records?

Back 3

bar codes

Front 4

Why are records stored in binders at the nursing station?

Back 4

so the paper based records will be protected

Front 5

How should loose filing be organized in the medical record after discharge?

Back 5

In the same order used in the original file

Front 6

It is true that an advantage of the alphabetic filing system is that file clerks can easily be trained to use it?

Back 6

Yes...

Front 7

Who should draft an information security policy?

Back 7

a confidentiality committee

Front 8

What is the best file to use when there is a shortage of filing space for records that must be kept in hard copy?

Back 8

moveable files

Front 9

When records are filed in the department in which they are generated, what kind of filing system are they using?

Back 9

de-centralized filing system

Front 10

what is the most common circulation system ?

Back 10

using a messenger

Front 11

a terminal digit filing system is divided into how many sections?

Back 11

100

Front 12

Which two filing systems are used to file medical records?

Back 12

alphabetic and numeric

Front 13

what data element should be used if two patients have the identical names and dates of birth?

Back 13

city name

Front 14

When a patient receives a new number upon each admission, and their medical records are filed in various locations in the filing system, which numbering system is used?

Back 14

serial numbering system

Front 15

Alice Lyon is seen in the emergency dept on Jan 31st for a persistent cough and chest congestion. She is sent for a chest x-ray before being discharged from the emergency room. On Feb 3rd, she is admitted to the hospital with pneumonia. How many medical record folders rresult if a serial numbering system were used?

Back 15

three

Front 16

In a terminal digit filing system, which record would be filed between the other two records: 03-56-48, 04-57-48, 05-58-48?

Back 16

04-57-48

Front 17

Does color coding work best when a different color is assigned to each number on the folder tab? Why?

Back 17

No, because if they are all one color, they can easily be seen if they are misfiled.

Front 18

JCAHO prefers the which system?

Back 18

Unit

Front 19

When a record is removed from the filing system what is put in its place until the record is returned?

Back 19

outguide

Front 20

In the phoenetic, Soundex system, is the first letter of a patient's last name is the first character in the code?

Back 20

yes

Front 21

Filing space is calculated using what?

Back 21

linear filing inches

Front 22

In a family numbering system, what modifier is given to the first newborn child?

Back 22

03

Front 23

Veteran's Affairs uses which numbering system?

Back 23

Social security numbering

Front 24

What is a small elevator that transports from one floor to another one?

Back 24

Dumbwaiter

Front 25

What are social security numbering and family numbering are variations of which filing system?

Back 25

Unit numbering

Front 26

what is alphabetic filing system?

Back 26

Patient's last name, first name, and middle initial are used to file a patient's records, when no numbering system is used, and to file master patient index ( if a numbering system is used)

Front 27

automated chart tracking system

Back 27

allows providers to request records using a computer and a HIM clerk references a computer screen to process all requests

Front 28

bar coding

Back 28

preprinted scanning code located on a file folder

Front 29

binders

Back 29

stores records for hospital patients receiving care

Front 30

centralized filing system

Back 30

organizes patient records in one central location under the control of the facility's HIM department

Front 31

charge out system

Back 31

controls the movement of records in and out of the file area and accounts for the location of each record removed

Front 32

chart tracking system

Back 32

controls the release and return of patient records and uses record requisition forms to retrieve and track requests for patient records

Front 33

circulation system

Back 33

transports records from one location in the facility to another as well as to other locations

Front 34

color coding

Back 34

assigment of color to primary and secondary patient numbers or letters used for filing patient records. Color bars are placed on the sides/edges of file folders so that when filed, all records with the same primary and secondary numbers have the same color pattern, and allows misfiles to be easily identified

Front 35

combination centralized /dencentralized filing system

Back 35

the HIM manager is responsible for record management

Front 36

compressible files

Back 36

same as moveable files

Front 37

consecutive number filing

Back 37

same as straight number filing

Front 38

conveyor belt

Back 38

device similar to pneumatic tube, but uses a belt to transport records

Front 39

emergency requisition

Back 39

same as non- routine requisition

Front 40

family numbering

Back 40

adaptation of unit numbering system in which each household is assigned a unique patient number and each number is assigned a two digit modifier number that serves as a prefix to the patient number .
01-head of household
02-spouse
03- firstborn child
04-second born child, and so forth...

Front 41

filing controls

Back 41

chart tracking system, periodic audits of file system

Front 42

given name

Back 42

first name

Front 43

jackets

Back 43

store X-rays and other oversized material, open at top

Front 44

lateral files

Back 44

two to eight shelf units with retractable doors and can be locked

Front 45

middle digit filing

Back 45

variation of terminal digit filing, assigns the middle digit as primary, the left as secondary and the ones or thr right as tertiary

Front 46

moveable files

Back 46

include power and manual types, manual files are on a metal track to a hand crank , moves, electric files us a button, also called compressible files

Front 47

non-routine requisition

Back 47

emergency room or unscheduled office visit

Front 48

open shelf file

Back 48

6-8- shelf unit that resembles a book shelf, has twice as much space as a standard drawer file cabinet and uses less than 10% additional floor space

Front 49

power filing machine

Back 49

uses machinery to access records from top, uses height over floor space

Front 50

pseudonumber

Back 50

assigned to patients who do not have a number in social security numbering filing systems.for example:
abc-1
def-2
ghi-3, and so on.. same format as ss # 000-00-000

Front 51

requisition form

Back 51

submitted to HIM to track request and return of record

Front 52

reverse numeric filing

Back 52

same as terminal digit filing

Front 53

serial numbering system

Back 53

each time patient is registered, a new number is assigned and new record created, which are filed in different locations. Usually used by hospitals without computerized ADT software for discharge/transfers

Front 54

serial unit numbering

Back 54

patient gets new number every visit, but previous records are assigned the new number, and filed in the current location.

Front 55

Soundex

Back 55

phoenetic numbering system that allows names that sound alike but not spelled alike to be filed together

Front 56

straight numeric filing

Back 56

records are filed in strict numeric order from lowest to highest, same as consecutive number filing

Front 57

surname

Back 57

last name

Front 58

terminal digit filing

Back 58

six digit numbers that are subdivided into primary, secondary, tertiary digits, also called reverse numeric filling

Front 59

unit numbering systems

Back 59

patient is assigned a patient number the first time they register and the number stays the same , and all patient records are filed in one folder as a unit

Front 60

vertical file

Back 60

resembles a file cabinet in which records are stored ina drawer

Front 61

visible file

Back 61

file system that the files can easily be seen

Front 62

What are the advantages to the serial numbering system?
What are the disadvantages?

Back 62

computer software is not needed
But, records are filed in many different locations

Front 63

What are the disadvantages to the unit numbering system?
What are the disadvantages?

Back 63

1. patient records are in one location
2, patient keeps the same number for each admission
3. records can easily be retrieved
4. cost effective, only have to store one record
Disadvantages-
1. computer has to be used to inplement
2, folders can become full and bulky
3. multiple folder have to be housed together, and labelled as Volume I, II, and so on..

Front 64

What are the advantages to the serial unit numbering system? What are the disadvantages?

Back 64

1. no compter need to keep track of numbers
2. patient assigned new number and old records are given new number
3. patient records are filed in one location, easily found and located.
Disadvantages-
1. previous folders have to stay in the system with note with new number
2. folders can be thick and have to be housed

Front 65

What problems are there with the Social security numbering system?

Back 65

1. Privacy concerns
2. long number to work with and file
3. multiple SS numbers for one patients
4. pseudonyms could be accidentally assigned to two patients

Front 66

What are the problems with family numbering sytem?

Back 66

If divorced or remarried, the new family records have to cross referenced

Front 67

what are the advantages and disadvantages to alphabetic filing systems?

Back 67

1. Easy to learn
2. staff is quickly trained
3. does not require master record
4. record can be retrieved quickly
Disadvantages-
1. patient names have to be spelled correctly or the entire system will fail
2. mispelled names will result in misfiles
3, files do not expand at an even rate, needing reorganization of files

Front 68

loose filing

Back 68

after patient services are completed, the record goes to HIM for processing, individual reports , should be received, but sometime they are not available until after discharge.

Front 69

what are the advantages and disadvantages of the straight numeric filing?

Back 69

1. staff can easily be trained
2.records safer from unauthorized persons, as they don't have easy access to the number
3. easy to retrieve consecutive records
4. files can be easily expanded to add additional file space at the end of files.
Disdvantages-
1.staff have many numbers to work with, easy to transpose and misfile
2. misfiles increase an numbers increase
3. congested work area in most recently filed

Front 70

What are the advantages and disadvantages to terminal digit filing?

Back 70

1.high degree of security
2. files expand evenly
3. more than one clerk can work at a time
4. easy to plan for size of equipment
5. misfiles less common, clerks have only two digits to file from
Disadvantages-
1. longer training time
2. more space required for files

Front 71

What are the advantages of centralized filing? what about disadvantages?

Back 71

1. easy to identify manager
2. all records in one location
3. service is consistent and secure
Disadvantages-
1. records can be too remote for good patient care
2. more staff needed to handle and file records
3, some departments might imrovise their own system to ghave quick access

Front 72

What are the advantages and disadvantages to the decentralized filing system?

Back 72

1. records are close to the department that created them
2. no extra space needed to store records
3. providers control filing and retrieval of records
Disadvantages-
1. confusion as to where record is
2. fragmented in security, as information stored in many places
3. providers might mess up records, lack of uniformity

Front 73

How do you calculate record storage needs?

Back 73

1. determine current linear inches used
2. Estimate how many inches will be needed for future
3. calculate linear filing inches provided by unit
4. convert linear filing units to the number os shelving units to be purchased

Front 74

End tab folders are used for which file system?
what about top-tab folders?

Back 74

open shelf filing

lateral drawers or file cabinets

Front 75

what does a charge out system ensure?

Back 75

makes sure you know WHO, has what file, tells how long they can have it, and has procedure of moving a patient record from one care area to another, using a chart tracking system, file guides, and a periodic audit of the file system

Front 76

How many inches clearance needed between the ceiling and the top shelf?

Back 76

18- 20 inches

Front 77

what does HIPAA require about patient record areas?

Back 77

it requires that all patient information areas be analyzed to determine the potential for breaches of patient privacy and information security