CAA Technology and Database Systems Flashcards

Which type of database is most commonly used by government agencies to store applicant records in benefits administration systems?

Answer: Relational database

Relational databases are standard in government benefits systems because they efficiently organize applicant data in linked tables and support complex queries.

When entering applicant data into a case management system, what should an Application Assistant do if the system flags a duplicate record?

Answer: Review existing records to determine if it is the same applicant before proceeding

An assistant must review flagged duplicates carefully to avoid creating redundant records that can cause delays, data errors, or benefit overpayments.

What does the acronym HIPAA primarily protect in the context of electronic health and benefits records?

Answer: Protected Health Information (PHI)

HIPAA (Health Insurance Portability and Accountability Act) protects individually identifiable health information stored or transmitted electronically.

Which practice best reduces the risk of unauthorized access to an applicant's electronic records?

Answer: Using strong, unique passwords and enabling multi-factor authentication

Strong passwords combined with multi-factor authentication are the most effective basic controls against unauthorized access to sensitive systems.

An Application Assistant needs to send an applicant's documents to another agency. What is the most secure transmission method?

Answer: Encrypted secure file transfer or encrypted email

Encrypted file transfer or encrypted email ensures that sensitive documents are protected from interception during transmission.

What is the purpose of an audit trail in a benefits case management system?

Answer: To record every access and change made to a record for accountability and review

Audit trails log all user actions on records, enabling supervisors and investigators to review who accessed or modified data and when.