Administrative Procedures Flashcards

Which filing system arranges records by number rather than alphabetically?

Answer: Numeric filing

Numeric filing assigns a unique number to each record and files them in numerical order, which provides confidentiality since names are not visible on folders.

When answering a medical office telephone, what should the medical assistant do FIRST?

Answer: Identify the office and herself by name

Professional telephone etiquette requires identifying the office name and the medical assistant's name at the start of every call to orient the caller and establish professionalism.

Which of the following best describes a tickler file?

Answer: A chronological reminder system for future tasks

A tickler file is a date-organized follow-up system that 'tickles' the memory, reminding staff of tasks that need to be completed on specific future dates.

A patient requests a copy of their medical records. Under HIPAA, the covered entity must respond within how many days?

Answer: 30 days

HIPAA's Privacy Rule requires covered entities to act on a patient's request for access to their records within 30 days, with one possible 30-day extension if written notice is given.

Which type of appointment scheduling reserves specific time slots for certain types of visits (e.g., physicals only in the morning)?

Answer: Cluster scheduling

Cluster (or categorization) scheduling groups similar appointment types into designated time blocks, improving workflow efficiency and preparation for specific visit types.

When proofreading a business letter, which error type involves incorrect word usage rather than spelling (e.g., 'their' vs. 'there')?

Answer: Homophone error

Homophone errors occur when a correctly spelled word is used in place of another word that sounds identical but has a different meaning, such as confusing 'their,' 'there,' and 'they're.'