Medical Practice Administrative Procedures and Logistics

Which of the following is a type of physical safeguard to protect patient medical records?

• Firewalls

• Automatic log off

• Software that logs access history

• Employee training

Answer explanation

Software that logs access history is a physical safeguard as it helps track who accessed patient records, ensuring accountability and security. Other options like firewalls and automatic log off are more related to technical safeguards.

Which of the following paper filing systems can be helpful in a multiple-provider practice?

• Alphabetic

• Color

• Numeric

• Terminal digit

Answer explanation

The color filing system is beneficial in a multiple-provider practice as it allows for quick visual identification of files, reducing the time spent searching for documents and improving organization among various providers.

Which of the following is accurate regarding back-up procedures for data storage in a health care organization?

• Medical administrative assistants perform back-up procedures daily

• Downtime may be necessary when upgrades or maintenance occur.

• Data should be backed up in a room of the health care facility

• The system should be backed up annually.

Answer explanation

Downtime is often required during system upgrades or maintenance to ensure data integrity and security. This makes the statement about downtime accurate, while the other options are less reliable or incorrect.

Which of the following would petty cash funds cover?

• All items greater than $100 each

• Utility expenses

• Lunch for a medical provider

• Purchasing a new printer

Answer explanation

Petty cash funds are typically used for small, incidental expenses. Lunch for a medical provider qualifies as a minor expense, while items over $100, utility expenses, and purchasing a new printer exceed petty cash limits.

Which of the following methods of payment is typically not accepted for patient copayment amounts?

• Debit cards

• Personal check

• Credit card

• Cash

Answer explanation

Cash is typically not accepted for patient copayment amounts due to security and tracking issues. Providers prefer electronic methods like debit or credit cards and personal checks for better record-keeping.

Which of the following actions must be taken at the end of the day for payments collected?

• Balance financial transactions.

• Take the payments home to ensure they will not be lost.

• Store cash received in the petty cash fund.

• Put the payments on the provider’s desk to be addressed the next day.

Answer explanation

Balancing financial transactions is essential to ensure accuracy and accountability. It verifies that the total payments collected match the records, preventing discrepancies and ensuring proper financial management.

Which of the following is an opening procedure performed in a health care facility?

• Preparing the reception and waiting room area

• Sterilizing and shutting down equipment

• Turning on the answering service

• Disinfecting all common areas

Answer explanation

Preparing the reception and waiting room area is an essential opening procedure in a health care facility, ensuring a welcoming environment for patients. The other options are not specific to opening procedures.

Which of the following should be printed out during the opening procedures for a health care organization?

• The schedule for the day

• The reconciliation of financial transactions

• A log that includes who enters and exits the facility

• An audit log that shows which medical records were accessed by whom.

Answer explanation

The schedule for the day is essential for staff to know their tasks and appointments, ensuring smooth operations. The other options, while important, are not typically printed during opening procedures.

Who is responsible for monitoring and replenishing petty cash funds?

• Patients

• Medical administrative assistant

• Front desk

• Office manager

Answer explanation

The office manager is responsible for monitoring and replenishing petty cash funds, ensuring that the funds are available for operational needs and properly accounted for.

Which of the following must be included in the inventory of equipment for the health care organization?

• Upgradeable options

• Brand comparisons

• Maintenance log

• Customer rating

Answer explanation

The maintenance log is essential for tracking the upkeep and service history of equipment, ensuring safety and compliance in a health care organization. Other options, while useful, are not mandatory for inventory.