Clerical practice questions

Answer: B) The complimentary close and the signature block

In modified block format, the complimentary close and signature block start near the center of the page, lined up with each other. The inside address, salutation, body and notations stay at the left margin.

• AIncorrect. In both full block and modified block format, the inside address and salutation start flush at the left margin.
• BCorrect. What sets modified block apart from full block is that the complimentary close and the signature block (signature, typed name and title) start near the center, lined up with each other.
• CIncorrect. In modified block format the body paragraphs are not indented and start at the left margin. Indented paragraphs belong to a different variation, modified block with indented paragraphs.
• DIncorrect. Reference initials and enclosure or copy notations go at the left margin below the signature block.

Answer: B) Advanced (open) access scheduling

Advanced (open) access scheduling keeps much of each day open so patients can be seen the same or next day. Wave, cluster and double booking do not reserve same-day capacity.

• AIncorrect. Wave scheduling books several patients at the start of each hour and sees them in order of arrival. It manages flow within the hour but does not keep slots open for same-day demand.
• BCorrect. Advanced (open) access matches appointment capacity to demand and leaves much of the day unbooked, so callers can be offered a same-day or next-day appointment whatever the reason for the visit.
• CIncorrect. Cluster scheduling groups similar appointments, such as all physicals or all immunizations, into set blocks. It does not hold capacity open for same-day requests.
• DIncorrect. Double booking puts two patients in the same time slot. It squeezes in extra patients but does not cut the backlog by reserving same-day capacity, and it often makes waiting times worse.

Answer: B) Reverse chronological order

Putting the newest document on top and the oldest at the bottom is reverse chronological (descending date) order, the usual arrangement within a medical chart.

• AIncorrect. Straight chronological order runs oldest to newest, which would put the earliest report on top.
• BCorrect. Reverse chronological (descending date) order puts the most recent document on top, so the provider sees current information first.
• CIncorrect. Terminal digit filing arranges whole patient files by the last digits of the record number. It doesn't order documents within a chart by date.
• DIncorrect. Subject filing groups material by topic or category, not by date.

Answer: B) Tickler file

A tickler file is a reminder system, organized by date, that brings pending tasks such as recalls and follow-ups to staff attention on the date they are due. Day sheets, master patient indexes and accession logs serve other clerical purposes.

• AIncorrect. A day sheet (daily journal) records each day's patient charges, payments and adjustments. It looks back at completed transactions and does not prompt future tasks.
• BCorrect. A tickler (suspense) file, on paper or electronic, flags pending actions. It is usually organized with month guides and day guides 1–31 so tasks come up on the date they are due.
• CIncorrect. A master patient index lists patient identifiers and demographics so records can be located. It is not a date-based reminder system.
• DIncorrect. An accession log records the next available number assigned to new patients or records in a numeric filing system. It tracks number assignment, not future tasks.

Answer: A) Wave scheduling

• ACorrect. Several patients are booked at the start of the hour.
• BIncorrect. Open hours have no appointments.
• CIncorrect. This books two per slot.
• DIncorrect. This gives each a separate time.

Answer: A) It helps protect patient privacy

• ACorrect. Names aren't on folder tabs.
• BIncorrect. An index is needed.
• CIncorrect. It needs a cross-reference.
• DIncorrect. It uses numbers.

Answer: B) Route them for review

• AIncorrect. The provider must review them.
• BCorrect. Get them to the provider and document them in the chart.
• CIncorrect. The provider reviews first.
• DIncorrect. Verify first.

Answer: A) Small, routine office expenses

• ACorrect. Receipts should be kept.
• BIncorrect. Those use checks or orders.
• CIncorrect. That's payroll.
• DIncorrect. Those use checks.

Answer: C) Filters network traffic by set rules to block unauthorized access

A firewall protects a network by filtering traffic against set rules and blocking unauthorized access. Antivirus software, backups and encryption are separate safeguards.

• AIncorrect. This describes antivirus or anti-malware software, which checks files on a device. A firewall controls network traffic.
• BIncorrect. This describes a data backup. Backups support recovery, but they do not block access to the network.
• CCorrect. A firewall checks incoming and outgoing traffic against configured rules, typically denying traffic by default and allowing it by exception, to prevent unauthorized access.
• DIncorrect. This describes encryption, which protects data from being read. It does not decide which network traffic gets through.

Answer: B) "Good morning, Lakeside Family Medicine, this is Ana. How may I help you?"

A professional telephone greeting names the facility, gives the staff member's name, and offers help, such as "How may I help you?"

• AIncorrect. This greeting does not name the practice or the person answering, so the caller cannot confirm they reached the right office or know who they are speaking to.
• BCorrect. A professional greeting identifies the facility and the person answering, then offers help.
• CIncorrect. Putting a caller on hold before asking whether they can hold could delay an emergency, and the greeting does not identify the staff member.
• DIncorrect. This greeting never names the practice, and it asks for identifying details before finding out why the person called. That is abrupt and unprofessional.