Medical Practice Administrative Procedures and Logistics practice questions

Answer: C) Ransomware, malicious software that encrypts or locks data to extort payment

Locked or encrypted files plus a demand for payment to restore access is the sign of ransomware. Healthcare practices are frequent targets of these financially motivated attacks.

• AIncorrect. Phishing is a common way attackers get in, but it is a social-engineering technique. It doesn't itself lock files and demand payment to unlock them.
• BIncorrect. Spyware tries to stay hidden while it collects information. It doesn't lock records or show a payment demand.
• CCorrect. Ransomware is malware that encrypts or locks systems and data, such as electronic medical records, and demands payment, often in cryptocurrency, to restore access. Secure, isolated backups and prompt reporting are key parts of the response.
• DIncorrect. A denial-of-service attack makes systems unavailable by overloading them. It doesn't encrypt stored files or demand payment to unlock them.

Answer: A) Alert the coordinator now so the shipment is unpacked, checked against the packing list, and stored right away

When vaccines arrive, notify the coordinator or alternate right away, check the contents against the packing list and for damage, and store the vaccines at the proper temperature immediately. They should never wait in unopened shipping boxes.

• ACorrect. CDC guidance says to notify the vaccine coordinator or alternate immediately when vaccines arrive, unpack and store them immediately, and compare the contents against the packing list.
• BIncorrect. CDC says vaccines should be unpacked and stored immediately and never left in unopened shipping boxes.
• CIncorrect. Contents, damage, expiration dates, and any cold chain monitor must be checked on arrival so problems can be reported to the manufacturer immediately, not weeks later.
• DIncorrect. Sending back a temperature-sensitive shipment puts the cold chain at risk. CDC guidance calls for notifying the coordinator or an alternate and storing the vaccine right away.

Answer: A) On top of the existing lab reports, so the most recent result is seen first

In a source-oriented paper chart, each document goes in its matching section and is filed in reverse chronological order. The newest document goes on top so current information is easy to find.

• ACorrect. Documents within a section of a paper chart are usually filed in reverse chronological order. The newest document goes on top so providers see the latest information first.
• BIncorrect. This is forward chronological order. Paper chart sections are usually filed newest on top, so the provider would have to page through older results to find the latest one.
• CIncorrect. A source-oriented chart groups documents by their source or type, so lab reports belong in the laboratory section, not with progress notes.
• DIncorrect. Grouping by test type and ignoring dates makes it hard to find the most recent result. Documents within a section are arranged by date, newest first.

Answer: C) One filing unit

• AIncorrect. It is the surname.
• BIncorrect. They are one unit.
• CCorrect. Hyphenated names are filed as one unit.
• DIncorrect. It is alphabetical.

Answer: D) Protects privacy

• AIncorrect. Misfiles can still happen.
• BIncorrect. A cross-reference index is needed.
• CIncorrect. That is alphabetical.
• DCorrect. Numbers don't reveal names on folders.

Answer: A) A check drawn on a bank, signed by a bank officer as drawer, that is a direct obligation of the bank

A cashier's check is drawn on a bank and signed by a bank officer as drawer, so it is a direct obligation of the bank. A certified check is different: it stays the customer's own check, with funds set aside by the bank.

• ACorrect. Regulation CC (12 CFR 229.2(i)) defines a cashier's check as drawn on a bank, signed by a bank officer or employee on the bank's behalf as drawer, and a direct obligation of the bank. Payment depends on the bank, not on the patient's account balance.
• BIncorrect. This is a certified check (12 CFR 229.2(j)). The patient is the drawer on their own account, and the bank certifies the signature and sets aside funds. With a cashier's check, the bank itself is the drawer.
• CIncorrect. This is a personal check that has been screened. A verification service doesn't turn it into a bank obligation; it is still drawn on the patient's account.
• DIncorrect. This is a payroll check. The employer, not a bank, is the drawer, so it isn't a direct obligation of the bank.

Answer: A) It can send patient details to recipients who have no need to see them

Reply All sends a message to everyone on the thread, so it can disclose PHI to people who don't need it. HIPAA requires reasonable safeguards and limiting PHI to the minimum necessary.

• ACorrect. Reply All goes to everyone on the thread. HIPAA's minimum necessary standard and safeguard requirements mean PHI should go only to the people who need it for the task.
• BIncorrect. Reply All goes to the sender and the visible To/CC recipients. BCC recipients are not added. The real risk is the visible recipients who don't need the information.
• CIncorrect. HIPAA doesn't ban specific email features. It requires reasonable safeguards and limiting disclosures to the minimum necessary.
• DIncorrect. Email replies are not added to the patient's chart automatically. Reply All only controls who receives the message.

Answer: A) Scheduled preventive maintenance visits and repair labor when a unit breaks down

An equipment service contract is an agreement for ongoing maintenance and repairs, often including labor and parts. It is separate from insurance, purchase, and lease agreements.

• ACorrect. A service (maintenance) contract covers preventive maintenance and repairs. Depending on its terms, it may also cover labor and replacement parts, which makes equipment upkeep costs predictable.
• BIncorrect. Loss from a fire or similar disaster is a property insurance matter. A service contract does not cover it.
• CIncorrect. Buying new equipment is a capital purchase. A service contract keeps existing equipment running; it does not pay for additional units.
• DIncorrect. Transfer of ownership is a feature of a lease-to-own or purchase agreement, not a maintenance agreement.

Answer: C) Noting where else a record may be filed or found

• AIncorrect. That's a dangerous error.
• BIncorrect. It's an indexing aid.
• CCorrect. It helps with name changes.
• DIncorrect. It's an indexing aid.

Answer: C) Scanned to the chart

• AIncorrect. Route to the right provider.
• BIncorrect. They may be lost.
• CCorrect. Match the patient and add it to the correct record.
• DIncorrect. They are part of the record.