201-206

Question 1

What acts and amendments must medical personnel comply with?

Answer 1

Medical personnel must comply with the
Privacy Act, Freedom of Information Act, Health Insurance
Portability and Accountability Act (HIPAA), Drug Abuse Offense and Treatment act, and Comprehensive Alcohol Abuse amendments.

Question 2

Medical records are maintained within a system of records protected by which act?

Answer 2

Privacy Act.

Question 3

What single form eliminates the need for a separate privacy act statement for each medical or dental document?

Answer 3

Use a DD Form 2005.

Question 4

Relative to the release of medical information, what is the purpose of the DD Form2005?

Answer 4

It serves as evidence that, as prescribed by the privacy act, the individual was informed of the purpose and
uses of the information collected and was advised of his/her rights and obligations with respect to supplying
the data.

Question 5

Is the signature of the patient mandatory on the DD Form 2005? Explain.

Answer 5

The signature of the patient on the DD Form 2005 is not mandatory. The individual requesting the patient’s
signature should in no way coerce or even imply that the signature is necessary before treatment is given. If
a patient refuses to sign, the requesting individual should note such a refusal on the DD Form 2005 and sign
it.

Question 6

What is the purpose of the Health Insurance Portability and Accountability Act?

Answer 6

The purpose of the act is to improve the portability and continuity of health insurance coverage, improve
access to long term care services and coverage, and to simplify the administration of healthcare.

Question 7

Explain the policy of releasing information to medical personnel.

Answer 7

Ensure that their access to those records is authorized and necessary in the performance of their duties.

Question 8

Questionable cases regarding the release of medical information are referred to what office?

Answer 8

SJA.

Question 9

How much information should be provided when answering a request for medical information?

Answer 9

Only the information requested.

Question 10

If your MTF receives a DD Form 877 from another MTF and the records have been transferred to
another base, what procedure should you follow?

Answer 10

Send the request to the activity to which the records were transferred and tell the requester of your action.

Question 11

If a physician feels that the release of medical information to the patient will have an adverse
effect on the physical or mental health of the patient, what procedures should you follow in
answering a request for medical information?

Answer 11

Only release the information to a physician named by the patient or to a person qualified to make
psychiatric or mental determinations.

Question 12

What must a special agent provide to be granted access to health records?

Answer 12

When proper identification is provided and written approval by SJA.

Question 13

What should you tell medical research or scientific organizations when releasing medical information?

Answer 13

Tell the requester that the information must be held in confidence and that any published reports resulting
from the study must not identify, in any way, those whose health records were examined.

Question 14

When may the MTF sequester the original medical record or a certified copy of the medical record?

Answer 14

When the situation warrants.

Question 15

How often must you coordinate a review of sequestered records with the base claims officer to determine whether the records should continue to be sequestered?

Answer 15

Coordinate an annual review of sequestered records with the base claims officer to determine whether the
records should continue to be sequestered.

Question 16

Establishes your identity to CHCS and
authenticates your use of the system.

Answer 16

Access and Verify Codes.

Question 17

Let’s the system know who you are and how
you can use the system.

Answer 17

User Record.

Question 18

Notes your actions each time you use your
access and verify codes.

Answer 18

System Audit Mechanism.

Question 19

This is the user’s starting point once logged on
to CHCS.

Answer 19

PrimaryMenu.

Question 20

2. SrA Rose is having trouble performing a patient look-up on CHCS. What input can he enter at
   any menu, prompt or field to learn how to get additional help?

Answer 20

Entering ? accesses a message that tells you how to get additional help.

Question 21

What must be assigned to you before you can accomplish a patient look up in the CHCS?

Answer 21

Ampersand (&) Fileman Access code.

Question 22

What is the proper way to insert a patient’s name in CHCS?

Answer 22

LAST NAME,FIRST NAME MI (No space between last and first name; one space between first name and
MI; and no period after MI).

Question 23

What are the four different functions the mini registration option allows users to accomplish?

Answer 23

Add a new patient as his/her own sponsor, Add a new patient with an existing sponsor, Add a new patient
with a new sponsor, Update an existing patient registration.

Question 24

Normally, when is a full registration accomplished?

Answer 24

If a patient is being admitted to the hospital; however each MTF will have guidelines established to dictate
when full registration is appropriate.

Question 25

How long is the DEERS eligibility information assumed valid?

Answer 25

120 hours.

Question 26

What is the purpose of the CHCS Record Tracking System?

Answer 26

To electronically track patient records, medical or dental, their location and availability to be charged out.
The system is specifically designed to track the location of a record and its availability to be charged out.

Question 27

Medical record tracking provides 11 important functions. Name five of these functions

Answer 27

2. Any five of the following are correct:

Loan control,

Record transfer and retirement,

Data and statistics necessary for record management,

Create records and print labels, both automatically and manually,

Generate pull lists,

Check-in and charge-out records,

Track individual record statuses, locations, and pending requests,

Flag records that are missing or are inactivated for various reasons,

Generate lists of those records eligiblefor transfer and/or retirement,

Generate the reports necessary to manage department activities,

Generate electronic messages to notify tracking system users of information concerning specific
patient records.

Question 28

What is the minimum patient identification information found on a medical record tracking
record label?

Answer 28

Patient’s name, FMP, Sponsor’s SSN, Record type, Volume Number (used when a patient has more than
one record volume), Record Number, Current Location, Home Location, and Status.

Question 29

What CHCS option is used if a medical record needs to be transferred from one clinic to another
before it makes its way back to the records section?

Answer 29

Recharge Records.

Question 30

What information does CHCS record when using the check-in record option?

Answer 30

The record being returned, as well as the date and time of return.