Chapter 1 Flashcards
It is not necessary to remove staples or paper clips before photocopying
False
The difference between a calculator and adding machine is minimal.
True
The mailing machine part of the postage meter applies the postage.
False
An advanced form of answering machine is a pager.
False
A doctor’s office may have an answering machine to record calls of a routine nature and to give the number of the answering service to call in emergencies.
True
A fax machine in a medical office never has its own telephone line.
False
All pages should be placed face down in the fax machine’s sending tray.
True
A fax machine that is not turned on or is out of paper are reasons a fax cannot go through.
True
The arrangement of the keys on a keyboard are alphabetical.
False
Memory sticks can store limited amounts of information for future use, are portable and use no power.
True
Photocopies require specially treated paper.
False
Many medical offices use a six-button telephone.
True
The cost for sending a fax is much more expensive than making a phone call.
False
A disadvantage of the automated menu is that a caller can never reach a physician in an emergency.
False
When dictating, the physician should dictate punctuation, by saying, for example, “comma” or “begin new paragraph”
True
A check writer is the individual who makes out all the checks in a medical office
False
Microfiche is film imprinted with information and stored in rectangular sheets.
True
Because the films are stored in different formats, microfilm and microfiche require different mechanisms to read them.
True
The process for determining why a piece of equipment has stopped functioning and the attempt to correct is called troubleshooting.
True
A cover sheet provides information about a fax transmission.
True
One of the most important pieces of communication equipment in a medical practice is the
Telephone
The main means of communication of other doctors, hospitals and laboratories is the
Telephone
A benefit of a voice mail system is that
Callers never receive a busy signal
A way to send documents rapidly to locations outside the office is by
Fax Machine
Some fax machines use thermal paper, which
Reacts to heat and electricity
Faxes can be received ____ hours a day.
24
What calls for you and separates requests into categories so you can answer them efficiently?
automated menu
What answers calls after office hours and on weekends and holidays?
answering machine
When the office is closed, calls are answered, messages are taken and communicated to the physician through a/an:
answering service
Voice mail is often used in conjunction with a/an:
automated menu
A small electronic device that gives a signal to indicate that someone is trying to reach the physician is a:
pager
The purpose of having a separate telephone line for a fax machine in a medical office is to:
ensure that the transmission of incoming and outgoing faxes will not be interrupted
What kind of paper is most commonly used in fax machines?
plain
The advantage of using plain paper instead of thermal paper in a fax machine is to:
eliminate the need to make copies
What happens when the fax machine is not able to make a connection?
the number is automatically recalled.
Patients who no longer consult the office due to moving away, dying or some other reason are called
closed
A retention schedule details:
when a file should be moved to storage and how long it should be kept
When patient names are kept confidential, the filing system used is:
numeric
Supplies needed in the office but that do not threaten the efficiency of the offices are:
incidental
Items that are used and must be restocked are:
expendable
When a caller sounds frantic, indicating there is an emergency you should first:
get their name, address, and phone number
When two phone lines ring simultaneously, the best method of handling them is:
answer line one and ask if they can hold, answer the second line and handle the call to a conclusion.
Telephone calls that may be handled by an assistant include:
requests for insurance assistance
appointments for new patients
progress reports from patients.
Adding machines differ from calculators in that adding machines
produce a paper tape
The meter part of the postage meter belongs to the
post office
To use a postage meter in a medical office, the postage is
prepaid
A disadvantage of using a postage meter is that:
postage must be prepaid
Assistants may be asked to transcribe recorded words into written text by using:
dictation-transcription equipment
Another word for dictation is:
speaking
Another word for transcription is:
writing
Together, dictation, and transcription mean:
to transform spoken words into written form
The dictation-transcription machine starts and stops by:
pressing down the foot pedal
The automatic backspace control of a dictation-transcription machine:
rewinds the tape slightly each time it is stopped so words are not missed
The safety advantage of using a check writer is:
the name of the payee and the amount of the check, once imprinted, cannot be altered
The procedure for voiding a check is to:
write void or use a red ink void stamp.
An effective disposal solution for confidential material in a medical office is to:
shred the material in a paper shredder
A roll of film imprinted with information and stored on reel is called:
microfilm
The main difference between desktop microfilm\microfiche machines and other machines is:
size
What is used to read microfilm?
a roller attachment
The first step in evaluating the needs of a medical office is:
to document the tasks that a piece of equipment can complete.
