Volume 2 Unit 1 Part 1

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What acts and amendments must medical personnel comply with?

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. (correct)

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

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

Only the information requested

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

Medical personnel must comply with the Privacy Act

Freedom of Information Act, Health Insurance Portability and Accountability Act (HIPAA)

Privacy Act (correct)

Comprehensive Alcohol Abuse amendments

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

Use a DD Form 2010

Use a DD Form 2005 (correct)

Use a DD Form 2022

Use a DD Form 2028

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

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 Signup and view all the answers

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

. 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 Signup and view all the answers

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

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 Signup and view all the answers

Explain the policy of releasing information to medical personnel.

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

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

Staff Judge Advocate (SJA) Signup and view all the answers

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

Only the information requested Signup and view all the answers

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?

Send the request to the activity to which the records were transferred and tell the requester of your action Signup and view all the answers

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?

Only release the information to a physician named by the patient or to a person qualified to make psychiatric or mental determinations. Signup and view all the answers

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

When proper identification is provided and written approval by Staff Judge Advocate (SJA) Signup and view all the answers

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

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. Signup and view all the answers

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

When the situation warrants Signup and view all the answers

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?

Coordinate an annual review of sequestered records with the base claims officer to determine whether the records should continue to be sequestered. Signup and view all the answers

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

Access and Verify Codes Signup and view all the answers

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

User Record Signup and view all the answers

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

System Audit Mechanism Signup and view all the answers

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

Primary Menu Signup and view all the answers

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?

Entering ? accesses a message that tells you how to get additional help. Signup and view all the answers

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

Ampersand (&) Fileman Access code. Signup and view all the answers

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

LAST NAME,FIRST NAME MI (No space between last and first name; one space between first name and MI; and no period after MI Signup and view all the answers

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

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. Signup and view all the answers

Normally, when is a full registration accomplished?

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

How long is the DEERS eligibility information assumed valid?

120 hours Signup and view all the answers

What is the purpose of the CHCS Record Tracking System?

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 Signup and view all the answers

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

Any five of the following are correct: (1) Loan control, (2) Record transfer and retirement, (3) Data and statistics necessary for record management, (4) Create records and print labels, both automatically and manually, (5) Generate pull lists, (6) Check-in and charge-out records, (7) Track individual record statuses, locations, and pending requests, (8) Flag records that are missing or are inactivated for various reasons, (9) Generate lists of those records eligible for transfer and/or retirement, (10) Generate the reports necessary to manage department activities, (11) Generate electronic messages to notify tracking system users of information concerning specific patient records. Signup and view all the answers

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

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. Signup and view all the answers

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?

Recharge Records Signup and view all the answers

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

The record being returned, as well as the date and time of return Signup and view all the answers

What is a schedule composed of?

Timeslots that have been assigned appropriate appointment types, durations and a maximum number of patients per slot. Signup and view all the answers

Name four tasks that can be accomplished once a schedule is created

Any four of the following: (1) Copy and/or transfer one schedule to another provider within the same clinic. (2) Open the schedules for immediate booking, or allow the system to open the schedule at a later date that you specify. (3) Reserve the schedule for automatic, interactive, or future Wait List processing., (4) Freeze appointment slots from further booking. (6) Cancel slots with or without booked appointments. (5) Modify slots within a schedule by changing the appointment type or number of patients allowed per slot. (7) Add or delete slots to a schedule. Signup and view all the answers

What defines the basic rules and instructions by which the facility, division, clinic and provider will provide care?

A profile Signup and view all the answers

What is a provider template?

A pattern of time slots that is specific to a provider but is not linked to any particular date. It is governed by the rules entered in the MTF’s profiles. Using options in the Templates MENU, you can create a daily or weekly template. Signup and view all the answers

Once you’ve assigned a specific date range to a template, what have you created?

A schedule Signup and view all the answers

Prior to a schedule being produced what two items must be created?

A profile and a template Signup and view all the answers

After a schedule is created, what three statuses can it be assigned?

(1) Open for booking. (2) Hold for future booking,, (3) Reserve for processing Wait List requests. Signup and view all the answers

Which CHCS option is used to reserve appointment slots in existing schedules for processing Wait List requests, or to release them from the Wait List reserved status?

The Wait List Hold/Release Schedules option Signup and view all the answers

List and briefly describe the three actions that can be performed from the Wait List action bar.

(1). Interactive: This action processes Wait List requests manually, notifying the patient either by telephone that an appointment is available, or by mail that an appointment has been booked, (2). Automatic Wait List: This action permits the system to process current Wait List requests for the clinic/provider, book the schedule time slot on the schedule, and automatically generate the notification mailer. (3). Quit: The Quit action is selected if the reserved Wait List slots are not to be processed at this time. Signup and view all the answers