NCCT - Medical Office Management - Part B - Communication, Equipment & Supplies

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NCCT - MEDICAL OFFICE MANAGEMENT - PART B - COMMUNICATION, EQUIPMENT & SUPPLIES


Questions and Answers
  • 1. 

    A SYSTEM WHEREBY LARGE QUANTITIES OF DATA CAN BE ACCESSED, SEARCHED, SORTED, AND ARRANGED VERY RAPIDLY BY COMPUTER IS CALLED A(N) ___________ SYSTEM? 

    • A.

      WORD PROCESSING

    • B.

      ELECTRONIC SCHEDULING

    • C.

      RESEARCH

    • D.

      DATABASE MANAGEMENT

    Correct Answer
    D. DATABASE MANAGEMENT
    Explanation
    A system whereby large quantities of data can be accessed, searched, sorted, and arranged very rapidly by a computer is called a database management system. This type of system is specifically designed to efficiently store, retrieve, and manipulate large amounts of data, allowing users to easily access and organize information for various purposes.

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  • 2. 

    A COMPUTER MONITOR, HARD DRIVE, AND PRINTER ARE KNOWN AS?

    • A.

      SOFTWARE

    • B.

      HARDWARE

    • C.

      PROCESSING EQUIPMENT

    • D.

      VISUAL DISPLAYS

    Correct Answer
    B. HARDWARE
    Explanation
    The correct answer is "HARDWARE" because computer monitors, hard drives, and printers are physical components of a computer system. They are tangible devices that can be touched and interacted with, unlike software which refers to the programs and instructions that run on the hardware. Processing equipment and visual displays are not accurate terms to describe these components.

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  • 3. 

    THE TERM FOR THE TECHNOLOGY THAT TELLS A COMPUTER WHAT TO DO IS KNOWN AS THE?

    • A.

      RAM

    • B.

      SOFTWARE

    • C.

      HARDWARE

    • D.

      DISC SPACE

    Correct Answer
    B. SOFTWARE
    Explanation
    Software is the correct answer because it refers to the programs and operating systems that run on a computer and provide instructions for the hardware to execute. It is the set of instructions that tell a computer what tasks to perform and how to perform them. RAM, hardware, and disc space are all components or resources of a computer, but they do not specifically refer to the technology that tells a computer what to do.

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  • 4. 

    THE COMPUTER KEY DEL COMMAND MEANS?

    • A.

      DELIVER

    • B.

      DELETE

    • C.

      DISCARD

    • D.

      DIRECTORY

    Correct Answer
    B. DELETE
    Explanation
    The computer key "DEL" command stands for "DELETE". This command is used to remove or erase a file, folder, or selected data from a computer's storage. It permanently deletes the selected item and cannot be undone unless a backup or recovery system is in place. The "DEL" command is commonly used in operating systems like Windows to manage and organize files by eliminating unwanted or unnecessary data.

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  • 5. 

    THE COMPUTER'S DIRECTIONAL ARROW KEYS?

    • A.

      START THE MACHINE

    • B.

      ARE USED WITH THE CONTROL KEY

    • C.

      MOVE THE CURSOR, RIGHT, LEFT, UP OR DOWN

    • D.

      CORRECT TYPING MISTAKES

    Correct Answer
    C. MOVE THE CURSOR, RIGHT, LEFT, UP OR DOWN
    Explanation
    The directional arrow keys on a computer keyboard are used to move the cursor in different directions - right, left, up, or down. These keys are commonly used to navigate through documents, webpages, or menus. They allow users to easily move the cursor to a specific location on the screen or select different options. Additionally, the arrow keys can be used in combination with other keys, such as the Control key, to perform various functions like scrolling or selecting text.

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  • 6. 

    REFERRING TO COMPUTERS, THE TERM "USER FRIENDLY" REFERS TO?

    • A.

      HOW WELL WRITTEN THE MANUAL IS

    • B.

      HOW MANY DOCUMENTS THE SYSTEM WILL HANDLE

    • C.

      CAN THE SYSTEM BE COST EFFECTIVE

    • D.

      HOW EASY THE SYSTEM IS TO OPERATE

    Correct Answer
    D. HOW EASY THE SYSTEM IS TO OPERATE
    Explanation
    The term "user friendly" in the context of computers refers to how easy the system is to operate. It means that the system is designed in a way that is intuitive and simple for users to navigate and interact with. A user-friendly system typically has a well-designed interface, clear instructions, and minimal complexity, allowing users to easily perform tasks and access the desired features without much effort or confusion.

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  • 7. 

    THE PROCESS OF CHANGING WORDS INTO NUMBERS SO THAT COMPUTERS CAN BE USED IN PROCESSING INSURANCE CLAIMS IS CALLED?

    • A.

      CODING

    • B.

      WORD MANIPULATION

    • C.

      CLASSIFICATION

    • D.

      DIAGNOSTIC NUMBERING

    Correct Answer
    A. CODING
    Explanation
    The process of changing words into numbers so that computers can be used in processing insurance claims is called coding. Coding involves converting information or instructions into a format that can be understood and executed by a computer. In the context of insurance claims, coding would involve translating the details of a claim, such as the policyholder's information and the nature of the claim, into a numerical format that can be processed by computer systems. This allows for efficient and accurate processing of insurance claims.

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  • 8. 

    A BUSINESS LETTER WRITTEN IN FULL BLOCK STYLE WILL HAVE ALL LINES?

    • A.

      RIGHT JUSTIFIED

    • B.

      INDENTED 5 SPACES

    • C.

      EQUALLY SPACED VERTICALLY

    • D.

      AT THE LEFT HAND MARGIN

    Correct Answer
    D. AT THE LEFT HAND MARGIN
    Explanation
    A business letter written in full block style will have all lines aligned at the left-hand margin. In full block style, the text is aligned flush left, meaning that all lines start at the same point on the left-hand side of the page. This creates a clean and professional appearance for the letter.

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  • 9. 

    MAKING A DUPLICATE FILE TO PROTECT COMPUTER INFORMATION FROM BEING LOST IS CALLED MAKING A?

    • A.

      BACKUP

    • B.

      BATCH

    • C.

      SAVED DISC

    • D.

      COPY

    Correct Answer
    A. BACKUP
    Explanation
    Making a duplicate file to protect computer information from being lost is called making a backup. This process involves creating a copy of important files and storing them in a separate location, such as an external hard drive or cloud storage, to ensure that they can be easily recovered in case of data loss or system failure. Backing up data is crucial for preventing permanent loss of valuable information and is considered a best practice in computer security.

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  • 10. 

    WHEN WRITING A BUSINESS LETTER, THE SALUTATION OF A LETTER SHOULD BE FOLLOWED BY WHICH PUNCTUATION MARK?

    • A.

      COMMA

    • B.

      NONE

    • C.

      ASTERISK

    • D.

      COLON

    Correct Answer
    D. COLON
    Explanation
    When writing a business letter, the salutation of a letter should be followed by a colon. This is the standard punctuation mark used in formal letter writing to indicate that the salutation is complete and the body of the letter will follow. The colon helps to clearly separate the salutation from the rest of the content and maintains a professional tone.

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  • 11. 

    A NEWSLETTER THAT WEIGHS LESS THAN ONE POUND WOULD BE CONSIDERED __________ CLASS MAIL?

    • A.

      FIRST

    • B.

      SECOND

    • C.

      THIRD

    • D.

      FOURTH

    Correct Answer
    C. THIRD
    Explanation
    A newsletter that weighs less than one pound would be considered THIRD CLASS MAIL. Third class mail is typically used for bulk mailings and is the lowest class of mail in terms of priority and delivery speed. It is commonly used for advertising materials, catalogs, and newsletters.

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  • 12. 

    WHAT OFFICE INSTRUMENT IS DESIGNED TO RECEIVE & SEND PRINTED DOCUMENTS VIA THE TELEpHONE?

    • A.

      WIRE SERVICE

    • B.

      OFFICE SCANNER

    • C.

      FAX MACHINE

    • D.

      COPY MACHINE

    Correct Answer
    C. FAX MACHINE
    Explanation
    A fax machine is designed to receive and send printed documents via the telephone. It uses a telephone line to transmit scanned images or documents to another fax machine, where it is printed out. This allows for quick and efficient communication of documents between different locations without the need for physical transportation.

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  • 13. 

    BUSINESS OR HANDWRITTEN MAIL THAT WEIGHS LESS THAN 11 OUNCES IS KNOWN AS __________ CLASS MAIL?

    • A.

      FIRST

    • B.

      SECOND

    • C.

      THIRD

    • D.

      FOURTH

    Correct Answer
    A. FIRST
    Explanation
    First Class Mail refers to business or handwritten mail that weighs less than 11 ounces. It is a service provided by the United States Postal Service (USPS) for sending letters, postcards, and small packages. First Class Mail is typically faster and more reliable than other classes of mail, and it offers additional features such as tracking and delivery confirmation. This class of mail is commonly used for personal and business correspondence, as well as for sending important documents and small items.

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  • 14. 

    PARCEL POST OR __________ CLASS MAIL IS USED FOR BOUND PRINTED MATTER, FILM, & SOUND RECORDINGS?

    • A.

      FIRST

    • B.

      SECOND

    • C.

      THIRD

    • D.

      FOURTH

    Correct Answer
    D. FOURTH
    Explanation
    The correct answer is "FOURTH". Parcel Post or Fourth Class Mail is used for bound printed matter, film, and sound recordings. This class of mail is typically used for shipping items that are not time-sensitive and do not require expedited delivery. It is a cost-effective option for mailing items such as books, catalogs, and media materials.

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  • 15. 

    BEFORE PLACING A TELEpHONE CALLER ON HOLD IT IS APPROPRIATE TO?

    • A.

      ASK IF YOU MAY PUT THE CALLER ON HOLD

    • B.

      WAIT FOR THE CALLER TO CONFIRM THEY CAN WAIT

    • C.

      OBTAIN A RETURN PHONE NUMBER

    • D.

      ALL ANSWERS ARE CORRECT

    Correct Answer
    D. ALL ANSWERS ARE CORRECT
    Explanation
    It is appropriate to ask if you may put the caller on hold, wait for the caller to confirm they can wait, and obtain a return phone number before placing a telephone caller on hold. These actions show courtesy and respect for the caller's time and ensure that their needs are met.

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  • 16. 

    AN INCOMING CALL SHOULD BE ANSWERED BY THE __________ RING?

    • A.

      FIRST

    • B.

      SECOND

    • C.

      THIRD

    • D.

      FOURTH

    Correct Answer
    C. THIRD
    Explanation
    An incoming call should be answered by the third ring because it is considered the standard practice in most situations. Answering the call on the first or second ring may seem too eager or impatient, while waiting for the fourth ring may give the impression of being disinterested or neglectful. Therefore, the third ring strikes a balance and is generally accepted as the appropriate time to answer an incoming call.

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  • 17. 

    WHICH ONE OF THE FOLLOWING ITEMS IS NOT NEEDED WHEN TAKING A ROUTINE pHONE MESSAGE?

    • A.

      CALLER'S NAME

    • B.

      CALLER'S RETURN PHONE NUMBER

    • C.

      CURRENT DAYS DATE

    • D.

      CALLER'S DRIVERS LICENSE #

    Correct Answer
    D. CALLER'S DRIVERS LICENSE #
    Explanation
    When taking a routine phone message, the caller's driver's license number is not needed. This information is not relevant to the purpose of the phone message, which is to record the caller's name, their return phone number, and the current date. The driver's license number is typically not required unless it is specifically related to a legal or official matter.

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  • 18. 

    PRIOR TO ANSWERING AN INCOMING CALL THE MEDICAL ASSISTANT SHOULD?

    • A.

      SMILE

    • B.

      FINISH UP WITH THE PREVIOUS CALL

    • C.

      SCREEN THE CALL WITH CALLER ID

    • D.

      RELEASE ANY ANGER

    Correct Answer
    A. SMILE
    Explanation
    The correct answer is "SMILE" because it is important for a medical assistant to maintain a positive and friendly attitude when answering phone calls. Smiling can help create a welcoming and professional environment for patients and can also help to build rapport over the phone. It is also a way to convey empathy and reassurance to the caller, making them feel valued and heard. Additionally, smiling can positively impact the medical assistant's own mood and demeanor, leading to better communication and customer service.

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  • 19. 

    WHEN HANDLING INCOMING MAIL THE MEDICAL ASSISTANT SHOULD?

    • A.

      INITIAL EACH PIECE OF OPENED MAIL

    • B.

      OPEN ONLY MAIL MARKED "PERSONAL"

    • C.

      ATTACH THE ENVELOPE TO THE CORRESPONDENCE

    • D.

      ALL ANSWERS ARE CORRECT

    Correct Answer
    C. ATTACH THE ENVELOPE TO THE CORRESPONDENCE
    Explanation
    When handling incoming mail, the medical assistant should attach the envelope to the correspondence. This is because attaching the envelope ensures that all relevant information, such as the sender's address and any postmarks, is retained with the correspondence. This can be important for record-keeping purposes and for tracking the origin of the mail if needed. Additionally, attaching the envelope helps to prevent any mix-ups or confusion regarding the intended recipient of the mail.

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  • 20. 

    A LETTER SHOULD BE FOLDED IN __________ USING A #10 ENVELOPE?

    • A.

      HALF HORIZONTALLY

    • B.

      HALF VERTICALLY

    • C.

      THIRDS FACE-UP

    • D.

      FOURTHS FACE-DOWN

    Correct Answer
    C. THIRDS FACE-UP
    Explanation
    A letter should be folded in thirds face-up using a #10 envelope because this is the standard way to fold a letter to fit into this type of envelope. Folding the letter in half horizontally or vertically would not allow it to fit properly in the envelope. Folding it in fourths face-down would also not be appropriate as it would make it difficult to read the contents of the letter once it is unfolded.

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  • 21. 

    __________ IS THE STUDY OF WORDS & THEIR RELATIONSHIP TO OTHER WORDS IN A SENTENCE?

    • A.

      ETIQUETTE

    • B.

      FORUM

    • C.

      PUNCTUATION

    • D.

      GRAMMAR

    Correct Answer
    D. GRAMMAR
    Explanation
    Grammar is the study of words and their relationship to other words in a sentence. It involves understanding the rules and principles that govern the structure, formation, and usage of language. By studying grammar, one can learn how to construct sentences correctly, use appropriate punctuation, and convey meaning effectively.

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  • 22. 

    WHEN HANDLING A PATIENT COMPLAINT WHICH ONE OF THE FOLLOWING WOULD BE MOST APPROPRIATE?

    • A.

      IF THE PATIENT IS ANGRY, MATCH HIS/HER ANGER LEVEL, AND S/HE WILL CALM DOWN

    • B.

      TAKE ALL COMPLAINTS SERIOUSLY & TAKE THOROUGH NOTES

    • C.

      REFUSE TO TALK TO PATIENTS WHO ARE COMPLAINING; THE DOCTOR SHOULD HANDLE THEM

    • D.

      NO CORRECT ANSWER

    Correct Answer
    B. TAKE ALL COMPLAINTS SERIOUSLY & TAKE THOROUGH NOTES
    Explanation
    When handling a patient complaint, it is most appropriate to take all complaints seriously and take thorough notes. This approach shows that the patient's concerns are valued and acknowledges the importance of addressing their issues. Taking thorough notes ensures that all relevant information is documented, which can be helpful for future reference and to ensure that the complaint is handled appropriately. By actively listening and documenting the complaint, healthcare professionals can demonstrate empathy and professionalism, and work towards resolving the issue effectively.

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  • 23. 

    WHEN WORKING WITH PATIENTS FROM A CULTURE DIFFERENT THAN YOUR OWN, ONE SHOULD?

    • A.

      ENCOURAGE THEM TO SPEAK ENGLISH

    • B.

      SHOW RESPECT FOR THEIR CULTURE

    • C.

      SPEAK LOUDLY SO THEY WILL UNDERSTAND

    • D.

      REFRAIN FROM MAKING EYE CONTACT

    Correct Answer
    B. SHOW RESPECT FOR THEIR CULTURE
    Explanation
    When working with patients from a culture different than your own, it is important to show respect for their culture. This means acknowledging and valuing their beliefs, practices, and customs. By doing so, healthcare professionals can establish trust and rapport with the patients, which is crucial for effective communication and providing appropriate care. Encouraging them to speak English may not always be feasible or necessary, as interpreters or translators can be used if needed. Speaking loudly or refraining from making eye contact can be seen as disrespectful and may hinder effective communication.

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  • 24. 

    BODY LANGUAGE, BODY POSTURE, SPACE & DISTANCE ARE ALL EXAMPLES OF?

    • A.

      NON-VERBAL COMMUNICATION

    • B.

      VERBAL COMMUNICATION

    • C.

      WRITTEN COMMUNICATION

    • D.

      ALL ANSWERS ARE CORRECT

    Correct Answer
    A. NON-VERBAL COMMUNICATION
    Explanation
    Body language, body posture, space, and distance are all examples of non-verbal communication. Non-verbal communication refers to the use of gestures, facial expressions, body movements, and physical space to convey messages and meaning without the use of words. These non-verbal cues can often provide important information about a person's thoughts, feelings, and intentions, and play a crucial role in communication alongside verbal communication.

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  • 25. 

    WHEN CARING FOR PATIENTS WITH pHYSICAL DISABILITIES, WHICH OF THESE IS NOT AN APPROPRIATE CONSIDERATION FOR MOST?

    • A.

      DO NOT RUSH THEM

    • B.

      ASK IF THEY NEED ASSISTANCE BEFORE GIVING ASSISTANCE

    • C.

      PROVIDE AMPLE SPACE FOR PATIENTS USING ASSISTIVE DEVICES FOR MOBILITY

    • D.

      SPEAK LOUDLY

    Correct Answer
    D. SPEAK LOUDLY
    Explanation
    Speaking loudly is not an appropriate consideration for most patients with physical disabilities. Many individuals with physical disabilities may have no hearing impairments and speaking loudly may be unnecessary and disrespectful. It is important to treat patients with physical disabilities with respect and dignity, and speaking in a normal tone of voice is usually sufficient for effective communication.

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Our quizzes are rigorously reviewed, monitored and continuously updated by our expert board to maintain accuracy, relevance, and timeliness.

  • Current Version
  • Mar 20, 2023
    Quiz Edited by
    ProProfs Editorial Team
  • Nov 04, 2010
    Quiz Created by
    Gladys102103
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