CHAPTER 62

Question 1

The business office, also referred to as the:

Answer 1

Front office

Question 2

The person responsible for the business of the office

Answer 2

administrative assistant or business assistant.

Question 3

This manual includes policies and procedures that the dentist has defined in writing for the staff to follow within the practice.

Answer 3

office procedure manual

Question 4

What does HIPAA stand for

Answer 4

The Health Insurance Portability and Accountability Act of 1996

Question 5

Personnel issues may be discussed in the employment section of this manual

Answer 5

personnel manual

ex: - job description
- sick leave
- workplace harrassment
- maternity leave

etc

Question 6

To prevent miscommunication among staff, make sure that each new employee reviews the office manual during when?

Answer 6

the first week of employment

Question 7

The most common causes of a data breach are

Answer 7

• theft,
  -hacking,
  -unauthorized access,
• lost records,
  -improper disposal of records
  (because of lost or stolen mobile phones, tablets, and laptops.)

Question 8

For a dental practice to be HIPAA compliant, all data transmitted to patients, insurance companies, and dental laboratories need to be _________ to ensure a hacker cannot gain access to the data.

Answer 8

encrypted

Question 9

Types of patient records and files :

Answer 9

patient dental record

Patient financial records

Practice business records

Question 10

contains the financial information for each patient or family. Also known as the patient statement

Answer 10

ledger

Question 11

These records are either stored through the use of a subject file system, under specific categories such as “accounts receivable” and “business office supplies,” or they are stored electronically.

Answer 11

practice business records

Question 12

the method of classifying and arranging records so they are preserved safely and can be quickly retrieved when needed.

Answer 12

filing

Question 13

The basic methods of filing used in dental offices

Answer 13

alphabetical by last name,

color coding,

numerical,

chronologic.

Question 14

the easiest and most commonly used system for filing patient records and ledger cards.

Answer 14

alphabetical filing system

uses indexing rules : unit 1 2 3 4

Question 15

with this filing sytem the tabs combine colors and letters, which are used to indicate the first two letters of the patient’s last name.

Answer 15

color coding

Question 16

this type of filing may be used with numerical filing; in this case, the color tabs are labeled with the last two digits of the chart number.

Answer 16

color coding

Question 17

In this filing, each patient record or document is assigned a number. All items are filed in strict 1-2-3 order.

Most often for patient records in a large group practice

Answer 17

numerical filing

Question 18

Through this filing system, to locate items you must maintain a
cross-reference file, in which each item is listed in alphabetical order by name along with its document number.

Answer 18

numerical filing

Question 19

this type of filing can be divided into months, quarters, and years. This type of file may be used for the recall system or as a “reminder” system

Answer 19

chronological

Question 20

how much space to leave on each shelf in each drawer for filing

Answer 20

4 inches

Question 21

Color-coded ________, also known as aging tabs, make it easier to sort records into active and inactive categories.

Answer 21

purge tabs

Question 22

A unit of time may be __ , ___ , or ___ minutes, depending on the dentist’s preference

Answer 22

10, 15, 30

Question 23

Most dental practices use___ minute units because they provide maximum flexibility in scheduling,

Answer 23

15

Question 24

The four basic elements to be outlined for appt. scheduling are as follows:

Answer 24

office hours
buffer time
meetings
holiday

Question 25

Appointment book information for the next day is transferred to the

Answer 25

daily schedule form

Question 26

The most common period of recall is __ months; however, patients who require more periodic visits may be placed on a __- or __-month recall

Answer 26

6

3, 4

Question 27

the recall system, which is also referred to as :

Answer 27

continuing care program

Question 28

types of recall systems

Answer 28

continuing appointment sytem

written recall notification

recall by telephone

Question 29

Supplies may be ordered :

Answer 29

(1) through a dental supply sales representative;
(2) from a catalogue by telephone, fax, mail order, or bar code scanning; and
(3) online (Internet).

Question 30

The ________for any given item is the minimum amount that represents an adequate reserve for that product.

Answer 30

reorder point

Question 31

the reorder point of each item should be marked by what

Answer 31

reorder tags

Question 32

supplies that are factually “used up” as part of their function, such as restorative and impression materials.

Answer 32

consummables and disposable supplies

ex: consummable: restorative and impression materials

Disposables : local anesthetic agents, needles, saliva ejectors, and cotton rolls.

Question 33

materials of relatively low cost that are used up in a short time.

these items may be classified as those items that cost less than a certain amount, such as $50, and are ordered regularly.

Answer 33

expendable items

ex: mouth mirrors, burs

Question 34

smaller pieces of equipment or instruments that eventually will be replaced as the items wear out or are broken

Answer 34

non expendables items

ex: calculator m curing light

Question 35

larger pieces of equipment that are costly to purchase and will depreciate over a 5- to 10-year period.

Answer 35

major equipment

ex: dental chairs, radiograph units, and the air compressor.