CHAPTER 62 Flashcards

1
Q

The business office, also referred to as the:

A

Front office

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2
Q

The person responsible for the business of the office

A

administrative assistant or business assistant.

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3
Q

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

A

office procedure manual

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4
Q

What does HIPAA stand for

A

The Health Insurance Portability and Accountability Act of 1996

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5
Q

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

A

personnel manual

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

etc

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6
Q

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

A

the first week of employment

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7
Q

The most common causes of a data breach are

A
  • theft,
    -hacking,
    -unauthorized access,
  • lost records,
    -improper disposal of records
    (because of lost or stolen mobile phones, tablets, and laptops.)
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8
Q

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.

A

encrypted

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9
Q

Types of patient records and files :

A

patient dental record

Patient financial records

Practice business records

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10
Q

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

A

ledger

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11
Q

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.

A

practice business records

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12
Q

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

A

filing

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13
Q

The basic methods of filing used in dental offices

A

alphabetical by last name,

color coding,

numerical,

chronologic.

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14
Q

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

A

alphabetical filing system

uses indexing rules : unit 1 2 3 4

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15
Q

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.

A

color coding

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16
Q

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.

A

color coding

17
Q

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

A

numerical filing

18
Q

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.

A

numerical filing

19
Q

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

A

chronological

20
Q

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

A

4 inches

21
Q

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

A

purge tabs

22
Q

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

A

10, 15, 30

23
Q

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

A

15

24
Q

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

A

office hours
buffer time
meetings
holiday

25
Q

Appointment book information for the next day is transferred to the

A

daily schedule form

26
Q

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

A

6

3, 4

27
Q

the recall system, which is also referred to as :

A

continuing care program

28
Q

types of recall systems

A

continuing appointment sytem

written recall notification

recall by telephone

29
Q

Supplies may be ordered :

A

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

30
Q

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

A

reorder point

31
Q

the reorder point of each item should be marked by what

A

reorder tags

32
Q

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

A

consummables and disposable supplies

ex: consummable: restorative and impression materials

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

33
Q

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.

A

expendable items

ex: mouth mirrors, burs

34
Q

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

A

non expendables items

ex: calculator m curing light

35
Q

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

A

major equipment

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