CHAPTER 62 Flashcards
The business office, also referred to as the:
Front office
The person responsible for the business of the office
administrative assistant or business assistant.
This manual includes policies and procedures that the dentist has defined in writing for the staff to follow within the practice.
office procedure manual
What does HIPAA stand for
The Health Insurance Portability and Accountability Act of 1996
Personnel issues may be discussed in the employment section of this manual
personnel manual
ex: - job description
-sick leave
-workplace harrassment
-maternity leave
etc
To prevent miscommunication among staff, make sure that each new employee reviews the office manual during when?
the first week of employment
The most common causes of a data breach are
- theft,
-hacking,
-unauthorized access, - lost records,
-improper disposal of records
(because of lost or stolen mobile phones, tablets, and laptops.)
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.
encrypted
Types of patient records and files :
patient dental record
Patient financial records
Practice business records
contains the financial information for each patient or family. Also known as the patient statement
ledger
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.
practice business records
the method of classifying and arranging records so they are preserved safely and can be quickly retrieved when needed.
filing
The basic methods of filing used in dental offices
alphabetical by last name,
color coding,
numerical,
chronologic.
the easiest and most commonly used system for filing patient records and ledger cards.
alphabetical filing system
(uses indexing rules : unit 1 2 3 4 )
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.
color coding
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.
color coding
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
numerical filing
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.
numerical filing
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
chronological
how much space to leave on each shelf in each drawer for filing
4 inches
Color-coded ________, also known as aging tabs, make it easier to sort records into active and inactive categories.
purge tabs
A unit of time may be __ , ___ , or ___ minutes, depending on the dentist’s preference
10, 15, 30
Most dental practices use___ minute units because they provide maximum flexibility in scheduling,
15
The four basic elements to be outlined for appt. scheduling are as follows:
office hours
buffer time
meetings
holiday
Appointment book information for the next day is transferred to the
daily schedule form
The most common period of recall is __ months; however, patients who require more periodic visits may be placed on a __- or __-month recall
6
3, 4
the recall system, which is also referred to as :
continuing care program
types of recall systems
continuing appointment sytem
written recall notification
recall by telephone
Supplies may be ordered :
(1) through a dental supply sales representative;
(2) from a catalogue by telephone, fax, mail order, or bar code scanning; and
(3) online (Internet).
The ________for any given item is the minimum amount that represents an adequate reserve for that product.
reorder point
the reorder point of each item should be marked by what
reorder tags
supplies that are factually “used up” as part of their function, such as restorative and impression materials.
consummables and disposable supplies
ex: consummable: restorative and impression materials
Disposables : local anesthetic agents, needles, saliva ejectors, and cotton rolls.
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.
expendable items
ex: mouth mirrors, burs
smaller pieces of equipment or instruments that eventually will be replaced as the items wear out or are broken
non expendables items
ex: calculator m curing light
larger pieces of equipment that are costly to purchase and will depreciate over a 5- to 10-year period.
major equipment
ex: dental chairs, radiograph units, and the air compressor.
