DAA 102 Flashcards
What is AR/bookkeeping?
Management of fees charged, payments received, and collection of balances due.
What is a patient ledger?
A running account balance of fees and payments, viewed per patient or family ledger.
Name the three components recorded on a ledger.
Charges, payments, balances.
What is fixed overhead?
Continuous expenses like rent and salaries.
Define variable overhead.
Expenses that fluctuate monthly, such as lab fees and repair costs.
What is a restrictive endorsement?
A stamp noting “deposit only” to prevent fraud/theft.
What is the difference between a cancelled and failed appointment?
Cancelled: Patient calls with notice. Failed: No-show with no notice.
Define active and inactive files.
Active: Patients seen in the last three years. Inactive: Not seen for 3+ years.
What are the three types of recall systems?
Pre-appointment, phone call, mail/email.
What does the Daily Journal record?
Fees, payments, services rendered, charges, and adjustments for the day.
What are the pay period options for payroll?
Weekly, bi-weekly, semi-monthly, and monthly.
List the three main deductions with payroll.
Income tax, CPP, and EI.
How often should bank deposits be made?
Daily is best practice; some offices combine weekly.
Explain the difference between a receipt and a statement.
Receipt: One day’s transaction; Statement: Account summary for the month.
What is the difference between gross and net income?
Gross: Total income before deductions; Net: Income after deductions.
What does NSF stand for?
Non-Sufficient Funds.
What is a restrictive cheque endorsement?
A stamp indicating “deposit only” to prevent fraud/theft.
How are accounts adjusted when sent to collections?
Marked as a loss and adjusted off until payment is received.
What is the standard collections fee percentage?
Ranges from 30% to 60%.
What is petty cash?
Small funds for incidental office purchases, reconciled monthly or quarterly.
Define expendables.
Minor instruments used up quickly and discarded.
What are consumables?
Supplies used over time, such as gloves or gauze.
What are disposables?
Single-use supplies like syringes.
What does reconciliation mean?
Verifying invoices against monthly statements to ensure accurate charges.
What is the purpose of an inventory system?
Tracks supplies using cards, tags, or master lists.
Define non-expendables.
Smaller dental equipment, such as handpieces.
What is a packing slip?
An itemized report of the contents in an order.
What is the difference between gross and net income?
Gross: Before deductions; Net: After deductions like payroll and expenses.
What is the difference between accounts receivable and accounts payable?
Receivable: Money owed to the practice; Payable: Bills the office owes.
What is NSF reposting?
Reversing the payment and adding an adjustment for the bank’s NSF charges.
Define a discount.
A courtesy fee reduction for patients; must be applied equally to insurance.
What is the role of a CDA?
Tasks include x-rays, fluoride, sealants, and impressions.
What is dual coverage?
When a patient has two insurance plans.
What determines the primary insurance for dependent children?
Parent with the earliest birth date in the year.
What does “active ledger” mean?
A ledger with a balance owed.
How often should x-rays be taken?
Typically once a year or as prescribed by the doctor.
What is a preauthorization?
A request to insurance for approval of treatments in advance.
List examples of dental specialists.
Endodontist, periodontist, prosthodontist, orthodontist, oral surgeon, pediatric dentist.
What are three steps for scheduling a series of appointments?
Determine the number of appointments, duration, and lab time needed.
What is the primary role of a dental administrator?
To manage the office operations, schedule appointments, handle billing, and ensure smooth communication between patients and the dental team.
What document is used to track patient visits and treatments?
Patient chart or dental record.
What is an important privacy law dental administrators must follow in BC?
Personal Information Protection Act (PIPA).
What is the Dental Fee Guide?
A document that lists recommended fees for various dental procedures in BC, used to estimate patient costs and process insurance claims.
What is the typical first step when a new patient arrives at the dental office?
Completing a medical and dental history form.
Name one common dental insurance claim form used in BC.
Standard Dental Claim Form (ADA/CDA form).
What is the role of the College of Dental Surgeons of British Columbia (CDSBC)?
To regulate dentists and certified dental assistants (CDAs) in BC to ensure public safety and professional standards.
What is the difference between pre-authorization and pre-determination in dental insurance?
- Pre-authorization: Approval from the insurance company before a procedure.
- Pre-determination: An estimate of coverage and costs for a procedure.
What is the typical recall period for most dental hygiene appointments?
6 months, though it may vary based on patient needs.
What should you do if a patient misses an appointment?
Note the missed appointment in their file and contact them to reschedule, following office policies.
What is a “Assignment” ?
The office bills the insurance for direct payment to the provider
What is a “Non assignment” ?
The patient pays the office, and the insurance pays them back directly
What is a “Cancelled appt” ?
When a patient calls and give notice for being unable to attend
What is a “Failed appt” ?
When a patient no shows
What is a “Float’ ?
Money used to make change for a patients cash
What is “Petty cash” ?
Used to make small office purchases when needed
What is “Net income” ?
Monies earned after all deductions
What is “Gross income” ?
Monies earned prior to all deductions
What is “Production time” ?
Billable time for the provider with a patient in the treatment chair
What is “Down time” ?
Empty treatment chair (no production)
What is “Active files “?
Current patients seen in the practice within the last 3 years
What is “Inactive files” ?
Patients who have not been into the office for #+ years
What is a “Active ledger” ?
A balance (+) owed on the patient ledger/account
What is “Inactive ledger” ?
Account balance is at zero on the ledger/account
What is a “Receipt” ?
Invoice of the charges and payments of on daily transaction
What is a “Statement” ?
Total charges and payments of the ledger/family account for the month
What is “Account receivable” ?
Monies owed to the practice from the patient and/or insurance company
What is “Account payable” ?
Monies the office owes in expenses/bills Ex. Fees to the dental lab
What is “Payroll deductions” ?
CPP, EI, Federal taxes, may include vacation pay &health benefit deductions
What is “Account ledger” ?
Running account record of fees/charges/payments and balances
What is “adjustment/write off” ?
Uncollectible fees/ bed debt/ loss of income (sometime means acct is sent to collections)
What is “Discount” ?
% off given on Drs fees as a courtesy to patient. IF there is insurance, % off MUST be extended to them as well
What is “Restrictive endorsement” ?
A stamp instead of a signature not the back of a cheque. The stamp states account info and “deposit only” for a cheques received to the practice
what is “periodical (PA x rays)” ?
Shows a few isolated teeth including the crown of the tooth and the root & bone around it
What is “Bite wing (BW) x ray” ?
Shows the top and bottom of multiple teeth on the left and right side. Used to check between the teeth for decay/carries
What is “Panorex (PAN) x ray” ?
Shows all the teeth, bone level;;s, nerves and TMJ joints all on one image
What is “NSF” ?
Non-sufficient funds- cheque that will be returned to reverse a payment from the bank
What are some examples of a special needs patients that should be flagged ?
Mobility, new patients, children, emergency patients, recalls
What alerts should be flagged/noted on scheduled appt ?
pre-medications/ medical alerts/allergies
Who is the fee guide published by ?
BC dental association BCDA
How often of the fee guide updated and when ?
Once a year (feb 1st)
What should appt book entries include ?
Name, phone #, reason for appt/service to be provided
Outline of the day sheet should include ?
opening time, closing time, lunch time, emergency buffer, staff meetings/dr meeting
What are 3 steps involved in scheduling a series of appts ?
- How many appts are needed
-How long is needed per appt
-How many days does the dental lab require between the appts
Patient charts include ?
-New patient registration form with med and dental history
-Exam and treatment records
-Odontogram
-X ray images
-Ongoing patient correspondences with specialists & copies of patient lab slips
What are 3 types of recall systems ?
-Pre appt - next appt time is set prior to patient leaving office
-Phone call - working on appt list and calling patients who are due due for a cleaning
-Emails - working on the appt list by emailing patients that are due for cleaning
what are variable recalls ?
-Orthodontic
-Denture
-Periodontal hygiene
What are the cleaning intervals offend offers ?
recalls (full cleaning exam) - 6,9,12 mths
Perio (hyg/ deeper cleaning only) - 3,4,6 mths
when booking appt what questions should be asked ?
-Who appt is for
-What
-Where
-When
-How
when filling a cancelation how should you refer it to the patient ?
-changing in schedule
-opening
how should a group email be sent ?
Blind carbon copy BCC
how often are x rays taken ?
onece a year for BWs, or when Dr. wants
Why are recalls important ?
Periodontal health, checking for decay/carries, oral cancer screening
what are the steps for a referral ?
-fill out form (sign )
-forward additional x rays
-provide patient with contact info
-call and arrange appt
what are the 3 main concepts of scheduling ?
-outlining
-body clocking
-dovetailing
what time of day should you schedule first ?
mid day
what is a pending recall/ restorative list ?
list of patients for the treatment who are not yet scheduled
what info is needed from a benefit card ?
-policy holder name
-group#/ policy#/ contract #
-ID #/ certificate #/ employee #
-name of insurance/insurance carrier
-division# or name of employer
what is plan A ?
Basic - diagnostic exam, fillings
what is plan B
Major coverage - crowns, bridges, dentures
What is plan C
orthodontic coverage- Invisalign , braces, retainer
who is responsible for the copay ?
the patient
what determines the order of dual coverage for dependent children ?
first birthday by year first, then month
what are some reasons for preauthorization ?
for any treatment over 300
