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Medical Assistant Exam Review > Medical Office Administration > Flashcards

Medical Office Administration Flashcards

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USMLE® Step 1 flashcards
1
Q

BP

A

Blood pressure

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2
Q

C/o

A

Complain of

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3
Q

EHR

A

Electronic health record

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4
Q

EMR

A

Electronic medical record

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5
Q

ESL

A

English as secondary language

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6
Q

FU or f/u

A

Follow up

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7
Q

I & D

A

Incision and drainage

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8
Q

Inj

A

Injection

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9
Q

Lab

A

Laboratory

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10
Q

NP

A

New patient

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11
Q

NS

A

No show

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12
Q

NSF

A

Nonsufficient funds

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13
Q

PCP

A

Primary care provider

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14
Q

Pt

A

Patient

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15
Q

Re

A

Recheck

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16
Q

Ref

A

Referral

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17
Q

Rx

A

Prescription

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18
Q

S/R

A

Suture removal

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19
Q

TC

A

Telephone call

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20
Q

US

A

Ultrasound

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21
Q

W/o

A

Without

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22
Q

Safety hazard prevention

A

Floor should be free of any area rugs, electrical cords, should have wide enough areas to have good office traffic flow

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23
Q

Patient records

A

Print out list of patient to be seen next appointment day

  • review content of chart
  • organize charts by need for day office visit
  • arrange chart in order which patient are to be seen
  • have one list for physician
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24
Q

Supplies

A

Front office area and examine room should be checked and replenished with all regular supplies for given morning, afternoon or evening
-order supplies when low

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25
Q

Community resource

A

Office should have up to date list of local organization that support health needs, with address, telephone numbers and other contact information

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26
Q

Laboratory equipment

A

Perform quality control test, log results for certain lab machine
Ensure equipment ready for use

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27
Q

Examination room

A

Prepare areas for cleanliness and neatness

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28
Q

Answering service/voice mail

A

Retrieve, document, respond to message left after office hours from previous day

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29
Q

Office equipment

A

Some equipment should be turned on for the day

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30
Q

Reception and front office

A

Areas need to be prepared for cleanliness and neatness

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31
Q

Ergonomics

A

Design for effectiveness, safety and comfort

-space, furnishing, equipment should incorporate good ergonomics

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32
Q

Photocopier

A

Office machine duplicates hard copy of document and images

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33
Q

Fax machine

A

Electronic equipment scan copies of document and send them from one location to another over telephone

  • also receive documents
  • need to be located an area inaccessible to public to maintain confidentiality of transmitted information
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34
Q

Scanner

A

Convert hard copy into format of computer can read

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35
Q

Computers

A

Electronic device for storing and processing data

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36
Q

Minicomputers

A

Functions as a server that stores shared information from other PCs in network setting
-larger than PC

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37
Q

Personal computer

A

3 types of personal computers commonly used in offices

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38
Q

Desktop

A

Most common

-sit on desk or workstation and use separate keyboard, mouse, touch pad as input devices

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39
Q

Laptop

A

Small, portable computer- includes: screen, keyboard, track pad or track ball (replace mouse)

  • weigh less than few pounds
  • can operate on battery or AC adapter
  • commonly used in exam rooms to input data into EMR system
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40
Q

Tablet

A

Small, flat computer with touchscreen

-smaller, more portable than laptops

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41
Q

Hardware

A

Comprises of physical parts of computer, including internal piece

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42
Q

Software

A

Installed programs, applications enable computer to perform specific task and functions
-computer operating system: starts and control computer

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43
Q

Mouse

A

Input device

  • pointing and scrolling device
  • use for moving cursor on computer screen
  • for moving screen windows
  • laptops use trackballs, touch pads
  • tablets use touchscreen
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44
Q

Keyboard

A

Most common Input device

-resemble typewriter, but additional function keys, arrow keys, numerical keypad

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45
Q

Monitor

A

Output device

  • television like screen, shows open programs
  • programs: image software, word processing, information management, email, internet browsing program
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46
Q

Printer

A

Output device

  • produce hard copies on paper
  • of document and images from computer
  • laser printer produce highest quality, more expensive ink jet printer
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47
Q

Flash drive

A

Portable device for temporary storage of files with built in Universal Serial Bus (USB) that connects and plugs into computer

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48
Q

Health card scanner

A

Device automates archiving process and transfer image of medical and insurance card into electronic forms

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49
Q

Network

A

2 or more computers can be connected to each other in a network
-allow sharing of files, information

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50
Q

Virtual private network (VPN)

A
  • Encrypted network use internet to connect 2 or more computer systems
  • security methods used on VPN ensure data protection
  • allow physician to view confidential patient records from various locations
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51
Q

Local area network (LAN)

A
  • group of computers linked together directly with wires or wireless connection
  • LANs limited to computers within an office or building
  • less secure than VPN
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52
Q

Antivirus software

A

Protect computer from malicious files: virus, malware, spyware

  • scan files and software to destroy and remove threats to system
  • automatic and manual
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53
Q

Backup

A

Action prevents loss of files when hard disk fails

Done end of business day to store day entries

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54
Q

Bit

A

Smallest unit of data a computer uses to operate or display information

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55
Q

Byte

A

Describe unit of data having 8 bits

Each byte represents characters: letter, number, symbol

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56
Q

CD-R

A

Compact disk for one time recording and storage

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57
Q

CD-RW

A

Compact disk for recording and storage of data

Can be erased and reused

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58
Q

CPU (central processing unit)

A

Computer brain

  • microprocessor interprets and executes program data
  • most important computer hardware
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59
Q

Cursor

A

Arrow seen on screen indicate position of mouse

Blinking line indicate position where next character keyed will appear

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60
Q

Database

A

Collection of related information used as foundation which information may be retrieved

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61
Q

Disk drive

A

Device reads data or software from CD or DVD

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62
Q

DVD

A

Optical storage disk similar to CD can hold more data

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63
Q

Email

A

Message sent and received almost instantly by digital network
-operates in real time

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64
Q

Firewall

A

Security system protects network or computer from damage from unauthorized users

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65
Q

Gigabyte

A

Unit of storage representing 1 billion bytes

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66
Q

Hard copy

A

Printout of document seen on computer monitor

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67
Q

HTML

A

Hypertext markup language

Code determine structure and layout of web document

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68
Q

HTTP

A

hypertext transfer protocol

  • Protocol defines how message are formatted and transmitted across internet
  • determine what web servers and browser do in response to commands: entering a search term
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69
Q

Icons

A

Small graphic symbol use as visual representation of files, menu function, or application software

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70
Q

Menu

A

Display choice of available functions

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71
Q

Modem

A
  • Communication device allows one computer to connect to another
  • internet through telephone or cable lines
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72
Q

Optical character recognition

A

OCR

Optical scanning software converts text on printed page into text, can be used in word processing software

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73
Q

Operating system

A

Software provides needed instructions to computer to function
-starts working when computer turned on

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74
Q

Password

A

Combination used to verify have permission to access a computer or computer system

  • assigned to each employee
  • management use to track employee computer activity
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75
Q

Purging

A

Act of removing unnecessary old date from hard drive or disk drive

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76
Q

Random access memory

A

RAM
Temporary memory program use to speed up retrieval of operating data
-with more can run more complicated software programs more quickly

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77
Q

Read-only memory

A

ROM
Permanent, unchangeable basic operating instruction
-needs these instruction to function

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78
Q

Terabyte

A

TB

-used to represent 1000 gigabytes

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79
Q

Universal Serial Bus

A

USB

-standardized cable and plug use to connect computer peripherals to computer

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80
Q

Wide area network

A

WAN

  • Spread across large geographical area than LAN
  • usually connected by telephone lines
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81
Q

Annotate

A
  • Underline, highlight significant word and key points

- can identify anything in mail that needs response, can be reminders, comments, suggestion for action

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82
Q

Postage meter

A
  • Machine prints postage, cancellation marks, dates directly onto envelope or package label
  • connected to scale to weigh
  • office must purchase amount of postage each machine can print, programmed into machine by U.S. postal service
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83
Q

Physician personal mail

A

If marked personal, should be opened by physician only

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84
Q

First class

A
  • Weighs 13 oz or less
  • max size for envelope: 15 in long x 12 inch high x 3/4 inch thick
  • max size for package: 108 inch in combined length and distance around thickest part
  • number 10 envelope, postcard, green diamond bordered
  • must be rectangular
  • 2-3 day delivery
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85
Q

Priority mail

A

Max weight 70 lbs

Package can be tracked

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86
Q

Parcel post

A

Standard post

  • max weight 70 lbs, 130 inches combined length, distance around thickest part
  • 2-8 day delivery
  • books, catalogs, general merchandise
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87
Q

Certified mail

A

Guarantee delivery of item

-on delivery postal carrier obtains signature of receiver

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88
Q

Registered mail

A

Addition to delivery confirmation, this includes insurance and additional security service for high dollar value or irreplaceable items
-placed in locked box

89
Q

Express mail

A

Next day delivery if sent by 5pm

  • can weigh up to 70 lbs
  • have proof of delivery
  • may be insured up to $100
90
Q

Special delivery

A

Delivered as soon as possible once reaches post office for final delivery

91
Q

Private delivery services

A

Federal express, united parcel service, DHL, smaller courier service offer faster, more secure delivery

92
Q

Record ownership

A

-treating physician owns record material
-patient owns information in record
Record use to provide: best medical care, statistic, liability case defense, quality of treatment assessment

93
Q

Record retention

A
  • Kept for 7-10 years for adults

- 7-10 years from reaching age of majority for minors

94
Q

Active files

A

Most often, patient treated within last 6 months to 3 years

95
Q

Inactive files

A

Not been treated within last 6 months to 3 years

96
Q

Closed files

A

Patient not expected to return

-moving, age limit in pediatric, death

97
Q

Release of records with authorization

A

Allow sending of record copies to designated physician

98
Q

Release of record without authorization

A

May be release due to life-threatening circumstances

99
Q

Medical or accounting record error correction

A
  • draw line through error
  • write correct data above or below, add date/ time / initial
  • do not attempt to erase or use correction fluid
  • medical records are legal documents
100
Q

Problem-oriented medical record

A

POMR

  • problem numbered
  • include database: demographic (name, address, date of birth, health insurance, contact info), profile history, chief complaint, case conceptualization, past assessments, test results, treatment plans, procedure, medication, instruction, progress notes, continuous care notes
101
Q

Source oriented medical record

A

SOMR

  • record divide into section: lab, progress notes, physical exam, consultation reports
  • each section arranged in chronological order: most recent is on top in each section
102
Q

Subjective objective assessment plan

A

SOAP

  • subjective: information given by patient, symptoms not seen, heard or measured
  • objective: signs read in test results; results are heard, measured, observed
  • assessment: finding combine subjective and objective information into probable diagnosis
  • plan: treatment based on diagnosis (medication, further test, education or therapy
103
Q

Electronic medical record

A
  • software used to create and use records
  • usually works with practice management
  • includes: demographics, insurance and billing information, previous medical history, current condition, treatment, progress
104
Q

Advantage of electronic medical record

A
  • efficiency: reduce medical errors
  • accessibility: security ensured with use of password
  • speed: information available quickly
  • productivity: provider may access patient information
  • legible: information is typed into medical record
105
Q

Disadvantage of EMR

A
  • initial cost
  • time investment: training
  • operational task
106
Q

Electronic health record

A

Information created and managed in format which allows to be shared nationally with other authorized healthcare providers due to interoperability

107
Q

Direct filing

A

Alphabetical

  • first indexing unit: last name
  • second: first name
  • third: middle initial
  • fourth: title, suffixes
108
Q

Indirect filing

A

Numerical

  • use terminal digit
  • read from right to left
  • provides highest confidentiality
  • used in large clinics and hospitals
109
Q

Color coding

A

Easy retrieval, lessen number of misfiled files

110
Q

Subjective

A

Topic arranged alphabetically

111
Q

Tickler

A

Chronological file arranged by date and time, set as reminder to perform task

112
Q

Inspecting

A

Making sure physician indicate chart was reviewed, required actions were done

113
Q

Indexing

A

Determine where each document needs to be filed within chart

114
Q

Coding

A

Highlighting name/subject of document

115
Q

Sorting

A

Using alpha method to subdivide document to be filed in charts

116
Q

Storing

A

Place document in proper chart, within proper section of chart, proper chronological order

117
Q

Physician preference

A

First consideration in creating practice scheduling system is physician preference

118
Q

Matrix

A

Blocked-off time slots during no appointment are scheduled

-completed before scheduling any appointments

119
Q

Buffer times

A

Certain times slots left infilled until that day in office

-more needed on Monday and Fridays

120
Q

Missed OV

A

Document in medical record, make notation in day schedule planner

121
Q

Cancellation

A

Document in medical record, make notation in day’s schedule planner

122
Q

Open hours (tidal)

A
  • first come first serve

- common in urgent cares

123
Q

Wave

A
  • 4 patients seen per hour

- all scheduled for top of hour, seen in order of arrival

124
Q

Modified wave

A
  • 1 hour frame: 2 patient given own specific time

- 2 arrive at same time

125
Q

Clustering

A
  • same type of office visits all scheduled in same block
  • higher efficiency and speed
  • grouping
126
Q

Double booking

A
  • 2 or more patient schedule with same physician at same time, overbooking
  • not good schedule planning, cause many delays
127
Q

Stream

A
  • each patient given own specific time
  • most common method of scheduling
  • time specified
128
Q

Bookkeeping

A

Day by day detailed recording of business transaction

-part of accounting process

129
Q

Balance

A

Difference between fee charged and payment made toward that fee

130
Q

Charge

A

Fee incurred for provided service

131
Q

Credit

A

Payment made toward debt owed

132
Q

Credit adjustment

A

Dollar amount written off

  • deference between amount charged and amount allowed by insurance carrier
  • may be result of provider participating with insurance plan
  • may be result of discount given due to special circumstances
133
Q

Credit balance

A

Overpayment, often when payment are made from different sources

134
Q

Debit

A

Debt, money owed to others

135
Q

Disbursement

A

Money sent from a business as payment for what is owed to others

136
Q

General journal

A

Day sheet

-detailed chronological record of service given, charges and receipt

137
Q

Liabilities

A

Money owed to others

138
Q

Posting

A

Act of recording information

139
Q

Super ill, encounter form, charge slip, statement

A
  • contains diagnosis, procedure, service performed, patient insurance information, provider information and signature
  • may be used to bill insurance
140
Q

Transaction

A

Any financial exchange, such as service provided for a fee

141
Q

Accounting

A

Process of keeping summaries made from daily bookkeeping entries to provide office with financial information about business

142
Q

Accounts payable

A

Monies owed by business

143
Q

Accounts receivable

A

Monies owed to the business from patient

144
Q

Account receivable control

A

Total money owed to practiced at close of each day

145
Q

Accrual basis

A

Sold items are considered income, even if they have not been paid for at the time

146
Q

Cash basis

A

Charges entered as income once payment is received for services
-medical office use this system

147
Q

Double entry

A

Method of accounting based on following: assets = liabilities + capital

  • entry listed twice, based on each transaction
  • CPA and special trained bookkeeper use this form of account
  • detect errors easily
148
Q

Assets

A

Possession of value

149
Q

Liabilities

A

Debt owed by office

150
Q

Equities

A

Rights to assets, portion of assets that is paid for

151
Q

Patient account ledger

A

Used to record, maintain an account of each patient financial transaction
-ledger can either be paper or on computer

152
Q

Single entry system

A

Method of accounting in simplest form.

  • not self-balancing due to simple summaries listed once only for patient ledger, general ledger, checkbook
  • finding error may be difficult
153
Q

ABA number

A

Identify exact bank location of check origin, located upper right side of checks

154
Q

Bank draft

A

Check written by bank against its funds in another bank

155
Q

Cashier’s check

A

Bank’s own check, signed by bank representative

156
Q

Certified check

A
  • Payer’s own check, officially stamp by bank
  • guarantee available funds by setting check amount in account aside
  • payee is assured of payment
157
Q

Limited check

A

Has time limit (90 days), preprinted for max amount limit

158
Q

Magnetic ink character recognition code

A

Magnetic ink code printed across bottom of check

  • used by bank for sorting checks
  • part of code is ABA routing number
159
Q

Money order

A
  • Type of guaranteed payment is purchased in cash for small fee
  • safe way to send money
  • especially when someone does not have a checking account
  • purchased at post office, bank and some stores
160
Q

Online payment

A

Form of banking available on internet

  • online bill paying account established with bank or other business
  • payment for single bill accepted directly
  • payment for monthly bills made automatically when bill due
  • banking available 24 hours
  • transaction accomplished in seconds
161
Q

Overdraft, non-sufficient funds

A

Money in checking account too low to cover check amount (bounced check)

162
Q

Payee

A

Person, practice or company to whom check is written

163
Q

Payer

A

Person who signs check to release money to payee

164
Q

Power of attorney

A

In term of banking: written authorization grants a person the legal rights to handle financial matters of another person

165
Q

Third-party check

A

Check not originally written to party receiving it

  • check written by unknown party to payee
  • if bounced check, it would be very difficult to track the originator of check
  • only accept insurance check written to patient as payment
166
Q

Traveler’s check

A

Check purchased at face value from issuing bank for small fee

  • protected against theft or loss
  • often used when traveling
  • available in small or large denominations
167
Q

Endorsement

A

Signature on back of check that may or may not have more information noted below signature
-name of last endorser of check shows who last received the money

168
Q

Blank endorsement

A

Most common

Signature only

169
Q

Restrictive endorsement

A

“For deposit only” stamped on check back

170
Q

Limited endorsement

A

“ pay to the order of” followed by signature of patient paying

171
Q

Qualified endorsement

A

‘Without recourse” use by lawyers accept checks from clients

172
Q

Voucher checks endorsement

A

With detachable part giving payee additional information

173
Q

Accounts payable

A

Money owed by medical practice

174
Q

Accounts receivable

A

Money owed to medical practice or medical practice income

175
Q

Age analysis

A

Age of accounts receivable

-tracks age of debt by assigning accounts receivable into categories

176
Q

Balance sheet

A

Record of total assets, liabilities, capital of business for specific date

177
Q

Bank statement

A

Record of all checking account financial transaction

-display processed deposits, interest earned, service charge over specific time frame

178
Q

Checkbook

A

Book of blank checks with a log for recording written checks and deposits

  • summary of receipts: deposits are recorded in log
  • bills are paid from checking account
179
Q

Disbursement record

A

Summary of money paid over a specific time period

-shows each amount paid out, date/check number, category of payment

180
Q

Payroll record

A

Kept separate from other payable due to necessary tracking of each employee gross income and withholds

181
Q

Petty cash

A

Money used to pay for small, unexpected office expenses

  • kept separate from business office accounting
  • usually no more than $200 at any time
  • funded by office own checking account
182
Q

Reconciliation

A

Balance checkbook with bank statement

  • start with bank statement balance
  • add deposit not seen on bank statement
  • subtract outstanding checks not seen on statement
  • remaining dollar amount should be checkbook balance
183
Q

Accounts receivable ratio

A

Measure speed at which outstanding balance are paid

-begins from day billing is sent to when payment is received

184
Q

Cash flow statement

A

Display all expenses and income activity within time frame

  • plus depreciation and liabilities
  • show account balance and cash on hand from start to end date
  • reflects amount of money available to cover expenses, to invest, or take profit
185
Q

Collection ratio

A

Calculation measure effectiveness of office billing system

186
Q

Statement of income and expense

A

Profit and loss

-summary of all income and expenses for a time period

187
Q

Trial balance

A

Checks accuracy of accounts to ensure book are in balance

  • account receivable control should match total of all patient account receivable ledger
  • total amount of checks written should equal total of disbursement
188
Q

Office policy manual

A

Information for employee regarding office operation, policy and regulations, workplace laws

  • should always be read, periodically reviewed
  • includes: mission statement, sexual harassment, confidentiality, patient rights, office organizational chart, position interviewing/hiring/firing, sick leave/ vacation, personnel evaluation, dress code, staff meeting, workflow and office maintenance
189
Q

Procedure manual

A

Contains description of situation and task

-included sections: job description, step by step guid for each procedure given position and situation handling

190
Q

Office meeting

A

-held weekly or monthly as needed or preferred to correct situation and share information affecting office practice, performance and procedures

191
Q

Meeting agenda

A

Focus meeting using orderly list of items to be discussed

192
Q

Meeting minutes

A

Official record of meeting proceeding

  • assist attendee with decision or suggestion for next meeting
  • must be approved by motion
  • content: name of committee, date, time, type of meeting, member present, items of business discussed, motion made, approved/rejected, adjournment time, next meeting date if any
193
Q

Inventory

A

List of in stock supply items and piece of equipment

  • ordering, storage, usage of equipment / supply are tracked
  • reason: stocking-avoid running too low on important supplies, depreciation-5 year period for large, durable equipment piece, Damage/theft- reporting to manufacturers or police
194
Q

Office equipment inventory

A

Listed by date of purchase, serial number, service dates and warranties

195
Q

Inventor of equipment and supplies

A

Include: general supplies, administrative supply, clinical supply, capital equipment

196
Q

Maintenance agreement

A

Made for periodic upkeep of computers, copiers, fax machine, autoclave, microscope and other equipment

197
Q

Replacement

A

Usually occur as part of maintenance agreement

-office pays for replaced part not labor

198
Q

Warranty

A

Document sent to manufacturers on receipt of equipment

  • ensure replacement of defective parts and equipment
  • usually has replacement period up to 1 year from purchase
199
Q

Service contract

A

Agreement provide repairs when called on contracted time period after warranty has expired

200
Q

Invoice

A

May be included with delivered items

-display amount due for each item

201
Q

Packing slip

A

Included with product delivered

202
Q

Statement

A

A bill for all invoices delivered in 1 month

203
Q

Gross

A

Total amount earned in pay period before deduction made

204
Q

Payroll

A

Must be kept for at least 4 years for internal revenue services purposes

205
Q

Net

A

Earned income after deductions made

206
Q

Salary

A

Fixed amount paid to employee regardless of hours worked in pay period

207
Q

Wages

A

Earnings paid based on hourly rate

-if worked more than 40 hours a week, 1.5 times hourly wage paid for each overtime hour worked

208
Q

Deduction

A

-federal income tax, social security tax (FICA), Medicare tax, state tax

209
Q

Employer tax ID number

A

EIN

Each employer must have this number for reporting federal taxes

210
Q

Federal withholding

A

Money withheld from employee gross earning to pay federal income tax
-employer deposit money into tax lability account

211
Q

W2

A

Federal tax form given to employees by January 31

-details of previous year wage

212
Q

W4

A

Employee withholding allowance certificate.

  • complete by new employee before first pay period
  • number of tax exempt
  • kept in personnel file, updated annually or any time changes occur
213
Q

W3

A

Transmittal of wage and tax statement list employers name, address, EIN

  • document a summary of employee earning, FICA, and federal tax withheld
  • employer send it to social security administration with government copies of W2 forms
214
Q

Federal insurance and contribution act

A

FICA

-social security and Medicare percentage of income withheld from paychecks

215
Q

Deposit requirements

A

Employer required to deposit FICA percentage to federal deposit account in federal reserve or authorized bank each month

216
Q

Dollar amount due

A

Employer pays federal tax withheld plus double the FICA tax withheld

217
Q

Form 940 FUTA

A

Federal unemployment tax act

  • percentage of paycheck goes to unemployment fund
  • not deducted from gross income
  • paid annually to IRS
218
Q

Form 941

A

Employer quarterly federal tax return report federal income tax and FICA tax withheld from paycheck

  • due within 1 month after each quarter
  • April 30, July 31, October 31, January 31

Medical Assistant Exam Review (10 decks)

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