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2 - Practice Management > Outcome 1 - Manage Patient Records & Supplies > Flashcards

Outcome 1 - Manage Patient Records & Supplies Flashcards

1
Q

What are the 3 main types of records to consider?

A

Patient Dental Records
Patient Financial Records
Business Financial Records

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2
Q

What is the Patient Registration Form for?

A

This form captures basic demographic information about the patient - apart of the patient dental records.

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3
Q

What is the Examination Findings for?

A

Documentation of the results of the dental examination, including any abnormalities or concerns - apart of the patient dental record.

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3
Q

What is the Medical & Dental History Form for?

A

Essential for understanding the patient’s medical and dental background, including any allergies, medications & past treatments - apart of the Patient dental records

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3
Q

What is the Diagnosis & Treatment Plan?

A

Details of the diagnosis made by the dentist and the proposed treatment plan - apart of the patient dental record.

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4
Q

What is the Record of Treatment Provided?

A

Comprehensive documentation of the treatments administered to the patient over time - apart of the patient dental record.

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5
Q

What does the Correspondence of the Patient Dental Record entail?

A

Any communications between the dental office and the patient or other healthcare providers - apart of the Patient Dental Record.

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6
Q

What are the Consent Forms?

A

Documents signed by the patient, giving consent for specific treatments or procedures - apart of the Patient Dental Record.

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7
Q

What are Radiographs apart of?

A

The Patient Dental Records - xray images used for diagnosis and treatment planning.

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8
Q

What forms are apart of the Patient Financial Records?

A
  1. Patient Statements or Ledgers
  2. Insurance Benefits
  3. Alerts for Secondary Insurance Coverage
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9
Q

What are the Patient Statements or Ledges?

A

These contain detailed financial information related to each patient’s account. They include records of payments, filed insurance claims, printed statements, and reminder letters - apart of the Patient Financial Records.

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10
Q

What is the Insurance Benefits part of the Patient’s Financial Records?

A

Information about the patient’s insurance coverage, including updates on benefits and calculations of the carrier portion of the fee.

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11
Q

What is the Alerts for Secondary Insurance Coverage?

A

Automatic alerts to remind staff if secondary insurance coverage exists for a patient.

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12
Q

What is apart of the Business Financial Records?

A
  1. Accounts Receivable
  2. Accounts Payable
  3. Income Statements
  4. Balance Sheets
  5. Tax Records
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13
Q

What is Accounts Receivable?

A

Records of outstanding payments owed to the dental practice

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14
Q

What is Accounts Payable?

A

Documentation of payments owed by the dental practice to suppliers, vendors, etc.

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15
Q

What are Income Statements?

A

Summaries of the practice’s financial preformance, including revenues, expenses, and profits or losses.

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16
Q

What are the Balance Sheets?

A

Statements detailing the practice’s assets, liabilities, and equity at a specific point in time.

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17
Q

What are the Tax Records?

A

Documentation required for tax purposes, including income tax returns, payroll records, and sales tax records.

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18
Q

Why is it essential to maintain accurate and complete records of each type?

A

To ensure compliance with regulations, provide continuity of care, and facilitate efficient practice management.

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19
Q

Why is it important to choose the right filing system?

A

To streamline record-keeping process

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20
Q

What is the Alphabetical Filing method?

A

Patient records are arranged in alphabetical order by last name. Standard rules of indexing are followed to maintain consistency and ease of retreival.

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21
Q

What is the Color Coing method of filing?

A

Tabs combine colors and letters to indicate the first 2 letters of the patient’s last name. This method speeds up filing and makes it easier to spot misfiled records.

22
Q

What is the Numerical Filing Method?

A

Each patient record is assigned a unique number and filed in strict numerical order. Cross-reference files may be used to locate items alphabetically by name.

23
Q

What is the Computerized Filing Method?

A

Utilizes dental software or paperless storage systems to organize and store files electronically. Provides multiple benefits such as accessibility, security, and ease of sharing records.

24
Q

Guidelines for Efficient Filing..

A
  1. Keep the filing system simple and easy to work with.
  2. Clearly label paper folders with the patient’s full name or subject.
  3. Use an adequate number of file guides to maintain organization.
  4. Leave sufficient working space within each file to prevent overcrowding.
  5. Label shelves or drawers to facilitate easy navigation.
  6. Utilize outguides as bookmarks to mark the place of removed folders.
  7. Presort folders into approximate order before filing to speed up the process
25
Q

What is an active file?

A

Contain records of patients seen recently, usually within the past 2-3 years, and are maintained in easily accessible areas.

26
Q

What is an Inactive file?

A

Records of patients not seen in the last 3 years and are kept in less convenient areas but remain accessible if needed.

27
Q

What are colour-coded purge tabs?

A

They assist in sorting records into active and inactive categories based on visit years.

28
Q

Common tasks & functionalities available in dental practice management software:

A
  1. Appointment Scheduling
  2. Patient Registration
  3. Treatment Planning
  4. Clinical Charting
  5. Billing & Invoices
  6. Insurance Management
  7. Patient Communication
  8. Reporting & Analytics
  9. Document Managment
  10. Inventory Managment
  11. Intergrated Imaging
  12. HIPAA Compliance
  13. Mobile Accessiblity
  14. Customization & Integration
29
Q

How to maximize Responsibility & Organization:

A
  • designate one person responsible for inventory control & ordering supplies (although cooperation of the entire staff is essential)

-Often, different staff members are assigned to manage inventory for clinical area supplies & business office suppies.

30
Q

How to have an efficient Inventory System:

A
  • Inventory system should be simple, workable, and kept up to date

-Expendable & disposable items, such as restorative materials, impression materials, needles, anesthetic solutions, radiographic film, & office supplies need regular reordering.

  • A simple system should include the full brand name of the product, descriptive information, reorder point, purchase source details (supplier name, contact information), catalog numbers, and purchase rates
31
Q

What are the Ordering Methods for Dental Offices?

A
  1. Dental Supply Sales Representive - orders can be placed through them, they visit the office regularly
  2. Catalog Ordering - supplies can be ordered from catalogs via telephone, fax, mail order
  3. Onling Ordering - many suppliers offer online platforms for convenient ordering over the internet
32
Q

How to store & organize dental supplies?

A
  1. Keep all dental supplies in one central storage location to streamline restocking and tray setups.
  2. Alphabetically labeled plastic storage bins can help keep supplies neat & organized
33
Q

Guidelines for Ordering:

A
  1. Be Prepared - have a list ready, consult with dentist before sales rep visit
  2. Be Specific - know the required items, quantities and necessary info such as catalog numbers & brand
  3. Be Alert - review specials & seasonal savings
  4. Do Not Over Order - some are consumables with an expiry date
  5. Be Informed - Stay updated on new products and ideas by reviewing journals, catalogs, and attending dental study clubs
34
Q

What is a Reorder Point?

A

Establish a reorder point for each expendable item based on its rate of use and lead time for ordering and receiving

The reorder point ensures an adequate supply while waiting for new orders and includes allowances for delays or backorders

35
Q

How to mark the Reorder Point?

A
  1. Mark the reorder point for each item, typically with bright red reorder tags or tie tags.
  2. Attach the tag to the minimum quantity of the item or place it within the supply.
  3. The tag may contain only the product name or full reordering information.
  4. When the reorder point is reached, remove the tag & initiate the reordering process immediately.
36
Q

What is the purpose of a packing slip?

A

Used in warehouse operations to list items being shipped and the recipient of the shipment.

37
Q

What is the contents of a packing slip?

A

Lists the items included in the shipment, recipient’s information, amount due for a credit order, shipping and handling charges, and often includes a shipment control number.

38
Q

What is the function of a packing slip?

A

Travels with the shipment and is used at the destination to confirm the completeness of the shipment. It is matched with the invoice before payment is made.

39
Q

What is the importance of a packing slip?

A

Helps ensure accuracy in shipments, confirms reciept of ordered items, and serves as a basis for verifying invoices.

40
Q

What is the purpose of an Invoice?

A

Provides a detailed list of goods shiped or services rendered along with associated costs.

41
Q

What is the contents of an invoice?

A

Itemized bill showing the description of goods/services, quantaties, prices, any applicable taxes, shipping charges, and total amount due.

42
Q

How is an invoice delivered?

A

This can be included with the shipment or emailed separately to the customer.

43
Q

What is the importance of an invoice?

A

Serves as a formal request for payment, documents the transaction between the seller and buyer, and provides a basis for reconcilliation with the packing slip.

44
Q

What is the purpose of a Statement?

A

Summarizes all invoices, payments, credits, and debits for a specific period (usually a month)

45
Q

What is the contents of a Statement?

A

Total charges, payments, credits, and current balance owed by the customer

46
Q

What is the frequency of a Statement?

A

Typically issued monthly

47
Q

What is the importance of a Statement?

A

Provides a comprehensive overview of the dental office’s account activity, helps track outstanding balances, and facilitates reconciliation of transactions.

48
Q

What do service contracts typically cover?

A

Emergency repairs and sometime routine maintenance for a fixed fee. This arrangment provides peace of mind and ensures prompt assistance when equipment issues aris.

49
Q

Before requesting repair service it is prudent to troubleshoot the equipment by following these steps:

A
  1. Ensure the equipment is properly plugged in and turned on.
  2. Check for a reset button that may need to be pushed.
  3. Inspect the equipment for a blown fuse.
  4. Verify that the fuse box or circuit breaker is functioning correctly.
50
Q

Essential details to provide for a service call:

A
  1. Brand name of the equipment
  2. The model number and approximate age or year of installation.
  3. A brief description of the problem encountered.
51
Q

Guidelines that could be included in a procedure manual include:

A
  1. Statement of Purpose or Objective: Clearly articulate the purpose and objectives of the manual.
  2. Statement of Philosophy: Define the practice’s phiosophy, values, and principles.
  3. Table of Contents: Provide a comprehensive list of the manual’s contents for easy reference.
  4. Office Communications
  5. Staff Policies
  6. Employment Policies
  7. Office Records
  8. Infection Control Policy
  9. Clinical Procedures: assignments, emergency protocols, tray setups, sterilization, prescriptions, inventory managment
  10. Continuing Education: Support for ongoing professional development
  11. Professional Organizations: Encouragement for staff involvement in relevant professional associations.
52
Q

What is included in Office Communications within a Procedural Manual?

A
  1. Vocabulary - standard terminology for effective communication
  2. Telecommunications - guidelines for telephone usage & etiquette
  3. Reception Techniques - Procedures for welcoming & assisting patients
  4. Written Communication Standards
  5. Patient Education - methods for educating patients about dental health
  6. Confidentiality - protocols for maintaining
53
Q

What is included in Staff Policies within a Procedural Manual?

A
  1. Conduct - expectations for professional behaviour
  2. Grooming & Appearance - guidelines for personal presentation
  3. Dress Code - Specifications for clinical and business attire
  4. Staff Meetings - Frequency and structure of team meetings
  5. Use of Office Phones and Personal Cell Phones - policies regarding phone usage
54
Q

What is included in Office Records within the Procedural Manual?

A
  1. Infection Control: Procedures for clinical and record handling.
  2. Patient Records: Guidelines for maintaining patient files.
  3. Health and Safety Records: Compliance with Occupational Safety and Health Administration requirements.
  4. Safety Data Sheets: Handling and accessibility of hazardous material information.
  5. Employee Records: Documentation of staff information.
  6. Transfer of Records, Accounts Receivable, Accounts Payable, Use of Electronic Records.
55
Q
A

2 - Practice Management (8 decks)

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