NHA CCMA ADMINISTRATIVE
ASSISTING EXAM 2025
QUESTIONS AND ANSWERS
Wave scheduling - ANSWER✔✔-3 patients scheduled at the same time, see in the order that they
arrive (so one pt arriving late does not disrupt schedule)
Modified wave scheduling - ANSWER✔✔-Allocates 2 pts to arrive at a specified time and the 3rd
to arrive approximately 30 min later, or pts are seen in intervals during 1st half of the hour with no
pts seen during 2nd half of the hour; timely sequence continuous throughout the day
Double-booking - ANSWER✔✔-2 pts are scheduled at the same time to see the same provider;
used to work in a pt with an acute illness when no other time is available; creates delays
can also be used to schedule 2 pts for the same time slot in an office with multiple providers for
short visits
Cluster scheduling - ANSWER✔✔-grouping pts who have similar conditions into specific time slots
or days
FOR STUDY PURPOSES ONLY COPYRIGHT © 2025 ALL RIGHTS RESERVED 1
,Open hours scheduling - ANSWER✔✔-pts arrive at their convenience and are seen on first-come,
first-served basis
Scheduling an internal appointment with a patient - ANSWER✔✔-Name, DOB, reason for visit
Determine amount of time, day and time the pt prefers, and consider availability/provider
preferences/pt habits
Scheduling an external appointment (new pt) - ANSWER✔✔-Name, DOB, address, contact,
insurance, SSN, emergency contact
Give registration packet with medical history form and notice of privacy practices
How much time for a new patient appointment? - ANSWER✔✔-30 minutes minimum
What should you tell a patient if there is a delay? - ANSWER✔✔-They have the option to wait or
reschedule
Notice of Privacy Practices - ANSWER✔✔-A notification by providers required by the HIPAA
Privacy Rule that provides an understandable explanation of patients' rights with respect to their
personal health information and the privacy practices of their providers
How long should a patient wait in the waiting room? - ANSWER✔✔-No more than 15 minutes
Steps for filing medical records - ANSWER✔✔-1. Conditioning (group related papers together, rmv
clips/staples, attaching smaller papers to larger sheets, fixing damaged records)
FOR STUDY PURPOSES ONLY COPYRIGHT © 2025 ALL RIGHTS RESERVED 2
, 2. Releasing (marking form to be filed)
3. Indexing and coding (determining where to place the original record in the file and whether it
needs to be cross-referenced in another section)
4. Sorting (ordering papers in filing structure)
5. Storing and filing (securing documents permanently to ensure they don't become misplaced)
Alphabetic filing - ANSWER✔✔-Last name, first name, middle initial
Traditional system most widely used
Numeric filing - ANSWER✔✔-Arranging files by a numbered order
Combined with color coding and used for larger health centers/hospitals
Saves time, additional confidentiality, unlimited expansion
Subject filing - ANSWER✔✔-Either an alphabetic or alphanumeric code is assigned to general
correspondence
Shingling filing - ANSWER✔✔-New report laid on top of older report
How long to keep a Medicare or Medicaid patient record - ANSWER✔✔-10 years
FOR STUDY PURPOSES ONLY COPYRIGHT © 2025 ALL RIGHTS RESERVED 3
ASSISTING EXAM 2025
QUESTIONS AND ANSWERS
Wave scheduling - ANSWER✔✔-3 patients scheduled at the same time, see in the order that they
arrive (so one pt arriving late does not disrupt schedule)
Modified wave scheduling - ANSWER✔✔-Allocates 2 pts to arrive at a specified time and the 3rd
to arrive approximately 30 min later, or pts are seen in intervals during 1st half of the hour with no
pts seen during 2nd half of the hour; timely sequence continuous throughout the day
Double-booking - ANSWER✔✔-2 pts are scheduled at the same time to see the same provider;
used to work in a pt with an acute illness when no other time is available; creates delays
can also be used to schedule 2 pts for the same time slot in an office with multiple providers for
short visits
Cluster scheduling - ANSWER✔✔-grouping pts who have similar conditions into specific time slots
or days
FOR STUDY PURPOSES ONLY COPYRIGHT © 2025 ALL RIGHTS RESERVED 1
,Open hours scheduling - ANSWER✔✔-pts arrive at their convenience and are seen on first-come,
first-served basis
Scheduling an internal appointment with a patient - ANSWER✔✔-Name, DOB, reason for visit
Determine amount of time, day and time the pt prefers, and consider availability/provider
preferences/pt habits
Scheduling an external appointment (new pt) - ANSWER✔✔-Name, DOB, address, contact,
insurance, SSN, emergency contact
Give registration packet with medical history form and notice of privacy practices
How much time for a new patient appointment? - ANSWER✔✔-30 minutes minimum
What should you tell a patient if there is a delay? - ANSWER✔✔-They have the option to wait or
reschedule
Notice of Privacy Practices - ANSWER✔✔-A notification by providers required by the HIPAA
Privacy Rule that provides an understandable explanation of patients' rights with respect to their
personal health information and the privacy practices of their providers
How long should a patient wait in the waiting room? - ANSWER✔✔-No more than 15 minutes
Steps for filing medical records - ANSWER✔✔-1. Conditioning (group related papers together, rmv
clips/staples, attaching smaller papers to larger sheets, fixing damaged records)
FOR STUDY PURPOSES ONLY COPYRIGHT © 2025 ALL RIGHTS RESERVED 2
, 2. Releasing (marking form to be filed)
3. Indexing and coding (determining where to place the original record in the file and whether it
needs to be cross-referenced in another section)
4. Sorting (ordering papers in filing structure)
5. Storing and filing (securing documents permanently to ensure they don't become misplaced)
Alphabetic filing - ANSWER✔✔-Last name, first name, middle initial
Traditional system most widely used
Numeric filing - ANSWER✔✔-Arranging files by a numbered order
Combined with color coding and used for larger health centers/hospitals
Saves time, additional confidentiality, unlimited expansion
Subject filing - ANSWER✔✔-Either an alphabetic or alphanumeric code is assigned to general
correspondence
Shingling filing - ANSWER✔✔-New report laid on top of older report
How long to keep a Medicare or Medicaid patient record - ANSWER✔✔-10 years
FOR STUDY PURPOSES ONLY COPYRIGHT © 2025 ALL RIGHTS RESERVED 3
