CMA (AAMA) – Administrative Questions and Answers 2023

CMA (AAMA) – Administrative Questions and Answers 2023 clustering schedule this type of scheduling allows for the most efficient use of staff, materials, and facilities Envelope marked personal what piece of mail should be placed on top when sorting the physician's mail? Open punctuation requires no punctuation after the salutation of the closing Medicaid federal insurance program that provides for the medically indigent posting the process of transferring an amount from the day sheet to the ledger is alphabetic cross-reference numeric filing system requires the use of physician, patient, and insurance company third-party participation in an office indicates the relationships among dictation style of speaking and enunciating words is referred to as facsimile the transmission of a hard copy of a written document through a phone line is called a by the third ring the phone should be answered 30 seconds after a caller has been placed on hold, you should make every attempt to respond to the caller within determine the problem and the appropriate staff member who can help the caller when dealing with a difficult caller, you should computer an electronic device that takes in, stores, retrieves, and processes data is a software computer program that tells the computer what to do is HIPPA federal act that set forth guidelines for standardizing the electronic data interchange of administrative and financial transactions, exposing fraud and abuse in government programs and protecting the security and privacy of health information. actively listening when focusing on the conversation of the telephone and ignoring outside distractions provide the phone number or extension to which you are transferring the caller, in case the call is disconnected when routing a caller to another person, you should appointment schedule matrix configuration of the appointment book after all the unavailable times are crossed out is known as appointment book considered a legal document and could be subject to subpoena write and print clearly and make corrections neatly which of the following is a guideline that applies to using the appointment book two or more patients are scheduled at the same time process of double booking in appointment scheduling means that wave scheduling Patients are asked to arrive at the top of the hour with the idea that some patients arrive late. Patients are seen at time of actual arrival. May become annoyed if they realize several other patients have the same appointment time. modified wave scheduling Patients arrive in 15 minute increments, regardless of appointment type. Another is 4 patients arrive at planned intervals during 1st half-hour leaving 2nd half-hour free for more time consuming appointments. cluster scheduling grouping similar appointments together during the day or week. Helpful when specialized services or equipment are available at certain times - daily log a ledger-type book listing the day's appointments and used for cross-referencing financial entries, date collection on types and number of procedures, and total patients seen worksheet used to prepare rooms and equipment, shredded at the end of the day in compliance with HIPPA tickler file index system with cards placed in chronologic order, used as reminders for items that need attention in the future medical record all patient information related to the medical care purge remove medical records that are beyond the time period of the statute of limitations Active type of file that a patient has been seen within 2 to 5 years inactive type of file that a patient has not been seen within past 2 to 5 years closed type of file that a patient is not expected to return to practice alphabetic filing system that has charts filed by the units of the patient's name: letter by letter beginning with the patient's last name Unit 1 filing system unit that is last name, letter by letter Unit 2 filing system unit that is first name, letter by letter Unit 3 filing system unit that is middle initial or middle name, letter by letter Unit 4 filing system unit that is prefixes and suffixes numeric type of filing system that each patient is assigned. A number for a new patient is in sequential order. Some imbed month and year of treatment. color coding used to identify files more easily. Example is use a color to identify new patients. Can be useful when a file is misfiled. source-oriented medical records (SOMR) this file is divided into sections by guides problem-oriented medical record (POMR) the patient's problems are numbered and listed on a form that is placed in the front of the chart; each visit or treatment is associated with a problem number SOAP documentation format for documenting each visit subjective, objective, assessment, and a plan, in that order reverse chronologic order format with the most recent records filed on top plan for test and treatments the "P" in SOAP method of charting includes if it is not documented, it was not done the "golden rule" in documentation is statute of limitations the term used to describe the legal length of time regarding storage of medical and business records is physician the pages of the medical record contained within the patient's file are the property of the examined when a medical record is audited, it is full block all lines begin at left margin; most common style modified block subject and complimentary closing and signature begin at the middle of the paper; other lines begin at left margin semiblock subject and complimentary closing and signature begin in the center, and the first line of each paragraph is indented five spaces; all other lines begin at the left margin simplified greeting and complimentary closing are omitted; all lines begin at the left margin salutations keyed at the left margin, two lines below the recipients's address recipients's address inside address in a letter, is also referred to as express mail delivery guaranteed the following day registered mail first-class mail insured for a named value certified mail first-class mail with a verification from the postal service that it arrived at the designated address first-class mail postage generally used for office correspondence, weight must be 13oz or less priority mail first-class mail handling for items 70# or less second class postage used for magazines, periodicals, newspapers, catalogs, and flyers; requires minimum of 200 pieces; formerly called second and third-class mail transcription conversion of the dictated word of the health care provider to a word-processed form no. 10 measurs at 4 1/8 by 9 1/2. standard business envelope is