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61 Cards in this Set
- Front
- Back
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Business Office AKA Front Office
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core of business side of dental practice
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Person responsible for business of the office
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Administrative or Business Assistant
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Business Assistant Roles & Responsibilities
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*greet patients
*answer phones *manage patient records *manage accounts receivable & payable |
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Operating Procedure Manual
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policies & procedures followed within practice
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HIPPA
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Health Insurance Portability & Accountability Act
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ADA
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American Dental Association
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Personal Manual
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employment section discuss personal issues
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Personal Topics
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*job description
*pay periods/working hours *benefits-pd holidays, vacation,sick leave *maternity leave, sexual harassment, termination |
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Replace Many Manual Tasks In Dental Practice
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computer
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Some Computers Applications
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*appointment scheduling
*electronic patient records *word processing *marketing *bookkeeping *database *billing & collection *patient ledgers |
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Computer
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programmable machine consisting of two main components
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Characteristics of Computer
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*hardware & *software
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Hardware
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houses wires, transistors & circuits
*responds to specific set of instructions* |
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Software
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introduces data to hardware to execute list of instructions
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General Purpose Computer needs these hardware components
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*Memory
*CPU *Mass Storage device *Input & Output device |
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Memory
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enables computer to store temp data & programs
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CPU (central processing unit)
aka HEART of computer |
executes instructions
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Mass Storage device
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lets computer permanently retain large quantities of data ie *disc drive*
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Input Device
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keyboard & mouse
channel where data and instruction enter a computer |
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Output Device
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display & printer allows you to see what computer has accomplished
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Maintaining accurate records
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one of business assistants most important responsibilities
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Sign of Quality Care
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maintenance of accurate and complete records
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3 Types of Records and Files
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*patient dental records
*patient financial records *practice business records |
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Patient Ledger
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contains all financial info for each patient or family
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Patient Dental Records
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*registration form
*exam findings *diagnosis & treatment plans *record of treatment provided, x rays, consent forms |
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Patient Financial "$"Records
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*"$" info maintained separately with business records
*never filed with clinical records *ledger card |
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Practice Business Records
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*stored through 'subject file system'
*filed under categories ie "lab expenses" & office supplies |
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Accounts Receivable, Practise Expenses, Expense Records, Payroll, Business Correspondence, Cancelled Cheques, Income Records, Financial Statements, Tax Records
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Included in Business Records
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Filing
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classifying and arranging records for quick retrieval and safely preservation
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Specific Filing Guidlines
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*keep filing system simple
*clearly labelled *leave adequate working space *label shelves and drawers *use out guides |
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File guide
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insert placed between files displaying letters or numbers of patient records that follows it
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Out guide
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bookmark for filing system
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Basic Filing System
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*alphabetic
*colour coding *numeric *chronologic |
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Alphabetic Filing
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*easiest & most common
*filed in straight alphabetic order |
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Colour Coding Filing
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*file retrieval faster & easier
*tabs combine colour and letters *1st two letters of last name |
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Numeric Filing
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*each patient is assigned a number
*most often used in large offices *straight numeric filing 1-2-3 *must be 'crossed referenced' |
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Chronologic File
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divided into months and may be further divided into days of months
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Cross Reference File
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listed in alphabetical order by name along with its document number
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Electronic Filing
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stored on computers hard drive (at least temporarily)
stored additionally on zip drive or CD |
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Active Files
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patients who have been seen recently (with in last 2-3 yrs)
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Inactive Files
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records of patients who HAVE NOT been seen in last 3 yrs
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Purge Tabs aka "Aging Tabs"
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sort records into Active & Inactive categories
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Patient Records & All Practice Info
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Are Confidential
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HIPAA Protocol states
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physical & technical safeguards required to protect confidentiallity
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Protecting Electronic Files
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back up all files at end of day (make copy of all files daily)
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Protecting Paper Files
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ensure all files are protected in file cabinets and locked at end of each day
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Effective Appointment Scheduling
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vital to smooth functioning and success of the entire dental practice
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*see patients on time
*well balance patient load *dentist & staff able to make good use of time |
Goals for Effective Scheduling
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Appointment Control
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managed with computerized or manually scheduling
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Appointment Book Most Efficient Format
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so-called week-at-a-glance design
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Units of Time 10-15 & 30 mins
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increments used in planning appointment
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15 mins units
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most common unit of time used in dental
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4 basic elements to be outlined on daily schedule
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*office hours
*buffer time *meetings *holidays |
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Office Hours
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hours practice is open for business
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Buffer Time
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time reserved for emergencies
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Appointment Book Entry includes
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*name
*phone numbers work & home *procedure code *unit of time scheduled *pre-medication required |
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Recording Entries Sequence
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*make complete entry in app book
*write app card for patient *double -check, ensure info is correct on both |
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Appointment Card States
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day, date & time of next appointment
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Difficult Procedures are Scheduled
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in the mornings,
staff at highest energy level |
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Downtime
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waiting period between patients
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15 minutes prior to scheduled appointment
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new patients are asked to show up
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