Questions and Answers
List five activities that the MA must perform to open the office.
Disarming the alarm system; turning on the lights; unlocking the door through which patients enter; unlocking file cabinets, medical record files, and medicine cabinets; turning on machines that will be used all day (e.g., computer, printer, copier).
How does the MA prepare the telephone system for patient calls at the beginning of the day?
The MA must switch the telephone from the night message to the day message or electronic routing system. If the office uses an answering service, the MA must also call the service to tell them that the office is open. The MA then listens to any messages and records the information.
How should the MA prepare for the day's activities in the medical office?
By reviewing the appointment schedule and the entries in any task organizer system (electronic or tickler file).
If an office uses paper medical records, how are they prepared before patients arrive?
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What should the MA do to be sure the waiting room is ready for patients?
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How does the MA check equipment and prepare supplies at the beginning of the day?
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List seven tasks that the MA should perform when closing the medical office.
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How does the medical office identify which patients have arrived for appointments?
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What is the function of a sliding glass window between the reception desk and the patient waiting area?
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Identify at least three statements or forms that a new patient must sign before being examined by the physician.
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What is required by the HIPAA legislation related to notifying patients about privacy practices?
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How does the MA verify a patient's identity and insurance information?
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When does a patient need a written or electronic referral form?
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What information is included in a written or electronic referral form?
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What information must be obtained from an established patient who is checking in?
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What is a copayment, and when is a copayment usually collected?
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What are at least eight pieces of information about a medical practice that might be found on a website or in an informational brochure?
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What are three reasons that a physician might not be accepting new patients?
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Study Notes
Office Opening Procedures
- Disarm alarm system, turn on lights, and unlock entrance doors.
- Unlock file cabinets, medical record files, and medicine cabinets.
- Activate machines used throughout the day (e.g., computers, printers, copiers).
Telephone System Setup
- Switch telephone from night message to day message or electronic routing.
- If using an answering service, notify them the office is open.
- Listen to and record any messages received.
Daily Activity Preparation
- Review appointment schedule and task organizer to identify special tasks and changes.
Preparation of Paper Medical Records
- Pull paper medical records based on the day’s schedule and arrange them by appointment time.
- Organize charts for each physician at the front desk or in their office.
- Attach preprinted charge slips to medical records as needed.
Waiting Room Readiness
- Ensure waiting room is clean and organized; magazines and brochures should be neatly arranged.
- Clean and store children’s toys appropriately.
- Turn on audiovisual systems like DVD players or televisions.
Equipment and Supply Check
- Perform a visual safety check of all areas to eliminate hazards.
- Restock examination rooms and clean as necessary, ensuring all equipment is operational.
- Check and empty biohazard waste containers following proper protocols.
Office Closing Tasks
- Confirm backup of computer files and prepare bank deposits.
- Turn off all equipment except for the fax machine and check for incoming faxes.
- Change telephone message to night mode and secure the building by locking doors and cabinets.
Patient Check-In Process
- Patients usually check in at the reception desk; a sign-in sheet may be utilized if needed.
- Sign-in sheets should have adhesive strips for easy patient management.
Sliding Glass Window Functionality
- Prevents noise distraction between waiting patients and reception staff, enhancing confidentiality and focus.
New Patient Forms
- New patients must sign consent for treatment, insurance information release, and the direct payment assignment to the physician.
- Patients acknowledge receipt of HIPAA privacy practices notification.
Patient Identity and Insurance Verification
- Verify identity using two forms of ID and insurance card photocopy.
- Insurance verification may involve calling or faxing for coverage confirmation.
Referral Requirements
- Patients typically need a written or electronic referral to see specialists outside their primary care provider under managed care insurance.
Referral Form Information
- Includes the primary care provider's name, reason for referral, number of authorized visits, and relevant medical history.
Established Patient Check-In
- Confirm if there are changes to the patient’s address or insurance.
- Photocopy new insurance cards if necessary.
Copayment Collection
- A copayment is a fixed fee collected during each office visit for medical treatment.
Medical Practice Information Availability
- Practice details on websites/brochures may include physician credentials, specialties, accepted insurance, and appointment policies.
- Provide office location, contact information, and medication refill procedures.
Reasons for Not Accepting New Patients
- Physicians may decline new patients due to retirement plans, reduced schedules, or maintaining quality care for existing patients.
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Description
Test your knowledge on the essential activities a Medical Assistant (MA) must perform to prepare for patient reception. This quiz covers key tasks such as office setup, telephone system preparation, and more. Perfect for those studying healthcare administration and MA duties.