Post-Visit Administrative Duties PDF

Post-Visit Administrative Duties effective communication among the primary care Patient Care provider, the patient, and any new or additional Team-based patient c...

Post-Visit Administrative Duties effective communication among the primary care Patient Care provider, the patient, and any new or additional Team-based patient care involves a partnership providers involved in the patient's care. between providers and patients to promote education and active participation in care. Every team member Resources and Procedures for Coordinating is responsible for providing quality care, with the common goal of ensuring that patients receive the Care and Outpatient Services right care from the right person at the correct time. Coordinating Care With Community Agencies This strategy necessitates communication among all Many services in the community can help patients. team members. Be aware of what services are available and provide contact information to patients who will benefit from them. Organizational brochures are usually free and Patients and Family Members readily available for distribution. Keep a list of In patient-centered health care, the patient and family community resources in an easily accessible location members play a more important role than in so that patients can receive information without traditional health care delivery. This type of delivery delay. Depending on the specialty of the practice, focuses on the wants and needs of the patient and lists can be organized by patient condition, age, or their family. The patient decides how they will be socioeconomic status. The Centers for Disease treated, what treatments will be used, the desired Control and Prevention (CDC) website includes outcome, and the education and counseling required resources that offer services in specific geographic to achieve these goals. Include family members and areas. Local hospitals' websites also provide caregivers in the process if they are involved and information about community outreach programs. have received the patient's permission. Effective Document all information provided to the patient in communication is critical to achieving full the health record to ensure continuity of care. participation from patients and their families. When this works, patients report fewer symptoms and better overall results. Patients are more satisfied with their Preventive Care overall care when they feel like they are working Preventive Medicine, Screening, and Wellness Care together with their doctor. Successful patient-family- Approved educational tools can help patients centered health care leads to fewer hospitalizations, understand the importance of preventive measures. testing, and treatments. As a result, health-care costs Prevention of illness, injury, and disease is a common have decreased. objective in health care. Educate patients on the importance of maintaining a healthy lifestyle, including preventive wellness and screenings, cancer Participate in the Transition of Care screenings, healthy eating counseling, mental health for Patients issues, and alcohol use reduction. Successful transitional care occurs when there is Reinforce the medical provider's recommendations appropriate coordination and continuity of quality in with education to increase the patient's willingness to health care as a patient moves from one provider to follow the advice they receive. Knowledge empowers another. A lack of communication between providers patients to make their own health-care decisions, about patient histories, medication therapies, and which can have long-term implications. overall patient needs is directly linked to an increased risk of rehospitalizations, adverse clinical events, Early detection of many illnesses and diseases results increased spending, and poor quality care. To address in a better prognosis and more proactive health care. these shortcomings, communicate clearly with the referring provider, other providers, and the patient. Educating patients on how to manage their own care and encouraging them and their family members to participate actively in health care decisions empowers them and increases adherence. The key is 305 Screening/Preventive Maintenance Timelines and Recommendations Bone Density Routine preventive maintenance is critical. Inform Screening for osteoporosis with bone measurement patients about age-appropriate screenings. The MA testing is recommended to prevent osteoporotic should be knowledgeable about the recommended fractures in postmenopausal women under the age of screenings for various diseases. The recommended 65 who are at an increased risk of osteoporosis, as screening times are based on adults with an average determined by a formal clinical risk assessment tool. risk. However, if the disease runs in the family, there may be an increased risk of developing it. Diabetes Adults with diabetes should have blood glucose tests Suggested regular screenings: every 3 years, or sooner based on their medical Blood Pressure history. Blood pressure risk factors include African American race, obesity, family history, and previous high blood Dilated eye pressure readings. Patients with a higher risk of eye disease should undergo a dilated eye exam. Examination Risk Breast Cancer factors include: Diabetes, African-American race, age A mammogram is an x-ray of the breast that helps over 40, and a family history of glaucoma are all risk detect cancer. The American Cancer Society factors. recommends that screening begin at age 40. An Abdominal Aortic Aneurysm Cervical cancer Ultrasonography is recommended for a single A Pap test is used to help detect cervical cancer. screening for abdominal aortic aneurysm (AAA) in Recommendations include every three years between male patients aged 65 to 75 who have ever smoked. the ages of 21 and 29. Screening every 3 or 5 years is recommended for patients aged 30 to 65 who have Hepatitis C had a Pap test and a human papillomavirus (HPV) An individual with risk factors should be tested. Risk test. factors include being born between 1945 and 1965, having received blood transfusions or organ Colorectal Cancer transplants prior to 1992, using injected illegal drugs, This is recommended starting at age 45 and can be and having chronic liver disease, HIV, or AIDS. done with a fecal occult blood test (FOBT) to detect blood in the stool or a colonoscopy. If the FOBT is HIV positive, a colonoscopy will be recommended. Clinicians should screen for HIV infection in adolescents and adults aged 15–65 years. Screening Cholesterol screening should also include younger adolescents and older Adults with a family history of high cholesterol may adults who are at a higher risk of infection. need to be tested more frequently. Additional screenings: Dental examination Alcohol use The American Dental Association recommends a Drinking in moderation entails a maximum of one dental exam and cleaning every year. Dental health drink per day for female patients and two drinks per can have a significant impact on a patient's overall day for male patients. Drinking more than the health. recommended daily amount may result in additional health problems. Lung cancer Adults aged 50 to 80 who have a 20-pack-year Nicotine or tobacco use smoking history and currently smoke or have quit Different tools can be used. Typically, questions are within the last 15 years should be screened for lung about current and past nicotine use. The emphasis is cancer on an annual basis using low-dose computed on whether tobacco products are used, what type, tomography (LDCT). how much per day, history of use, and quitting behaviors. 306  Patient Education About Nutrition and Drug Use Healthy Eating Drug use tools address non-medical use of Patient education can help to promote good health prescription medications and illicit substances. habits by teaching patients about the importance of Medical assistants must identify any prior or recent making healthy lifestyle choices like the ones listed drug abuse. below. Nutrition. The following are some common signs of substance Encourage limiting fat intake and consuming use disorder: enough fruits, vegetables, and fiber. Poor hygiene The American Heart Association's Heart-Healthy Changed eating or sleeping habits Diet suggests limiting sugary drinks, sweets, Loss of interest in favorite activities fatty meats, and salty or processed foods. Eating Exhibits high energy and sociability. foods low in sodium and consuming less than Shows signs of exhaustion, sadness, 2,300 mg of sodium per day can help lower nervousness, agitation, and negative emotions. blood pressure. Patients with diabetes should monitor their Symptoms may include missing school, work, or carbohydrate intake. Carbohydrates are broken appointments, excessive spending, slowed reaction down to glucose. Carbohydrates are measured in time, and paranoid thinking. grams. Tracking carbs consumed throughout the day can help patients better manage their Intimate Partner Violence diabetes, but it is a learning process. Domestic abuse is addressed in this screening for Exercise. both men and women. Controlling behaviors, physical and sexual abuse, and emotional or verbal Calorie intake and expenditure can impact weight. abuse are all examples of intimate partner violence. Regular exercise can help patients maintain their weight. Older adult safety It is recommended to engage in moderate to vigorous This tool assesses how safe an older person feels at aerobic exercise for 40 minutes three to four times home. This tool should check for abuse and neglect. per week to lower blood pressure and cholesterol. Ensure adequate sleep (7 to 8 hours per night). Depression Prevent tobacco and drug use. Various tools are used to screen for depression. The Limit alcohol consumption. Moderation is key to screening tools ask a question about moods, thoughts, alcohol consumption. Female patients can have and feelings. up to one drink per day, while male patients can have up to two. Promote safe sexual behavior. Educational and Community Stay balanced between work and leisure activities. Resources Follow medication regimens prescribed by the provider, including filling, taking on time, Research and provide information on understanding instructions, and being aware of community resources drug interactions or contraindications. Patients can access a variety of community resources that offer services and education. The MA will Recommend these guidelines to patients of all ages. inform patients about local community resources and Adopting healthy habits can help to reduce the risk of educational programs that can help them make certain illnesses. Healthy habits can be implemented preventive health and lifestyle choices. They can at any time in a patient's life to improve overall create a community resource library by compiling health. local lists of agencies that are available when needed. The resource library should contain the correct name, Community Resource Examples: address, web address, phone number, contact person, Assist with transportation to and from medical and any additional instructions. appointments and obtaining necessary medical equipment. 307  Adult day programs provide daily activities for is an issue, a referral to the local board of health can older adults. be made to help obtain the recommended Assistive living housing provides nursing care, immunizations needed to optimize health housekeeping, and meal preparation for older maintenance at a reasonable cost. Address these adults and disabled individuals. Patients must be issues privately, taking into account the patient's able to provide some care for themselves. current situation. Patients should be addressed Long-term care provides assistance for respectfully about their needs and how to best meet individuals who are unable to perform basic them. This can be a sensitive issue that must be daily activities independently. handled with caution. Ensure that the patient's Provide educational programs and support education and resources are documented in their groups for individuals with special needs. record. Low-cost medication programs help low-income individuals obtain necessary medications. Community health programs promote health and Community Resources for Non-Clinical well-being in the community. Services Patients frequently require the assistance of non- Resources for Clinical Services healthcare services in the community. Determine the needs of the medical office and create Some of these may include the following: a list of community resources that may be required. Food pantries and adult day programs. Use the internet and phone directory to look up the Transportation assistance. names, addresses, web addresses, and phone numbers Fitness programs of local resources like state and federal agencies, Access financial and income support resources. home health care providers, long-term nursing Employment programs and youth services. facilities, mental health organizations, and local Assistance with heating bills and weatherization charities. Find local agencies that provide food programs. services, substance abuse support groups, shelters for abused people, hospice care, Women, Infants, and There are numerous community resources in the area Children (WIC), as well as support groups for grief, that provide patients with necessary services for a weight management, and various diseases. variety of non-health-related needs. Address any assistance the patient requires, which broadens their Contact each resource to request business cards, resource base and contributes to a stronger individual pamphlets, and brochures. Compile a list of and community. community resources, including their name, address, phone number, email address, web address, and contact information. Include any information that Resources for Disabilities would be useful to the office. Update and supplement Intellectual disabilities can limit a person's ability to the information on a regular basis, at least once every care for themselves, communicate, and socialize. six months. Display the information prominently in Individuals who face these limitations may develop at the office and on the practice's website. Refer patients a slower rate than their peers. The resources include to community resources as needed. the following. Coordinate to Ensure Continuity of Care TASH promotes human rights and inclusion for individuals with significant disabilities and Assisting patients as they navigate health care can be support needs. a challenging task. This can include identifying National Disability Rights Network patients' financial, cultural, physical, and emotional Specialized instruction programs barriers and needs in order to meet their medical care The American Association on Intellectual and and treatment requirements. Collaborate with the Developmental Disabilities network. health care team and patients to remove barriers and The Arc provides programs, funding, and public ensure that patients receive timely care. Provide policy to help individuals achieve their goals. patients with caregiver resources, adult day programs, and addiction and substance abuse support Prepare ahead of time by researching local resources groups for patients and family members who require available to patients in the area. assistance. If immunizations are required but money 308 Facilitate Patient Adherence Setting Up Appointments Following "The Encounter" Barriers to Care When patients have completed their visit with the A patient's health can be negatively influenced by a provider, the MA will often assist them in answering variety of social, health-care, and genetic factors. any questions and providing additional information Personal, social, economic, and environmental as needed. Provide education and information about factors all have an impact on a person's health. When follow-up appointments, medication adherence, and discussing patient adherence with patients, discuss any referrals the patient has to outside resources. any barriers that may be preventing them from following the provider's treatment plan. Before the patient leaves, make follow-up appointments with the provider. Reminder cards, text message reminders, phone calls, and electronic Behavioral reminder systems are excellent tools for helping Decisions on diet, exercise, smoking cessation, and patients remember appointments. Before leaving the avoiding illicit drug use office, discuss medication education. This improves patient outcomes and ensures patient adherence. The Biological or Genetic patient must understand how and when to take their Sickle cell anemia, hemophilia, cystic fibrosis, medications at home, as well as how important they cardiovascular disease, and cancer are. If patients have trouble remembering to take their medications, they can be given a medication dosage box to separate them. Cell phone apps and timers can Environmental help people remember to take their prescribed Opportunities for work and education, access to fresh medications. Remind patients about the office's foods, exposure to crime and violence, and adequate prescription refill policy to avoid medication lapses transportation and missed dosages. Physical To ensure patient adherence, follow-up phone calls can be made to the patient to inquire about any The physical environment has a significant impact on questions they may have or to assist with any health, including weather/climate change, housing obstacles they may have encountered with and neighborhoods, work sites, and recreational medications or other treatments. settings like parks and green space, as well as exposure to toxic substances. Check-in with the Patient or Family Cultural Communication is the most effective method for Cultural factors include family and community promoting adherence. Depending on the patient's involvement in healthcare decisions, payment, illness preferences, this can be accomplished through phone beliefs, and perspectives on health, wellness, death, calls or e-mail via a secure server. The health care and dying. Complementary and alternative therapies; organization must always comply with HIPAA in all gender roles; relationships; beliefs about food, diet, forms of communication. The patient's medical illness, health, sexuality, fertility, and childbirth record should always be reviewed to determine who has been designated as an authorized individual to receive private health information on the patient's behalf. It is the patient's right to limit who receives Referral Forms and Processes information and to sign a release to provide Primary care physicians frequently refer patients to information to anyone they choose. specialists for additional diagnostics, testing, or treatment. Following the encounter with the provider, Follow-up communication is essential for promoting the MA will be responsible for facilitating the referral adherence and clarity of short- and long-term process. Some health care organizations keep a list of objectives. This follow-up allows the patient's specialists to whom they can refer their patients. questions to be answered and reduces anxiety or Before scheduling an appointment, check with the apprehension about new medications or treatments. specialist's office to see if they accept the patient's Answer any questions the patient might have. The insurance. Give the patient the name and phone patient feels cared for, and the provider is confident number of the specialist they are being referred to. In that the treatment plan is being followed. some cases, the MA will call the specialist's office to 309 schedule the appointment for the patient at check-out; Educational Delivery Methods, Instructional in others, the patient may wish to call and make the Techniques, and Learning Styles appointment. Always follow up with patients to ensure they have scheduled an appointment. Learning is the acquisition of new knowledge or skills through instruction or experience. Patient education aims to embed information in the patient's Educate Patients on Communicable long-term memory, but not everything will be picked up at once. Understand the various learning styles Disease Prevention and decide which is best for the patient. Patients can be taught preventive measures for communicable diseases to help reduce their exposure. Learning Styles Preventive measures are behaviors and actions that There are three main ways for people to obtain new help protect patients' health, such as covering one's information. Inquire about the patient's preferred mouth while coughing or sneezing and practicing learning method. proper hand hygiene, which includes handwashing Auditory learning involves hearing information. and using alcohol-based hand sanitizer. This can be accomplished by giving information verbally while the patient listens. One example is Understand which communicable diseases must be to read follow-up instructions to the patient reported to local agencies, as well as how and when while they listen to the MA. to do so in accordance with the health care facility's Kinesthetic learning is characterized by physical protocol. This is useful for detecting outbreaks and movement or task performance. This method of epidemics. learning entails both observing and performing the action. A return demonstration or an anatomical model that the patient can touch is Prevention of Transmission of the most effective way to demonstrate the skill Communicable Diseases required. A common example is showing how to Methods for preventing the transmission of use a glucometer to check blood sugar levels. communicable diseases include the following. Visual learning involves reading information and Using proper handwashing techniques viewing diagrams/graphics. Cleaning and disinfecting frequently used surfaces Educational Delivery Methods and Coughing and sneezing into the tissue or sleeve of shirt Instructional Techniques Avoiding sharing personal items There are numerous ways to educate patients. Obtaining recommended vaccinations Provide a quiet environment for the teaching session, Staying away from others when sick as distractions are harmful to learning. Speak at an Practicing safe sex appropriate pace, not too quickly or slowly, and maintain eye contact with the patient. Therapeutic Educate the patient on proper handwashing communication enables the patient to feel at ease and techniques and safe lifestyle practices, in addition to actively participate in the learning process. Give the ways that help identify signs and symptoms of patient written information to take home. Written infection or diseases. information should be in layman's terms, without medical jargon, and at the patient's appropriate reading and comprehension level. Communicable Diseases to Report Tuberculosis (TB) Understanding the patient's learning style aids in Escherichia coli (E coli) determining the most effective methods of providing Foodborne diseases information. Provide visual materials for those who Lyme disease learn by seeing, such as DVDs or approved online Hepatitis B, C, D, and E videos. Provide kinesthetic learning materials so that Human immunodeficiency virus (HIV) the patient can practice the skill. Active involvement Gonococcal infections allows the patient to take ownership of the skill they COVID-19 are learning. Demonstration followed by a return demonstration and repetition of the skill will help with information retention and allow the patient to 310 perfect the skill while receiving positive feedback. and hospital stays. Typically, these requests are Understanding the patient's preferences and learning submitted electronically to ensure a quicker response style can help determine which type of patient time. The forms should include the provider's education and coaching will be most effective. information, the patient's demographic and insurance information, a description of the requested service, Regardless of the patient's learning style or delivery the patient's diagnosis (including the ICD-10-CM method, it is critical to solicit feedback. This is code), and the relevant CPT codes/HCPCS codes. critical for determining the effectiveness of the Additionally, any additional information that justifies teaching session. Restating, repeating, and rephrasing the need for the service should be included, along the material is a way to assess the patient's with the proposed time for performing the service. understanding. Positive reinforcement reduces fear or resistance to learning information that is intimidating Precertification can be acquired by confirming the or overwhelming. patient's benefits and can be carried out while conducting the eligibility check. Precertification does not grant authorization for the service or ensure Acquire and Confirm Prior reimbursement as it does not ascertain the medical Authorizations and Precertification necessity. Utilization review is a procedure employed by payers Approval of the services requires the establishment to communicate with providers regarding policy of medical necessity. payments, benefits, and authorizations. Providers request predetermination, precertification, preauthorization, and referrals based on the payor's Referrals category and the specific services needed for the patient. Elective and expensive procedures, therapies, A patient has the right to ask their primary care diagnostic imaging, prescriptions, and laboratory provider to refer them to a specialist in order to tests may need to undergo utilization review before receive medical services. A referral is necessary they can be scheduled or provided. This encompasses when a patient is seeking services that are beyond the services such as performing a hip replacement scope of the primary care provider. surgery or supplying durable medical equipment like a walker. Referrals can be initiated through various methods, such as making a phone call, generating and sending Multiple insurance plans exist, and each operates them electronically through the Electronic Health according to its unique methodology. Acquire Record (EHR), or accessing the payer website or knowledge about the necessary criteria for achieving provider portal. Alternatively, a formal written the highest possible reimbursement. process may be required, depending on the policies of the third-party payer. The involvement of a third- The initial step of the procedure involves confirming party payer is crucial in deciding the appropriate eligibility. This will ascertain whether the patient course of action for a patient's referral, as the possesses health insurance coverage and will be reimbursement process depends on their specific eligible to avail the benefits throughout the intended policies. Several external payers mandate that the duration. The second step involves verifying whether patient arrange a meeting with their primary the patient's insurance policy includes coverage for healthcare provider to discuss the necessity of the proposed medical service. Finally, fulfill the obtaining a referral. insurance company's prerequisites to obtain authorization for providing the service to the patient. Following the visit, the medical assistant (MA) will aid in elucidating the process and protocol for Preauthorization and precertification confirm that the pursuing the referral. Additionally, they can aid in patient's health insurance provider has verified the scheduling the appointment for the patient. Referrals coverage of the service or has assessed the medical are classified as HIPAA exclusions for Treatment, necessity of the procedure and agreed that it is indeed Payments, and Operations (TPO) for compliance necessary. purposes. Therefore, a separate, signed release of medical information form is not necessary, unless the Prior approval is generally necessary for specific organization has a policy stating otherwise. medical procedures, therapies, diagnostic procedures, consultations with a specialist, non-urgent surgery, 311 Electronic Referrals appointments, bill patients, and for any other purpose involving health data, such as research. The The healthcare organization has the ability to healthcare organization's databases, which include electronically submit a request to refer a patient to a code sets and fee schedules, must be updated on a specialized medical provider. This can be regular basis. This information may include a charge accomplished by utilizing either the electronic health directory with a list of billable items, as well as the record or practice management software. Several appropriate codes and amounts to be billed. This external payers require medical providers to use a must be updated to reflect the current, correct designated electronic form when referring a patient. amounts. Spreadsheets or data analysis applications Certain third-party payers provide online access to can be used by health care organizations to compile the form on their website. Documentation would be data, sort it, and retrieve information for report provided to substantiate the medical necessity of the creation. referral. The patient health records would contain a duplicate of the request and subsequent follow-up of the referral. Data Entry and Data-fields Data entry fields are used in applications such as The electronic referral must be finalized on a secure electronic health records and project management platform and can only be transmitted via email or a systems. Each field must contain data that is secure service that employs encryption to prevent appropriate for the intended purpose. Fields may unauthorized downloading or viewing. include demographic information such as the patient's name, gender, address, and insurance information. The fields will be specifically configured to accept Additional Duties information, such as a birthdate with numeric characters and insurance information with Processing Office Mail and Faxes alphanumeric data. Some of the fields include drop- Receiving office mail and faxes is another down menus, which allow users to select from a list responsibility that requires proper follow-up. All of options. Drop-down menus can help to improve correspondence with vested members should be data accuracy because they prevent typographical handled professionally. When written correspondence errors. Reports can also be generated from the data is received by the health care organization, identify entered into the system, such as determining which the person or department who will follow up. Scan a patients are due for an annual wellness exam. copy of the correspondence and response into the patient's medical record, as this information is part of the legal record. Maintaining an Inventory Maintaining adequate supplies is critical. Maintaining Written correspondence can be created using a an office supply may appear to be a simple task, but template, which is a sample form that must be there is more to it than meets the eye. There are tailored to the specific reason for the contact. This procedures for ordering supplies and ensuring that the includes appeal letters, interoffice memos, faxes, and practice has what it needs. The supply chain refers to emails. The document must be HIPAA compliant, the methods used, the companies that provide the free of spelling errors, and grammatically correct. supplies, and the method by which supplies are Written communication is an accurate reflection of delivered. A supply chain is a relationship between a the health care organization. company and its suppliers that produces and distributes a specific product to customers. The ordering, receiving, stocking, and organizing of Enter Information Into Databases or supplies, as well as the documentation and Spreadsheets verification of correct amounts, is a complex process. Information must be entered correctly into the Supplies are typically ordered electronically from electronic health record. This data has an impact on suppliers. When placing an order, the MA will first the patient's overall health care and billing review the inventory supply log of office supplies to experience. When entering information into a ensure that the number of supplies ordered is medical practice database or spreadsheet, care must appropriate. The supplier's website will typically be taken. Health care organizations' EHR and contain all supply information, such as item numbers, practice management software include important prices, and descriptions. Some offices may request patient information in each section. This information is used to keep health records, schedule 312 that a supplier issue a printed catalog to keep on Activate and Facilitate Use of Patient Portals hand. Patient portals play a significant role in empowering patients to manage their health care records and Supplies are delivered in various ways, so not all choices. The patient portal allows them to access require a signature. If a signature is required, the supplier will send a form to ensure the proper their records, which include progress notes, lab results, radiology reports, immunizations, financial delivery of supplies. When supplies arrive, the MA will ensure that they match what was ordered and are responsibility, and medications. The patient portal's in the correct quantity. If any issues arise with the messaging feature allows the patient to contact the health care organization and schedule appointments supply delivered, notify either the practice manager directly. This is also known as the "digital front or the supplier directly. Delivery orders must be door." checked as soon as possible because they may When a patient begins receiving medical services, contain supplies that require refrigeration, such as they will be given a username and access code to log vaccinations. The practice can use an electronic into their patient portal. Only their information can be inventory system to log in and record items received. accessed via the code. The health care organization will also assist with log-in and navigation around the Stocking Supplies site. Do not store supplies in the shipping box because it was transported outside and may have carried germs Provide Technical Instruction for or insects into the building. Remove the supplies Telehealth/Virtual Visits and Troubleshoot from the shipping boxes and store them in the storage room. Issues Telehealth/virtual encounters are medical services When stocking supplies, some of the boxes can be delivered via a secure phone or video platform. The heavy. Use proper body mechanics when lifting medical provider and the patient are in different and/or moving boxes. locations but have a synchronous conversation. To diagnose and treat the condition, the doctor may ask The type of office and the number of patients seen questions, observe symptoms, and review objective each day typically determine the minimum number of data such as test results. Skin conditions, supplies required. The threshold (also known as the gastrointestinal symptoms, musculoskeletal aches and par level) is the minimum amount of inventory on the pains, and headaches are just a few examples. office's shelves before placing another order. It is Medical nutrition therapy and a variety of mental always preferable to have adequate supplies on hand health services can also be provided via telehealth than to go without. services, depending on payer. The health care team will determine the appropriate Telehealth visits can be carried out using a computer, levels of supply to have on hand, known as the par cell phone, or computer tablet. The MA will contact level. Inventory of clinical and administrative the patient to ensure that they have access and any supplies must be kept on hand to ensure that items necessary documentation to complete the visit, such are available when needed. This includes keeping as a list of current medications. Telehealth visits are track of current inventory and ordering when levels becoming increasingly popular because they reduce fall below the health care organization's acceptable geographical barriers, save travel time, and provide level. Administrative supplies may include paper, greater scheduling flexibility. pencils, and other clerical items. Clinical supplies include exam room table covers, bandages, and Access to telehealth/virtual visits can be hindered by equipment for injections, blood draws, and other technological barriers for all stakeholders. Some more detailed procedures. Always keep enough patients may not have access to the internet or supplies on hand, but avoid waste by having a large devices, or they may be unfamiliar or uncomfortable surplus. with telehealth technologies. Telehealth visits can be conducted via a secure patient portal platform, and Inventory should be verified on a regular basis, as per the MA can provide technical assistance and support policy. Document the item, the vendor, the price, and to the patient in logging in and verifying their how frequently the item may need to be ordered. settings. If a patient has chosen to see the provider via telehealth, be prepared to explain and inform the patient about the technology requirements for a 313 telehealth visit, and ensure that they are ready. In In order for any safety concerns to be addressed, many cases, patients who have a telehealth encounter there must be a process in place to report them. are given instructions on how to download a telehealth app, use the video tool, or log in for the visit via patient portal, text, or email. The patient may Inspection logs, schedules, compliance require assistance with a microphone or camera to requirements, and medical equipment complete the visit. The MA can also assist in service providers troubleshooting any issues that arise before or during the telehealth visit. Coaching and education can help Routine preventive maintenance on all administrative to overcome many technological barriers to telehealth and clinical equipment is recommended to ensure its visits. safety and proper operation. Administrative equipment includes printers, computers, copy machines, and fax machines. Clinical equipment may Participate in Safety Evaluations include electrocardiographs, centrifuges, blood glucose monitors, and electronic blood pressure The medical office must provide a safe environment machines. Some clinical equipment will require that reduces risk for everyone. Potential hazards must calibration checks; understand how and when to be addressed before they pose a threat to patients, perform them. This is documented in equipment medical providers, and other team members. Have a inspection logs, which also include a timeline for safety plan in place and conduct regular safety recommended and required maintenance. Internal evaluations. All members of the health care team inspections will be conducted, as well as contact with must be aware of the plan and the actions necessary the appropriate vendors to inspect as needed. These to address and prevent any concerns. The inspections will help to reduce the risk of injury in Occupational Safety and Health Administration the health care organization while also ensuring that (OSHA) is a federal agency charged with inspecting, the equipment is free of malfunctions. evaluating, and ensuring a safe working environment. 314