Medical Office Administration Flashcards
(218 cards)
1
Q
BP
A
Blood pressure
2
Q
C/o
A
Complain of
3
Q
EHR
A
Electronic health record
4
Q
EMR
A
Electronic medical record
5
Q
ESL
A
English as secondary language
6
Q
FU or f/u
A
Follow up
7
Q
I & D
A
Incision and drainage
8
Q
Inj
A
Injection
9
Q
Lab
A
Laboratory
10
Q
NP
A
New patient
11
Q
NS
A
No show
12
Q
NSF
A
Nonsufficient funds
13
Q
PCP
A
Primary care provider
14
Q
Pt
A
Patient
15
Q
Re
A
Recheck
16
Q
Ref
A
Referral
17
Q
Rx
A
Prescription
18
Q
S/R
A
Suture removal
19
Q
TC
A
Telephone call
20
Q
US
A
Ultrasound
21
Q
W/o
A
Without
22
Q
Safety hazard prevention
A
Floor should be free of any area rugs, electrical cords, should have wide enough areas to have good office traffic flow
23
Q
Patient records
A
Print out list of patient to be seen next appointment day
- review content of chart
- organize charts by need for day office visit
- arrange chart in order which patient are to be seen
- have one list for physician
24
Q
Supplies
A
Front office area and examine room should be checked and replenished with all regular supplies for given morning, afternoon or evening
-order supplies when low
25
Community resource
Office should have up to date list of local organization that support health needs, with address, telephone numbers and other contact information
26
Laboratory equipment
Perform quality control test, log results for certain lab machine
Ensure equipment ready for use
27
Examination room
Prepare areas for cleanliness and neatness
28
Answering service/voice mail
Retrieve, document, respond to message left after office hours from previous day
29
Office equipment
Some equipment should be turned on for the day
30
Reception and front office
Areas need to be prepared for cleanliness and neatness
31
Ergonomics
Design for effectiveness, safety and comfort
| -space, furnishing, equipment should incorporate good ergonomics
32
Photocopier
Office machine duplicates hard copy of document and images
33
Fax machine
Electronic equipment scan copies of document and send them from one location to another over telephone
- also receive documents
- need to be located an area inaccessible to public to maintain confidentiality of transmitted information
34
Scanner
Convert hard copy into format of computer can read
35
Computers
Electronic device for storing and processing data
36
Minicomputers
Functions as a server that stores shared information from other PCs in network setting
-larger than PC
37
Personal computer
3 types of personal computers commonly used in offices
38
Desktop
Most common
| -sit on desk or workstation and use separate keyboard, mouse, touch pad as input devices
39
Laptop
Small, portable computer- includes: screen, keyboard, track pad or track ball (replace mouse)
- weigh less than few pounds
- can operate on battery or AC adapter
- commonly used in exam rooms to input data into EMR system
40
Tablet
Small, flat computer with touchscreen
| -smaller, more portable than laptops
41
Hardware
Comprises of physical parts of computer, including internal piece
42
Software
Installed programs, applications enable computer to perform specific task and functions
-computer operating system: starts and control computer
43
Mouse
Input device
- pointing and scrolling device
- use for moving cursor on computer screen
- for moving screen windows
- laptops use trackballs, touch pads
- tablets use touchscreen
44
Keyboard
Most common Input device
| -resemble typewriter, but additional function keys, arrow keys, numerical keypad
45
Monitor
Output device
- television like screen, shows open programs
- programs: image software, word processing, information management, email, internet browsing program
46
Printer
Output device
- produce hard copies on paper
- of document and images from computer
- laser printer produce highest quality, more expensive ink jet printer
47
Flash drive
Portable device for temporary storage of files with built in Universal Serial Bus (USB) that connects and plugs into computer
48
Health card scanner
Device automates archiving process and transfer image of medical and insurance card into electronic forms
49
Network
2 or more computers can be connected to each other in a network
-allow sharing of files, information
50
Virtual private network (VPN)
- Encrypted network use internet to connect 2 or more computer systems
- security methods used on VPN ensure data protection
- allow physician to view confidential patient records from various locations
51
Local area network (LAN)
- group of computers linked together directly with wires or wireless connection
- LANs limited to computers within an office or building
- less secure than VPN
52
Antivirus software
Protect computer from malicious files: virus, malware, spyware
- scan files and software to destroy and remove threats to system
- automatic and manual
53
Backup
Action prevents loss of files when hard disk fails
| Done end of business day to store day entries
54
Bit
Smallest unit of data a computer uses to operate or display information
55
Byte
Describe unit of data having 8 bits
| Each byte represents characters: letter, number, symbol
56
CD-R
Compact disk for one time recording and storage
57
CD-RW
Compact disk for recording and storage of data
| Can be erased and reused
58
CPU (central processing unit)
Computer brain
- microprocessor interprets and executes program data
- most important computer hardware
59
Cursor
Arrow seen on screen indicate position of mouse
| Blinking line indicate position where next character keyed will appear
60
Database
Collection of related information used as foundation which information may be retrieved
61
Disk drive
Device reads data or software from CD or DVD
62
DVD
Optical storage disk similar to CD can hold more data
63
Email
Message sent and received almost instantly by digital network
-operates in real time
64
Firewall
Security system protects network or computer from damage from unauthorized users
65
Gigabyte
Unit of storage representing 1 billion bytes
66
Hard copy
Printout of document seen on computer monitor
67
HTML
Hypertext markup language
| Code determine structure and layout of web document
68
HTTP
hypertext transfer protocol
- Protocol defines how message are formatted and transmitted across internet
- determine what web servers and browser do in response to commands: entering a search term
69
Icons
Small graphic symbol use as visual representation of files, menu function, or application software
70
Menu
Display choice of available functions
71
Modem
- Communication device allows one computer to connect to another
- internet through telephone or cable lines
72
Optical character recognition
OCR
| Optical scanning software converts text on printed page into text, can be used in word processing software
73
Operating system
Software provides needed instructions to computer to function
-starts working when computer turned on
74
Password
Combination used to verify have permission to access a computer or computer system
- assigned to each employee
- management use to track employee computer activity
75
Purging
Act of removing unnecessary old date from hard drive or disk drive
76
Random access memory
RAM
Temporary memory program use to speed up retrieval of operating data
-with more can run more complicated software programs more quickly
77
Read-only memory
ROM
Permanent, unchangeable basic operating instruction
-needs these instruction to function
78
Terabyte
TB
| -used to represent 1000 gigabytes
79
Universal Serial Bus
USB
| -standardized cable and plug use to connect computer peripherals to computer
80
Wide area network
WAN
- Spread across large geographical area than LAN
- usually connected by telephone lines
81
Annotate
- Underline, highlight significant word and key points
| - can identify anything in mail that needs response, can be reminders, comments, suggestion for action
82
Postage meter
- Machine prints postage, cancellation marks, dates directly onto envelope or package label
- connected to scale to weigh
- office must purchase amount of postage each machine can print, programmed into machine by U.S. postal service
83
Physician personal mail
If marked personal, should be opened by physician only
84
First class
- Weighs 13 oz or less
- max size for envelope: 15 in long x 12 inch high x 3/4 inch thick
- max size for package: 108 inch in combined length and distance around thickest part
- number 10 envelope, postcard, green diamond bordered
- must be rectangular
- 2-3 day delivery
85
Priority mail
Max weight 70 lbs
| Package can be tracked
86
Parcel post
Standard post
- max weight 70 lbs, 130 inches combined length, distance around thickest part
- 2-8 day delivery
- books, catalogs, general merchandise
87
Certified mail
Guarantee delivery of item
| -on delivery postal carrier obtains signature of receiver
88
Registered mail
Addition to delivery confirmation, this includes insurance and additional security service for high dollar value or irreplaceable items
-placed in locked box
89
Express mail
Next day delivery if sent by 5pm
- can weigh up to 70 lbs
- have proof of delivery
- may be insured up to $100
90
Special delivery
Delivered as soon as possible once reaches post office for final delivery
91
Private delivery services
Federal express, united parcel service, DHL, smaller courier service offer faster, more secure delivery
92
Record ownership
-treating physician owns record material
-patient owns information in record
Record use to provide: best medical care, statistic, liability case defense, quality of treatment assessment
93
Record retention
- Kept for 7-10 years for adults
| - 7-10 years from reaching age of majority for minors
94
Active files
Most often, patient treated within last 6 months to 3 years
95
Inactive files
Not been treated within last 6 months to 3 years
96
Closed files
Patient not expected to return
| -moving, age limit in pediatric, death
97
Release of records with authorization
Allow sending of record copies to designated physician
98
Release of record without authorization
May be release due to life-threatening circumstances
99
Medical or accounting record error correction
- draw line through error
- write correct data above or below, add date/ time / initial
- do not attempt to erase or use correction fluid
- medical records are legal documents
100
Problem-oriented medical record
POMR
- problem numbered
- include database: demographic (name, address, date of birth, health insurance, contact info), profile history, chief complaint, case conceptualization, past assessments, test results, treatment plans, procedure, medication, instruction, progress notes, continuous care notes
101
Source oriented medical record
SOMR
- record divide into section: lab, progress notes, physical exam, consultation reports
- each section arranged in chronological order: most recent is on top in each section
102
Subjective objective assessment plan
SOAP
- subjective: information given by patient, symptoms not seen, heard or measured
- objective: signs read in test results; results are heard, measured, observed
- assessment: finding combine subjective and objective information into probable diagnosis
- plan: treatment based on diagnosis (medication, further test, education or therapy
103
Electronic medical record
- software used to create and use records
- usually works with practice management
- includes: demographics, insurance and billing information, previous medical history, current condition, treatment, progress
104
Advantage of electronic medical record
- efficiency: reduce medical errors
- accessibility: security ensured with use of password
- speed: information available quickly
- productivity: provider may access patient information
- legible: information is typed into medical record
105
Disadvantage of EMR
- initial cost
- time investment: training
- operational task
106
Electronic health record
Information created and managed in format which allows to be shared nationally with other authorized healthcare providers due to interoperability
107
Direct filing
Alphabetical
- first indexing unit: last name
- second: first name
- third: middle initial
- fourth: title, suffixes
108
Indirect filing
Numerical
- use terminal digit
- read from right to left
- provides highest confidentiality
- used in large clinics and hospitals
109
Color coding
Easy retrieval, lessen number of misfiled files
110
Subjective
Topic arranged alphabetically
111
Tickler
Chronological file arranged by date and time, set as reminder to perform task
112
Inspecting
Making sure physician indicate chart was reviewed, required actions were done
113
Indexing
Determine where each document needs to be filed within chart
114
Coding
Highlighting name/subject of document
115
Sorting
Using alpha method to subdivide document to be filed in charts
116
Storing
Place document in proper chart, within proper section of chart, proper chronological order
117
Physician preference
First consideration in creating practice scheduling system is physician preference
118
Matrix
Blocked-off time slots during no appointment are scheduled
| -completed before scheduling any appointments
119
Buffer times
Certain times slots left infilled until that day in office
| -more needed on Monday and Fridays
120
Missed OV
Document in medical record, make notation in day schedule planner
121
Cancellation
Document in medical record, make notation in day’s schedule planner
122
Open hours (tidal)
- first come first serve
| - common in urgent cares
123
Wave
- 4 patients seen per hour
| - all scheduled for top of hour, seen in order of arrival
124
Modified wave
- 1 hour frame: 2 patient given own specific time
| - 2 arrive at same time
125
Clustering
- same type of office visits all scheduled in same block
- higher efficiency and speed
- grouping
126
Double booking
- 2 or more patient schedule with same physician at same time, overbooking
- not good schedule planning, cause many delays
127
Stream
- each patient given own specific time
- most common method of scheduling
- time specified
128
Bookkeeping
Day by day detailed recording of business transaction
| -part of accounting process
129
Balance
Difference between fee charged and payment made toward that fee
130
Charge
Fee incurred for provided service
131
Credit
Payment made toward debt owed
132
Credit adjustment
Dollar amount written off
- deference between amount charged and amount allowed by insurance carrier
- may be result of provider participating with insurance plan
- may be result of discount given due to special circumstances
133
Credit balance
Overpayment, often when payment are made from different sources
134
Debit
Debt, money owed to others
135
Disbursement
Money sent from a business as payment for what is owed to others
136
General journal
Day sheet
| -detailed chronological record of service given, charges and receipt
137
Liabilities
Money owed to others
138
Posting
Act of recording information
139
Super ill, encounter form, charge slip, statement
- contains diagnosis, procedure, service performed, patient insurance information, provider information and signature
- may be used to bill insurance
140
Transaction
Any financial exchange, such as service provided for a fee
141
Accounting
Process of keeping summaries made from daily bookkeeping entries to provide office with financial information about business
142
Accounts payable
Monies owed by business
143
Accounts receivable
Monies owed to the business from patient
144
Account receivable control
Total money owed to practiced at close of each day
145
Accrual basis
Sold items are considered income, even if they have not been paid for at the time
146
Cash basis
Charges entered as income once payment is received for services
-medical office use this system
147
Double entry
Method of accounting based on following: assets = liabilities + capital
- entry listed twice, based on each transaction
- CPA and special trained bookkeeper use this form of account
- detect errors easily
148
Assets
Possession of value
149
Liabilities
Debt owed by office
150
Equities
Rights to assets, portion of assets that is paid for
151
Patient account ledger
Used to record, maintain an account of each patient financial transaction
-ledger can either be paper or on computer
152
Single entry system
Method of accounting in simplest form.
- not self-balancing due to simple summaries listed once only for patient ledger, general ledger, checkbook
- finding error may be difficult
153
ABA number
Identify exact bank location of check origin, located upper right side of checks
154
Bank draft
Check written by bank against its funds in another bank
155
Cashier’s check
Bank’s own check, signed by bank representative
156
Certified check
- Payer’s own check, officially stamp by bank
- guarantee available funds by setting check amount in account aside
- payee is assured of payment
157
Limited check
Has time limit (90 days), preprinted for max amount limit
158
Magnetic ink character recognition code
Magnetic ink code printed across bottom of check
- used by bank for sorting checks
- part of code is ABA routing number
159
Money order
- Type of guaranteed payment is purchased in cash for small fee
- safe way to send money
- especially when someone does not have a checking account
- purchased at post office, bank and some stores
160
Online payment
Form of banking available on internet
- online bill paying account established with bank or other business
- payment for single bill accepted directly
- payment for monthly bills made automatically when bill due
- banking available 24 hours
- transaction accomplished in seconds
161
Overdraft, non-sufficient funds
Money in checking account too low to cover check amount (bounced check)
162
Payee
Person, practice or company to whom check is written
163
Payer
Person who signs check to release money to payee
164
Power of attorney
In term of banking: written authorization grants a person the legal rights to handle financial matters of another person
165
Third-party check
Check not originally written to party receiving it
- check written by unknown party to payee
- if bounced check, it would be very difficult to track the originator of check
- only accept insurance check written to patient as payment
166
Traveler’s check
Check purchased at face value from issuing bank for small fee
- protected against theft or loss
- often used when traveling
- available in small or large denominations
167
Endorsement
Signature on back of check that may or may not have more information noted below signature
-name of last endorser of check shows who last received the money
168
Blank endorsement
Most common
| Signature only
169
Restrictive endorsement
“For deposit only” stamped on check back
170
Limited endorsement
“ pay to the order of” followed by signature of patient paying
171
Qualified endorsement
‘Without recourse” use by lawyers accept checks from clients
172
Voucher checks endorsement
With detachable part giving payee additional information
173
Accounts payable
Money owed by medical practice
174
Accounts receivable
Money owed to medical practice or medical practice income
175
Age analysis
Age of accounts receivable
| -tracks age of debt by assigning accounts receivable into categories
176
Balance sheet
Record of total assets, liabilities, capital of business for specific date
177
Bank statement
Record of all checking account financial transaction
| -display processed deposits, interest earned, service charge over specific time frame
178
Checkbook
Book of blank checks with a log for recording written checks and deposits
- summary of receipts: deposits are recorded in log
- bills are paid from checking account
179
Disbursement record
Summary of money paid over a specific time period
| -shows each amount paid out, date/check number, category of payment
180
Payroll record
Kept separate from other payable due to necessary tracking of each employee gross income and withholds
181
Petty cash
Money used to pay for small, unexpected office expenses
- kept separate from business office accounting
- usually no more than $200 at any time
- funded by office own checking account
182
Reconciliation
Balance checkbook with bank statement
- start with bank statement balance
- add deposit not seen on bank statement
- subtract outstanding checks not seen on statement
- remaining dollar amount should be checkbook balance
183
Accounts receivable ratio
Measure speed at which outstanding balance are paid
| -begins from day billing is sent to when payment is received
184
Cash flow statement
Display all expenses and income activity within time frame
- plus depreciation and liabilities
- show account balance and cash on hand from start to end date
- reflects amount of money available to cover expenses, to invest, or take profit
185
Collection ratio
Calculation measure effectiveness of office billing system
186
Statement of income and expense
Profit and loss
| -summary of all income and expenses for a time period
187
Trial balance
Checks accuracy of accounts to ensure book are in balance
- account receivable control should match total of all patient account receivable ledger
- total amount of checks written should equal total of disbursement
188
Office policy manual
Information for employee regarding office operation, policy and regulations, workplace laws
- should always be read, periodically reviewed
- includes: mission statement, sexual harassment, confidentiality, patient rights, office organizational chart, position interviewing/hiring/firing, sick leave/ vacation, personnel evaluation, dress code, staff meeting, workflow and office maintenance
189
Procedure manual
Contains description of situation and task
| -included sections: job description, step by step guid for each procedure given position and situation handling
190
Office meeting
-held weekly or monthly as needed or preferred to correct situation and share information affecting office practice, performance and procedures
191
Meeting agenda
Focus meeting using orderly list of items to be discussed
192
Meeting minutes
Official record of meeting proceeding
- assist attendee with decision or suggestion for next meeting
- must be approved by motion
- content: name of committee, date, time, type of meeting, member present, items of business discussed, motion made, approved/rejected, adjournment time, next meeting date if any
193
Inventory
List of in stock supply items and piece of equipment
- ordering, storage, usage of equipment / supply are tracked
- reason: stocking-avoid running too low on important supplies, depreciation-5 year period for large, durable equipment piece, Damage/theft- reporting to manufacturers or police
194
Office equipment inventory
Listed by date of purchase, serial number, service dates and warranties
195
Inventor of equipment and supplies
Include: general supplies, administrative supply, clinical supply, capital equipment
196
Maintenance agreement
Made for periodic upkeep of computers, copiers, fax machine, autoclave, microscope and other equipment
197
Replacement
Usually occur as part of maintenance agreement
| -office pays for replaced part not labor
198
Warranty
Document sent to manufacturers on receipt of equipment
- ensure replacement of defective parts and equipment
- usually has replacement period up to 1 year from purchase
199
Service contract
Agreement provide repairs when called on contracted time period after warranty has expired
200
Invoice
May be included with delivered items
| -display amount due for each item
201
Packing slip
Included with product delivered
202
Statement
A bill for all invoices delivered in 1 month
203
Gross
Total amount earned in pay period before deduction made
204
Payroll
Must be kept for at least 4 years for internal revenue services purposes
205
Net
Earned income after deductions made
206
Salary
Fixed amount paid to employee regardless of hours worked in pay period
207
Wages
Earnings paid based on hourly rate
| -if worked more than 40 hours a week, 1.5 times hourly wage paid for each overtime hour worked
208
Deduction
-federal income tax, social security tax (FICA), Medicare tax, state tax
209
Employer tax ID number
EIN
| Each employer must have this number for reporting federal taxes
210
Federal withholding
Money withheld from employee gross earning to pay federal income tax
-employer deposit money into tax lability account
211
W2
Federal tax form given to employees by January 31
| -details of previous year wage
212
W4
Employee withholding allowance certificate.
- complete by new employee before first pay period
- number of tax exempt
- kept in personnel file, updated annually or any time changes occur
213
W3
Transmittal of wage and tax statement list employers name, address, EIN
- document a summary of employee earning, FICA, and federal tax withheld
- employer send it to social security administration with government copies of W2 forms
214
Federal insurance and contribution act
FICA
| -social security and Medicare percentage of income withheld from paychecks
215
Deposit requirements
Employer required to deposit FICA percentage to federal deposit account in federal reserve or authorized bank each month
216
Dollar amount due
Employer pays federal tax withheld plus double the FICA tax withheld
217
Form 940 FUTA
Federal unemployment tax act
- percentage of paycheck goes to unemployment fund
- not deducted from gross income
- paid annually to IRS
218
Form 941
Employer quarterly federal tax return report federal income tax and FICA tax withheld from paycheck
- due within 1 month after each quarter
- April 30, July 31, October 31, January 31
