AAMA AAMA Administrative Office Procedures 2 — Questions and Answers
Question 1: Which type of appointment scheduling allows patients to arrive without a scheduled time and be seen in order of arrival?
- Open hours (Correct answer)
- Wave scheduling
- Cluster scheduling
- Double booking
Correct answer: Open hours
Open hours (or open booking) allows walk-in patients to be seen on a first-come, first-served basis without appointments.
Question 2: What is the correct order for filing a patient record alphabetically when the last name is 'St. Claire'?
- Saint Claire (indexing the prefix as part of the name) (Correct answer)
- St Claire (dropping the period)
- Claire St (reversing the name)
- S Claire (abbreviating the prefix)
Correct answer: Saint Claire (indexing the prefix as part of the name)
When indexing names with prefixes like 'St.', the prefix is treated as part of the surname unit and not abbreviated or dropped.
Question 3: A tickler file is BEST described as:
- A chronological reminder system for future tasks and follow-ups (Correct answer)
- A file for patients who frequently cancel appointments
- A system for filing insurance rejections
- An alphabetical index of patient accounts
Correct answer: A chronological reminder system for future tasks and follow-ups
A tickler file is a date-based reminder system that prompts staff to complete tasks (e.g., follow-up calls, renewals) on specific future dates.
Question 4: Which document gives a person legal authority to make healthcare decisions for a patient who cannot make them?
- Healthcare proxy (durable power of attorney for healthcare) (Correct answer)
- Living will
- Informed consent form
- Advance beneficiary notice
Correct answer: Healthcare proxy (durable power of attorney for healthcare)
A healthcare proxy or durable power of attorney for healthcare designates someone to make medical decisions on behalf of an incapacitated patient.
Question 5: What is the standard retention period for adult patient medical records recommended by most states?
- 7–10 years (Correct answer)
- 1–2 years
- 25 years
- Indefinitely
Correct answer: 7–10 years
Most states recommend retaining adult patient medical records for 7–10 years from the date of last service, though requirements vary.
Question 6: When answering the telephone in a medical office, the medical assistant should FIRST:
- Identify the office and themselves by name (Correct answer)
- Ask the caller to hold
- Request the caller's date of birth
- Transfer the call to the physician
Correct answer: Identify the office and themselves by name
Proper telephone etiquette requires identifying the practice and yourself immediately so the caller knows they reached the correct office.
AAMA AAMA Administrative Office Procedures 2
Which type of appointment scheduling allows patients to arrive without a scheduled time and be seen in order of arrival?