CCMA Administrative Duties 5

Question 1

A medical assistant receives a subpoena duces tecum for a patient's records. Which action is the most appropriate immediate response?

Accepted Answer

Notify the physician and office attorney before releasing any records, even if the subpoena appears valid

Answer

A subpoena duces tecum is a legal order requiring production of documents. Despite its legal force, the correct immediate step is to notify the supervising physician and the office's legal counsel before releasing records. There may be grounds to object, patient privilege considerations, or procedural requirements that must be addressed first. Releasing records without this step could expose the practice to liability.

Question 2

Under the False Claims Act, a medical assistant who discovers that a colleague has been routinely upcoding procedure codes on Medicare claims should FIRST:

Accepted Answer

Document the instances internally and report findings to the compliance officer or practice manager

Answer

The appropriate first step is to follow the practice's internal compliance protocol — documenting the findings and reporting to the compliance officer or practice manager. Jumping directly to an external regulatory body bypasses the internal chain of command and may violate organizational policy. Internal reporting allows the practice to self-audit, correct errors, and if necessary, voluntarily disclose to CMS — which can mitigate penalties. Direct OIG reporting could occur only if internal channels are unresponsive.

Question 3

A patient requests an amendment to their medical record under HIPAA's Right of Access. The physician reviews the request and believes the original documentation is accurate. What is the correct procedure?

Accepted Answer

Deny the amendment in writing within 60 days, explaining the reason, and inform the patient of their right to submit a statement of disagreement

Answer

Under HIPAA (45 CFR §164.526), a covered entity may deny an amendment if it determines the information is accurate and complete. However, the denial must be in writing within 60 days (with one possible 30-day extension), must explain the basis for denial, and must inform the patient of their right to submit a written statement of disagreement that will be appended to their record. The original entry must never be deleted or altered to conceal the original documentation.

Question 4

A medical assistant is setting up the appointment matrix for a new physician joining the practice. Which scheduling block should be established FIRST before opening any patient appointment slots?

Accepted Answer

Hospital rounds, surgical blocks, administrative time, and any recurring obligations that remove the physician from the office

Answer

When building an appointment matrix, non-negotiable time blocks that remove the physician from the practice — such as hospital rounds, OR time, administrative meetings, CME days, and other fixed commitments — must be blocked first. Scheduling patient appointments over these periods leads to overbooking, patient dissatisfaction, and provider burnout. Once these anchor blocks are in place, the remaining time can be structured for various appointment types.

Question 5

During a year-end audit, it is discovered that accounts receivable (AR) has a credit balance of $1,200 for a self-pay patient who overpaid two years ago. The patient cannot be located after multiple documented attempts. What is the correct handling of this credit balance?

Accepted Answer

Report and remit the unclaimed funds to the state's unclaimed property (escheatment) program according to state law

Answer

Unclaimed credit balances — including patient overpayments — are subject to state escheatment (unclaimed property) laws. After a statutory dormancy period (which varies by state, commonly 1–5 years), the funds must be reported and remitted to the state's unclaimed property division. Failing to do so constitutes a violation of state law. Writing off the balance as income, holding it indefinitely, or applying it to another account without proper authorization are all improper and potentially fraudulent actions.

CCMA - Certified Clinical Medical Assistant Practice Test

CCMA - Certified Clinical Medical Assistant Practice Test

CCMA Administrative Duties 5