Administrative Office Procedures Flashcards

Which scheduling method assigns specific appointment blocks to particular types of visits, such as physicals in the morning and follow-ups in the afternoon?

Answer: Cluster scheduling

Cluster scheduling groups similar appointment types into designated time blocks to improve workflow efficiency.

When a patient calls to cancel an appointment, the medical assistant should FIRST:

Answer: Offer to reschedule the appointment

Offering to reschedule ensures continuity of care before documenting or asking for reasons.

Which document authorizes a third party to act on a patient's behalf for healthcare decisions?

Answer: Durable power of attorney for healthcare

A durable power of attorney for healthcare designates a healthcare proxy to make medical decisions when the patient cannot.

The term 'superbill' in a medical office refers to:

Answer: A combined encounter form listing diagnosis and procedure codes for billing

A superbill (encounter form) lists ICD and CPT codes used to generate insurance claims after each patient visit.

When filing medical records alphabetically, which name is filed FIRST?

Answer: San James, Robert

In alphabetical filing, 'San James' precedes 'Saint James,' 'Santana,' and 'St. James' because 'San' sorts before 'Sai' and 'San' and 'St' is treated as 'Saint.'

Which type of appointment scheduling allows the first patient to be seen at the start of the hour and subsequent patients every 15 minutes?

Answer: Stream (fixed interval) scheduling

Stream scheduling assigns each patient a fixed time slot at regular intervals throughout the day.

A patient requests copies of their medical records. Under HIPAA, the practice must fulfill this request within:

Answer: 30 calendar days

HIPAA requires covered entities to provide patients access to their records within 30 calendar days, with a possible 30-day extension.