Administrative Procedures Flashcards

A patient calls to cancel an appointment 30 minutes before the scheduled time. What is the BEST action for the medical assistant?

Answer: Document the cancellation, offer to reschedule, and try to fill the open slot from the wait list

Cancellations should be documented, rescheduling offered, and the slot filled when possible.

Which scheduling method books multiple patients at the same appointment time, with the provider seeing them in order of arrival?

Answer: Double booking

Double booking assigns more than one patient to the same time slot.

Under HIPAA, how long must covered entities retain required HIPAA documentation such as privacy policies?

Answer: 6 years

HIPAA requires documentation to be retained for 6 years from creation or last effective date.

A patient's insurance claim is returned because the diagnosis code does not support the procedure performed. This is called a:

Answer: Medical necessity denial

A medical necessity denial occurs when the diagnosis does not justify the service billed.

Which type of filing system uses the last digits of a patient's chart number first to distribute records evenly across shelves?

Answer: Terminal digit

Terminal digit filing reads the last digits first and spreads records evenly across the file.

What is the correct way to correct an error in a paper medical record?

Answer: Draw a single line through the error, write 'error', then initial, date, and add the correction

A single line with initials and date keeps the original entry legible and preserves legal integrity.

Which document must a patient sign to allow release of their health information to a third party not involved in treatment, payment, or operations?

Answer: HIPAA authorization form

A valid HIPAA authorization is required for disclosures outside treatment, payment, and operations.