c h a p t e r 10 medical office management. copyright © 2008 thomson delmar learning, a division of...
TRANSCRIPT
C H A P T E RC H A P T E R
1010 Medical Office Management
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10 - 2
Safety, Security, and Emergency Plans in the Medical Office
11U N I TU N I T
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10 - 3
Safety in the Reception Room
Observe the condition of the furniture. Check the state of the electrical cords. Look for burned-out light bulbs. Check the condition of the carpet and
make sure the aisles are clear.
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10 - 4
Hazards in the Receptionand Business Area
Magazines and toys can lead to trip and fall injuries.
Electrical cords can lead to fires or trip and fall injures.
Open file drawers and cupboard doors can cause injury.
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10 - 5
Unsafe Items in an Examination Room
The exam table must be stable to prevent injury.
Stools can cause injury. Containers of medical supplies on the
counter can cause injury or poisoning.
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10 - 6
Fire Safety
Fire is caused by three elements, called the fire triangle.
Routine fire drills and training for the office staff on the proper use of fire extinguishers are both necessary.
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10 - 7
Preventing Exposure to Pathogens
The staff must be trained to use and follow all Standard Precautions.
Clean up all spills promptly as directed.
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10 - 8
Unit Summary
What would you look for when performing a safety check in the reception area?
What are the six items named in this unit that provide protective barriers against pathogens?
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10 - 9
The Language of Banking22
U N I TU N I T
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10 - 10
Savings and Checking Accounts
Savings accounts A bank account that earns the depositor
interest Checking accounts
A bank account that checks can be written against
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10 - 11
ABA and MICR Codes
American Bankers Association (ABA) codes
Found on the upper right-hand corner of the check
Identify the bank and the branch where the account was opened originally
MICR codes Characters and numbers printed in magnetic
ink along the bottom of the check
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10 - 12
Banking Terminology
See Unit 2 of your text, which describes more than 40 banking terms and also provides illustrations.
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10 - 13
Types of Checks
Cashier’s checks Purchaser pays the bank to write a check
from the bank’s account as a form of guaranteed payment
Certified checks Bank stamps the check “certified” and holds
the funds until the check clears as a form of guaranteed payment
(continued)
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10 - 14
Types of Checks
Electronic check A check paid directly from the checking
account via the Internet Limited check
A check that the bank will mark void if it is written for over a certain amount
(continued)
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10 - 15
Types of Checks
Stale check A check presented for payment too long
after it was written Traveler’s check
Checks issued by the bank for a specific amount; they are signed at the time of use and guaranteed by the bank to be replaced if they are lost
(continued)
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10 - 16
Types of Checks
Voucher check A check that has a detachable form that
shows the reason the check was written Money orders
Another form of a check that can be bought for a fee as a form of guaranteed payment
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10 - 17
Overdraft versus Overdrawn
Overdraft accounts Allow the individual to write checks for over
the amount of funds in the account. The amount used that is over the account balance is considered a loan and interest is charged.
Overdrawn There are not enough funds in the account
to cover the check.
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10 - 18
The Stop Payment Process
Call the bank and provide the following information:
Check number Date issued Amount of the check Name of the payee Reason for stopping payment
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10 - 19
Unit Summary
How would you decide if a check is a cashier’s check or a certified check?
What is the difference between an overdraft account and being overdrawn?
When would you use a voucher check?
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10 - 20
Currency, Checks, and Petty Cash33
U N I TU N I T
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10 - 21
Handling Currency in the Medical Office
Currency is the name given to cash money in the form of paper dollars.
Cash money includes both currency and coins.
The office must be sure to provide a secure place for storing cash and it should be deposited into the bank daily.
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10 - 22
What Makes a Check Negotiable?
To ensure that the check will be honored and cashed by the bank, verify the:
Date Presence of the words “pay to the order of” Name of the payee
(continued)
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10 - 23
What Makes a Check Negotiable?
The amount of the check is written numerically
The amount of the check is written out in words
Financial institution information is present
The check must be signed.
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10 - 24
Guarding against Check Fraud
Examine the check for the following: Preprinted name and address of the maker Chronological check number Presence of an ABA number Presence of MICR numbers Presence of one rough or perforated edge
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10 - 25
Accepting Checks from Patients
Examine the check to make sure it is negotiable.
As a rule, do not accept checks from third-party payers.
The exceptions are checks from attorneys or workers compensation payments written directly to the physician.
(continued)
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10 - 26
Accepting Checks from Patients
Do not accept: Checks written for more than the amount of
the service, especially if the patient is requesting cash back
Checks marked as “payment in full” unless you verify that it does pay the account balance in full
A postal money order with more than one endorsement (two endorsements is the limit honored).
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10 - 27
Endorsements
Endorsement Signatures and other information that
appears on the back of the check that transfers the rights of the check to another party
(continued)
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10 - 28
Endorsements
Blank endorsements Signatures only: The checks should be
endorsed immediately prior to deposit. Restrictive endorsements
Stamps or written information that restricts the transfer of rights, such as “deposit only” or “pay to the order of”
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10 - 29
Mail Deposits
Avoid sending cash or currency unless it is sent by registered mail.
Restrictive endorsements should appear on all checks.
Maintain accurate records. Keep a copy of all checks and deposit
slips submitted. Request a receipt.
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10 - 30
Petty Cash Funds
Petty cash is the small amount of cash an office keeps on hand for small expenses such as postage and office supplies.
Careful records are maintained with vouchers completed each time funds are withdrawn.
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10 - 31
Unit Summary
Where would you find the ABA and MICR features on a check?
What is the purpose of a restrictive endorsement?
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10 - 32
Employee Salary, Benefits, and Tax
Records44U N I TU N I T
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10 - 33
W-4 and W-2 Forms
W-4 form Employees’ withholding allowance certificate Identifies the number of exemptions being
claimed W-2 form
Annual statement of earnings and deductions
Sent to each employee by January 31 of each year for tax purposes.
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10 - 34
I-9 Forms
I-9 forms Employment Eligibility Verification form Issued by the Department of Justice,
Immigration and Naturalization Service Assures the employer that the individual has
legal permission to work in the United States
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10 - 35
Items Needed for Payroll Records and Personnel Files
Employee information: name, address, phone number
Social security number Date of employment Salary Gross earnings Individual deductions Net earnings
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10 - 36
Hourly Wages and Salary
Hourly wages Computed by multiplying the number of
hours worked by a specified amount of money
Salary Represents either hourly wages or an
agreed upon amount that is paid annually for service provided by the employee
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10 - 37
Gross and Net Salary
Gross salary is the amount earned prior to deductions.
Net salary is the amount earned after deductions.
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10 - 38
Factors That Affect Federal Tax Withholdings
Four factors that affect federal tax withholdings:
1. Amount earned2. Marital status3. Number of exemptions claimed4. Length of the pay period
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10 - 39
Salary Benefits
Vacation Holidays Sick time Personal time Disability and life
insurance
Bereavement Jury duty Paid time off Insurance Profit sharing
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10 - 40
Unit Summary
What are the four factors that affect the amount of federal income tax withheld?
How would you describe gross and net salary?
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10 - 41
General Management Duties55
U N I TU N I T
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10 - 42
Refunds to Patients
The office manager must verify that there has been an overpayment on the account prior to approving reimbursement to the patient.
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10 - 43
The Problem with No Shows
Patients who do not show up for their appointments cause a loss of revenue for the office and may even prevent another patient from being seen by the physician.
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10 - 44
Ensuring Inventory Supplies
The office manager generally creates a card or electronic filing system of suppliers that the office uses.
This system lists: The supplier and contact information Materials ordered from the supplier Amounts generally ordered and the cost
(continued)
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10 - 45
Ensuring Inventory Supplies
The office manager generally creates a tracking system for all materials and supplies that includes:
Amount that should be on hand Amount on hand Date of last order Storage requirements Cost
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10 - 46
The Importance of Attention to Office Equipment
It is not possible to give quality care to patients with faulty or inadequate office equipment.
Contracts for routine maintenance may be in place and equipment should be replaced or purchased according to the needs of the office.
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10 - 47
Organizations That Inspect Physicians’ Offices
Insurance companies CLIA (Clinical Laboratory Improvement
Amendments) COLA (Commission on Office Laboratory
Accreditation)
(continued)
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10 - 48
Organizations That Inspect Physicians’ Offices
Occupational Safety and Health Administration (OSHA) for evaluation of office safety compliance
Local or state boards of health Drug Enforcement Agency (DEA) for
compliance
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10 - 49
Manager’s Responsibilities
To employees: Interview, hire, and terminate employees Supervise and train employees Conduct staff meetings Arrange work schedules Arrange vacation schedules Conduct performance evaluations
(continued)
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10 - 50
Manager’s Responsibilities
To the physician: Report employees’ salary increases and
benefit changes Assist in creating or updating office policies Attend meetings to update management
skills Update the physician on staff and insurance
company changes Order materials and supplies
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10 - 51
Facility Responsibilities
Purge medical records.
Purge x-rays. Arrange for
storage of purged materials.
Suggest repairs or improvements.
Clean and store or discard irrelevant items.
Maintain a clean office.
Monitor and pay all utilities.
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10 - 52
Unit Summary
What office equipment requires frequent attention?
How would you describe the responsibilities of the office manager to the employees?
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10 - 53
Keys to Career Success
The successful medical assistant may look forward to becoming an office manager.
Taking the additional responsibility for banking or maintaining equipment provides an opportunity for personal and professional growth.
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10 - 54
Hot Links to Career Success
www.btcc.com Bankers Training and Certification Center
www.epracticemanagement.org The American Academy of Medical
Management