Chapter 50: The Medical Assistant as Office Manager

What parts of the medical office are MAs usually responsible for cleaning and/or tidying?

The MA may be responsible for periodic cleaning and reorganization of storage areas. They are also usually responsible for keeping the office tidy, cleaning examination rooms between patients, cleaning spills of water or body fluids, emptying waste baskets that fill up during the day, and preparing biohazard waste containers for pick up by a biohazard waste removal company.

Differentiate between a policy and a procedure.

A policy is a statement of a guiding principle (e.g., that sexual discrimination will not be tolerated in an organization). A procedure describes specific steps to perform an action or to respond to a breach of policy.

Describe how service contracts work. When do they go into effect?

A service contract usually goes into effect after the warranty on a piece of equipment expires, and it provides an agreement for repair calls for a specified time period.

Why is a tracking number or purchase order number useful when ordering supplies?

A tracking number or purchase order number is useful when ordering supplies to coordinate the receipt of supplies and payment of the invoice and to identify a particular order if questions arise about items in the order.

Identify eight types of community resources to which patients might be referred for information or services.

Eight types of community resources to which patients might be referred for information or services are: 1. Support for alcoholism or addiction. 2. Support for caregivers of individuals with decreased mental or physical function. 3. Adult day care. 4. Visiting nurse and homemaker services. 5. Legal aid. 6. Local civic organizations, including services for children, families, elders, and the homeless. 7. Hospital-sponsored rehabilitation, weight control, smoking cessation programs. 8. Immunization clinics.

What is unemployment tax, and how is it paid?

Federal unemployment tax (FUTA) is paid by the employer to cover the cost of unemployment compensation for workers who have lost their jobs. States also require employers to pay unemployment tax, and some states also require employers to withhold an amount from the employee paycheck for this purpose.

List five activities that are considered part of routine maintenance.

Five activities that are considered part of routine maintenance are controlling temperature and ventilation; cleaning cabinets and drawers; changing light bulbs and replacing batteries; turning the security system on and off; making sure fire protection equipment is in working order.

What are five examples of signs that should be present in the medical office?

Five examples of signs that should be present in the medical office are: 1. Yellow caution signs to warn of potentially hazardous procedures such as x-ray or laser treatments. 2. Signs to designate areas where access is restricted. 3. Green instruction signs placed by an eyewash station. 4. White exit signs to mark exits. 5. Signs in the waiting room advising patients and visitors that the office is a smoke-free environment.

What paperwork is required for a new employee?

Paperwork required for a new employee are an I-9 (Employment Eligibility Verification) form, they should also provide a social security card.. The new employee must also fill out a W-4 form to identify the number of tax exemptions he or she is claiming. Any licenses or certifications related to employment should also be photocopied.

What kind of protection is provided by professional liability insurance?

Protection that is provided by professional liability insurance are coverage for claims by patients of unintentional damage or injury that occurred during the course of diagnosis and treatment by health care professionals. Usually both physicians and other office staff are covered by the liability insurance.

How can staff meetings help create an environment for teamwork?

Staff meetings can help create an environment for teamwork by allowing problems in the office to be discussed by employees as a group so that individuals have input into solutions and are invested in trying to solve problems. These meetings also provide an opportunity for in-service training or orientation to procedural changes.

What are some helpful things to do when a new piece of equipment is placed into service?

Store instruction books near the piece of equipment or in a centralized location. Note replacement part numbers and add them to the system for ordering supplies.

What is the MA's responsibility for restocking administrative and clinical areas?

The MA is usually responsible for restocks examination and treatment areas once or twice a day and administrative areas every week, or whenever it is noted that supplies are running low.

Identify three reasons why it is valuable for organizations to have procedure manuals available.

Three reasons that it is important for organizations to have procedure manuals available are that they can be used to orient new employees, they help identify methods to perform activities if a long-term employee becomes ill or unavailable, and they also encourage office staff to reflect on methods of performing activities.

Identify three steps the MA should take when supplies are delivered.

Three steps the MA should take when supplies are delivered are: 1. The person who receives the delivery should sign for it. 2. The order should be checked against the packing slip to be sure the entire order was received. 3. When all items in the order have been received, the order form and packing slips should be forwarded to the person who writes checks to pay invoices.

Identify three types of deductions that the employer must withhold from an employee paycheck.

Three types of deductions that the employer must withhold from an employee paycheck are federal income taxes, state income taxes, and Social Security tax (FICA).

What are two common symbols that may appear on safety signs or labels without text?

Two common symbols that might appear on safety signs or labels without text are the biohazard symbol and symbols consisting of a red circle crossed by a diagonal line indicate that an activity is prohibited.

Identify two important components for controlling the air in the medical office.

Two important components for controlling the air in the medical office are the air should be kept at a comfortable temperature, with the patient waiting areas slightly warmer than working areas and there should be adequate ventilation in all parts of the office to dissipate odors and provide fresh air for breathing.

Describe two methods to prepare meeting participants, keep a meeting running smoothly, and keep track of decisions made during the meeting.

Two methods to prepare meeting participants, keep a meeting running smoothly, and keeping track of decisions made during a meeting are a written agenda and keeping minutes.

Identify two reasons why it is important to maintain an accurate inventory of equipment.

Two reasons of the importance of maintaining an accurate inventory of equipment are as a record for tax reasons and also as a record in case of theft or damage.

Write a general statement identifying the type of equipment and supplies needed for examination rooms and treatment rooms.

a. Equipment: Examination table or treatment table, rolling stool, wall- mounted otoscope and ophthalmoscope, sphygmomanometer, scale, sink, paper towel dispenser, wall-mounted biohazard sharps disposal container, storage cabinets, and other equipment used for specific treatments. b. Supplies: Paper towels, soap, hand sanitizer, gowns, drapes, tongue depressors, alcohol pads, disposable ear specula, supplies for Pap tests, and other supplies for special examinations or treatments as needed.

Write a general statement identifying the type of equipment and supplies needed in the administrative area of the medical office.

a. Equipment: Telephones, computers, printer, a photocopy machine, a fax machine, and cabinets for storage. b. Supplies: Message forms, other forms used by the office, paper for the copier and fax machine, envelopes, letterhead stationery, pens, a stamp pad, and date stamp.

Describe when incident reports are completed and how they fit into the risk management plan of an organization.

An incident report should be filled out whenever an injury or unusual incident occurs that could result in legal liability. The staff member who is injured or closest to another individual who is injured completes the report, this will include the date and time, individuals involved, and description of the incident. They must sign and date the incident report and send copies according to office policy and file for future reference. They fit into the risk management plan of an organization by providing a complete description of what happened and encouraging complete investigation and recording at the time of the incident.

What are areas within the medical office that can often be locked separately and are often kept locked at night?

Areas within the medical office that can be often locked separately and are often locked at night are medication cabinets, the laboratory, physicians' private offices, the medical records cabinet or room, the business office.

What are five general guidelines recommended by the Occupational Safety and Health Administration (OSHA) to maintain workplace safety?

Five general guidelines recommended by OSHA to maintain workplace safety are: 1. Keep work areas, corridors, and hallways clear of obstacles. 2. Exits should be accessible, clearly marked, and well lit. Be aware of state and/or local requirements for emergency lighting for exit signs. 3. Keep floors dry and clean up spills as soon as possible. 4. Store waste in appropriate receptacles. Remove waste promptly and dispose of medical waste appropriately. 5. Do not create high piles of materials that are likely to fall. Do not climb up on chairs or other unstable objects to retrieve objects stored on high shelves.

When preparing payroll checks for employees, what five items of information must be recorded in the payroll record for each employee?

Five items of information that must be recorded in the payroll record for each employee when preparing payroll checks are: 1. Total wages for the pay period (gross pay). 2. Federal, state, and local taxes (if any), as well as Social Security and Medicare taxes. 3. Other deductions, such as health insurance, uncovered medical expenses, dependent care, and retirement savings. 4. Net pay or take-home pay (pay after deductions). 5. Gross pay, or total pay, from January 1 to the end of pay period being recorded.

What are five things that must be documented in an employee's payroll record?

Five things that must be documented in an employee's payroll record are: 1. Name, address, Social Security number, and occupation. 2. Employee's withholding allowance certificate (W-4), which is used to calculate the amount withheld for federal income taxes. 3. Dates of employment. 4. Record of hours worked, wages paid, annuity, and pensions. 5. Record of all payroll deductions.

Name five types of information that should be included on a supply inventory list.

Five types of information that should be included on a supply inventory list are: 1. Item name. 2. Size or description. 3. Usual supplier. 4. Cost of a standard quantity (if known). 5. Reorder point (a number that identifies when the supply on hand is low enough so that the item should be reordered).

What are four common signs that might be found in a medical office waiting room?

Four common signs that might be found in a medical office are signs asking patients to pay their copayment at the time of the visit, signs announcing the office cancellation policy, signs prohibiting smoking and/or eating, signs identifying the charge for a returned check.

Give four examples of damage or injury that should be covered by the medical office's general property and/or liability insurance.

Four examples of damage or injury that should be covered by the medical office's general property and/or liability insurance are: 1. Damage due to fire, water, or storms. 2. Personal injury to patients or visitors due to falls in the office or corridors. 3. Accidents that might happen from office equipment or problems with the office building. 4. Theft of office equipment or supplies.

List four types of compliance reporting that might be required for a medical office.

Four types of compliance reporting that might be required for a medical office are infectious diseases, abuse, injuries related to criminal behavior, and medical incidents and conditions that affect the public.

What is the MA's responsibility in relation to the physician and office schedule?

The MA's responsibility in relation to the physician and office schedule is to develop or help develop the schedule for the office. It is important to make sure that there is adequate physician coverage in the office at all times, and it may also be necessary to schedule physicians for satellite offices. Other staff schedules are arranged to support the physicians. Sometimes the office keeps a list of per diem MAs who can be called in when extra help is necessary.

What is the reorder point on a supply inventory list? How is it used?

The reorder point is a number that identifies when the supply should be reordered. It is set so that there will be enough supplies remaining in the office to last during the time between ordering the new supplies and receiving them and ensures that the office will not run out of the item.

What should be included in a safety plan for a medical office?

The safety plan for a medical office should include guidelines to prevent the spread of infection, how to handle hazardous chemicals, how to avoid injury due to frayed electrical cords or other hazards, how to respond to spills of blood, body fluids, or chemicals, and the use of protective equipment.