Study Guide Final Exam: Medical Office

Terminal Digit Filing

A system of filing using a six-digit number that is divided into three parts, last two numbers are primary. Tertiary Numbers: Third set of contact numbers of a person or group of people that can be easily reached

Password

A secret word or phrase that must be used to gain admission to something

Confidentiaity

A set of rules or a promise that limits access or places restrictions on certain types of information

What is the term for money owed by a company that has not yet been paid? -Accounts posted -Accounts in progress -Accounts payable -Accounts receivable

Accounts payable

Sorting

Alphabetical or numerical order

ADA

Americans with Disabilities Act

Insurance Carrier

An insurer or insurance company

active files

Files that you use frequently.

PASS

Pull,Alarm,Squeeze,Sweep

Strict Chronological Arrangement

Arranged by date regardless of information

Accounts receivable are considered ____. -Liabilities -Assets -Debts -Equity

Assests

Microforms

Micro photographic reproduction on film or paper of a manuscript, map or other document

Which of the following terms refers to the person who writes the check? -Endorser -Payor -Recipient -Payee

Payor

Who decides when and to whom professional courtesy is extended? -The physician -The head nurse -The medical office assistant -Any of the above

The physician

In which of the following ledgers must an outstanding patient balance be recorded? -Patient ledger -Accounts receivable ledger-Accounts payable ledger -Check ledger -Both the patient ledger and the accounts receivable ledger

Both the patient ledger and the accounts receivable ledger

Encrypt

Covert information or data into a cypher or code especially to prevent unauthorized access

Index

Determining the order and format of the units in a name Indexing unit each part of a personś name or title as a unit

Which of the following blank spaces on a check does NOT have to be filled in to be processed by the bank? -The for/memo line -The date-The amount, in words -The signature line

The for/memo line

Which manual bookkeeping system has a built-in way to check for errors? -Double-entry system -Single-entry system -Pegboard system

Double-Entry System

Which of these is the most appropriate way to make corrections in a manual bookkeeping system? -Cover the mistake with liquid paper and write over it. -Draw one line through the mistake and enter the correction above. -Scribble through the mistake until it is unreadable. -Leave the mistake, but make a mental note to tell the auditor.

Draw one line through the mistake and enter the correction above.

Numerical filing

Each patient is assigned an identification number

Why is the pegboard system also called the "write-it-once" method? -Superbills are not used with the pegboard system. -Entries are posted to several records at once. -The pegboard system requires fewer records to be kept. -The office is not required to issue receipts

Entries are posted to several records at once.

When should a receipt be issued to a patient? -Every time the patient makes a payment in the office -Only when a patient pays with cash -Only when a patient pays with a personal check

Every time the patient makes a payment in the office

If an office uses a computerized bookkeeping system, understanding manual bookkeeping is unnecessary. -True -False

False

If an office uses automatic withdrawal to pay bills, those payment amounts do NOT need to be posted on any office ledgers. -True -False

False

It is okay to threaten a patient who has not paid with legal action, even if this is an action the office is not currently planning to take. -True -False

False

Paying the offices utility bill is an example of income -True -False

False

Payments received by mail do not have to be posted to the patient ledger. -True -False

False

Which of the following attitudes is most acceptable for an assistant to have when discussing finances with a patient? -Rude and antagonizing -Arrogant-Nervous -Respectful and understanding

Respectful and understanding

source-oriented medical record

Reverse chronological order

A billing statement is an itemization, or invoice, of the balance the patient owes for specific services. -True -False

True

In which of the following ledgers would an assistant look to find information on all the debts owed by medical office? -Check ledger -accounts payable ledger -patient ledger -accounts receivable ledger

accounts payable ledger

HIPAA Privacy Rule

protects all "individually identifiable health information" held or transmitted by a covered entity or its business associate, in any form or media, whether electronic, paper, or oral.

disclosure

release of information

RACE

rescue, alarm, contain, extinguish/evacuate

OSHA

Occupational Safety and Health Administration

How often should patients receive a billing statement? -Once per month -Twice per month -Three times per month -Once every two months

Once per month

HIPAA

Health Insurance Portability and Accountability Act

Primary number

Main contact numbers of a person or group of people that can be easily reached

When stamped on a check, what does NSF stand for? -National Service Framework -National Securities Federation -Non-sufficient funds -No Sale Final

Non-sufficient funds

middle digit filing

A Numeric filing system in which the middle digits are used as the finding aid to organize the filing system

Specialist

A Person highly skilled in a specific field

Which of the following best describes an accounts payable ledger? -A book of daily financial summaries -A book of all remaining patient balances- A book of payments received from patients -A book of all office debts that have not been paid

A book of all office debts that have not been paid

Which of the following best describes the term "professional courtesy"? -A medical office job related to health care ethics -A fee discount for health care workers -A fee discount for insurance salespeople

A fee discount for health care workers

What is a UCR fee? -A fee for parking at the office location -A fee for the amount that physicians in the same geographic area most commonly charge for the same service -A fee for the national average for a service

A fee for the amount that physicians in the same geographic area most commonly charge for the same service

Which of the following is the least confrontational way to approach a patient about an unpaid bill? -A personal interview -A letter -A house visit -A telephone call

A letter

What is a fee schedule? -An appointment book specifying billing cycle dates -A list of specified fees a physician charges for services -The physician's daily schedule

A list of specified fees a physician charges for services

Which of the following best describes a superbill? -A patient invoice totaling over $1,000 -A patient invoice listing services performed in one visit -A bill from an insurance carrier -A patient invoice which itemizes their last five visits

A patient invoice listing services performed in one visit

Which of the following type(s) of check is guaranteed not to bounce? -Personal check -Certified check-Money order-Both a personal check and a certified check -Both a certified check and a money order

Both a certified check and a money order

Which of the following definitions best describes the term "guarantor"? A person responsible for paying a patient's bill -A person who guarantees free medical service -A written contract between the physician and a patient

A person responsible for paying a patient's bill-

What should be stapled to every petty cash voucher before it is filed? -An envelope -A purchase order -An invoice -A receipt

A receipt

Which of the following definitions best describes an aging report? -A record of all unpaid patient accounts, organized by date of service or date of first bill -A medical records database organized by patient age -A billing statement that can be sent to a patient monthly -A summary of a patient's bodily function breakdown due to aging

A record of all unpaid patient accounts, organized by date of service or date of first bill

Which of the following best describes a purchase order? -A standardized form to request an order from a vendor -An itemized inventory of supplies in the office -An invoice sent to a patient -A note from the office manager asking for specific supplies

A standardized form to request an order from a vendor

What is an event that affects the financial position of a company and can be reliably recorded? -Ledger transaction -Expenditure -Accounting transaction -Income

Accounting transaction

What is the term for money owed to a company or office that has not yet been received?

Accounts receivable

Which of the following skills will a medical office assistant need to perform accounting tasks? -Good organizational skills -Computer literacy skills -Communication skills -All of the above

All of the above

Primary File

Alphabetical file that holds information and records of patients by last names

What is the name of a patient bill that records services and charges for a specific time period? -An itemization -An invoice -A ledger -A fee schedule

An invoice

Which of the following best defines the term "disbursement"? -An outgoing amount of money from the office -The fee charged by the office's banking institution -The posting of a payment made by a patient -An incoming amount of money from an insurance company

An outgoing amount of money from the office

Which of the following is the correct equation for determining equity?

Assets - Liabilities = Equity

What should be written in the Pay to the Order Of section of a check to establish a petty cash fund? -The medical office assistant's name -Cash -The physician's name -The name of the medical office

Cash

cross-reference

Filed in two or more places, with each place noted in each file

In which of the following situations would the Truth in Lending Act apply? -If a patient sets up a payment plan with five installments -If a patient sets up a payment plan with two installments -If a patient borrows money from an outside source to pay a bill -If a physician offers a patient

If a patient sets up a payment plan with five installments

What is the first step an office assistant should take after receiving an NSF check? -Attempt to resubmit the check to the bank. -Inform the physician that the check has been returned. -Send the account to a third-party collection agency. -Inform the check-writer that the check has been returned.

Inform the check-writer that the check has been returened

What purpose does the Truth in Lending Act serve? -It requires physicians to report all borrowed equipment. -It requires that all patient invoices be paid in four payments or less. -It requires physicians to disclose interest charges if any are charged. -It allows medical office assistants to borrow office funds.

It requires physicians to disclose interest charges if any are charged.

Who should be in charge of the petty cash fund? -One authorized person -The physician-The head nurse -All medical office assistants

One authorized person

In which of the following ledgers would an assistant look to find a specific patient's current outstanding balance? -Check ledger -Accounts payable ledger -Patient ledger -Accounts receivable ledger

Patient Ledger

Storing

Place item in correct file in reverse chronological order

If a physician treats a fellow health care worker and does not collect the remaining fee after that worker's insurance contribution is received, this is what kind of adjustment? -An NSF check adjustment -An extension of credit -Professional courtesy -A write-off of bad debt

Professional courtesy

Which of the following is the best option for dealing with long-term delinquent accounts? -Sue the account-holder in small claims court. -Send the account to a third -party collection agency. -Write off the account as bad debt. -Hire a private investigator to find the account-holder.

Send the account to a third -party collection agency.

Which of the following is NOT a protective measure for electronic medical records?

Sending a patients confidential information via email

Which of the following would be considered an accounting task?

Sending patient bills

In the medical office, who is responsible for helping patients understand their invoice? -The head nurse on duty -The medical office assistant -The office manager -The physician

The medical office assistant

Who is responsible for recording disbursements? -Disbursements are not recorded -The head nurse -The medical office assistant -The physician

The medical office assistant

What does it mean to extend credit to a patient? -The patient does not have to pay for service. -The medical office issues the patient a credit card. -The patient can pay for service in installments. -A refund check is sent to the patient.

The patient can pay for service in installments.

Where should all collections attempts and their results be recorded? -The patient's ledger -On a notepad -On a sticky note -Verbally from assistant to patient-All of the above

The patients ledger

Which of the following methods of payment is least likely to be accepted at any medical office? -Third-party check -Credit card -Debit card-Cash

Third-party check

What is the purpose of the HIPAA Privacy Rule? -To protect the privacy of patient information -To protect the physician's personal privacy -To protect the privacy of an office's income -To allow a health care provider to sell patient financial information

To protect the privacy of patient information

Which of the following expenses might the petty cash fund be used for? -To issue a patient refund -To pay an office utility bill -To purchase office Halloween decorations -To pay for an office supply order

To purchase office Halloween decorations

Purging

To remove outdated data from a file or other store of data. Secondary Numbers: Second set of contact numbers of a person or group of people that can be easily reached

What should be done if a mistake is made while filling out a check? -Use liquid paper to cover the mistake. -Void the check and throw it away. -Cross out the mistake and correct it. -Void the check and file it with canceled checks.

Void the check and file it with canceled checks.

Which of the following definitions best describes a write-off? -An extension of professional courtesy -A cancellation of a fee -An insurance adjustment -An extension of credit

a cancellation of a fee

fax machine

a machine for transmitting and receiving data from faxes

primary care physician

a physician who provides both the first contact for a person with an undiagnosed health concern as well as continuing care of varied medical conditions, not limited by cause, organ system, or diagnosis.

When should daysheets be updated? -At the end of each day -As each transaction takes place -At the end of each month -After five or more transactions have taken place -At the end of each week

as each transaction takes place

Ideally, when should patient payments be received? -At the time of service -Within one month of service -Before the patient's appointment

at the time of the service

What is the first thing an assistant should do after receiving a patient overpayment? -Call the patient's bank. -Tear up the check. -Alert the physician on duty. -Call to inform the patient.

call to inform the patient

In which of the following ledgers would an assistant look to find the most current bank balance? -Accounts receivable ledger -Patient ledger -Check ledger-Accounts payable ledger

check ledger

HIPAA Security Rule

deals with electronic protected health information

EMR

electronic medical record

If a patient plans to use a credit or debit card as payment, the physician is allowed to charge a higher fee for the patient's service -True -False

false

when a patient makes a payment to a collection agency, the entire amount of that payment will be sent to the medical office

false

alphabetical FIling

files are arranged alphabetical

closing files

files of patients who have died, had moved away, or for some other reason no longer come to the office.

Active files

files that oyou use frequently

Which of the following situations would make a check invalid? -If the check is not signed -If the address is incorrect -If the check number is below 1000 -All of the above

if the check is not signed

Inspect

make sure there isnt incomplete forms, removes staples or paperclips, and mend any torn pages

Inactive files

no longer used on the daily due to moving away or death of patient

Coding

the process of assigning a code to something for the purposes of classification or identification.

Authorization

the process of getting a medical service(s) Authorized by the insurance payer

Why is it important to keep an up-to-date inventory of all administrative and clinical supplies in the office? -To keep track of the office's assets and liabilities -To avoid making unnecessary purchases or running out of important supplies -To keep the assistant busy -To keep employees from stealing office or clinical supplies

to avoid making unnecessary purchases or running out of important supplies

A check stub, or register, should be filled out every time a check is written. -True -False

true

Medical office assistants may be required to perform accounting tasks -true -false

true

When should a patient be given an estimate of how much the fee for service might be? -When the patient checks in -The patient should already know -When the patient checks out -When the appointment is set

when the appointment is set