Week 1 Module- Chapter 24 the office environment

Assault

physical harm; a violent attack

encoder

software application that allows searching or browsing within CPT, HCPCS, ICD-9 and ICD-10 code sets, and Medicare coding guidelines

Dictation

spoken words; recorded voice communication

Environment

surroundings

Ergonomic

the applied science of being concerned with the nature and characteristics of people as they relate to design and activities with the intention of producing more effective results and greater safety

continuity of care

the delivery of services provided to a person that proceeds without a lapse or interruption, with the intended purpose of maintaining a level of health and treatment

Reception

the fact or manner of being received

Interface

the hardware and software that enable individual computers and components to interact

HL7 Protocols

the standard for exchanging information between medical applications

hardware

the visible parts of a computer system (keyboard, disk drive, monitor, and printers)

Transcription

writing over from one book or medium into another; typing in full in ordinary letters

smartphone

a cell phone that also has features similar to a personal digital assistant (PDA) or computer, such as the ability to send and receive email and access the Internet or other software programs

fax

a machine that makes it possible to send and receive letters, medical reports, laboratory reports, and insurance claims over phone lines

Threshold

a minimum amount of supplies to be maintained; also known as par level

pager

a small electronic device that can receive (and sometimes transmit) signals and short messages

Which of the following has the U.S. Department of Justice, Civil Rights Division-National Task Force on Violence Against Health Care Providers recommended for medical facilities? a. Install dead bolt locks on office doors leading to hallways and other public areas. b. Post a security system logo in your window. c. Only allow screened parties to enter the facility. d. Install a screen on the waiting room entry door.

a. Install dead bolt locks on office doors leading to hallways and other public areas.

Which of the following would not be considered a way to protect patient privacy? a. Place fax machines in a visible area in the office. b. Employees with computer access should be required to have a login and password. c. Place privacy sheets over written documentation or charts. d. None of the above (all are ways to protect patient privacy).

a. Place fax machines in a visible area in the office.

To prepare the front desk for opening the office, which of the following is NOT a function? a. Retrieving superbills (encounter forms) b. Retrieving messages c. Turning on computers and office equipment. d. Retrieving faxes

a. Retrieving superbills (encounter forms)

If you are the first staff member to arrive at work, it will be necessary to enter the security code to the system before opening the door or enter the code on an internal keypad before the entrance delay period expires. However, you should: a. be aware: It takes only a few seconds for someone to grab your purse or wallet or force you to hand over office money or drugs. b. enter the office even if you see evidence of forced entry or if it appears that someone might be inside or has been inside. c. call the police if you cannot remember the code. d. wait until there is another staff member present before entering the building.

a. be aware: It takes only a few seconds for someone to grab your purse or wallet or force you to hand over office money or drugs.

facsimile

an exact copy

Inventory

an itemized list of goods in stock

biohazardous

any material that has been in contact with body fluid and is potentially capable of transmitting disease

Atmosphere

any surrounding influence

Perrpheral

anything you plug into a computer—for example, a printer, USB flash drive, monitor, or scanner

If children's toys or books are provided, they require constant monitoring. Which of the following statements is not accurate? a. All toys should be washable and of a safe design and material with no sharp edges. b. All toys should contain parts small enough for a child to swallow. c. All toys should be cleaned and sanitized often and regularly. d. All toys should be situated in a corner or within a half-walled space to contain things within a controlled area to reduce the possibility of adults falling over objects on the floor.

b. All toys should contain parts small enough for a child to swallow.

Children, and some adults, have a natural curiosity about things in the examination room, cabinets, or on counters. Which of the following steps should be taken to ensure safety? a. Keep out of sight anything that might be hazardous or could become contaminated. b. Lock prescription pads in a secure area. c. Secure all electrical cords in the examination rooms so they will not interfere with movement or walking in the room d. All of the above

d. All of the above

Inspection of the examination rooms entails which of the following responsibilities? a. Replacing examining paper b. Plugging in electrical equipment c. Restocking supplies d. All of the above

d. All of the above

Safety and security is of high concern in a medical office. A safe environment begins at the front door. The reception room requires a safety check every morning to ensure that it presents no hazards for patients and visitors. Which of the following should be performed when evaluating the reception area? a. Check the temperature. b. Clean and sanitize reading materials that are shared by patients. c. Remove any broken or visibly soiled toys or books. d. All of the above

d. All of the above

When performing a safety check, remember to make a daily visual check of electrical devices, furniture, floors, and lighting before any patients arrive. Check the floor to be certain there are no __________________ that might cause someone to fall. a. carpet wrinkles b. tears in the flooring c. no decorative or throw rugs d. All of the above

d. All of the above

Which of the following is NOT part of the inventory supply duties? a. Medication b. Laboratory c. Office (clerical) supplies d. Printed schedule of patient appointments e. Checklist of exam room supplies

d. Printed schedule of patient appointments

Preparing to open the office involves creating a checklist and performing which of the following functions? a. Checking the waiting room temperature b. Performing a visual check of electrical devices, furniture, floors, and lighting c. Locking the outside access doors d. a and b only

d. a and b only

Hazards

danger; risk

Which is NOT a computer term listed in the unit? a. Virus b. Attachment c. Bug d. Interface e. IOC

e. IOC

Which types of material are often photocopied? a. Patients' insurance card(s) b. Patients' driver's license c. Patients' Social Security card d. Lab reports e. a, b, and d

e. a, b, and d

Explain why backing up computer data is necessary. a. Deletes unwanted information b. Human error c. Virus d. Hard drive error e. b, c, and d

e. b, c, and d

Volatile

easily changed into a gas or tending to change into a vapor; usually considered potentially dangerous

contraction

in spelling and punctuation, a shortened version of word or group of words created by the omission of internal letters, with missing letters usually marked by an apostrophe

Always take a walk through the office to complete your checklist of things to do when closing the office. Which of the following is not a step in closing the office? a. Activate your answering system. b. Securely lock all the doors and windows. c. Leave the blinds open for cleaning crew to sanitize. d. Try always to leave with a coworker, rather than leave alone.

c. Leave the blinds open for cleaning crew to sanitize.

At the end of the day you will be responsible for closing the office. For offices using EHR, what should you do with your computer or tablet? a. Turn it off and take it home with you. b. Remain logged on so that the IT department may push through patches or updates. c. Log off but keep power on so that the IT department may push through patches or updates. d. Log off and take it home with you.

c. Log off but keep power on so that the IT department may push through patches or updates.

What type of software allows a medical office to schedule appointments, record patient demographics and insurance information, verify eligibility, scrub outgoing claims prior to submission (maximizing "pay at first pass"), process claims, check claim status, monitor contracts for underpayment, and generate financial reports? a. Physician management b. Electronic billing management c. Practice management d. Medical record management

c. Practice management

Careful monitoring of inventory is vital. You do not want to run out of needed supplies, yet you also do not want to _______________, especially since many can have an expiration date and are often quite costly. a. spend too much money b. run the risk it will no longer be used c. over-order items d. All of the above

c. over-order items

Daily maintenance of office equipment includes cleaning various parts (with appropriate materials), checking and resetting consumables, replacing parts, and: a. unplugging and plugging back in equipment. b. ordering supplies. c. troubleshooting. d. calling service technicians.

c. troubleshooting.

Software

computer programs necessary for directing the computer hardware to perform specific functions

copyright protection

considered illegal unless permission to copy is obtained from the writer or publisher

Which is NOT a computer program listed in this unit? a. Electronic health record software b. Medical practice management software c. Digital voice recorder d. Encoder software

c. Digital voice recorder

_______ are used by hospitals, providers' offices, and clinics to send and receive information over telephone lines. -Interoperable electronic portals -Interactive portals -Facsimile (fax) machines -Electronic data interchange systems

-Facsimile (fax) machines

The ______ generally requires covered entities to take reasonable steps to limit the use or disclosure of, and requests for, protected health information (PHI) to the minimum necessary to accomplish the intended purpose -Notice of Privacy Practices (NPP) rule -Protection of PHI rule -Confidential Communication Preference (CCP) rule -HIPAA "Minimum Necessary" Privacy Rule

-HIPAA "Minimum Necessary" Privacy Rule

_______ consists of the computer workstation and tablets, printers, PDAs, smartphones, scanners, and modems. -Software -Hardware -Network -Practice Management system

-Hardware

Using proper ergonomics in the work environment promotes wellness and minimizes ________ -repetitive workplace syndrome -musculoskeletal disorders -good posture -conflict in the workplace

-musculoskeletal disorders

Improper setup of workstations or repetitive use of computer equipment (e.g., keyboarding) can________. -make you more efficient -help you enter more data -result in physical injury -cause mental stress

-result in physical injury

______ open more than one file drawer in a vertical file at a time; the unbalanced weight could cause the cabinet to ______ option 1 -Always -Never option 2 - tip forward - tip backward

1. Never 2. Tip forward

What type of software captures all patient health information harvested from one or more encounters in any health care delivery system (such as a medical office, hospital, urgent care center, and so on) and refers to the interoperability of electronic medical records, or the ability to share medical records with other health care facilities? a. Physician management b. Electronic health record c. Practice management d. Medical record management

b. Electronic health record

What application software allows patients to communicate with the practice and providers, using a secure username and password? a. Health reminders b. Patient portals c. Documentation management d. Clinical lab reporting

b. Patient portals

When considering a room's appearance, which of the following is regularly used to provide an inviting environment? a. Large plants and medical posters. b. Relaxing background music and large plants. c. Bright colors and relaxing background music. d. Flat-screen TV with cable news channel programming only.

b. Relaxing background music and large plants.

Which is NOT referred to as computer hardware? a. Printer b. Router c. Modem d. Scanner e. PDA

b. Router

Which function is performed when preparing the front desk at the beginning of the day? a. Call the answering service to send over urgent messages only. b. Turn on computers, scanners, printers (and other electronic equipment). c. Send out faxes. d. Begin pulling charts.

b. Turn on computers, scanners, printers (and other electronic equipment).

In general, the term EMR (electronic medical records) refers to: a. administrative functions. b. clinical functions. c. combined administrative and clinical functions. d. insurance claims scrubbing capabilities.

b. clinical functions.

There are many advantages to using computers in the medical office. The computer can facilitate claims processing; the necessary information is entered into the practice management application of the EHR and sent directly to: a. patients. b. insurance clearinghouses and insurance companies. c. patients and insurance clearinghouses. d. insurance companies and patients.

b. insurance clearinghouses and insurance companies.

For offices using EHR software dictated notes, hospital discharge reports, and consults should be: a. filed in the patient's paper chart. b. scanned in the patient's electronic chart. c. reviewed and prioritized before shredding. d. placed with the following day's schedule.

b. scanned in the patient's electronic chart.

It is necessary to back up data to ensure integrity from loss, disaster, human error, hard-drive error, virus, or equipment damage using: a. tapes, DVDs, and web-based applications. b. tapes, CDs, and off-site (cloud-based) applications. c. CDs, off-site storage, and DVDs. d. No back-up is required with EHR technology.

b. tapes, CDs, and off-site (cloud-based) applications.