Computer Scheduling
Electronic appointment book
Book Scheduling
Hard copy appointment book
Wave Booking
Patients are scheduled at the same time each hour to create short-term flexibility each hour.
Modified Wave Booking
Wave booking can be modified in a couple of different ways. One example of this approach is to schedule two patients to come at 9 a.m. and one patient at 9:30 a.m. This hourly cycle is repeated throughout the day.
Double Booking
Two patients are scheduled to come at the same time to see the same physician.
Stream/time-Specific Scheduling
Scheduling patients for specific times at regular intervals. The amount of time allotted depends on the reason for the visit.
Open Booking (tidal wave scheduling)
Patients are not scheduled for a specific time, but told to come in at intermittent times. They are seen in the order in which the arrive.
Cluster or Categorization Booking
Booking a number of patients who have specific needs together at the same time of day.
Matrix
A grid with time slots blocked out when physicians are unavailable or the office is closed.
Template
A document with a preset format that is used as a starting point so that it does not have e recreated each time.
Screening System
Procedures to prioritize the urgency of a call to determine when the patient should be seen.
Certified Mail
First-class mail that also gives the mail added protection by offering insurance, tracking, and return receipt options.
Appointment Cards
Used to remind patients of scheduled appointments and to eliminate misunderstandings about dates and time.
Health Insurance Portability and Accountability Act (HIPAA) of 1996
Legislation that includes Title II, the first parameters designed to protect the privacy and security of patient information.
What are three advantages of computer scheduling?
Display available and scheduled times; length and type of appointment required and day or time preferences.
When scheduling appointments, what factors need to be taken into account?
The needs of the patient, the habits and preferences of the provider, and the capacity of the facility.
Electronic Medical Record (EMR)
An electronic record of health information that is created, added to, managed, and reviewed by authorized providers and staff within a single health care organization.
Advance Directive Form
Document that spells out what kind of treatment a patient wants in the event that he can't speak for himself. Also known as living will.
Protected Health Information (PHI)
Information about health status or health care that can be linked to a specific individual.
What are three types of demographics?
Name, address, and marital status.
Health Insurance
Financial support for medical needs, hospitalization, medically necessary diagnostic tests and procedures, and may kinds of preventive services.
Electronic Health Record (EHR)
An electronic health record of health-related information about a patient that conforms to nationally recognized interoperability standards that can be created, managed, and reviewed by authorized providers and staff from more than one health care organiz
Co payment
Fees collected from patient at the time of services.
Guarantor
Person or entity responsible for the remaining payment of services after insurance has paid.
Birthday Rule
The health plan of the parent whose birthday comes first in the calendar year is designated as the primary plan.
Healthcare Common Procedure Coding System (HCPCS)
A group of codes and descriptors used to represent health care procedures, supplies, products, and services.
Reimbursement
Payment from insurance companies.
International Classification of Diseases, ICD-9-CM and/or ICD-10-CM
Track a patient's diagnosis and clinical history.
Current Procedural Terminology (CPT) and Healthcare Common Procedure Coding System (HCPCS)
Are used to report provider services for the purpose of reimbursement.
Medicare
Federally funded health insurance provided to people age 65 or older, people younger than 65 who have certain disabilities, and people of all ages with end-stage kidney disease.
Modifiers
Added information or changed description of procedures and services, and are a part of valid CPT or HCPCS codes.
Health History
Form that asks patients to list any illnesses or surgeries they have had, family history, medications taken, chronic health issues, allergies, and other physicians they consulted.
Notice of Privacy Practices
Document informing a patient of when and how their PHI can be used.
Consent
A patient's permission
Patient Financial Responsibility form
Form that confirms that the patient is responsible for payments to the provider.
Assignment of benefits (AOB) form
Form that authorizes health insurance benefits to be sent directly to providers.
Living Will
Document that spells out what kind of treatment a patient wants in the even that he can't speak for himself. Also know as advance directive.
DNR Form
Form that states that the patient does not want to be revived after experience a heart episode or other kind of life-threatening event.
Encounter Form
A document used to collect data about elements of a patient visit that can become part of a patient record or be used for management purposes.
Regular Referral
When a physician decides that a patient needs to see a specialist.
Urgent Referral
When and urgent, but not life-threatening, situation occurs, requiring that the referral be taken care of quickly.
STAT Referral
Needed in an emergency situation, and can be approved immediately over the telephone after the utilization review has approved the faxed document.
Active Files
Section of medical charts for patients currently receiving treatment.
Inactive Files
Section of medical charts for patients the provider has not seen for 6 months or longer.
Closed Files
Section of medical charts for patients who have died, moved away, or terminated their relationship with the physician.
Purging
The process of moving a file from active to inactive status
Provisional Diagnosis
A temporary or working diagnosis.
Differential Diagnosis
The process of weighing the probability that other diseases are the cause of the problem.
Direct Filing System
System in which the only information needed for filing and retrieval is a patient's name.
Cross-reference
Reference to corresponding information in a separate location.
Privacy Rule
A HIPAA rule that establishes protections for the privacy of individual's health information.
Individually Identifiable Health Information
Documents or bits of information that identify the person or provide enough information so that the person could be identified.
Bookkeeping
Part of the office's accounting functions, to include recording, classifying, and summarizing financial transactions.
Copayment
A fixed fee for a service or medication, usually collected at the time of service or purchase.
Deductible
The amount a patient must pay before insurance pays anything.
Coinsurance
A form of cost sharing the kicks in after the deductible has been met.
Statement
A request for payment.
Explanation of Benefits (EOB)
A record of a patient's fees.
Accounts Receivable Ledger
Document that provides detailed information about charges, payments, and remaining amounts owed to a provider.
Fee-for-service
Model in which providers set the fees for procedures and services.
Allowable Amount
The limit that most insurance plans put on the amount that will be allowed for reimbursement for a service or procedure.
Resource-based Relative Value Scale (RBRVS)
System that provides national uniform payments after adjustments across all practices throughout the country.
Medicare Part B
Voluntary supplemental medical insurance to help pay for physicians' and other medical professionals' services, medical services, and medical-surgical supplies not covered by Medicare Part A.
Petty Cash Fund
A small amount of cash available for expenses such as postage, parking fees, small contributions, emergency supplies, and miscellaneous small items.
Disbursement
The record of the funds distributed to specific expense accounts.
Daily Journal
A chronological record of bills received, bills paid, and payments and reimbursements received.
Day Sheet
A daily record of financial transactions and services rendered.
End-of-day Summary
Document consisting of proof of posting sections, month-to-date accounts receivable proof, and year-to-date accounts receivable proof.
Single-entry System
A method of bookkeeping that relies on a one-sided accounting entry to maintain financial information.
General Journal
Document where transactions are entered.
Double-entry bookkeeping
A system in which every entry to an account requires an opposite entry to a different account.
Subsidiary Journals
A document where transactions are summarized and later recorded in a general ledger.
Invoice
A document that describes items purchased or services rendered and shows the amount due.
Assets
The properties owned by a business.
Equities
What is left of assets after creditors' liabilities have been subtracted.
Liabilities
The equity of those to whom money is owed (creditors).
First-class Mail
Sealed or unsealed typed or handwritten material, including letters, postal cards, postcards, and business reply mail.
Priority Mail
First-class mail weighing more than 13 ounces.
Standard Mail
Mail that includes advertising, promotional, directory, or editorial material, or any combination of such material.
Insured Mail
Mail that has insurance coverage against loss or damage.
Registered Mail
Mail of all classes protected by registering and requesting evidence of its delivery.
Packing Slip
A list of items in a package.
Terminal Numbering System
Assigning consecutive numbers to patients while separating the digits in the number into groups of twos or threes.