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Medical Office Administrative Procedures

Course Number: MA 117
Transcript Title: Med Office Admin Procedures
Created: September 1, 2012
Updated: September 25, 2013
Total Credits: 3
Lecture Hours: 30
Lecture / Lab Hours: 0
Lab Hours: 0
Satisfies Cultural Literacy requirement: No
Satisfies General Education requirement: No
Grading options: A-F (default)

Course Description

Covers medical reception room techniques, including appointment scheduling, telephone techniques, mail handling, financial records, accounting, accounts receivable and payable, insurance, office care and management, and medical records management.

Intended Outcomes

  1. Communicate appropriately and in a caring manner in a medical setting.
  2. Apply understanding of legal and ethical issues he/she may encounter in the medical setting to enhance decision making.
  3. Conduct and accurately record a health history.
  4. Apply knowledge of the components of a clinical record and Health Insurance Portability and Accountability Act (HIPAA) regulations.
  5. Recognize and apply appropriate accommodations for special needs and cultural differences within the healthcare setting.

Outcome Assessment Strategies

Students will demonstrate these learning outcomes by these tasks conducted individually and in cooperation with other students:

  • Answer theoretical and application multiple choice questions on information covered in lecture and reading assignments.

Course Content (Themes, Concepts, Issues and Skills)

The following list outlines the concepts, themes, and issues you need to understand and be able to use appropriately. You will have the opportunity to demonstrate your understanding in written and oral form, individually and in groups.

1.0 PATIENT RECEPTION

Understand general office policies. Understand basic medical assisting clerical functions, bookkeeping principles and operational functions. Develop knowledge and skill to function effectively in the reception area of a physician's office making appointments, answering telephones and obtaining patient information.

2.0 APPOINTMENTS

Develop knowledge and skill in scheduling in and out of office appointments and maintain the appointment book as a legal document. Schedule and manage mock appointments for both inpatients and outpatients.

3.0 THE MEDICAL RECORD

Develop knowledge and skill in the initiation and maintenance of medical records. Create, manage and maintain mock medical records. Obtain and record patient’s histories. Understand medical record confidentiality and HIPAA. Students will also create charts they will use in other modules. Students will fill out patient registration forms, health history forms, medical release forms, immunization record forms, medication record forms and properly place them in the chart.

4.0 MEDICAL RECORDS MANAGEMENT

Develop knowledge and skills in creating, maintaining, protecting and preserving of the medical record in the physician's office. File mock medical records, reports and medical correspondence.

5.0 TELEPHONE TECHNIQUE

Develop knowledge and skill in the use of the telephone, handling incoming and placing outgoing calls with knowledge, efficiency and courtesy. Students will practice mock phone conversations practicing professional phone technique.

6.0 BANKING AND FINANCIAL PROCEDURES

Develop knowledge of banking terms and skills in accounting. Prepare bank deposits, post entries on day’s sheets. Perform accounts receivable procedures and billing and collection procedures. Post adjustments, process credit balance, refunds, NSF checks and post collection agency payments.

7.0 ACCOUNTS RECEIVABLE RECORDS

Develop knowledge and skill in the maintenance of accounts receivable records including various billing methods and collection procedures. Students will properly fill out CMS-1500 forms.

8.0 ACCOUNTS PAYABLE RECORDS

Develop knowledge and skill in the maintenance of accounts payable records in the physician's office.

9.0 INSURANCE CONCEPTS AND PROCEDURES

Develop knowledge and skill in the processing of claims for submission to third party payers, including the knowledge of CPT coding. Apply managed care policies and procedures. Apply third party guidelines. Perform procedural and diagnostic coding. Complete insurance claim forms. Students will properly fill out CMS-1500 forms.

10.0 THE COMPUTER IN THE MEDICAL PRACTICE

Develop knowledge of the basic vocabulary and language of computers and skill in learning the basic functions of a computer programmed for specific purposes in a medical office. Utilize computer awareness to maintain administrative and clinical equipment. Introduce electronic medical records (EMR).

11.0 MAIL

Develop knowledge and skill in handling written communications, both incoming and outgoing mail. Respond to and initiate written communication. Recognize and respond to verbal and nonverbal communication. Students will type up mock lab letters and mail them properly. Students will also fill out preset lab letter and properly mail them out.

12.0 PSYCHOLOGY AND COMMUNICATION

The goal is to provide knowledge and skills in the basic principles of psychology and self-understanding of social adaptability for communications and actions with physicians, employees and patients. Understand principles of recognition and response to verbal and nonverbal communication.

Related Instruction

Communication
Hours: 40

Outcomes:

  1. Communicate appropriately and in a caring manner in a medical setting.
  2. Use and understanding legal and ethical issues he/she may encounter in the medical setting to enhance decision-making.
  3. Conduct and accurately record a health history.
  4. Apply knowledge of the components of a clinical record and Health Insurance Portability and Accountability Act (HIPAA) regulations.
  5. Recognize and apply appropriate accommodations for special needs and cultural differences within the healthcare setting.

Activities:

Content:

  • Perform entry-level competency in the performance of administrative duties of the medical office.
  • Apply knowledge and skill to function effectively in the reception area of a physician's office making appointments, answering telephones and obtaining patient information. Schedule and manage mock appointments for both inpatients and outpatients.
  • Apply knowledge and skill in the initiation and maintenance of medical records. Create, manage and maintain mock medical records. Obtain and record patients’ histories. Understand medical record confidentiality and HIPAA. Students will also create charts they will use in other modules.
  • Students will fill out patient registration forms, health history forms, medical release forms, immunization record forms, medication record forms and properly place them in the chart.
  • Apply knowledge and skill in the use of the telephone, handling incoming and placing outgoing calls with knowledge, efficiency and courtesy. Students will practice mock phone conversations practicing professional phone technique.
  • Apply knowledge of banking terms and skills in accounting. Prepare bank deposits, post entries on day sheets. Perform accounts receivable procedures and billing and collection procedures. Post adjustments, process credit balance, refunds, NSF checks and post collection agency payments.
  • Apply knowledge and skill in the maintenance of accounts receivable records including various billing methods and collection procedures. Students will properly fill out CMS-1500 forms.
  • Apply knowledge of the basic vocabulary and language of computers and skill in learning the basic functions of a computer programmed for specific purposes in a medical office. Utilize computer awareness to maintain administrative and clinical equipment. Introduce electronic medical records (EMR).
  • Apply knowledge and skill in handling written communications, both incoming and outgoing mail. Respond to and initiate written communication. Recognize and respond to verbal and nonverbal communication. Students will type up mock lab letters and mail them properly. Students will also fill out preset lab letter and properly mail them out.
  • Apply knowledge and skills in the basic principles of psychology and self-understanding of social adaptability for communications and actions with physicians, employees and patients. Understand principles of recognition and response to verbal and nonverbal communication.

Department Notes

  • Required course which fulfills a portion of the curriculum for the Certificate in Medical Assisting.
  • The extent of transferability or credit allowed for the course would be dependent upon the institution and the program to which the student is transferring.
  • Students must also enroll in Medical Office Administrative Procedures Lab (MA 118) concurrently for laboratory practice of materials covered in this course.