filing systems

a-alphabetic, b-numeric, c-chronologic

types of filing systems

never leave a file drawer open, always return the file promptly to its proper position

filing courtesy

active and inactive file

kinds of file

active file

kinds of file

• those patient record who have been treated in the office within the past 12 months with balance

inactive file

kinds of file

• those patient record more than 12 months and has no outstanding balance

We can prevent patients from becoming lost during treatment, We can identify patients who have canceled appointments without rescheduling and ensure they are reappointed to complete their treatment, We can ensure that patients are notified of their appointments when they are due

we should conduct routine audits so that:

recall

lifeline of the practice

recall

helps ensure the continued existence of the clinic by maintaining a continuous flow of patients.

clinical, financial responsibility, informed consent, medical or dental history, dental radiographs

contents of a patient file

clinical

contents of a patient file

• contains pertinent information resulting from oral examination conducted by the dentist, the patient’s report of pain or other complaints and treatment required or completed

legible, dated, initialed

contents of a patient file

• clinical - each entry must be —, —, — by the person making the entry

financial responsibility

contents of a patient file

• this information includes name, address, phone numbers, and place of employment of the patient and the responsible party and specific insurance information

informed consent

contents of a patient file

• it is a written, signed, dated, form consisting the dentist to perform whatever dental treatment is needed

medical / dental history

contents of a patient file

• contains prescribed drugs currently being taken by the px, name, and tel. no. of the px’s family physician, recent hospitalization or surgeries, current medical condition and any known allergies

review

patient has the right to — records or to obtain copies of them

practice

the — owns the records

transferred

when the patient changes dentist or relocates, the px may request the records be — to the new treating dentist

cash, personal check, credit card, direct reimbursement, series of payment, third-party payment

methods of payment

cash

methods of payment

• preferred method of payment

cash

methods of payment

• payment right after treatment

personal check

methods of payment

• advantage: proof of payment through the cancelled check

personal check

methods of payment

• advantage: safer than carrying larger sums of cash

proof of payment through the cancelled check, safer than carrying larger sums of cash

advantages of personal check

credit card

methods of payment

• acceptance of any type of credit card costs the practice a percentage of the fee

credit card

methods of payment

• advantage: payment is virtually guaranteed and paperwork, billing, and collection time are reduced

credit card

methods of payment

• any finance charges are assumed by the patient

direct reimbursement

methods of payment

• the patient may choose whomever he wishes as a provider for dental care

direct reimbursement

methods of payment

• the patient pays the dentist fee at the time of service and submits a copy of the paid receipt to his employer’s benefits administrator

direct reimbursement

methods of payment

• — plans usually have a ceiling amount of reimbursement per employee or per family per year

direct reimbursement

methods of payment

• in this kind of plan, the patient may arrange sequential phases especially on extensive dental treatment so as to maximize the patient’s return on —

series of payment

methods of payment

• down payments

series of payment

methods of payment

• arranged payment

series of payment

methods of payment

• schedule for balance due

series of payment

methods of payment

• applicable for ortho/prostho treatment

third-party payment

methods of payment

• thru HMO’s or health maintenance offices

guaranteed flow of new patients and cash flow

the primary advantage for a dentist to sign up for a managed care program is a —

managed care program

this is especially appealing to a new dentist just starting out a practice or trying to fix a practice

risk of utilization of services by patients

the primary disadvantage for the dentist participating in a capitation-based program is —

capitation

refers to a method of payment for services where the insurer pays the providers a fixed amount for such patient treated, regardless of the type, complexity, or number of service required