Dental Practice Management Final EXAM

1. Know job responsibilities/duties of administrative assistants

Scheduling appointments, handling patient records, managing billing and insurance claims, ordering supplies, and communicating with patients and staff.

Cashier’s Check

Guaranteed by a bank.

Certified Check

A personal check certified by a bank.

Business Check:

Used for paying vendors and services

Personal Check

Issued by individual patients

net pay

earnings after deductions.

gross pay,

Total earnings before deductions.

, petty cash

Small fund for minor expenses.

budget

A financial plan for income and expenditures.

EOB

(Explanation of Benefits): Statement from insurance showing what was paid.

accounts receivable

: Money owed to the practice.

amount payable

Money the practice owes others.

bank deposit,

Recording of money placed into the account.

bank receipt,

proof of a transaction made at the bank.

bank statement

Monthly summary of account activity.

Know the federal assistance program that provides health care services to low-income individuals and families.

Medicaid

Co-Insurance:

Patient pays a percentage of the cost after deductible.

Deductible

Amount paid by patient before insurance starts covering.

7. Regarding insurance, who is the provider.

Provider: The company that offers the insurance plan.

preauthorization

Approval from insurance before treatment.

group plan

Insurance through an employer or organization.

worker’s compensation

Covers work-related injuries.

insurance

Financial protection for healthcare costs.

assigned benefits

Payment goes directly to provider.

dual coverage

Patient has two insurance plans.

the birthday rule

Determines primary insurance in dual coverage—whichever parent’s birthday comes first in the year.

9. Know what the AA does when a patient’s account is turned over to a collection agency

AA stops attempting collections and updates account as "sent to collections."

Credit Memo:

Issued to correct billing errors or return.

Backorder Slip:

Record of items not shipped due to being out of stock.

Capital Items:

Long-term assets (e.g., X-ray machines).

Expenditures

Day-to-day expenses.

Non-Expenditures

Not considered expenses (e.g., donations).

Collection Agency

Collects overdue debts.

Credit Bureau

Tracks credit history.

13. What do the letters CDT stand for?

Current Dental Terminology – used for coding dental procedures.

14. Know and be able to answer questions regarding HIPAA

Protects patient health information; mandates confidentiality and secure handling.

HIPPA Office Compliance List:

Know the law

Adopt or create required forms

Educate dental staff

Notify patients of the new policies

Make sure that policies and procedures are fully implemented and up to date

15. What is the best way to stock supplies?

Rotate stock (first in, first out); keep organized and labeled.

rate of use- daily,weekly or monthly basis

lead of time-needed to order and recieve new product supply(must allow for delays shipping back ordering)

16. Know what information should be entered on a capital inventory record

item name, serial number, date of purchase, cost, location.

17. SDS sheets – what supplies require them?

Required For: Any chemical or hazardous material used in the office.

18. Know the different ways to place supply orders?

Phone, online, email, fax, or through a supplier representative.

packing slip,

Lists items included in a shipment.

invoice

Bill for items/services.

credit memo,

Document for returned or overcharged items.

purchase order

Authorization to buy supplies.

20. The framework around which appointments are made.

Matrix: Template used to set available time slots for appointments.

appointment book

21. Be able to differentiate between the different types of filing systems

Alphabetic: By name.

Numeric: By patient or file number.

Chronologic: By date.

Geographic: By location.

Subject: By topic or category.

22. What is the correct way to transfer patient records?

Written patient consent, send securely and document the transfer. under HIPPA guidelines

abandonment

Ending care without notice.

fraud

Intentional deception.

negligence

Failure to provide reasonable care.

assault

Threat or attempt to harm.

24. Be able to answer questions regarding patient consent—i.e. the different types, who can sign, etc,.

• Types: Informed, implied, written.

• Who Can Sign: Patient or legal guardian.

25. What agency sets guidelines for dentistry within a state?

State Dental Board.

26. What is a recall program?

: System for reminding patients of upcoming preventive appointments.

27. Know how to respond to emergency patients over the phone

Remain calm, gather key info, schedule ASAP, inform dentist immediately.

28. Be able to answer questions about patient communication

Use clear, respectful language; active listening; ensure understanding; maintain confidentiality.

29. What topics can and cannot be asked during an employee interview?

Can Ask: Job experience, education, skills.

Cannot Ask: Age, race, religion, marital status, sexual orientation.

30. Know the criteria for a dental office to operate as a business

Licenses, taxes, insurance, staff policies, budgeting, compliance with health and safety laws.

Practice ethically

Operate efficiently and safely

Be productive

Generate referrals

Maintain a low-stress environment

Use technology

Increase entrepreneurship

Maintain financial independence