Download presentation
Presentation is loading. Please wait.
Published byAngelica Fleming Modified over 9 years ago
1
Unit 22 Business and Accounting Skills
2
Copyright © 2004 by Thomson Delmar Learning. ALL RIGHTS RESERVED.2 22:1 Filing Records Filing is the systematic or orderly arrangement of papers, cards, or other materials so they are readily available for future reference Material can be located quickly when needed
3
Copyright © 2004 by Thomson Delmar Learning. ALL RIGHTS RESERVED.3 Filing Records (continued) Records are stored safely and protected as legal records Various systems for filing in use Important to become thoroughly familiar with agency’s method and follow all instructions carefully
4
Copyright © 2004 by Thomson Delmar Learning. ALL RIGHTS RESERVED.4 Filing Records (continued) Types of Filing Systems –Alphabetical –Numerical –Geographic –Subject
5
Copyright © 2004 by Thomson Delmar Learning. ALL RIGHTS RESERVED.5 Filing Records (continued) Cross-indexes or cross-references Color-coded filing systems File storage Main rules for alphabetical filing Basic principles for alphabetical filing Main rules of numerical filing Basic principles for numerical filing
6
Copyright © 2004 by Thomson Delmar Learning. ALL RIGHTS RESERVED.6 22:2 Using the Telephone Correct use of telephone depends on use of many skills Developing the correct tone of voice is essential Answer the telephone promptly Identify the office or agency and yourself Screening calls
7
Copyright © 2004 by Thomson Delmar Learning. ALL RIGHTS RESERVED.7 Using the Telephone (continued) In order to screen calls, first find out the name of the caller Determine the purpose of the call Emergency calls must be evaluated Telephone triage can also be used to determine how quickly a patient should be scheduled for an appointment
8
Copyright © 2004 by Thomson Delmar Learning. ALL RIGHTS RESERVED.8 Using the Telephone (continued) Use discretion at all times while using the telephone Always close a conversation with “Thank you for calling, good-bye” Memorandums Problem calls occur in all agencies
9
Copyright © 2004 by Thomson Delmar Learning. ALL RIGHTS RESERVED.9 Using the Telephone (continued) Inform patient if there will be a slight delay or if they are being put on hold Correct telephone techniques require practice and experience
10
Copyright © 2004 by Thomson Delmar Learning. ALL RIGHTS RESERVED.10 Using the Telephone (continued) Automatic routing telephone system (ARU) Answering services and machines Paging systems Cellular telephones Electronic mail Fax (facsimile) machines
11
Copyright © 2004 by Thomson Delmar Learning. ALL RIGHTS RESERVED.11 22:3 Scheduling Appointments Correct scheduling of appointments is essential for good public relations Appointment books or logs Schedule only times available on the schedule Most agencies use a pencil to record appointments
12
Copyright © 2004 by Thomson Delmar Learning. ALL RIGHTS RESERVED.12 Scheduling Appointments (continued) Learn how long various procedures in your agency take Schedule appointments as close together as possible, but not so close that patients feel rushed or are required to wait for long periods in the waiting room Questions to ask while scheduling an appointment
13
Copyright © 2004 by Thomson Delmar Learning. ALL RIGHTS RESERVED.13 Scheduling Appointments (continued) Make sure you have all the required information Repeat date, day, and exact time of appointment to patient Mark correct amount of time in appointment book Be polite if patient calls to cancel appointment
14
Copyright © 2004 by Thomson Delmar Learning. ALL RIGHTS RESERVED.14 Scheduling Appointments (continued) Chronic problems of scheduling occur in every agency Emergencies occur in every agency Scheduling of appointments by computer Scheduling appointments correctly takes practice Basic principles for scheduling appointments
15
Copyright © 2004 by Thomson Delmar Learning. ALL RIGHTS RESERVED.15 22:4 Completing Medical Records and Forms Wide variety of medical records kept in every health agency Two common forms are statistical data sheets/cards and medical history records All records are confidential Statistical data sheets Medical history records
16
Copyright © 2004 by Thomson Delmar Learning. ALL RIGHTS RESERVED.16 Completing Medical Records and Forms (continued) In most agencies, assistants will complete only statistical data information, and/or family history, past history, and personal history sections Physician or another authorized person will do all other parts of the medical history
17
Copyright © 2004 by Thomson Delmar Learning. ALL RIGHTS RESERVED.17 Completing Medical Records and Forms (continued) Patient must have privacy while being questioned Legal requirements must be observed while working with medical records An awareness of cultural diversity is essential when information is obtained
18
Copyright © 2004 by Thomson Delmar Learning. ALL RIGHTS RESERVED.18 Completing Medical Records and Forms (continued) Final record is usually typed for patient’s permanent record or keyed into a computer program and printed Common abbreviations used in records and forms Basic principles for completing medical records and forms
19
Copyright © 2004 by Thomson Delmar Learning. ALL RIGHTS RESERVED.19 22:5 Composing Business Letters Collection letter Assignment letter Recall letter Consultation letter Inquiry letter
20
Copyright © 2004 by Thomson Delmar Learning. ALL RIGHTS RESERVED.20 Composing Business Letters (continued) Proofread all letters Standard form letters State abbreviations
21
Copyright © 2004 by Thomson Delmar Learning. ALL RIGHTS RESERVED.21 Parts of a Letter Letterhead Heading Inside address Salutation Subject line Body
22
Copyright © 2004 by Thomson Delmar Learning. ALL RIGHTS RESERVED.22 Parts of a Letter (continued) Complimentary close Signature Reference initials
23
Copyright © 2004 by Thomson Delmar Learning. ALL RIGHTS RESERVED.23 Typing or Keying Letters Must be neat and professional Spelling and punctuation must be correct Form or style for letters varies Block-style letter Modified-block style letter
24
Copyright © 2004 by Thomson Delmar Learning. ALL RIGHTS RESERVED.24 Spacing for Letters Letterhead Heading Inside address Salutation Subject line Body
25
Copyright © 2004 by Thomson Delmar Learning. ALL RIGHTS RESERVED.25 Spacing for Letters (continued) Complimentary close Signature Reference initials Margins
26
Copyright © 2004 by Thomson Delmar Learning. ALL RIGHTS RESERVED.26 22:6 Completing Insurance Forms Many patients rely on insurance companies to pay health care expenses, so forms must be completed correctly to receive prompt payment Information regarding patient’s insurance coverage is essential
27
Copyright © 2004 by Thomson Delmar Learning. ALL RIGHTS RESERVED.27 Completing Insurance Forms (continued) To file insurance claim All-purpose form now in use by many agencies General principles for completing insurance forms Computer programming for insurance forms
28
Copyright © 2004 by Thomson Delmar Learning. ALL RIGHTS RESERVED.28 Codes on Insurance Forms Diagnosis code Procedure/services code Use of an incorrect code can lead to rejection and/or delayed payment of a claim Two major sources for numerical codes –International Classification of Diseases –Physician’s Current Procedural Terminology
29
Copyright © 2004 by Thomson Delmar Learning. ALL RIGHTS RESERVED.29 22:7 Maintaining a Bookkeeping System Pegboard system Day sheet or daily journal Statement-receipt record Charge slips Ledger cards
30
Copyright © 2004 by Thomson Delmar Learning. ALL RIGHTS RESERVED.30 Maintaining a Bookkeeping System (continued) Basic system for using pegboard system System can also be used to record payments received Daily totals obtained at the end of the day Series of copies is made at one time Computerized bookkeeping systems
31
Copyright © 2004 by Thomson Delmar Learning. ALL RIGHTS RESERVED.31 22:8 Writing Checks, Deposit Slips, and Receipts Checks –Written orders for payment of money through a bank –Used to replace cash –Provide a record of financial transaction –Terms associated with checks Rules for writing checks
32
Copyright © 2004 by Thomson Delmar Learning. ALL RIGHTS RESERVED.32 Writing Checks, Deposit Slips, and Receipts (continued) Basic principles for writing checks Review checks carefully when received from patient Take steps to prevent loss of checks
33
Copyright © 2004 by Thomson Delmar Learning. ALL RIGHTS RESERVED.33 Writing Checks, Deposit Slips, and Receipts (continued) Used to maintain accurate financial records All monies received should be deposited as soon as possible Most agencies keep a copy of each deposit slip Deposit slips must be accurate
34
Copyright © 2004 by Thomson Delmar Learning. ALL RIGHTS RESERVED.34 Writing Checks, Deposit Slips, and Receipts (continued) All math should be double-checked Terms used on deposit slips Basic principles for completing deposit slips Receipts
Similar presentations
© 2025 SlidePlayer.com. Inc.
All rights reserved.