Deck 62: Business Operating Systems

Question 1

With the exception of prosthodontics,why is it generally not recommended to schedule more than two appointments in advance?

A)It is easier for the dentist to remember the appointments.
B)With less than two appointments, the dentist's schedule becomes overbooked.
C)With less than two appointments, time is not available for new patients and emergencies.
D)There is a greater chance of a patient missing an appointment if it is scheduled too far in advance.

Answer 1

There is a greater chance of a patient missing an appointment if it is scheduled too far in advance.

Question 2

Files for those patients who have been recently seen (in the past 2 to 3 years),which are maintained in the areas of easiest accessibility,are called _____ files.

A)inactive
B)active
C)current patient
D)archived

Answer 2

active

Question 3

What specific guidelines are used for maintaining an organized filing system?

A)Numeric filing with color-coding, because it is the simplest and most efficient system for most practices
B)Using approximately one file guide for every 50 to 100 folders
C)Leaving at least 12 inches on each shelf or in each drawer for working space within each file
D)Placing an outguide to mark a folder's place when it is removed from the file

Answer 3

Placing an outguide to mark a folder's place when it is removed from the file

Question 4

The _____ is the core of the business side of the dental practice.

A)reception area
B)business office
C)private office
D)treatment area

Question 5

What is the proper sequence of recording appointment entries?
1)Write the appointment card for the patient.
2)Make the complete entry in the appointment book or software system.
3)Double-check to ensure the information is entered correctly.

A)1, 2, 3
B)1, 3, 2
C)2, 1, 3
D)2, 3, 1

Question 6

Which item is the most commonly used system for patient filing because it is the easiest and follows basic rules of indexing?

A)Numeric
B)Color-coding
C)Alphabetic
D)Chronologic

Question 7

What is one of the most important responsibilities of the dental office business assistant?

A)Calling patients to remind them of their appointments
B)Maintaining accurate and complete records
C)Making sure all supplies are ordered
D)Keeping the dentist happy

Question 8

Which of the following is a type of preventive recall system?

A)Advance recall system
B)Telephone recall system
C)Written recall notification
D)All of the above

Question 9

What is the time that is reserved each day for scheduling emergency patients called?

A)Buffer period
B)Matrix
C)Emergency block
D)Bracket time

Question 10

Which task is the act of classifying and arranging records so that they will be preserved safely and can be quickly retrieved when needed?

A)Sorting
B)Storage and retrieval
C)Filing
D)Charting

Question 11

When is appointment scheduling is most effective?

A)Everyone in the office knows how to schedule.
B)All appointments are scheduled at least 2 weeks in advance.
C)Only one person is responsible for the scheduling.
D)Emergency patients are always seen over the noon hour.

Question 12

If a 15-minute time unit is used in the practice and a patient must be scheduled for a procedure that will take approximately 40 minutes to complete,the dentist should request that this patient be given a ___-unit appointment.

A)one
B)two
C)three
D)four

Question 13

When is the best time to see young children in the dental office?

A)After their nap
B)Right after lunch
C)Late in the day
D)In the morning

Question 14

What is the purpose of a call list in the dental office?

A)Emergency numbers
B)Frequently called numbers
C)Scheduling patients on short notice
D)Confirming patient appointments

Question 15

Who is a patient of record?

A)One who has a criminal record
B)One who has been seen in the practice before
C)One who is on the waiting list
D)One who is a new patient

Question 16

What is the component of a computer that actually executes instructions called?

A)Central processing unit (CPU)
B)Mass storage device
C)Input device
D)Memory

Question 17

Most dental practices use ___-minute time units,because they provide maximal flexibility in scheduling,allowing for more productivity.

A)10
B)15
C)30
D)60

Question 18

What is the term for the continuing care program of regularly scheduled preventive appointments?

A)Preventive scheduling
B)Preventive treatment plan
C)Preventive recall program
D)A hygiene program

Question 19

_____ was adopted to enhance and protect the privacy and rights of patients.

A)HIPAA
B)OSHA
C)A Patient's Bill of Rights
D)The Bloodborne Pathogens Standard

Question 20

A patient _____ contains all of the financial information for each patient or family.

A)outguide
B)ledger
C)clinical record
D)requisition

Question 21

What is a backorder?

A)Something that is not available for delivery with the rest of an order
B)Something that is on an automatic shipment plan
C)Something that was purchased at a quantity purchase rate
D)Something that must be returned

Question 22

Where would you look to find expense records such as receipts and paid bills?

A)Patient dental records
B)Patient financial records
C)Practice business records
D)Accounts receivable records

Question 23

What is place between files that displays the letters or numbers of the patient records that follow it?

A)Chronologic file
B)File guide
C)Ledger
D)Outguide

Question 24

In which record would you look to find consent forms for a patient?

A)Patient dental records
B)Patient financial records
C)Practice business records
D)Accounts receivable records

Question 25

What are the two main components of a computer?

A)Memory and the input device
B)The CPU and the mass storage device
C)Hardware and software
D)Input device and output device

Question 26

Which statement is incorrect about patient ledgers?

A)A patient's ledger is kept with the patient's clinical records.
B)The patient's ledger contains all of the financial information for each patient or family.
C)The ledger statement can be hard copy or electronic.
D)The ledger should include a description of the service provided.

Question 27

Which file system would be most appropriate for the patient recall system?

A)Alphabetic
B)Color-coded
C)Chronologic
D)Numeric

Question 28

Which statement is incorrect regarding HIPAA compliance?

A)Dental practices must strictly adhere to privacy procedures as set forth by HIPAA.
B)The dentist must follow a specific format when putting HIPAA policies into practice.
C)New staff members must be trained as soon as possible in HIPAA regulations.
D)Document of training must be included in the procedure manual.

Question 29

What are items that are disposable or used up in a relatively short time called?

A)Expendables
B)Consumables
C)Nonexpendable
D)Both a and b

Question 30

What is the maximum quantity of a product to be ordered at one time called?

A)Shelf life
B)Rate of use
C)Reorder quantity
D)Reorder point

Question 31

Approximately one file guide should be used for every ____ folders,depending on the size of the folders.

A)9 to 12
B)10 to 20
C)5 to 10
D)3 to 5

Question 32

Place the following names in alphabetical order.
1)John G.Stanford
2)Carl B.Stephens
3)Francis Lee St.Andrew
4)Denise Stall-Chadwick

A)4, 3, 2, 1
B)3, 2, 1, 4
C)2, 1, 3, 4
D)3, 4, 1, 2

Question 33

Which of the following helps to determine the reorder point of an item?

A)The rate of use
B)The lead time
C)Automatic shipments
D)Both a and b

Question 34

Which statement is correct?

A)The maintenance of adequate records is one of the chairside assistant's most important responsibilities.
B)The business manager is responsible for determining what type of record and filing system is best for the office.
C)The maintenance of accurate and complete records is a sign of quality care.
D)Records are maintained only in electronic files.

Question 35

What are the responsibilities of the business assistant?

A)Scheduling patients
B)Giving oral hygiene instructions
C)Sterilizing instruments
D)Setting up the treatment areas

Question 36

What are the advantages of using the color-coded filing system?

A)It is the easiest of all the systems.
B)It is easy to spot misfiled records.
C)It follows the basic rules of indexing.
D)It is divided into months.

Question 37

Which category of items ordered in the dental office consists of materials that are relatively low cost and are used up in a short time?

A)Consumables and disposables
B)Expendables
C)Nonexpendables
D)Major equipment

Question 38

Which of the following would be used to help in sorting files from active to inactive?

A)File guides
B)Outguides
C)Aging tabs
D)Ledgers

Question 39

Which of the following is necessary to achieve organizational goals and team-oriented employee satisfaction?

A)Communication skills
B)Effective management
C)Team cooperation
D)Patient satisfaction

Question 40

The cross-reference file is used in which system?

A)Alphabetic
B)Color-coded
C)Chronologic
D)Numeric

Question 41

The dentist requires 1 hour and 20 minutes to prepare a tooth for a single crown.The office appointment book is marked in 15-minute increments.How many units of time would need to be reserved for this procedure?

A)Four units
B)Five units
C)Six units
D)Seven units

Question 42

What should be considered about a patient with an emergency?

A)Only a patient of record that may be in pain and needs to be seen immediately.
B)The patient should come at the first available appointment.
C)The patient should be seen in the office at all costs so the dentist will not be charged with abandonment.
D)The patient should be referred to another dentist if they are not a patient of record.

Question 43

Which of the following is not an advantage of using an efficient appointment scheduling system?

A)Increase stress on the staff to achieve maximum productivity
B)Decreases the time patients spend waiting in the dental office
C)Provides an even pace of work during the day
D)Helps with patient satisfaction

Question 44

Which statement is incorrect about inventory management?

A)An inventory system should be updated at all times.
B)It should be organized into expendables and nonexpendables.
C)All expendable items must always be placed on the automatic shipment system.
D)It is advisable that a clinical assistant be assigned to handle the inventory of clinical supplies.

Question 45

Which statement accurately depicts buffer time in the appointment book?

A)It should always be either right before lunch or right before leaving for the day.
B)It can be used for short appointments, such as a denture adjustment, if not used for an emergency.
C)It should be at least three units of time.
D)It should be reserved to work someone in for a routine appointment, such as a cleaning.

Question 46

Which statement is correct concerning appointment books?

A)Whether using a manual or electronic appointment system, it is important to outline each day.
B)The most efficient format is the "week-at-a-glance," allowing a view of all days of the week at once.
C)Units of 10-, 15-, or 30-minute intervals should be used.
D)All of the above

Question 47

Which items should be "blocked out" on the appointment book?

A)Downtime
B)Meetings
C)Office hours
D)Both b and c

Question 48

When reordering supplies,which of the following must be taken into consideration?

A)The shelf life of the materials
B)Storage space available
C)Quantity purchase rate
D)All of the above

Question 49

What should the staff person remember when scheduling appointments?

A)Schedule difficult appointments back-to-back to get them over with.
B)Allow time for cleaning and setting-up of the treatment areas.
C)Overlap patients to reduce downtime.
D)Show the schedule to patients so they will understand the importance of being on time for their appointment.

Question 50

What item is placed daily in the treatment room,laboratory,and private offices for the staff?

A)Call list
B)Daily schedule
C)Ledger
D)Outguide

Question 51

Which statement is incorrect concerning the HIPAA electronic safeguards?

A)Dental offices must have physical and technical safeguards to maintain the safety and confidentiality of patient personal information.
B)Computer screens can never be in plain sight of patients.
C)Passwords must be put into practice and changed often.
D)Always close the patient file off the screen when not using the file.