refers to blocking off time slots in a paper schedule with an "X" or having specified time period automatically blocked out in the computers schedule screen. Housekeeping tasks This is especially important in third-party situations where the patient's health insurance may not cover all types of care that you feel are necessary. LEVEL OF DEBT Following are some examples of typical questions that can be resolved by an alert assistant: Assistant: How may I help you? The caller should be visualized when the phone is answered. It offers an excellent method to follow-up correspondence requests waiting a reply, matters that are referred to others for action, orders for periodic purchases, and promises made for future action. Patients who admire the doctor and respect the services respond affirmatively to tactful requests. Folders can be color coded, forms and papers can be color coded, and stickers can be color coded to signify subdivisions. Each doctor selects those policies and procedures that lend themselves best to the doctor's training, time, and work habits. Wastebaskets should be emptied, supply shelves should be restocked, and special equipment necessary for the next day should be checked. This will assure that the proper size tube or envelope is at hand when the films are returned. If your assistant must communicate with a substitute doctor by telephone, some confidential data from the patient's file may have to be reported. Postgraduate Education Log There are no "routine" calls in good human relations. Would you mind speaking a little louder and slower?" Need to know a word processing program because writing letters, memos, and reports is an important part of their job. In addition, policies should address patient . what type of appointment is most appropriate for this patient? The extra steps involved in this system offer few advantages over the more simpler alphabetical system. With experience, the length of each procedure can be accurately anticipated and the estimated time can be allotted. 5. MIDDAY ROUTINES The number of days your office will be open each week and its number of operating hours each day must be carefully considered. Patient scheduling sheets When an electronic device is used, an assistant should play back the tape and record the messages on a standard form along with each caller's name and phone number. You exert significant influence over what services your patients receive, you control the documentation describing what services they actually received, and your documentation serves as the basis for bills sent to insurers for services you provided. 3.1) to run smoothly with less possibility of omitting necessary actions. If room depth is a problem but wall space is not, cabinets can also be obtained in which folders can be stored sideways. Good planning is essentially a problem-solving adventure where certain questions must be answered. General filing procedures Financial account records First, the policy should explicitly state that it's not meant to limit employees' right to talk about wages, hours or working conditions; rather, it is aimed at gossip about non-work-related . Some offices tape an inventory list on the inside of each storage cabinet door (Fig. Because of constant patient flow in the busy office, constant attention must be given to scattered magazines, cluttered counters, disarranged files, and overflowing wastebaskets. (2) main subject guides with center tabs that can be labeled; Good plans are detailed programs that limit confusion of what should be done, where, at what time, and by whom. If you are busy but expecting an important call, your assistant should be alerted to this fact. Healthcare policy is an integral aspect of the U.S. healthcare systemone that helps shape and protect the health and well-being of our population. Other data concern a broken, cancelled, or changed appointment, the source of a new patient's referral, and other information of interest. Roentgenography record forms * Programs track access * Printer: print from computer, fax & copy & scanner device, photo quality, double-sided printing, wireless option. Practice objectives provide overall direction for making decisions, and office policies and procedures serve as mechanisms for their accomplishment. Enclosures should be clipped to a letter requiring your signature unless they are quite bulky. When a check is properly made out, the proper data should be entered within the daily record and patient's ledger. When a charge is made or a payment is received, the transaction is recorded first on the daily control sheet and then on the patient's account card, and this information is used in preparing monthly Were the case history, examination, and case plan presented in a professional manner? * Warm, welcoming tone SAFES AND VAULTS It is important that a schedule or checklist should be established for daily, weekly, monthly, and less frequent responsibilities for each assistant and cleaning help. (2) when the average number of recall visits declines or plateaus, It is good policy to have a running record of such calls (Fig. These statements do not absolutely prohibit or require specified activity. * Prepare for bank deposits It is important that your entire staff be professional and thorough in all clinical and financial matters. Office administration helps in fitting all the office exercises. What is the primary use for spreadsheets? I have Dr. Smith's appointment book here at my desk. 3.15). The two most common types of case reports within a chiropractic office are personal reports and narrative reports. ALPHABETICAL INDEXING MayIhelpyou?" These factors determine whether there will be a high or low patient return and a high or low referral rate. Your working diagnosis and treatment plan should then be discussed. Time is always a problem. Even taking advantage of the telephone company's discount time periods will make a difference. It is also more practical for the practice that serves more than four patients an hour on follow-up visits. It creates a warm impression when your assistant replies to the call, rather than waiting for the caller to make a second effort to reach your office. Each of these facts has a specific purpose. In the event of your prolonged absence, you may wish to authorize an assistant to sign your name in routine correspondence, with the assistant's initials placed beside your signature. Although skeptical, the patient has called your office upon the advice of a friend. Periodic reports Supplies in most offices will be found in two general areas. All windows and doors that exit to the outside should be locked. Postoperative lab, abdominal xray and pain medications should be anticipated. POSTAGE. Thus, it's helpful to pitch the telephone voice slightly lower than normal. Your assistant, however, should always let the patient calling know that you are available and will see him or her as soon as possible. Office policies differ widely in replying to or developing correspondence. If a change does occur, I'll call you immediately." Such a patient usually has been exposed to negative propaganda for many years, but previous care for a disorder has not been beneficial. types of records: (1) patients' clinical records; He also requires a CBC electrolyte panel and pan echocardiogram done prior ot the catheterization. When they are printed on a bright-color paper, they are quickly noticed and speed retrieval. Why is it important to inform patients about wait times? For instance, if you wish that a paper on "diathermy" to be filed, it would be better placed in a subject file than filed under the name of the author. A list of such calls offers you an opportunity for a quick review (Fig. Step-by-step solution This problem hasn't been solved yet! If dictation equipment is available, you may prefer to use it in developing correspondence. Politeness is necessary, even in the most demanding situation. Courts will frequently recognize written records and not accept solely the verbal testimony of a professional witness. Front office staff are in a good position to begin the discussion. Document patient education 9. For a smoothly run practice, a duty schedule allows each employee to know work expectations and responsibilities. Does the entire staff maintain the highest professional standards, and do their constant attitudes reflect sincere concern for patients' welfare? Human relations and patient control can be evaluated by noting such factors as patient load, the number of patients with a definite future appointment, why some patients do not have a future appointment, and the quantity of cancellations and the reasons offered. Every patient entering the reception area should be cheerfully greeted and properly registered. In most offices, it is the responsibility of an assistant to sort the mail, slit the envelopes, remove and open the contents flat, attach the contents with a paperclip, stamp letters with a dater, and stack the mail in an orderly fashion. Mail should be immediately distributed after sorting to the most interested party. There are two general filing systems popular in chiropractic offices: alphabetical indexing and numerical indexing. The most simple alphabetical indexing method uses three units. Patients should never feel that they are being "victimized" by an office policy. METHODOLOGY Moreover, if employees keep coming to management asking for exceptions to policy, or complaining that a procedure is too onerousthats a warning sign that perhaps your policies and procedures are the anomalies, rather than reluctant employees. When an electronic device is used, an assistant should play back the tape and record the messages on a standard form along with each caller's name and phone number. communicates the legal rights patients have while under the care of a practioner or facility. If there are too many exceptions, satisfying the needs of a few may be detrimental to the needs of the majority. Appearance Inspections During consultation, you should deeply investigate the information previously gathered, conduct a thorough systems review, and arrive at a judgment of what type examination procedures would be best suited for the particular complaints involved. There are specific laws and regulations governing health practice certification and licensure in all states. After the patient has seen the doctor, the assistant at the dismissal desk should receive the visit slip (Fig. * Avoid monotone Soukhanov states that "Information is the basis of all decision making and planning. Chiropractic educational literature prepares the mind of the patient or prospective patient for further education. Telegrams About 4 weeks prior to the March appointment, the folder will be placed under the appropriate day tab. Furnishings inventory sheets Whenever possible, patients on long-term appointment schedules should be given the same day and time to help establish a habit pattern. SAMPLE TYPES OF ENTERING PATIENTS The specific days given in this example are not as important as grasping the logic of the procedure involved. Quantity Decisions. 9. primary ins. When working capital deteriorates, the cause can usually be traced to accumulating operational losses, poor collections, excessive payroll expenses, or unusual disbursements (eg, unexpected legal expenses, repair costs). Which systems are assets in their present form, which are liabilities? Necessary data of who, what, when, and where must be accurately and clearly recorded. For example when you are out of town attending an educational program, the assistant might respond, "Dr. Jones is attending a special seminar in Chicago this week." Basic Concepts The appointment book is your diary of professional activities and determines how you will schedule your professional time. When patients do this, there is a breakdown in the doctor-patient relationship reflecting that the patient questions your authority, competence, or sincerity. (4) rehabilitative care, or These forms are usually designed so that a group of questions refers to a pertinent system of the body. If an item is recurring (eg, meetings, installment payments), the card is moved from week to week, month to month, or as necessary. * firewalls The impressions made upon patients over the telephone are lasting impressions. This form usually concludes with a printed statement of standard office policy concerning payment for services rendered such as "Payment is expected at the time of the visit unless other arrangements have been made in advance." Contingency plans should be at hand to meet uncertain effects. * Give your name The effects of fatigue become most apparent as the end of a busy day's schedule approaches. 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