Deck 62: Business Operating Systems

Question 1

One of the most important responsibilities of the dental office business assistant is:

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.

Answer 1

maintaining accurate and complete records.

Question 2

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

Answer 2

three

Question 3

Which of the following 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

Answer 3

Filing

Question 4

The types of preventive recall systems include which of the following?

A)Advance recall system and written recall notification
B)Telephone recall system
C)Fed-Ex recall system
D)Both a and b

Question 5

A time that is reserved each day for scheduling emergency patients is called a(n):

A)buffer period.
B)matrix.
C)emergency block.
D)bracket time.

Question 6

Specific guidelines for maintaining an organized filing system include:

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.

Question 7

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

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

Question 8

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 9

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 10

Appointment scheduling is most effective when:

A)everyone in the office knows how to schedule.
B)all appointments are scheduled at least two weeks in advance.
C)only one person is responsible for the scheduling.
D)emergency patients are always seen over the noon hour.

Question 11

A call list is used in the dental office for:

A)emergency numbers.
B)frequently called numbers.
C)scheduling patients on short notice.
D)confirming patient appointments.

Question 12

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 13

The component of a computer that actually executes instructions is called the:

A)central processing unit (CPU).
B)mass storage device.
C)input device.
D)memory.

Question 14

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

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.

Question 15

The continuing care program of regularly scheduled preventive care is also called:

A)preventive scheduling.
B)a preventive treatment plan.
C)a preventive recall program.
D)a hygiene program.

Question 16

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

A)inactive
B)active
C)current patient

Question 17

_____ 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 Blood-borne Pathogens Standard

Question 18

The best time to see young children in the dental office is usually:

A)after their nap
B)right after lunch
C)late in the day
D)in the morning

Question 19

A patient of record is one who:

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

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

Which statement is not true of 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 22

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 23

Advantages of using the color-coded filing system include it:

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

Question 24

The maximum quantity of a product to be ordered at one time is called the:

A)shelf life.
B)rate of use.
C)reorder quantity.
D)reorder point.

Question 25

The reorder point of an item is based on:

A)the rate of use.
B)the lead time.
C)automatic shipments.
D)both a and b.

Question 26

Which of the following categories of the dental office budget consists of materials of relatively low cost that are used up in a short time?

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

Question 27

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 28

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 29

The computer consists of two main components,which are ______ and ______.

A)memory; input device
B)CPU; mass storage device
C)hardware; software
D)input device; output device

Question 30

The "cross-reference file" is used in which system?

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

Question 31

What is placed 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 32

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 33

Which statement is true?

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 34

What is necessary to achieve organizational goals and team-oriented employee satisfaction?

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

Question 35

A backorder means the item:

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

Question 36

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

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

Question 37

Which statement is NOT true?

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 38

What would be used to help in sorting files from active to inactive?

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

Question 39

Responsibilities of the business assistant include:

A)scheduling patients.
B)giving oral hygiene instructions.
C)instrument sterilization.
D)setting up the treatment areas.

Question 40

Items that are disposable or used up in a relatively short time are called:

A)expendables.
B)consumables.
C)nonexpendables.
D)both a and b.

Question 41

Buffer time in the appointment book:

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

Question 42

Which statement is not true of inventory management?

A)An inventory system should be updated at all times.
B)It should be organized into expendable 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 43

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 44

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 45

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 46

When scheduling appointments it is good to remember to:

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 47

Items that should be "blocked out" on the appointment book include:

A)downtime.
B)meetings.
C)office hours.
D)both b and c.

Question 48

Which statement is NOT true 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.

Question 49

Which statement is true 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)The appointment book format should be suited to the dental practice.

Question 50

Efficient appointment scheduling:

A)can 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 51

A patient with an emergency:

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