Medical Office I Week 4

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Medical Office I Week 4

crani/o

skull

cervic/o

neck

sacr/o

sacrum

trache/o

trachea (windpipe)

inguin/o

groin

viscer/o

internal organs

sarc/o

flesh

chondr/o

cartilage

thorac/o

chest

hist/o

tissue

-ose

full of, pertaining to sugar

-eal

pertaining to

-ectomy

removal, excision

-tomy

process of cutting

inter-

between

hypo-

below, deficient

ana-

up, apart

epi-

above, upon

cranial, thoracic, abdominal, pelvic, spinal

what are the 5 cavities of the body?

cervical, thoracic, lumbar, sacral, coccygeal

what are the 5 cavities of the back?

thoracic

chest region

sacral

sacrum region

coccygeal

tailbone region

cranial

cavity surrounded by the skull

thoracic

cavity in the chest surrounded by the ribs

pelvic

cavity surrounded by the hip bone

spinal

cavity surrounded by the back bones

abdominal

cavity below the chest containg digestive organs

cervical

neck region

lumbar

waist region

coccygeal

pertaining to the tailbone, coccyx

superficial

on the surface

deep

away from the surface of the body

proximal

pertaining to near

distal

pertaining to far, distant

prone

lying on the belly

supine

lying on the back (face up, palms up)

dorsal

pertaining to the back of the body

anterior

front surface of the body

inferior

below another structure

caudal

pertaining to the tail, lower part of body

lateral

pertaining to the side

sagittal

pertaining to lengthwise

superior

above another structure

transverse

plane dividing the body into upper and lower portions

vertebral

pertaining to the vertebra, backbone

medial

pertaining to the middle

cephalic

pertaining to the head

answering phones

answer each line ASAP—by the third ring

answering multiple lines

-Excuse yourself and ask the patient if they can hold
-Answer the second call, determine the nature of the call (be sure it is not an emergency), ask if they can hold
-Return to the first call and thank them for holding
-Resolve the first call and return to the second call

telephone screening

-Using a set of questions that will reveal the caller's condition and help to determine how soon the patient should be seen by the physician is called?
-Never guess a response to patient's question and don't treat any question lightly

non emergency calls

If a call is taking longer than exprected, place the caller on hold or ask if you can call them back.

transferring calls

-Always give the patient the phone number or extension of the person you are transferring them to incase there is a disconnection.
-A telephone log should be maintained that lists all calls received.

documenting phone messages

-Information regarding patients may not be given out over the phone to anyone unless the patient has given written permission to do so.
-Always remember HIPAA.
-Record the date, time, brief message and initials of person writing message (DOB, patient name, person calling, number they can be reached at).

messaging devices

Messages should be played back and recorded ASAP and calls should be returned in the order of importance.

screening calls

this allows you to be aware of the most frequent types of phone calls that will be received in the medical office.

immediately routed calls to physician

-Family members
-Any situation deemed emergency by the provider
-Critical lab results
-Patient requesting test results "abnormal results" (attach results to message)
-Another provider
-Hospital calling for orders
-Patient requesting medical advice (usually set up pt appt.)
-Third-party request for imformation about a pt. (if not billing or provider referral-related, check CCP for auth to release).

prescriptions protocol

-Learn the rules of the office for calling in prescription refills
-Must have consent from doctor

test results

Doctor usually needs to sign off on them before they are released.

call monitoring

-Listen quietly and take notes of the conversation
-Caller must give consent
-Call may also be recorded and listened to later, but you still must have caller's consent

refusal or inability to Identify

If you answer the phone and no one responds after you try twice to converse, hang up.

TTY and TDD

-Teletypewriter and Telecommunications Device For the Deaf
-Allow you to communicate with the hearing impaired

scheduling pt appointment

be sure to include patient name, parent's name when appropriate, reason for visit, provider to be seen, date, time, and current phone number

requested patient info upon call

-First and Last name & correct spelling
-DOB
-Telephone Number
-Detailed reason for calling

in-service

a practical way to inform employees about the schedule and enforce the established guidelines for office hours?

matrix (blocked time)

nothing should be scheduled in a time slot with a fixed _________.

clustering

scheduling patients for specific type of visits or procedures at specific times.

walk in/open hours

no scheduled appointment. Patients sign in upon arrival and are seen by the provider in that order.

single-booking

used when an appointment for a patient will take a longer period of time, a single patient is booked for a specific amount of time.

streaming

appointments are scheduled for a particular amount of time based on patient need

wave

patients are scheduled during the first 30 minutes of each hour, leaving the last 30 minutes for same-day appointments.

patient phone number

adding the_________ to the schedule makes it easy to contact the patient if you must alter the schedule?

IOC interoffice communication

informational, memo style communication that is usually specific to one conern.

informal notes

-for thank you's and congratulations
-often written on a first name basis

information sheets

-specific written instructions regarding the examinations and diagnostic tests performed
-help to reinforce what is said in the office and serves as a reminder after they leave

written communication

the most important criteria about any communication is using proper grammar and punctuation with no misspelled words

professional letters

3 types of letter styles:
-full block letter
-modified block letter
-modified block letter with indented paragraphs.

CC

Carbon Copy:
-letter or correspondence has been sent to another person for viewing.
-usually other recipients name is listed next to the cc

mail

can be stamped or metered

priority mail

-provides preferential handling and expedited delivery of materials up to 70 pounds and 108 inches in combined length and width
-rates vary by weight, can be insured, registered, certified or sent COD (collect by deliver)

facsimile (fax machine)

-can be used by hospitals, providers' offices, and clinics to send and receive information regarding patients over telephone lines.
-always use a cover sheet as the first page

pagers

-physicians commonly wear pagers so they can be contacted regardless of where they are

teleconferencing

-speakerphones cameras, connection devices, and television monitors are networked together so that everyone can see and hear each other at the same time

sorting mail

Mail marked personal should be placed on the physician's or office manger's desk unopened.

machinable mail

USPS (united states postal service) uses optical character readers (OCRs) and bar code sorters (BCSs) to read the address on envelopes you mail.

OCR

optical character readers- reads the address on envelopes you mail.

BCS

bar code sorters- reads the address on envelopes you mail.

USPS

united states postal service

floppy disk

a thin magnetic storage device made of flexible plastic.

hard copy

printed on paper with information.

menu

a display of available functions

scanner

a device that can read text or illustrations and print on paper and translate them to electronic files.

search engine

a program that searches keywords and gives list of document where found.

CD-ROM

-Compact Disk-Read Only Memory- a type of optical disk capable of storing large amounts of data, typically 650-700 megabytes (MB).
-Reads only CDs.

CPU

Central Processing Unit- the brain of the system.

disk

a round plate on which data can be encoded.

hardware

the electronic, magnetic, and electromechanical equipment of a computer system (such as keyboard, disk drive, monitor, CPU, and printer)

input

data or commands entered on the computer.

output

what the computer produces after recorded information is processed, revised and printed out.

software

computer programs necessary to direct the hardware of a computer system to perform specific tasks

CD-R

CD-Recordable:
-Data can be saved (burned) onto this disk by using a computer with a CD burner.
-After the CD is burned, data can be retrieved, but no additional data can be added to it

CD-RW

CD-Re-Writable disk:
-This type of disk enables you to write onto it in multiple sessions.

DVD-R

DVD-Recordable disk:
-can record data only once, and then the data becomes permanent on the disc.

DVD-RW

DVD-Re-Writable disk:
-erasable, recordable device, enables you to write onto it in multiple sessions.

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