1. Business and Financial Records Management - Midterm

7/30/2019 1. Business and Financial Records Management - Midterm

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BUSINESS ANDFINANCIAL RECORDSMANAGEMENT

PATIENT RECORDS


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Filing Systems

Whether the office uses traditional

(manual) paper files and filing

cabinets or electronically stored &

retrieves patient records, thephilosophy & format of filing systems

are similar

A-alphabetic

B- numeric

C- chronologic


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Filing Courtesy

A. Never leave a file drawer open;it is a professional consideration

and courtesy never to leave a

patients file out in the open whereother people may read the

contents (confidentiality of

patients record)

B. Always return the file promptly

to its proper position.


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KINDS OF FILE

1. ACTIVE FILE

Those patient of recordwho have been treated in

the office within the past

12 months and or whoowe outstanding fees


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2. INACTIVE FILE

Are those patients of recordwho have not been treatedor made contact with the

office for more than 12months prior and have nooutstanding balance.


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We should conduct routineaudits so that :

We can keep patients frombecoming lost in mid treatment

To see that patients who may

have cancelled appointmentswithout reappointing are

rescheduled to complete

treatment and to ensure that pa-tients are notified of their

appointments when due


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RECALL

LIFELINE OF THEPRACTICE

Makes sure that thereis continues existence of

the clinic and flow ofpatients


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CONTENTS OF A PATIENT FILE

A. Clinical - contains pertinentinformation resulting from oral

examination conducted by the

dentist, the patients report ofpain or other complaints (if

any) & treatment required or

completed. Each entry must belegible, dated and initialed by

the person making the entry.


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B. Financial responsibility

- this information includes

name, address, phonenumbers and place of

employment of the patient &

the responsible party ( ifdifferent ) & specific

insurance information


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C. Informed consent

- it is a written, signed,

dated form consenting the

dentist to perform

whatever dentaltreatment is needed.


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D. Medical/ dental history - containsprescribed drugs currently being taken

by the px, name and tel. no. of the pxs

family physician, recent hospitalizationor surgeries, current medical condition

(cardiac disease, diabetes, hypertension,

hepatitis or HIV disease) and any

known allergies.

-name & tel. no. of a responsible party

to contact in case of an emergency.


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E. Dental radiographs


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Ownership of PatientRecords

While the patient has

the right to review

records or to obtain

copies of them, the

practice owns therecords


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Transfer of PatientRecords

When the patient changes dentist orrelocates, the px. may request the

records be transferred to the new

treating dentist. The previousdentist should request the patient

or new dentist to send a written,

signed & dated request for transfer

of records. Only duplicates of

records should be sent and NEVER

the originals.


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MANAGING

ACCOUNTSRECEIVABLE


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METHODS OF PAYMENT

- preferred

method ofpayment

- payment

right aftertreatment

1. Cash


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-Advantagesa. proof of

payment

through the

cancelled check

b. safer than

carrying larger

sums of cash

2. Personal check


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-Acceptance of any type

of credit card costs thepractice a percentage

of the fee.

-Advantage- payment is

virtually guaranteedand paperwork, billing

and collection time are

reduced.

-Any finance charges are

assumed by the patient

3. Credit cards


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4. Direct reimbursementThe patient may choose whomeverhe wishes as a provider for dentalcare

The patient pays the dentist fee atthe time of service and submits acopy of he paid receipt to his

employers benefits administrator.Then the administrator reimburses

to the employeethe amount paid.


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Direct reimbursement plans

usually have a ceiling amount ofreimbursement per employee or

per family per year.

In this kind of plan, the patientmay arrange sequential phases

especially on extensive dental

treatment so as to maximize the

patients return on direct

reimbursement


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5. Series of payment

( budget plans )Down payment

Arranged payment

schedule for balance due

Applicable for

Ortho/Prostho treatment


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-Thru HMOs

or healthmaintenance

offices

-HMOs

accredit

services ofsome

dentists

6. Third-party

payment


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The primary advantage for a

dentist to sign up for amanaged care program is

guaranteed flow of new

patients and cash flow.

This is especially appealing to

a new dentist just starting outa practice or trying to fix a

practice


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The primary disadvantage

for the dentist participatingin a capitation-based

program is that the risk of

utilization of services by

patient beyond that

anticipated falls on thedentist instead on the

insurance company.


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CAPITATION

Refers to a method of payment

for services where the insurer

pays providers a fixed amountfor such patient treated,

regardless of the type,complexity or number of

services required

1. Business and Financial Records Management - Midterm

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