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1 Elmira Business Institute Student Syllabus: Medical Office Procedures (OFF 141) Semester: Summer 2014 Instructor Information Instructor: Office Location: Telephone: Office and Tutoring Hours: Course Identification Course Number: OFF141 Course Credits: 3 Course Name: Medical Office Procedures Course Location: Class Times: Prerequisites: Computerized Keyboarding, Medical Terminology Course Description This course is designed to develop professional skills in routine medical office situations and give the student practice in the detailed procedures of the medical office environment. The student will learn to be a productive member of an office team, behave ethically, process information via technology, communicate effectively, process mail, manage records, assist in the preparation of meetings, prepare travel arrangements, and how to advance on the job. Student Learning Outcomes Upon completion of this course, students will be able to: Understand knowledge needed for succeeding in the modern medical office. Perform effectively as a team member while utilizing proper ethical conduct. Demonstrate technical computer skills and software applications. Understand and demonstrate the process of incoming and outgoing office mail. 1

2 Correctly manage patient records while utilizing activities offered in Virtual Medical Office. Analyze patient ledgers; day sheets/balance sheets, and access incoming mail to process patient payments in Virtual Medical Office. Produce a matrix and document proper medical office scheduling by utilizing and completing lessons in Virtual Medical Office. Critique employees in the Virtual Medical Office software program and report accurate ethical practices. By interviewing a medical professional involved in the hiring process of the student's field of study, the student will obtain the knowledge, qualities, and skills necessary for a successful job interview in completing the Professional Project. The VISIONS (Vital Information for Students In Obtaining their Next Success) Program The VISIONS Program is a Career Program designed for the EBI student to prepare and compile a Professional Portfolio of the projects completed in their career curriculum for presentation upon graduation and entry into their chosen career fields. The portfolio is used as an example of the student s potential work. A VISIONS project assignment will be distributed in class. Missions Statement: The VISIONS portfolio demonstrates your competency and skills in your chosen career field. The completed portfolio will allow the student to present examples of abilities and relevant skills to prospective employers as evidence of career readiness. VISIONS Project for OFF141: The VISIONS Project for the course will be the formulation of a complete patient medical record with periodical reviews with the instructor. Complete directions will be provided in class by the instructor. Course Resources Required Course Texts and Materials: Blesi, M; Wise, B; Kelley-Arney, C. (2012). Medical Assisting Administrative & Clinical Competencies. 7 th ed. Delmar: Clifton Park, NY. Print ISBN: Blesi, M., Kelley-Arney, C., Wise, B. Medical Assisting: Administrative & Clinical Competencies. 7 th ed. Delmar, Print. (Workbook) ISBN:

3 Supplemental Resources: Bonewit-West, Kathy. Clinical Procedures for Medical Assistants. 8 th ed. St. Louis: Elsevier, Print. ISBN: Bonewit-West, Kathy. Study Guide for Clinical Procedures for Medical Assistants. 8th ed. St. Louis: Elsevier, Print. ISBN: American Association of Medical Assistants, Inc., ed. CMA Today (2013). Print. Grolier Encylcopedia. Scholastic < Klieger, Diane M. Essentials of Medical Assisting. 2nd ed. St. Louis: Elsevier, Print. ISBN: Routh, Kristiana Sue. Student Workbook for Pearson's Comprehensive Medical Assisting. Upper Saddle River: Pearson Education, Print. ISBN: Beaman, Nina, Lorraine Fleming-McPhillips, and Kristiana Routh. Pearson's Comprehensive Medical Assisting: Administrative and Clinical Competencies. Upper Saddle River: Pearson, Print. ISBN: ProQuest Databases, INFOTRAC Databases, EBSCO Host Assessment (Tests, Papers, Exercises, Assignments, etc.) Assessment Type Description % of Grade Tests/Assignments Chapter Tests/Supplemental Assignments/ 25% Homework Professional Project Completed Project with Written Component 20% Attendance Attendance in Class 15% Mid-Term/Final Exam Mid-Term/Final Exam 40% Total 100% 3

4 Grading Scheme Numerical Average Letter Grade Quality Points A A B B B C C C D D D F 0.0 Withdraw/Failing W/F 0.0 Withdraw W ---- Incomplete I ---- Test Out TO ---- Transfer of Credit T ---- Course Policies Behavioral Standards Students are expected to abide by all public laws; to comply with the regulations and policies of the College; and to demonstrate a positive attitude, diligence, and courteous conduct toward instructors, staff, and fellow students. Respect for others in terms of language, demeanor, and attention to others while they are speaking, is expected. The College reserves the right to dismiss or suspend students for conduct, which impedes, destructs, or interferes with the orderly and continuous administration and operation of the College or any unit of the College. Attending EBI is not a right; it is a privilege. As a part of its mission to prepare students for careers in the business and healthcare world, Elmira Business Institute requires students to dress in a manner that will create a 4

5 positive self-image. Inappropriately dressed students may not be permitted to attend classes. Students in College externships are required to follow the participating organization s dress code. No cell phone use or Internet access is allowed in the classroom unless permission is granted by the instructor and usage is course appropriate. No eating or drinking in EBI s classroom laboratories (medical, business or technology), Library & Learning Resource Center. Attendance Policy Attendance is mandatory and will be used when calculating participation/attendance. Class will begin promptly. Students who are late or absent are responsible to obtain lecture notes, assignments, and announcements after class, so as not to interfere with class time, or the work of fellow students. At EBI, we are preparing you, the student, for the workforce through the skills and training you receive in the classroom. Along with the portfolio, one of the first questions a potential employer will ask Career Services about is student attendance. Your attendance in the classroom directly represents your quality of potential work. Students who do not attend classes after missing 14 consecutive calendar days or who fail to attend classes on a regular basis will be administratively dropped by the college. Since attendance is also used to verify enrollment for financial aid purposes, it is important that students attend classes on a regular basis to avoid loss of financial aid eligibility (student loans) and federal and state grants. Make-Up Policy When a student is absent, that student is responsible for making up missed class work. Make-up tests or quizzes may be offered at the instructor s discretion via ONE-STOP at the Library, and it is the student s responsibility to arrange a time at the librarian s convenience to do so. One-Stop tests and quizzes must be taken within one week of the date of absence; failure to make up work, quizzes, or exams in a timely manner may result in a 0 grade. The students will not be allowed to make-up the Final Examination for the course. Final Examinations may only be made up with approval from the Campus Director/Dean and appropriate documentation. Academic Integrity/Plagiarism Rules Elmira Business Institute is committed to supporting its mission to provide an educational experience designed to develop professional competencies including developing habits of personal and professional integrity. The College expects all members of its community - students, faculty, and staff - to act honestly in all situations. Actions of Academic Dishonesty will not be tolerated. Academic Dishonesty is any form of cheating and plagiarism which results in students giving or receiving unauthorized assistance in an academic assignment or 5

6 receiving credit for work which is not their own. All students are expected to agree to a pledge of honesty concerning their academic work, and faculty is expected to maintain the standards of that code. If you think it may be cheating, it probably is. Please keep in mind that plagiarism includes: Copying another person s work and claiming credit for it Failing to give credit - both a works cited and in-text citations are required for information you retrieved from another source whether or not it is a direct quotation Incorrectly citing a source Failing to use quotation marks for a direct quote Improperly paraphrasing - both the words and the structure of your writing must differ from your source Students will be given a complete policy the first day of class to review and sign. For questions about plagiarism or assistance at any part of the writing process, please visit the Writing Lab or Library. Academic Support Tutoring is available at a variety of times throughout the week. Please see the instructor for tutoring availability each week. Writing Lab hours are posted outside the door. The Writing Lab is a first stop for help for writing for any course. To make an appointment during a time when the Writing Lab is usually closed, please contact the Writing Lab Coordinator. Mentoring is provided to each student at the beginning of the semester. Staff or Faculty Mentors can facilitate student access to learning resources and answer basic questions regarding EBI academic programs and policies. The Library supports the academic programs of the College and offers technology to speed student research in databases and on the Internet. A Librarian is available to assist in research and navigating our resources. Use the Library catalog ( to search for a book in the library, access databases and e-books, and find reference tools. Information is also available about community resources, including scholarships, part-time employment, childcare, and transportation. Student Homework Policy Statement: EBI syllabi contain assignments in alignment with the federal government s definition of appropriate assigned homework for each credit hour. For each one credit hour of classroom or direct faculty instruction, two hours of out of class student work will be assigned. (For example, a three-credit course will include an average of 6 hours of homework each week for 15 weeks). For classes with lab or clinical work, a three credit, fourhour class will include an average of 6 hours of homework each week. For externships, each credit hour will include an average of 3 hours of homework per week. Assignments are directly relevant to course objectives and learning outcomes and are included at the end of the syllabi. 6

7 Each assignment will be graded and recorded by the instructor. Course Schedule Lesson# Topic(s) The Professional Medical Assistant: Professional behavior in the workplace Interpersonal skills, team player Present Professional Project Patient Reception: Obtaining patient demographics, Forms used in patient charts Importance of communication Medical Law & Ethics review: Confidentiality Telephone Techniques: Necessary information in recording messages, screening telephone calls, telephone log Matrix: Scheduling patient appointments Scheduling hospital admissions Inpatient, and outpatient diagnostic testing Importance of demographic information Medical Records Management: Filing patient records (alphabetic and numeric) Vocabulary terms involving patient charts Sequence of charting Correction of chart error Inventory & Schedules: Inventory control of supplies and equipment Create maintenance schedule Expenses of medical office beyond payroll Written Communications: Create a Fax cover sheet, sending confidential information by Fax, release of information Various types of filing equipment Importance of Policy & Procedure Manual Mid-Term Exam Processing incoming mail Processing patient arrivals and returning follow-up care Patient referrals to specialists Managing Fees: Managing professional fees 7

8 Completing patient charge slip/encounter forms Incident/accident reports Continuation of Managing Fees: Patient billing Truth-in-Lending and Regulation Z policies Proper telephone collection practices Billing Procedures: Process of preparing patient ledgers including credit and debit balance Insurance payments Posting to balance sheet/day sheet Recording account balances sent to a collection agency Mail & Patient Accounts: Handling incoming mail when receiving payments Prepare a bank deposit Petty cash Accounts receivable and accounts payable Insurance & Coding: Review of CMS-1500 insurance claim forms ICD and CPT codes Advantage of cycle billing Health information management Customer/patient service. Final Exam. Please Note: Changes to the syllabi may be made at the discretion of the instructor throughout the semester. November 11, 2011 Revised April 8, 2013 June 4, 2012 Revised February 18, 2014 October 10, 2012 Revised June 18, 2014 bb March 1, 2013 July 1, 2013 Medical Office Procedures/OFF141 VISIONS Project: Medical Chart Grading Rubric Excellent 4 Very Good 3 Fair 2 Needs Improvement 1 Score Overall Appearance and Presentation -extremely neat and clean chart -exceptional -very neat and clean chart -good quality of -average neatness -average quality of workmanship -nice appearance, -could be neater and cleaner -not high quality of workmanship 8

9 quality of workmanship -extremely neat display and attractive appearance -excellent effort Content -information is highly organized -easy to read and follow with excellent details -any parts clearly labeled -includes all or most important vocabulary -demonstrates above average understanding of content -perfect bibliography Total Points: /8 workmanship -good appearance and attractive display -great effort -information is well organized -easy to read with good details -labels are very good -most vocabulary included and properly used -demonstrates good understanding of content -very good bibliography good display -fair effort -information is reasonably organized -fairly easy to read with some details -some parts labeled -some vocabulary used properly -demonstrates some understanding of content -average bibliography (maybe a few problems) -some problems with appearance or display or presentation -information is somewhat unorganized -can be difficult to read or follow -some lack of details -some vocabulary missing -demonstrates a little understanding of content -bibliography missing or with major problems (Your project must best meet the listed qualities in these boxes to receive that grade. Your project will receive one grade for appearance and presentation, and one grade for content all will be added together for your overall grade.) Comments The use of was used on this assignment: Yes No 9

10 Professionalism Rubric Total Points Excellent (16 to 20 points) Good (11 to 15 points) Fair ( 6 to 10 points) Poor (0 to 5 points) Attendance The student arrives on time for the course, and stays for the duration of the class for at least 14 out of 15 meetings. The student arrives on time for the course, and stays for the duration of the class for 11 to 13 meetings. The student arrives on time for the course, and stays for the duration of the class for 7 to 10. The student arrives on time for the course, and stays for the duration of 6 or less class times. Class Engagement Proactively contributes to class by offering ideas and asking questions more than once per class. Proactively contributes to class by offering ideas and asking questions once per class. Rarely contributes to class by offering ideas and asking questions Never contributes to class by offering ideas and asking questions Listening Skills Behavior Preparation Actively listens when others speak during in-class activities. Incorporates the ideas of others in questions/comments. Never displays disruptive behavior, respectful of others in their actions and language, and cooperates in a classroom environment. Always prepared for class, hands in work at beginning of class, and follows appropriate dress code. The student does not use electronic devices inappropriately. Listens when others speak both in groups and lecture. Rarely disruptive, partial participation in group activities. Usually prepared for class, often hands in work at beginning of the class, and mostly follows appropriate dress code. The student rarely uses electronic devices inappropriately. Does not listen in groups or lecture and is un- engaged during class. Occasionally disruptive, rarely participates in group activities. Rarely prepared for class, rarely hands in work at the beginning of the class, and rarely follows dress code. The student uses electronic devices often inappropriately. Does not listen in both groups and lecture. Interrupt s or talks in class. Very disruptive with actions and language, never participates in group activities. Almost never prepared for class, excessively hands in work late, and does not follow dress code. The student uses electronic devices inappropriately excessively in the classroom. Total Points /100 points Student s Signature: Date: 1

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