Medical Assistant Program Coleman College for Health Sciences

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1 Medical Assistant Program Coleman College for Health Sciences MDCA 1321 Administrative Procedures CRN: Spring (2012) Semester Coleman College CHSC Room TBA Time 9:00a.m.- 11:00 a.m. lecture Computer Lab Time 12:00 p.m. 3:00 p.m. lab Wednesday (16 Weeks spring) 2 hour lecture course/ 3 hours lab / 80 contact hours per semester/ 16 weeks Instructor Information: Sheila Williams, AAS, CMA, CCT, CET Office phone: sheila.williams@hccs.edu Office location and hours: The Medical Assistant Program is located on the fourth floor in Suite 434. My office is room 432. The main number for the program is My office hours are from 2:00-4:00 p.m. Wednesday & Thursday. Your progress is important to me. Please feel free to come by my office to discuss your concerns or related problems. Individual/group tutoring is available by appointment. If you are not free during these hours, you may arrange an alternate meeting with me. You may schedule the time with the administrative assistant. Course Description: Medical office procedures including appointment scheduling, medical records creation and maintenance, interpersonal communications, financial processes, coding, billing, collecting, third party reimbursement, credit arrangements, and computer use in the medical office. Prerequisites: Departmental approval Course Goals: Prepares student to become an administrative medical assistant in outpatient setting such as a physician office or clinic. Job skill exercises provide hands-on experiences, allowing the student to practice realistic tasks they will encounter in a workstation. Course Student Learning Outcomes: 1. Explain various methods of scheduling appointments. 2. Create, document and maintain patient medical records. 3. Correlate coding, billing and collecting 4. Perform financial processes. 5. Utilize computer software for basic office functions. 6. Demonstrate interpersonal communication skills. Learning Objectives: 1.1. Describe scheduling guidelines 1.2. Recognize office policies and protocols for handling appointments 1.3. Identify critical information required for scheduling and establishing a matrix 2.1. Describe content of the medical record

2 2.2. Using a list of supplies and equipment create a medical record 2.3. Organize and maintain the content of a medical record 3.1. Correlate coding, billing and collecting 3.2. Describe guidelines for processing insurance claims 4.1. Perform financial processes 4.2. Differentiate between accounts payable and accounts receivable 5.1. Using given software perform basic office functions 6.1. List types of verbal and nonverbal communications SCANS or Core Curriculum Statement: SCANS COMPETENCIES: The Secretary s Commission on Achieving Necessary Skills (SCANS), composed of representatives, from education, business, labor and state government was established in, June 1991, by the U.S. Department of Labor. It was charged with determining what skills were needed to enter the workforce and whether or not American schools produce competent graduates. The MDCA 1321 course meets the SCANS requirements. 1. Reading Sort, open, annotate, receive and handle incoming \ outgoing mail. Locate, understand, and interpret written information in prose and in documents. (i.e. graphs, manuals, filing and schedule) Screen and interview applicants/patients. 2. Writing Communicate thought, ideas, information and messages in writing. (i.e. memo, memorandum, transcription, medical records) 3. Arithmetic or Mathematics Reconcile accounts; maintain personnel records and payroll accounts Use manual bookkeeping system Manage business financial transactions, process billing and banking procedures using a ten key touch calculator or computers. (i.e. deposit slips, write check, aging accounts) 4. Speaking and listening Receive, attend to, interpret and respond to verbal messages and other cues to help the patient, other students, the physician and instructor when appropriate. Ask questions regarding material that is unclear. Participate in question and answer portions of the lecture Acknowledge advice and report unsafe conditions or problem to the instructor or other students. Educate and orient patients regarding office policies and procedures Manage telephone technique properly. 5. Thinking Skills Use efficient learning techniques to acquire and apply new knowledge and skill with each procedure done. Make decisions, solve problems and analyze procedures in his \ her department. 6. Personal Qualities Take responsibilities by doing his\her own work. Exhibit honesty by not cheating on exams or homework assignments. Treat all fellow students and patient\client with respect and dignity. Set personal goals, monitor progress of patient and of the program while exhibiting self-control. 7. Workplace competencies Be punctual for all class sessions. Arrange for an excused absence in advance.

3 Perform all skill in a timely and accurate manner. Make adjustments to meet objectives of the course when needed Acquire, store, allocate, and use materials or space efficiently to benefit students and department program. Present possible solutions when identifying problems to the instructor. Contribute to the group effort when participating in class projects. Work to satisfy customers expectations. Work with clients from diverse backgrounds Monitor and correct malfunctions in system performance Acquire, evaluate, maintain, interpret, organize and communicate information. Choose procedures, tools or equipments with an overall understanding for setup and operation principles and protocols. Prevent, identify, or solve problems with equipment. Assess skills, distribute work and evaluate student performance and provide feedback to students (done by instructor and department chair). 8. Basic Use of Computers Use computers to process information, implementing the basic concepts for medical office practice. Use computer to do simulation exercises in the administrative office (record patient information, scheduling, claim forms, working with cases etc CAAHEP Standards 2008 CAAHEP Standards MEDICAL BUSINESS PRACTICES V. C Cognitive (Knowledge Base) V. Administrative Functions 1. Discuss pros and cons of various types of appointment management systems 2. Describe scheduling guidelines 3. Recognize office policies and protocols for handling appointments 4. Identify critical information required for scheduling patient admissions and/or procedures 5. Identify systems for organizing medical records 6. Describe various types of content maintained in a patient s medical record 7. Discuss pros and cons of various filing methods 8. Identify both equipment and supplies needed for filing medical records 9. Describe indexing rules 10. Discuss filing procedures 11. Discuss principles of using Electronic Medical Records (EMR) 12. Identify types of records common to the healthcare setting 13. Identify time management principles 14. Discuss the importance of routine maintenance of office equipment V. P Psychomotor (Skills) V. Administrative Functions 1. Manage appointment schedule, using established priorities 2. Schedule patient admissions and/or procedures 3. Organize a patient s medical record 4. File medical records 5. Execute data management using electronic healthcare records such as the EMR 6. Use office hardware and software to maintain office systems 7. Use Internet to access information related to the medical office 8. Maintain organization by filing 9. Perform routine maintenance of office equipment with documentation 10. Perform an office inventory Course Calendar:

4 Houston Community College System Administrative Procedures Reading Assignment CRN Spring Semester 6122 Required Textbook: REQUIRED TEXTBOOK: 1) Administrative Procedures for Medical Assisting Kathryn Booth RN, RMA (AMT), RPT, CPhT, MS Leesa G. Whicker BA, CMA (AAMA), Terri D. Wyman CPC, CMRS, S& Sandra M. Wright BS, RMA (AMT), M.Ed. 4 th edition, McGraw-Hill, New York, New York copyright ) Workbook for use with Administrative Procedures for Medical Assisting Kathryn Booth RN, RMA (AMT), RPT, CPhT, MS Leesa G. Whicker BA,CMA (AAMA), Terri D. Wyman CPC, CMRS, S& Sandra M. Wright BS, RMA(AMT), M.Ed. 4 th edition, McGraw-Hill, New York, New York copyright ) Practice Management and HER A Total Patient Encounter for Medisoft Clinical DATE CLASS TOPIC ASSIGNMENT 01/18/ Computer Orientation 1. The profession of Medical Assisting 2. Types of medical Practices 3. Introduction To Medisoft Chapters 1 & 2 Unit 1 Chapter 1&3 (textbook 3) 4. The Medical Billing Cycle 01/25/ legal and Ethical Issues in Medical Practice, including HIPAA 6. Communication with Patients, Families, and Coworkers 7. The use of Health Information Technology in Physician Practices 8. Introduction to Medisoft 02/01/ Exam #1 Chapters 1-3 Computer 1-3 Lab DE 9. Using and Maintaining Office Equipment 10. Using Computers in the Office HIPAA 11. Entering Patient Information 02/08/ Managing Correspondence and Mail 13. Working with Cases 02/15/ Managing Office Supplies 15. Entering Charge Transaction and Patient Payments 02/22/ Maintaining Patient Records 17. Creating Claims 02/29/ Exam #2 Chapters 5-9 Lab BC 18. Managing the Office Medical Records 19. Creating Claims Chapter 3, 4 & 5 Unit 1 (text book 1) Chapter 2 & 3 (textbook 3) Chapter 5 & 6 Unit 2 Chapter 4 (textbook 3) 9:00 a.m. 10:00 a.m. Chapter 7 Unit 2 Chapter 5 (textbook 3) Chapters 8 Unit 2 Chapter 6(textbook 3) 9:00 a.m. 10:00 a.m. Chapter 9 Unit 2 Chapter 7 (textbook 3) Chapter 10 Unit 2 Chapter 7 (textbook 3)

5 DATE CLASS TOPIC ASSIGNMENT 03/07/ MID-TERM Chapters 1-10 Computer Text 1-10 Lab BC COMPREHENSIVE MID-TERM MIDTERM COMPUTER SKILLS Professional Dress ( must) Online Testing Computer Lab 9:00 a.m. 11:00 p.m. Includes Computer Skills and Administrative Skills 03/14/2012 No Class Spring Break No class Enjoy your 03/21/ MEDISOFT PROJECT DUE 03/28/ Exam 3 Chapters Lab BC 20. Telephone Techniques 21. Scheduling Appointments and Maintaining the Physician s Schedule 22. Creating Patient Statement MEDISOFT COMPLETION 23. Patient Reception 24. Patient Education 25. Creating Reports 04/04/ Health Insurance Billing Procedures 27. Medical Coding 04/11/ Exam 4 Lab BC Chapters Collections in the Medical Office 29. Patient Billing and Collections 30. Scheduling 31. Handling Patient records and Transactions 04/18/ Accounting for the Medical Office 32. Mock Interviews and Job Readiness 04/25/ Mock Interviews and Job Readiness Spring Break Chapter 11 & 12 Unit 2 Chapter 8 (textbook 3) Chapter 13 & 14 Unit 3 Chapter 9 (textbook 3) Chapter 15 & 16 Unit 3 Chapter 10 (textbook 3) Chapter 17 Unit 2-3 Chapter 9 Unit 1 Chapters (textbook 3) Chapters 18 Unit 3 (Textbook 1) Chapters (textbook 3) Chapter (textbook 10 9:00 a.m. 10:00 a.m. Textbook completed Workbook completed 05/02/ TIME: 9:00 A. M. - 12:00 P.M. FINAL SKILLS COMPUTER & ADMINISTRATIVE 05/09/ Final TIME: 9:00 A. M. - 11:00 A.M. FINAL SKILLS COMPUTER & ADMINISTRATIVE Medisoft, Patient Management and Filing Written communication Scheduling Finances Medisoft, Patient Management and Filing Written communication Scheduling Finances Your learning is 100% of your responsibility. All text reading and chapter activities are to be completed prior to class meeting. You are to come prepared to discuss each chapter and exercises. You are responsible for the content.

6 The sequencing is subject to change as deemed necessary by faculty. The students will be notified of changes as soon as possible. Instructional Methods: MDCA 1321 course involves the use of lectures, PowerPoint presentation, videos, virtual simulation, visual aids, group discussions, medical computer software, hands-on role playing and student practice demonstration of competency skills. Student Assignments: See courses calendar To be assigned first day of class and are subject to change as deemed necessary by faculty. Student Assessment(s): Exam (total) 20% Computer Lab Practical 15% Manual Lab Practical 15% Mid-term 20 % Final Exam (comprehensive+ portfolios and all assignments) 30 % Instructional Materials: REQUIRED TEXTBOOKS: 1) Clinical Procedures for Medical Assisting, by Kathryn Booth, Leesa Whicker, Terri Wyman, 4 th Edition, 2011, McGraw-Hill, ISBN: ) Workbook to accompany Clinical Procedures for Medical Assisting by Kathryn Booth, Leesa Whicker, Terri Wyman, 4 th Edition, McGraw-Hill, ISBN: ) Practice Management and EHR A total Patient Encounter for Medisoft Clinical, Susan M. Sanderson, CPEHR, 1 st edition, 2012, McGraw-Hill, Inc. ISBN BOOKSTORE: West Loop Campus, 5601 West Loop South, Houston, HCC Policy Statement: ADA Services to Students with Disabilities Any student with a documented disability (e.g. physical, learning, psychiatric, vision, hearing, etc.) who needs to arrange reasonable accommodations must contact the Disability Services Office at the respective college at the beginning of each semester. (At any HCC campus) Faculty is authorized to provide only the accommodations requested by the Disability Support Services Office. To visit the ADA Web site, log on to click Future students, scroll down the page and click on the words Disability Information. For questions, please contact Donna Price at or the Disability Counselor at your college. Coleman ADA Counselor HCC Policy Statement: Academic Honesty

7 Students are responsible for conducting themselves with honor and integrity in fulfilling course requirements. Penalties and or/ disciplinary proceedings may be initiated by College System officials against a student accused of scholastic dishonesty. The following statement is an excerpt from the Student Conduct section of the College System catalog: Scholastic dishonesty includes, but is not limited to, cheating on test, plagiarism, and collusion. Cheating on a test includes: Copying from another student s test paper; Using, during a test, materials not authorized by the person giving the test; Collaborating with another student during a test without authority; Knowingly using, buying, selling, stealing, transporting, or soliciting in whole or part the contents of an unadministered test; Bribing another person to obtain a test that is to be administered. Plagiarism means the appropriation of another s work and the unacknowledged incorporation of that work in one s own written work for credit. Collusion means the unauthorized collaboration with another person in preparing written work offered for credit. HCC Policy Statement: Student Attendance, 3-Peaters, Withdrawal deadline Student Attendance: Research has shown that the single most important factor in student success is ATTENDANCE. Attendance and punctuality is mandatory. Please arrive on time to lecture and/or lab. If you are late, wait outside until there is a break. HCC Policy states that you may be withdrawn by your instructor after missing 12.5% of the course that is equal to 6 total hours of instruction (lecture/lab). Class attendance is checked daily. Although it is your responsibility to drop a course for nonattendance, the instructor has the authority to drop you for excessive absences. If you decide NOT to come to class for whatever reason, be courteous and notify your instructor. It is a good idea to connect with someone in class and exchange information ( or phone numbers) in the event you are absent to share notes or discussion or for a study group. When absent you are responsible for all material missed. Remember the class attendance equals class success! HCC Course Withdrawal Policy: The last date for withdrawal from any class is March 29, at 4:30 p.m. It is the responsibility of the student to officially drop or withdraw from a course. Failure to officially withdraw may result in the student receiving a grade of F in the course. If you feel that you cannot complete this course, you will need to withdraw from the course prior to the final date of withdrawal. Before, you withdraw from your course; please take the time to meet with department chair and instructor to discuss why you feel it is necessary to do so. The instructor may be able to provide you with suggestions that would enable you to complete the course. Your success is very important. Do not take withdrawals lightly. Beginning in fall 2007, the Texas Legislature passed a law limiting first time entering freshmen to no more than SIX total course withdrawals throughout their educational career in obtaining a certificate and/or degree. To help students avoid having to drop/withdraw from any class, HCC has instituted an Early Alert process by which your professor may alert you and HCC counselors that you might fail a class because of excessive absences and/or poor academic performance. It is your responsibility to visit with your professor or a counselor to learn about what, if any, HCC interventions might be available to assist you online tutoring, child care, financial aid, job placement, etc. to stay in class and improve your academic performance. If you plan on withdrawing from your class, you MUST contact the Department Chair, HCC

8 counselor or your professor prior to withdrawing (dropping) the class for approval and this must be done PRIOR to the withdrawal deadline to receive a W on your transcript. **Final withdrawal deadlines vary each semester and/or depending on class length, please visit the online registration calendars, HCC schedule of classes and catalog, any HCC Registration Office, or any HCC counselor to determine class withdrawal deadlines. Remember to allow a 24-hour response time when communicating via and/or telephone with a professor and/or counselor. Do not submit a request to discuss withdrawal options less than a day before the deadline. If you do not withdraw before the deadline, you will receive the grade that you are making in the class as your final grade. If for any reason you register for a class, show up once or twice and then decide not to attend, DROP THE CLASS! The last date for withdrawal from any class is March 29, 2012 at 4:30 p.m. Repeat Course Fee: The State of Texas encourages students to complete college without having to repeat failed classes. To increase student success, students who repeat the same course more than twice, are required to pay extra tuition. The purpose of this extra tuition fee is to encourage students to pass their courses and to graduate. Effective fall 2006, HCC will charge a higher tuition rate to students registering the third or subsequent time for a course. If you are considering course withdrawal because you are not earning passing grades, confer with your instructor/counselor as early as possible about your study habits, reading and writing homework, test taking skills, attendance, course participation, and opportunities for tutoring or other assistance that might be available HCC Student Services Information: Early Alert: HCC has instituted an Early Alert process by which your professor will alert you through counselors of concerns that you might fail a class because of excessive absences and/or poor academic performance. Classroom Behavior: As your instructor and as a student in this class, it is our shared responsibility to develop and maintain a positive learning environment for everyone. Your instructor takes this responsibility very seriously and will inform members of the class if their behavior makes it difficult for him/her to carry out this task. As a fellow learner, you are asked to respect the learning needs of your classmates and assist your instructor achieve this critical goal. Use of Camera and/or Recording Devices: As a student active in the learning community of this course, it is your responsibility to be respectful of the learning atmosphere in your classroom. To show respect of your fellow students and instructor, you will turn off your phone and other electronic devices, and will not use these devices in the classroom unless you receive permission from the instructor. Use of recording devices, including camera phones and tape recorders, is prohibited in classrooms, laboratories, faculty offices, and other locations where instruction, tutoring, or testing occurs. Students with disabilities who need to use a recording device as a reasonable accommodation should contact the Office for Students with Disabilities for information regarding reasonable accommodations. Instructor requirements: As your Instructor, it is my responsibility to: Provide the grading scale and detailed grading formula explaining how student grades are to be derived

9 Facilitate an effective learning environment through class activities, discussions, and lectures Description of any special projects or assignments Inform students of policies such as attendance, withdrawal, tardiness and make up Provide the course outline and class calendar which will include a description of any special projects or assignments Arrange to meet with individual students before and after class as required To be successful in this class, it is the student s responsibility to: Attend class and participate in class discussions and activities Read and comprehend the textbook Complete the required assignments and exams: Ask for help when there is a question or problem Keep copies of all paperwork, including this syllabus, handouts and all assignments Passing all written examinations, quizzes and assignments with a minimum grade average of 75% Pass all skill competencies with 100% proficiency Be in class attendance 90% of the time Program/Discipline Requirements: On file with the MDCA Program the student must have, a current physical examination with complete and up-to-date immunizations, including Hepatitis B vaccination series and TB Skin test as well as negative criminal background check and drug screen results Skills lab courses require a student to demonstrate performance of competency. Students will perform procedures on other students and allow the same to be performed on them in order to complete/pass performance of competencies. In order to successfully complete MDCA 1321, the student is responsible for adherence to the attendance policy, completion of all assignments as designated in this syllabus; passing all written examinations, quizzes and assignments with a minimum grade average of 75% and achieve a final course average of 75% or higher. In skill competencies, the student must perform the procedure until competency is attained in order to pass. The student must demonstrate with 100% accuracy skills competencies with a maximum of three attempts using a checklist in order to pass. The first attempt is 100%. The second attempt is 85% and the third attempt is 75%. Each skill is assigned point values, which include critical steps and theory questions. A student is not considered competent for entry-level employment in a medical office until he or she passes the competency. Failure to demonstrate 100% competency may result in a failing grade for the skill and may result in failure of the course and/or dismissal from the program. Attendance in all skills lab procedural classes is a must. Make-up for missed skills competencies is not an option. Lab attire Appropriate uniform dress attire is required at all times in the MDCA Laboratory. Please see the MDCA student handbook for more information. This includes scrubs, lab coat, white socks or hose, basic white (little color) leather closed -toe shoes or walking athletic shoes and student identification badge Hair grooming and personal hygiene is a must for all students. No loop earrings, no body piercings, no tongue piercings or visible tattoos are allowed. The only jewelry allowed is a wedding/engagement ring and a pair of 5mm stud earrings. A student will not be allowed in the laboratory without proper attire. The student may be dismissed from class for inappropriate dress and may be asked by faculty to leave the instructional site.

10 HCC Grading Scale: HCC MDCA Program uses the following grading system: = A = B = C = D Below 69 = F Grading Percentages Exam (total)/ Homework 20% Computer Lab Practical 15% Manual Lab Practical 15% Mid-term 20 % Final Exam (comprehensive+ portfolios and all assignments) 30 % Instructor Grading Criteria: Your instructor will conduct quizzes, exams, and assessments that you can use to determine how successful you are at achieving the course learning outcomes (mastery of course content and skills) outlined in the syllabus. If you find you are not mastering the material and skills, you are encouraged to reflect on how you study and prepare for each class. Your instructor welcomes a dialogue on what you discover and may be able to assist you in finding resources on campus that will improve your performance. Make-up policy: It is the student s responsibility to consult with the instructor for any make-up assignments. The instructor is not required to provide any make-up assignments. All or any make-up work is at the discretion of the individual instructor. There will be only one make-up test allowed. Any student absent from a major exam, test or quiz must contact the instructor and schedule a make-up exam to be taken before the next class meeting. No contact from the student will result in grade of zero for the exam. Midterm and final exams must be taken at the designated time scheduled There is no makeup for midterm or final skill competencies. Course Goal The course prepares the student to become an administrative medical assistant in outpatient s settings such as physician offices or clinic. Job skill exercises provide hands-on experience, allowing the student to practice realistic tasks they will encounter in a workstation. Perform basic clerical functions o schedule, coordinate and monitor appointments o schedule inpatient/outpatient admissions and procedures o organize a patient's medical record o file medical records

11 Perform Bookkeeping Procedures o prepare a bank deposit o post entries on a day sheet o perform accounts receivable o perform billing and collection o post adjustments o process credit balance o process refunds o post NSF checks o post collection agency payments Process Insurance Claims o apply managed care policies and procedures o apply third party guidelines o perform procedural coding o perform diagnostic coding o complete insurance claim forms Professional Components o o o o personal attributes job readiness workplace dynamics allied health professionals and credentialing COURSE OBJECTIVES Upon completion of MDCA 1321Administrative Procedures, the student should be able to: 1. Name some of the pioneers of medicine and their contributions. 1. Describe the various career possibilities and areas of specialization open to those trained as administrative medical assistants. 2. Enhance knowledge of medical terminology, interpret abbreviations, and accurately spell medical words. 3. List the duties of an administrative medical assistant. 4. List attributes for good team interaction. 5. State the educational requirements for a job as a medical assistant. 6. List personal qualification of an administrative medical assistant. 7. Explain the past, present, and future of medical care in the Untied States. 8. Explain how managed care functions and name and describe various types of managed care organizations. 9. Analyze health care settings and compare their similarities and differences. 10. List some of the different types of medical specialties. 11. Compare the administrative medical assistant s job responsibilities among medical specialties. 12. Sate the differences between medical ethics and medical etiquette. 13. State the purpose for obtaining a signed consent form. 14. Explain the contents of an authorization to release a medical information form.

12 15. Describe the components of an informed consent for a procedure/service. 16. List four types of litigation. 17. Name two types of medical professional liability insurance. 18. List prevention measures for medical malpractice claims. 19. Define various types of contracts. 20. State the instances when a minor is emancipated. 21. Explain the statutes governing subpoena of records. 22. Describe the provisions of the Uniform Anatomical Gift. 23. Welcome patients to the office in a cordial manner. 24. Respond to situation in a medical office. 26. Recognize and respect cultural diversity. 25. Communicate effectively over the phone. 26. Describe different types of telephone systems that can be used in a medical office. 27. Screen telephone calls and determine the person s) the calls should be transferred to. 28. Explain the various methods of scheduling appointments to enhance patient flow in a physician s office. 29. Coordinate referral appointments. 30. List the standard reasons for maintaining medical records. 31. Explain the difference between a medical record and a medical report. 32. Name three basics types of medical record systems. 33. State the functions of a flowchart. 34. Describe the operation of an electronic medical record system. List the contents of a patient s medical record file.