Computer Competency Exercises to Accompany Administrative Medical Assisting, 6th Edition Module 3: Patient Registration 3.1 Computer Competency Create a Reference Sheet for November 10, 2009 Description of Simulation: You are assigned to the front desk on November 10, 2009. You are to prepare files for patients that are visiting Drs. Heath and Schwartz today and print the Reference Sheet for distribution. Step 1: Open MOSS and logon with your student identification. Step 2: At the Main Menu, click on the Appointment Scheduling button and open the schedule for November 10, 2009. Step 3: Locate the Preview/Print button on the bottom right of the window and click on it. This will open the schedule for November 10, 2009. Adjust the display size as needed by using the commands on the upper left of the screen. See Figure 3-1.
Computer Competency Exercises to Accompany Administrative Medical Assisting, 6E Figure 3-1 Step 4: To print the schedule, click on the Printer icon located in the upper left corner (the icon has a picture of a printer on it). In an actual office environment, you would select as many copies to be printed as needed for distribution to staff members in the medical office, including each doctor. A reference sheet is useful for the medical assistants, billers, lab and radiology technicians, and any staff member that works with the patients (or their information, such as billers) in any capacity. For the purpose of this exercise, print one copy for your records, and one copy for your instructor, if needed. Step 5: When you have finished printing the reference sheet, click on the Close button in the upper right corner of the window. This will return you to the practice schedule screen. Step 6: Close the practice schedule screen and return to the Main Menu of MOSS.
Module 3: Patient Registration 3.2 Computer Competency Greet, Check-in, and Register Six Patients on November 10, 2009 Description of Simulation: You are assigned to the front desk on November 10, 2009. You are to greet and check-in new and established patients as they arrive for visits with Drs. Heath and Schwartz today. Your responsibilities include obtaining necessary new or updated registration information, forms, and signatures from patients as applicable. The practice management software, MOSS, is to be used to input data where needed. Patient 1: Oliver, Daniel Step 1: Open MOSS and logon with your student identification. Step 2: At 8:45 am, Mr. Oliver enters the office. Greet and welcome the patient, and then click on the Appointment Scheduling button. Open the schedule to November 10, 2009. Step 3: Locate Oliver on the schedule. Review the appointment information and identify which doctor the patient is here to see, how long the appointment will be and whether this is a new or established patient Step 4: In the Patient Appointment Screen, click in the box in front of Checked-in to indicate that the patient arrived for the appointment. Step 5: Mr. Oliver is a new patient and will need to complete a registration form and provide his insurance eligibility card to be copied (or scanned), front and back. Study the following dialogue: Medical Assistant: Patient: Medical Assistant: Mr. Oliver: Medical Assistant: Good Morning, welcome to our office. Do you have an appointment today? Yes, I m Daniel Oliver; I have a nine o clock appointment with Dr. Schwartz. Are you new to our office, Mr. Oliver? Yes, I am. I have a registration form for you to complete as well as short medical history form. There is also a notice with our privacy policies. Please read those and sign at the bottom (show patient places to sign, if needed). Here s a clipboard and pen. If you have your insurance card, I can make copies of that now while you fill out your information.
Computer Competency Exercises to Accompany Administrative Medical Assisting, 6E Figure 3-2
Module 3: Patient Registration Step 6: When you have finished printing (or scanning) the front and back of the insurance card, be sure to return it to the patient when the forms are turned in. Ask the patient to take a seat and advise that he will be attended to shortly. Step 7: When the patient returns the forms to you, review the information on the Registration form carefully and ask the patient to provide information that is missing or unclear. Step 8: Go to the Main Menu in Moss and click on the Patient Registration button. Search for patient Oliver and click on the Select button to display his information. You will note that there is partial information in the database, which was obtained by the staff member that scheduled the appointment. Step 9: Using the information on the Registration form in Figure 3-2, complete the fields on the Patient Registration window. (Hint: The patient has provided his wife, Chandra Oliver as the responsible party. Check Guarantor in Field 21). Check your work with Figure 3-3 when done, and then click on the Save button. Figure 3-3 Step 10: Next, the copy of the insurance card is compared to the information provided by the patient on the registration form. You note that the patient has a $10.00 co-payment for office visits. Click on the Primary Insurance tab and complete the information for this screen. (Hint: Dr. Schwartz is a participating provider for Signal HMO, accepts assignment, and has a signature on file for this insurance company). Check you work when done with Figure 3-4. When done, click on the Save button.
Computer Competency Exercises to Accompany Administrative Medical Assisting, 6E Figure 3-4 Step 11: Next, click on the HIPAA tab, and complete Fields 1 and 2. Check the boxes to indicate that the patient was given and signed the office privacy notice, as required by HIPAA. Provide the date, 11/10/2009. When done, click on the Save button. Step 12: Close the registration windows and return to the Main Menu in MOSS. Step 13: Next, verify insurance eligibility online. Click on the Online Eligibility button from the Main Menu and select Daniel Oliver from the patient list. Your screen should look like Figure 3-5. Figure 3-5 Step 14: Click on the Send to Payer button to send the information online for verification of benefits. When complete, click on View for the report to open. Print or save the report to the hard drive, as
Module 3: Patient Registration directed by your instructor. Close open windows when done. (Note: The date of online eligibility will display as the actual date the student completed the task, and not the simulated exercise date). Step 15: Now that the registration and verification of insurance benefits has been completed, the new patient file can be assembled and completed. The appropriate staff member can bring the patient back to the examination room. Patient 2: Carvajal, Maria Step 1: Open MOSS and logon with your student identification. Step 2: At 12:45 pm, Mrs. Carvajal enters the office. Greet and welcome the patient, and then click on the Appointment Scheduling button. Open the schedule to November 10, 2009. Step 3: Locate Carvajal on the schedule. Review the appointment information and identify which doctor the patient is here to see, how long the appointment will be and whether this is a new or established patient Step 4: In the Patient Appointment Screen, click in the box in front of Checked-in to indicate that the patient arrived for the appointment. Step 5: Mrs. Carvajal is a new patient and will need to complete a registration form and provide her insurance eligibility cards to copied (or scanned), front and back. Step 6: When you have finished printing (or scanning) the front and back of the insurance card, be sure to return it to the patient when the forms are turned in. Ask the patient to take a seat and advise that she will be attended to shortly. Step 7: After the patient has returned the forms to you, review the information on the Registration form carefully and ask the patient to provide information that is missing or unclear. See Figure 3-6 to review the registration form for patient Maria Carvajal.
Computer Competency Exercises to Accompany Administrative Medical Assisting, 6E Figure 3-6
Module 3: Patient Registration Step 8: Go to the Main Menu in Moss and click on the Patient Registration button. Search for patient Carvajal and click on the Select button to display her information. You will note that there is partial information in the database, which was obtained by the staff member that scheduled the appointment. Step 9: Using the information on the Registration form in Figure 3-5, complete the fields on the Patient Registration window. Check you work with Figure 3-7 when done, and then click on the Save button. Figure 3-7 Step 10: Next, review the copies of the insurance cards and compare to the registration form. Click on the Primary Insurance tab. Complete the information for this screen (Hint: Dr. Heath participates with both Medicare and Medicaid. He has a signature on file for both of these insurances). Check your work when done with Figure 3-8.
Computer Competency Exercises to Accompany Administrative Medical Assisting, 6E Figure 3-8 Step 11: Next, click on the Secondary Insurance tab and complete the information for Medicaid. (Hint: Be sure to check the box in Field 11, Bill Secondary Insurance After Primary.) When done, click on the Save button, and check your work with Figure 3-9. Figure 3-9 Step 12: Next, click on the HIPAA tab, and complete Fields 1 and 2. Check the boxes to indicate that the patient was given and signed the office privacy notice, as required by HIPAA. Provide the date, 11/10/2009. When done, click on the Save button.
Module 3: Patient Registration Step 13: Close the registration windows and return to the Main Menu in MOSS. Step 14: Next, verify insurance eligibility online for the primary insurance, Medicare. Click on the Online Eligibility button from the Main Menu and select Maria Carvajal from the patient list. Your screen should look like Figure 3-10 for Medicare. Figure 3-10 Step 15: Click on the Send to Payer button to send the information online for verification of benefits. When complete, click on View to open the report. Print or save the report to the hard drive, as directed by your instructor. Close open windows when done. (Note: The date of online eligibility will display as the actual date the student completed the task, and not the simulated exercise date). Step 16: Next, verify insurance eligibility online for the secondary insurance, Medicaid. Click on the Online Eligibility button from the Main Menu and select Maria Carvajal from the patient list. Use the Record bar on the lower left to advance to the secondary insurance record. Your screen should look like Figure 3-11 for Medicaid.
Computer Competency Exercises to Accompany Administrative Medical Assisting, 6E Figure 3-11 Step 17: Click on the Send to Payer button to send the information online for verification of benefits. When complete, click on View to open the report. Print or save the report to the hard drive, as directed by your instructor. Close open windows when done. (Note: The date of online eligibility will display as the actual date the student completed the task, and not the simulated exercise date). Step 18: Now that the registration and verification of insurance benefits has been completed, the new patient file can be assembled and completed. The appropriate staff member can bring the patient back to the examination room. Patient 3: Jacobi, Carla Step 1: Open MOSS and logon with your student identification. Step 2: At 12:55 pm, Ms. Jacobi enters the office. Greet and welcome the patient, and then click on the Appointment Scheduling button. Open the schedule to November 10, 2009. Step 3: Locate Jacobi on the schedule (Hint: Click on the View/Create Appointment button and search for patient Jacobi on the patient list, then click on Select). Review the appointment information and identify which doctor the patient is here to see, how long the appointment will be and whether this is a new or established patient. Step 4: In the Patient Appointment Screen, click in the box in front of Checked-in to indicate that the patient arrived for the appointment.
Module 3: Patient Registration Figure 3-12
Computer Competency Exercises to Accompany Administrative Medical Assisting, 6E Step 5: Ms. Jacobi is a new patient and will need to complete a registration form and provide her insurance eligibility card to be copied (or scanned), front and back. Step 6: When you have finished printing (or scanning) the front and back of the insurance card, be sure to return it to the patient when the forms are turned in. Ask the patient to take a seat and advise that she will be attended to shortly. Step 7: After the patient has returned the forms to you, review the information on the Registration form carefully and ask the patient to provide information that is missing or unclear. See Figure 3-12 to view the registration form for patient Carla Jacobi. Step 8: Go to the Main Menu in Moss and click on the Patient Registration button. Search for patient Jacobi and click on the Select button to display her information. You will note that there is partial information in the database, which was obtained by the staff that scheduled the appointment. Step 9: Using the information on the Registration form in Figure 3-12, complete the fields on the Patient Registration window. Check you work with Figure 3-13 when done, and then click on the Save button. Figure 3-13 Step 10: Next, compare the copy of the insurance card to the information on the registration form. Click on the Primary Insurance tab. Complete the information for this screen (Hint: Dr. Schwartz is a participating provider for ConsumerOne, accepts assignment, and has a signature on file for this insurance company). Check you work when done with Figure 3-14. When done, click on the Save button.
Module 3: Patient Registration Figure 3-14 Step 11: Next, click on the HIPAA tab, and complete Fields 1 and 2. Check the boxes to indicate that the patient was given and signed the office privacy notice, as required by HIPAA. Provide the date, 11/10/2009. When done, click on the Save button. Step 12: Close the registration windows and return to the Main Menu in MOSS. Step 13: Next, verify insurance eligibility online. Click on the Online Eligibility button from the Main Menu and select Carla Jacobi from the patient list. Click the Send to Payer button to verify benefits. Step 14: When complete, click on View to open the report, as shown in Figure 3-15. Print or save the report to the hard drive, as directed by your instructor. Close open windows when done. (Note: The date of online eligibility will display as the actual date the student completed the task, and not the simulated exercise date).
Computer Competency Exercises to Accompany Administrative Medical Assisting, 6E Figure 3-15 Step 15: Complete preparation of the new patient file so that the appropriate staff member can bring the patient back to the examination room. Step 16: Now that the registration and verification of insurance benefits has been completed, the new patient file can be assembled and completed. The appropriate staff member can bring the patient back to the examination room. Patient 4: Rahman, Naseem Step 1: Open Delmar s Medical Office Simulation Software and logon with your student identification. Step 2: At 3:00 pm, Mr. Rahman enters the office. Greet and welcome the patient, and then click on the Appointment Scheduling button. Open the schedule to November 10, 2009. Step 3: Locate patient Rahman on the schedule. Review the appointment information and identify which doctor the patient is here to see, how long the appointment will be and whether this is a new or established patient.
Module 3: Patient Registration Step 4: In the Patient Appointment Screen, click in the box in front of Checked-in to indicate that the patient arrived for the appointment. Close when done. Step 5: Mr. Rahman is a new patient and will need to complete a registration form and provide his insurance eligibility cards to be copied (or scanned), front and back. Step 6: When you have finished printing (or scanning) the front and back of the insurance cards, be sure to return them to the patient when the forms are turned in. Ask the patient to take a seat and advise that he will be attended to shortly. Step 7: After the patient has returned the forms to you, review the information on the Registration form carefully and ask the patient to provide information that is missing or unclear. See Figure 3-16 to view the registration form for patient Naseem Rahman.
Computer Competency Exercises to Accompany Administrative Medical Assisting, 6E Figure 3-16
Module 3: Patient Registration Step 8: Go to the Main Menu in Moss and click on the Patient Registration button. Search for patient Rahman and click on the Select button to display his information. You will note that there is partial information in the database, which was obtained by the staff member that scheduled the appointment. Step 9: Using the information on the Registration form in Figure 3-16, complete the fields on the Patient Registration window. Check you work with Figure 3-17 when done, and then click on the Save button. Figure 3-17 Step 10: Next, compare the copy of the insurance card to the information on the registration form. Click on the Primary Insurance tab. Complete the information for this screen (Hint: Dr. Heath is a participating provider for Medicare and Century SeniorGap, accepts assignment, and has a signature on file for both of these insurance companies. Check your work for Medicare and the secondary insurance with Figures 3-18 and 3-19. (Hint: Click the box in Field 11, indicating the secondary is to be billed after the primary).
Computer Competency Exercises to Accompany Administrative Medical Assisting, 6E Figure 3-18 Figure 3-19 Step 11: Next, click on the HIPAA tab, and complete Fields 1 and 2. Check the boxes to indicate that the patient was given and signed the office privacy notice, as required by HIPAA. Provide the date, 11/10/2009. When done, click on the Save button. Step 12: Close the registration windows and return to the Main Menu in MOSS.
Module 3: Patient Registration Step 13: Next, verify insurance eligibility online for the primary insurance, Medicare. Click on the Online Eligibility button from the Main Menu and select Naseem Rahman from the patient list. Your screen should look like Figure 3-20 for Medicare. Figure 3-20 Step 14: Click on the Send to Payer button to send the information online for verification of benefits. When complete, click on View to open the report. Print or save the report to the hard drive, as directed by your instructor. (Note: The date of online eligibility will display as the actual date the student completed the task, and not the simulated exercise date). Step 15: Next, verify insurance eligibility online for the secondary insurance, Century SeniorGap. Click on the Online Eligibility button from the Main Menu and select Naseem Rahman from the patient list. Use the Record bar on the lower left to advance to the secondary insurance record. Your screen should look like Figure 3-21 for Century SeniorGap. Figure 3-21
Computer Competency Exercises to Accompany Administrative Medical Assisting, 6E Step 16: Click on the Send to Payer button to send the information online for verification of benefits. When complete, click on View to open the report. Print or save the report to the hard drive, as directed by your instructor. Close open windows when done. (Note: The date of online eligibility will display as the actual date the student completed the task, and not the simulated exercise date). Step 17: Now that the registration and verification of insurance benefits has been completed, the new patient file can be assembled and completed. The appropriate staff member can bring the patient back to the examination room. 3.3 Computer Competency Check-In An Established Patient on November 3, 2009 Description of Simulation: You are assigned to the front desk and will greet and check-in patients as they arrive for visits with Drs. Heath and Schwartz. Your responsibilities include obtaining necessary new or updated registration information, forms, and signatures from patients as applicable. The practice management software, MOSS, is to be used to input data where needed. Patient: Gordon, Eric Step 1: Open MOSS and logon with your student identification. Step 2: On November 3, 2009, Mr. Gordon enters the office at 12:45 pm. Greet and welcome the patient, and then click on the Appointment Scheduling button. Open the schedule to November 3, 2009. Step 3: Locate Gordon on the schedule and review the appointment information. Identify which doctor the patient is here to see, how long the appointment will be and confirm he is an established patient. Refer to Figure 3-22.
Module 3: Patient Registration Figure 3-22 Step 4: In the Patient Appointment Screen, click in the box in front of Checked-in to indicate that the patient arrived for the appointment. Step 5: Mr. Gordon is an established patient. You will check to see when his last appointment was by viewing the patient ledger. If the patient has not been to the office in more than six months, you will need to review the registration information in case any updates are required (or follow your office policy). Using the menu along the top left of MOSS, click on Billing, and then click on the Patient Ledger button. Select Eric Gordon by clicking on the Search Icon (magnifiying glass), and select his record. See Figure 3-23. On the ledger, check the last date of service. Did the patient visit the office within the past six months? If so, you will not require any further updates today. See Figure 3-24.
Computer Competency Exercises to Accompany Administrative Medical Assisting, 6E Figure 3-23 Figure 3-24
Module 3: Patient Registration Step 5: Go back to the Eric Gordon s Patient Registration screen. Check to be sure all Patient Registration, Primary Insurance and HIPAA information is complete. Step 6: Give Eric Gordon the privacy notices to sign in order to comply with HIPAA. When you receive them back from the patient, click on the HIPAA tab and check the boxes for the form having been given and signed. Include the date, 11/3/2009, in the required field. Click Save when you are done. See Figure 3-25. Figure 3-25 Step 7: Close the registration window and return to the Main Menu in MOSS. Step 8: Now that the registration information has been updated and completed, the patient file can be made available to the appropriate staff member so that the patient can be brought to the examination room. 3.4 Computer Competency Check-In a Hospital Follow-up Patient on November 17, 2009 Description of Simulation: You are assigned to the front desk and will greet and check-in patients as they arrive for visits with Drs. Heath and Schwartz. Your responsibilities include obtaining necessary new or updated registration information, forms, and signatures from patients as applicable. The practice management software, MOSS, is to be used to input data where needed.
Computer Competency Exercises to Accompany Administrative Medical Assisting, 6E Patient: Kramer, Stanley Step 1: Open MOSS and logon with your student identification. Step 2: At 10:45 am, Mr. Kramer enters the office. Greet and welcome the patient, and then click on the Appointment Scheduling button. Open the schedule to November 17, 2009. Step 3: Locate patient Kramer on the schedule. Review the appointment information and identify which doctor the patient is here to see, how long the appointment will be and whether this is a new or established patient Step 4: In the Patient Appointment Screen, click in the box in front of Checked-in to indicate that the patient arrived for the appointment. Step 5: Mr. Kramer was a hospital patient and is in the office for a follow-up appointment. Study the following dialogue: Medical Assistant: Patient: Medical Assistant: Mr. Kramer: Medical Assistant: Mr. Kramer: Medical Assistant: Good Morning, welcome to our office. Do you have an appointment today? Yes, I m Stanley Kramer; I have an eleven o clock appointment with Dr. Schwartz. Are you new to our office, Mr. Kramer? I have been here before, but Dr. Schwartz treated me in the hospital. Has anything changed with your address, phone number or insurance coverage? No, everything is still the same. Thank you. Please have a seat, and we will be with you shortly. Step 6: Look through the registration information in MOSS and determine if anything is missing. Note that the patient will need to sign the HIPAA Privacy Notice. Call the patient back to the reception desk and give Mr. Kramer the appropriate notice and indicate where he is to sign and date. Step 7: When the patient returns the signed Privacy Notice, Click on the HIPAA tab, and complete Fields 1 and 2. Check the boxes to indicate that the patient was given and signed the office privacy notice. Provide the date, 11/17/2009. When done, click on the Save button. Step 8: Close the registration windows and return to the Main Menu in MOSS.
Module 3: Patient Registration Step 9: Now that the registration information has been updated and completed, the patient file can be made available to the appropriate staff member so that the patient can be brought to the examination room. 3.5 Computer Competency On Your Own Check-In a New Patient on November 17, 2009 Description of Simulation: You are assigned to the front desk to greet and check-in patients as they arrive for visits. For Patient Snider below, you will go through the registration process on your own, answering the questions where indicated, and completing the data entry in MOSS where needed. Patient: Snider, Christopher Step 1: Open MOSS and logon with your student identification. Step 2: At 2:00 pm, Mr. Snider enters the office. Greet and welcome the patient, and then click on the Appointment Scheduling button. Open the schedule to November 17, 2009. Step 3: Locate Snider on the schedule. Review the appointment information and identify which doctor the patient is here to see, how long the appointment will be and whether this is a new or established patient Step 4: How will the office document that the patient was in the office for a visit? Step 5: Mr. Snider is a new patient. Describe the various forms he will need to fill out, and what the medical assistant will request from the patient.
Computer Competency Exercises to Accompany Administrative Medical Assisting, 6E Figure 3-26
Module 3: Patient Registration Step 6: When you have finished printing (or scanning) the front and back of the insurance card, be sure to return it to the patient when the forms are turned in. Ask the patient to take a seat and advise him that he will be attended to shortly. Step 7: After the patient has returned the forms to you, review the information on the Registration form, shown in Figure 3-26. Step 8: Using the procedures you have previously learned, input the patient s demographic and insurance information into MOSS. Answer the following questions in preparation: Which doctor is the patient visiting? Is the patient employed? By whom? Does the patient have a spouse? Name? How many insurance plans is the patient covered by? What is the plan name and policy/id numbers? Does the patient have a co-payment? Who is the guarantor? Who is the policy holder of the insurance plan? Step 9: Check your work using Figures 3-27 through 3-30. Figure 3-27
Computer Competency Exercises to Accompany Administrative Medical Assisting, 6E Figure 3-28 Figure 3-29
Module 3: Patient Registration Figure 3-30 Step 10: Using the procedures you have previously learned, verify insurance eligibility online. Check your work with the report in Figure 3-31 when you are done. Figure 3-31
Computer Competency Exercises to Accompany Administrative Medical Assisting, 6E Step 11: Now that the registration information has been updated and completed, what is the final step for patient check-in? Module 3 is complete.