Business Procedures
Quiz yourself by thinking what should be in
each of the black spaces below before clicking
on it to display the answer.
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| professional calls | call regarding specific care or concern in patient matters
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| outgoing calls | calls made from the dental facility
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| confirmation | call to confirm an upcoming appointment
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| ordering | call to supplier or store to place an order
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| inquiry | call to request information regarding matter such as availability of a product
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| collection | call to arrange payment for an outstanding statement
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| answering service | professional service that will answer phone calls and take messages, forward messages, and advice callers of working hours and availability.
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| first class mail | letters, postcards, statements, business reply, and larger marked envelopes.
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| second class mail | Periodicals, magazines, newspapers
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| Third class mail | catalogs, circulars, books, printed material weighing less that one pound
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| fourth class mail | printed matter and parcels weighing more than a pound, aka parcel post
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| certified mail | postal fee service that records mail delivery by dating, numbering, and recording mailed pieces. The sender may track the progress of the mail using the receipt number.
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| C.O.D. Mail | Stands for cash on delivery fee service in which postal employees collects money at time of delivery.
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| Express Mail | Fast, 24 hour delivery of mail
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| priority mail | mail delivery with two to three days
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| insured mail | postal fee service insure item sent, for a set price declared by sender.
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| Registered Mail | Postal fee service to record and protect mail to delivery site, post office supplies proof that the material has been received. generally used for important papers
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| restricted delivery | mail delivered to only the person specified.
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| special delivery | swift delivery of mail by the post office when received at local station; fee for service
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| special handling | delivery of third and fourth class mail at fastest method byt not special delivery
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| communications by means of computer
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| fax | communication by telephone line connection
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| ground package service | parcels or packages containing dental cases, returns, items to be repaired, and so for sent by fed-ex, UPS, USPS. Pickup service can be arranged
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| online postal services | include stamp purchase, calculation of postage, printing of labels, proof of delivery, and tracking of postal matters
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| incoming mail | mail that has been delivered to the dental facility.
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| Invoice | printed from supplier regarding order or orders received by a facility, may or may not demand payment.
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| statement | request for payment for services, products, or material received by a facility.
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| misc | may include lab reports, general information, or correspondence, meeting information, sames or advertisements.
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| packages | may be from dental labs, suppliers, or sample products.
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| personal | mail meant for a specific individual; not general business communication
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| payment | envelopes containing checks as payment for statement or treatment received
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| outgoing mail | mail that is sent from the facility
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| zip code | specific numbers assigned by postal office to designated areas of the country.
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| appointment | period of time set aside for a scheduled patient
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| appointment card | printed reminder of patients next appointment day and time.
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| appointment entry | recording patients name, procedure, phone number, and other required data into computer program or schedule book for a specific time and day
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| buffer period | open unit or block of time that is maintained on schedule pages; used for emergencies or to make up time when running behind schedule
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| call list | list of patients willing to be summoned at first available opening or when cancellations occur.
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| daily schedule | copy of schedule of patients and procedures for the day.
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| Dovetail Scheduling | process in which appointment times are scheduled into the days procedures at a down period of another appointment.
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| matrix | pattern of work periods available for appointment scheduling, nonworking hours, meetings, holidays, or any times the practice will not be in service are marked off the schedule.
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| recall list | system of monitoring patients return to dental facility, patients are listed in month of the desired service and called or notified at that time to make an appointment.
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| unit | section of an hour; may be 10, 15, or 20 minutes.
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| Patient Information Card | questionnaire filled out by the patient giving necessary data for office records.
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| clinical chart | printed chart showing anatomical drawings and diagnostic results of clinical observations; also may record procedures, fees charged, and payments received.
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| consent form | printed form signed by patient or guardian of a minor giving permission for treatment
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| health history form | printed questionnaire regarding patients, past and present heal history, medications, allergies and other health matters
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| insurance information form | printed questionnaire regarding insurance policy numbers, type and any other data supplied on the insurance card.
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| patient file envelope | large file envelope used to gather and hold together all the patients records in one central location.
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| indexing | aligning position for file placement using names, dates, etc.
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| beneficiary | person entitled to receive payment from claim
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| carrier | insurance company or institution doing the insuring
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| back order | part of supply order to be shipped at later date.
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| modified block letter | form in which some letter parts are not placed next to left margin
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| ethics | code of conduct set by a profession
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| block letter | form in which all letter parts are placed at the left margin
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| exclusion | services or procedures not listed in the benefit plan.
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| title line | form signed by patient, guardian giving permission for care.
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| petty cash | a fund of money used to pay for small items purchased for office needs
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| sorting | process of arranging items for filing, using dates, numbers, names.
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| felony | a serious major crime such as arson or murder
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| Fraud | Purposeful misrepresentation of facts or knowledge
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| deductible | a requirement for the family or individual to pay the first $100
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| provider | a three party payment plan
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| capitol supply | items of major cost that are used on an ongoing basis such as dental chair, autoclave, or radiograph developer.
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| expendable supply | items that are used up or consumed during procedures such as cements, tissues, and gloves.
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| non-expendable supply | items that are used more than once but are not of major cost, such as dental instruments
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| purchase order | printed request for materials or equipment that is used mainly in large institutions, may require authorization before being processed
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| reorder point | minimum quantity or amount of an item that is necessary to have on hand before another order is necessary
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| lead time | amount of time between the reorder of a supply and its arrival
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