Healthcare Record Keeping and Calculations

This assignment delves into the crucial aspect of record keeping in healthcare settings. It examines the importance of maintaining accurate patient records, including appointment dates, recall procedures, and notifications. The document also highlights the significance of financial record-keeping by illustrating calculations related to petty cash expenses within a dental clinic.

Assist with administration in dental practice 1
Assist with administration in dental practice
Student name:
Student ID:
University:

Assist with administration in dental practice 2
Table of contents
Introduction:....................................................................................................................................3
Case study 1:....................................................................................................................................3
Question 1:.......................................................................................................................................3
Question 2:.......................................................................................................................................3
Question 3:.......................................................................................................................................3
Case study 2:....................................................................................................................................4
Appointments details:......................................................................................................................4
Case study 3:....................................................................................................................................5
Task 1: Invoice:...............................................................................................................................5
Task 2: Running balance of money:................................................................................................6
Task 3:.............................................................................................................................................7
Case study 4: Invoice:......................................................................................................................7
Case study 5: Recall system used in dental practices:.....................................................................8
Conclusion:......................................................................................................................................8
Reference list:..................................................................................................................................9

Assist with administration in dental practice 3
Introduction:
Maintaining of records of each patient is quite challenging for every healthcare organization.
Despite size, all health care organization is supposed to maintain records well as in reference to
patients. There are various types of records that are required to be maintained well by the
organization’s administrative department. In this assignment, the records of doctors in reference
to patients requirements their observations are well recorded. Further, in this assignment, the
necessary invoices such as tax invoice, patient’s records, petty cash and records of same are well
discussed.
Case study 1:
Question 1:
In order to arrange with each patient, there is the use of records well maintained by the
administrative department. The appointments are made prior to one week a minimum
requirement. The arrangement is easily made as per the priority in sequence with an appointment
(Pervez et al.2016). For example, if Mr. A has made an appointment before MR. B then MR. A
will be given first preference in respect with the time sorted.
Question 2:
Mrs. White on fixing up appointment gets notification by hospital email id to patient personal
email id. Becker (2013) has well stated that in addition to email, the second notification will be
provided by a telephonic call made by assistant along with the messages in form of texts.
Question 3:
After appointments are booked and notifications are provided, the administrative department
is further required to ensure that whether the patient has clearly understood all the notifications
that are well enclosed. The details of notifications areas for date of appointment, timings of

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appointment, mandatory changes if any required in the same respect (Blue et al. 2013). Further,
the details even enclose well that any special specifications if required by a patient are even
covered. After providing all the relevant notifications in order to ensure that whether all patients
have clearly understood their appointment details and treatments that will be provided to them
procedure is followed. All these details are with perfection ensured by a confirmation call by an
operator (Kent & Blinkhorn, 2013). Further, a written confirmation is desired by patients as they
are asked to submit same via email.
Case study 2:
Appointments details:
Patie
nts
Name
Observati
ons
Importan
t details
Responsi
ble
Doctor
Date Timin
gs
Contact
number
Appointm
ent
Confirmat
ion
Remarks
(if any)
Mrs.
Kath
y
Hans
on
Restore
teeth
Special
no 44
and 45
Dr.
Metcalfe
15.2.20
7
2.00
pm
4341241
42
Yes No
Mr.
Walt
Hunt
er
New
patient
Consultat
ion to
discuss
implants
or to go
with
bridge
Dr.
Mahoney
17.2.20
17
9.00
am
0443221
345
Yes No
Mrs.
Terri
Hygiene
and
Scaling,
polish,
Rebecca
Hygienis
17.2.20 5.30 0440445 Not done Changes
can be

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Whit
e
regular
checkups
Fluoride t 17 556 till yet. made
with the
appointm
ent.
Table 1: Patient records
(Source: Self developed)
From the above records, it can be clearly seen that the records of the administrative
department are well maintained as to maintain accuracy and quality (Blue et al. 2013).
Case study 3:
Task 1: Invoice:
Dr. Colin Mahoney
Suite 2, 135 Help St.
Chatswood NSW 2067
ABN: 123 234 345
Provider #:901345
Ph: [phone]
www.cmdebtist.com.au
Tax Invoice
Mrs. Catherine Collins
25 Cashier St.
Chatswood NSW 2067
Date:
Invoice #:
Date Patient Item
#
Description Cost GST Paid Balance
10.3.1 3 Initial oral $95 - $360

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4 examination
Bitewing radiographs $25
each
17.3.1
4
3 34 DO GIC
35 MOGIC
37 extraction basic
$110
each
$110
$150
- $570
24.3.1
4
1 Electric toothbrush $125 $12.5
31.3.1
4
1 26 MOD amalgam
restoration
$15
1 Removal of plague $75
1 Fluoride treatment $35 $325
Total $1255 Paid via Visa
Card
Nil
Table 2: Tax invoice
(Source: Self developed)

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Task 2: Running balance of money:
Date Item Amount($) Total
10.3.1
4 Opening balance 145 145
17.3.1
4 Equipments 370 515
24.3.1
4 Equipments 125 640
31.3.1
4 Equipments 125 765
Table 3: Running balance
(Source: Self developed)
From the above table, we can clearly see that there is enclosed running balance of money
which clearly states that the various equipments used for her treatments and the purchase price of
each (Blue et al. 2013). All payments were made by patient well through electronic form via
Visa Card on 31.3.2014.
Task 3:
There was only one purchase made by Mrs. Catherine Collins that covered GST on 24.3.14
on the electric brush she purchased. GST included was $125.
Case study 4: Invoice:
7th march 2014 nil 0 $0.00

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8th march 2014 nil 0 $0.00
9th march 2014 Stationery $60.00 $6.0
0
$66.00
10th march
2014
nil $0.00
11th march
2014
nil
0
$0.00
12th march
2014
taxi fare
$27.00
$2.7
0 taxi fare
$29.70
13th march
2014
nil
0
$1.0
0
$1.00
14th march
2014
nil
0
$0.00
15th march
2014
Milk and biscuits
$10
$10.00
Total $276
Table 4: Cash Invoice
(Source: Self developed)
The above table comprised of the details of all the cash items including miscellaneous items
such as stationery, conveyance. All the items are provided in detail. Further, the GST is well
covered of the details mentioned. The total balances summed up to$ 276. From the cheque
obtained against expenses of cheque no #342443. There is a balance that will be paid back to as
an imprest amount of $150.0

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Case study 5: Recall system used in dental practices:
In the organization, there is followed a proper recalled system that is followed well by the
organization.
Patients Appointment
Dates
Recall
dates
Procedure Notifications Responded yes or
no
A 20.3.2017 15.3.2017 Email provided Yes
B 21.3.2017 18.3.2017 Telephone Not done till yet No
C 22.3.2017 20.3.2017 Email Will soon be
provided
Yes
D 25.3.2017 21.3.2017 Telephone provided No
Table 5: Recall procedure
(Source: Self developed)
From the above table the recall system can be easily figured out well that comprised of the
recall dates, notification procedure (Nash et al. 2014). At last the details where the notifications
that were provided to the patients were obtained by them or not.
Conclusion:
It is concluded that the records maintenance is utmost important for any organisation. The
records help in checking off all the details that are essential. Especially in the healthcare sector,
there are various records that are required. The records such as patient’s appointment,
notifications, along with petty cash expenses are all mandatory. Further, in this assignment, the
importance of the calculations of each item disbursed in the clinic is very well covered.

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Reference list:
Becker, D. E. (2013). Drug allergies and implications for dental practice. Anesthesia progress, 60(4),
188-197.
Blue, C. M., Funkhouser, D. E., Riggs, S., Rindal, D. B., Worley, D., Pihlstrom, D. J., ... & Gilbert, G.
H. (2013). Utilization of nondentist providers and attitudes toward new provider models:
findings from the National Dental Practice‐Based Research Network. Journal of public health
dentistry, 73(3), 237-244.
Kent, G. G., & Blinkhorn, A. S. (2013). The Psychology of Dental Care: Dental Handbooks.
Butterworth-Heinemann.
Nash, D. A., Friedman, J. W., Mathu‐Muju, K. R., Robinson, P. G., Satur, J., Moffat, S., ... & Heuvel, J.
(2014). A review of the global literature on dental therapists. Community dentistry and oral
epidemiology, 42(1), 1-10.
Pervez, A., Kinney, J. S., Gwozdek, A., Farrell, C. M., & Inglehart, M. R. (2016). Education About
Dental Hygienists’ Roles in Public Dental Prevention Programs: Dental and Dental Hygiene
Students’ and Faculty Members’ and Dental Hygienists’ Perspectives. Journal of Dental
Education, 80(9), 1071-1081.