Assist with Administration in Dental Practice - Case Studies and Tasks

This article covers case studies and tasks related to administration in dental practice. It includes appointment scheduling, patient file preparation, invoice and receipt preparation, and petty cash management.

HLTDEN003 Assist with administration in dental practice
Name
Email address
Assessment
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Please read through the following case study. Reflect on your learning and your own research
within this unit.
Prepare a response that responds to each of the issues presented below. Your responses must
reflect your knowledge, skills, and application for this unit.
Case Study 1
Use the appointment schedule following to allocate appointments noted. This appointment
schedule has times noted every 15 minutes. Enter all details that are required for an efficient
appointment schedule, and then answer the three following questions. Correct details must be
transferred.
Appointments
a. Mrs Kathy Hanson needs an appointment for 45 minutes to restore teeth 44 and 45. She
must be able to leave by 2.00pm. Her contact number is 4342 4142.
b. Mr Walt Hunter is a new patient. He phoned for an appointment for a consultation to
discuss a bridge or implants. He starts work at 9.00am, and his employer does not like him
taking time off. Mobile is 0443 221 345.
c. Mrs Terri White has called into the surgery to reschedule her hygiene appointment for a
scale, polish, and fluoride that she cancelled last week. She is available any time. Her
contact number is 0440 445 556.
Questions
1. How did you arrange with each patient an appointment time that suited their preference and
also your requirements?
The arrangement of the time of the patient should be as per the availability of their
regular schedule and the restriction that are imposed on them during their working hours.
Each patient has been given the time in which the doctor as well as the patient is entirely
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free and as per the working on schedule the preference has been extended to the person
which is having lack of time and facing emergency with the particular problem. For
example Mrs skate he needs an appointment only for 45 minutes that too before 2 P.M.
Given that time before 2 p.M. Is around 11 o'clock so that she can have her Restoration of
the teeth which takes 45 minutes only for the doctor to take care and look after it. Mrs.
Hunter is a new patient and has been given a time around the lunch break so that she can
easily take her time off with a working hours and can easily Fetch the permission of the
head of the department. So she has been given the time of 12 o'clock with Dr Mohaney.
Mrs white is given the time of 3 PM since she is available all the time what is no restriction
in coming or leaving.
2. What appointment notification did you give Mrs White?
She has been given the appointment of 3 p.M since she is available all the time and just
you want to have the surgery for the rescheduling of a hygiene appointment so which will
take time and the doctor is available after three o'clock with ample amount of time to
have the surgery process.
3. How did you ensure that each patient understood the information that you provided them
regarding their appointments?
The each patient will get understand about the information which we provided to them
regarding hair appointment since we have a lot of the time as per their working hours
flexibility and also as per the doctors availability which would suit the coming and leaving
time and also with synchronise with the availability of all kinds of respects with regard to
the medication facility and emergency situations.
Dr. Matcalfe Dr. Mahoney Rebecca Hygienist
8.00 Miss Jessica Smith
S. Exo 48
8.00 8.00 Mrs Sue Constants
C/P Fl
8.15 0424 554 441 8.15 8.15 0403 222 333
8.30 8.30 Mr Ryan Emerson
N/P Exam
8.30
8.45 Dr Harry Carter
Bridge Prep
8.45 0410 444 555 OPG 8.45
9.00 0440 333 665
33,34,35,36
9.00 Miss Carrie Benson
37 RCT 1st
9.00 Mr John Nuns
Perio charting
9.15 9.15 0410 226 247 9.15 0410 333 222
OPG
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9.30 9.30 9.30
9.45 9.45 9.45 Miss Bianca Jones
S/M Ortho
10.00 10.00 10.00 Mum 0422 336 336
Photos
10.15 10.15 10.15 Miss Katie Fan
F/S 16 26
10.30 10.30 10.30 Dad 0410 547 854
10.45 10.45 Mrs Ethel Campbell
MMR Shade
10.45
11.00 Mr Gary Freedom
26 RCF
11.00 F/P 11.00 Mrs Gabbie Burke
C/P Fl
11.45 0414 554 445 11.45 Mr Phil McCarr
Exo 14 34
11.45 0420 115 455
12.00 12.00 12.00
12.15 12.15 12.15
12.30 LUNCH 12.30 LUNCH 12.30 LUNCH
12.45 LUNCH 12.45 LUNCH 12.45 LUNCH
1.00 LUNCH 1.00 LUNCH 1.00 LUNCH
1.15 LUNCH 1.15 LUNCH 1.15 LUNCH
1.30 Mrs Maggie
McDonald
Bridge prep
1.30 Mr Tristan Ryan
24,25,26
Comp Fill
1.30 Mr Ken Jones
Perio Charting
1.45 0410 248 684
22,21 11,12
1.45 0405 556 669 1.45 04366 5511
Scale Quadrant 3
2.00 2.00 2.00
2.15 2.15 2.15 Mrs Susan Jones
Perio CHarting
2.30 2.30 2.30 04366 5511
Scale Quadrant 3
2.45 2.45 2.45
3.00 3.00 3.00
3.15 3.15 3.15
3.30 Miss Debbie Tint
16 15 Comp Fill
3.30 Miss Sue Ellen
Jackson Cons F/F
3.30
3.45 Mum 04342 5566 3.45 0414 125 125 3.45
4.00 4.00 Master Denzel Core 4.00 Master Keith Hans
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45, 46, 47 Comp Fill S/M Ortho
4.15 Dr Fred Barnes
46 RCT1st
4.15 0440 441 112 4.15 Mum 0430 221 414
4.30 0404 336655 4.30 4.30 Miss Maria Bond
S/M Ortho
4.45 4.45 4.45 Mum 0410 558 554
Photos
5.00 5.00 5.00
5.15 Close up duties 5.15 Close up duties 5.15 Close up duties
Case Study 2
Using the appointment book in Case Study 1, detail the process that you would use for preparing
patient files for the days’ appointments.
For the preparation of the patients files for the disappointment start with the allocation of
those candidates or patients which have lack of time or do not have flexibility in the working
hours and so they will be given preference as per the availability of time with the matching
propaganda of the doctors. Since Mrs Hunter is facing a great problem in the flexibility of the
working hours so she has been given the preference so that she may get the preference as per
her lunch time and can talk or get appointment with the doctor which is around 12 o'clock so
that she can get the live very easily without any kind of difficulty by taking the permission with
her chairperson or head of department. Since lunch time can be utilised for the appointment
and discuss the implantation. Every schedule has been also prepared in order to make the
synchronisation of the working hours as well as availability of the doctor and to not to collide
with the other patients which are also available as per the emergency situations.
Case Study 3
Mrs. Catherine Collins has just finished her last dental appointment. Your operator Dr. Colin
Mahoney has requested that you provide a full itemised invoice and receipt to Mrs. Catherine
Collins of 25 Cashier St Chatswood NSW 2067 for the following treatment:
Treatment
1. 10.3.14 – initial oral examination $95.00 and 2 bitewing radiographs at $25.00 each
2. 17.3.14 – 34 DO GIC, 35 MO GIC, both $110.00 each, 37 extraction basic $150.00
3. 24.3.14 – 26 MOD amalgam restoration $150.00
4. 31.3.14 – 11, 21 Composite resin MI restorations $150.00 each, removal of plaque $75.00,
and fluoride treatment $35.00
Extras
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1. Mrs. Collins purchased an Electric toothbrush from the practice on 24.3.14 for $125.00
which included $12.50 GST.
2. Mrs. Collins paid for her treatment on 31.3.14 in full with Visa Card. She did not claim any
of her dental work with HICAPS. The last invoice that was provided to a patient was
number 22334, and the last receipt number was 24556.
Tasks
1. Complete the following invoice with the correct item numbers for the treatment that was
provided to Mrs. Catherine Collins on each day, and include the tooth number and the cost
of treatment for each visit.
2. Keep a running balance of money owing.
3. If there was any part of the visit that included GST, you must note the GST separately.
Include the receipt for Mrs. Catherine Collins.
Dr. Colin Mahoney
Suite 2, 135 Help St.
Chatswood NSW2067
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
24.3.14 Mrs.
Catherin
e
an Electric
toothbrush
For the care of
tooth that is
dental care
$ 125 5.5% $132.75 0
10.3.14 Mrs.
Collins
initial oral
examination-
exam 011
Prescription $95 0 95 0
10.3.14 Mrs.
Collins
bitewing
radiographs
– bitewing
022
2 in no. $ 50 0 50 0
17.3.14 Mrs.
Collins
34 DO GIC –
34 do 513
35 MO GIC –
35 MO 532
$110 each $7590 0 7590 0
17.3.14 Mrs. 37 $150 each $5550 0 5550 0
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Collins extraction
basic
24.3.14 Mrs.
Collins
26 MOD
amalgam
restoration
533
restoration $150 0 150 0
31.3.14 Mrs.
Collins
11, 21
Composite
resin MI
restorations
– 522 both
item no.
11 in no. $ 1650 0 1650 0
31.3.14 Mrs.
Collins
removal of
plaque - 111
1 in no $75 0 75 0
31.3.14 Mrs
Collins
Fluoride
treatment –
121
1in no. $35 0 35 0
Total $9327.7
5
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Case Study 4
Your practice uses an imprest petty cash system. You have an imprest amount of $150.00.
Tasks
• Enter the following items in the relevant columns. Make note of the GST amount, and list
this separately from the total cost.
• Keep a running balance of the available funds.
• Once you have completed your entries, total the amounts spent, and then reimburse the
petty cash amount back to the $150.00 imprest figure.
• You must provide a voucher for each receipt that you have. Your vouchers start at number
40.
1.3.14 Imprest cash amount was entered for $150.00
2.3.14 Milk and biscuits for the practice $3.50 and GST of 35cents included
5.3.14 Milk $2.00 with GST of 20 cents included
6.3.14 Pens, sticky tape, and 8G USB from the office suppliers $12.00 with $1.20 GST included
9.3.14 Stamps box of 50 $60.00 with GST of $6.00 included
12.3.14 Taxi fare home for staff working late $27.00 with GST of $2.70 included
15.3.14 Milk Biscuits and sugar for the staff room $10.00 with $1.00 GST included
15.3.14 How much is your reimbursement cheque #342443 cashed for and put into petty cash to
bring the imprest amount back to $150.00.
Date Description Voucher GST Postage Stationary Travel Misc. Balance
1.3.14 Imprest cash
amount
0 0 0 0 0 0 150
2.3.14 Milk and biscuits 3.50 35 2 3 5 0 14.5
5.3.14 Milk 2 20 2 3 5 0 12.5
6.3.14 Pens, sticky
tape, and 8G
USB
12 12 2 3 5 0 21.75
9.3.14 Stamps box of
50
3000 6 2 3 5 0 3550.5
12.3.1
4
Taxi fare home
for staff working
27 27 2 3 5 0 38.75
15.3.1
5
Milk Biscuits
and sugar for
the staff room
10 1 2 3 5 0 21.75
total $3809.5
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Case Study 5
All dental practices have a recall system in place to ensure that their patients have ongoing
dental care available to them. Describe the recall system used in your practice, and include
how you action the following points in your answer:
• Recording appropriate recall dates on patients’ record
• Identifying when a patient is to be recalled
• Notifying patients that an appointment is due
• Follow-up procedure for those patients who don’t respond to a recall request
(min 200words)
T he action has been started with the Re scheduling of the entire framework of the people or
the patient Who need emergency appointments for the medication facility which is depending
upon the availability of the flexible hours and the permission been granted from the head of
the employees and which is also related to the availability of the particular doctor and so that
his or her time may not collide with the lunch time or when the doctor is taking some leave for
the other works apart from getting engaged in the appointing as well as making the under her
or his observation. Notification to the patient has been given as for the appointment which has
been made so that the following of the procedure for these patients can be easily record in
order to ensure that patients which are ongoing the dental care are easily available to the
particular doctors as per their availability and emergency situations and so the recording
system of those patients who do not responded at the time of calling you are requested to
recall and make the appointment with the respective doctors as per the notification and the
identification of the particular time management anti scheduling of the working hours. For
example- The arrangement of the time of the patient should be as per the availability of their
regular schedule and the restriction that are imposed on them during their working hours. Each
patient has been given the time in which the doctor as well as the patient is entirely free and as
per the working on schedule the preference has been extended to the person which is having
lack of time and facing emergency with the particular problem. For example Mrs skate he needs
an appointment only for 45 minutes that too before 2 P.M. Given that time before 2 p.M. Is
around 11 o'clock so that she can have her Restoration of the teeth which takes 45 minutes
only for the doctor to take care and look after it. Mrs. Hunter is a new patient and has been
given a time around the lunch break so that she can easily take her time off with a working
hours and can easily Fetch the permission of the head of the department. So she has been
given the time of 12 o'clock with Dr Mohaney. Mrs white is given the time of 3 PM since she is
available all the time what is no restriction in coming or leaving.
Quality outcomes
Ensure the following for your submission:
i) It is grammatically correct.
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ii) It is error-free.
iii) It is written in simple English.
iv) It comprises of an average of 15 words for each sentence.
v) There are separate paragraphs for each new content/topic or discussions. Include
references to relevant legislation, which must be defined.
Attach any models, tools, or resources that could be used in an organisation to improve the case
study situations presented.
Tip: Read all text aloud in order to identify any gaps and correct them. Ask another person to
proof read your work in order to check for accuracy before you submit.
Writing strategies and actions for future improvements
A case study is designed for you to demonstrate your skills in reading, accurately interpreting
and providing workable responses and strategies.
Check that your responses provide:
1. Identification and clarification of the key issues. Discuss and provide some suggestions as
to what has caused these.
2. Key facts and information that is relevant and demonstrates your ability to provide
solutions.
3. Templates and resources that could assist managers in the future when managing their
teams.
4. Recommendations, both short term and long term, to improve the current situation.
Also ensure the appropriate use of headings and formats so as to reflect a professional
presentation.
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