HLTDEN003 Assist with Administration in Dental Practice - Case Study and Tasks

This case study covers various tasks related to dental practice administration, including appointment scheduling, patient file preparation, invoicing, petty cash management, and recall system. Learn how to manage these tasks effectively with this case study.

HLTDEN003 Assist with administration in dental practice
Case Study v1.2 (2017/08/22)
HLTDEN003 Assist with administration in dental practice
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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?
2. What appointment notification did you give Mrs White?
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HLTDEN003 Assist with administration in dental practice
Case Study v1.2 (2017/08/22)
3. How did you ensure that each patient understood the information that you provided them
regarding their appointments?
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
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
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HLTDEN003 Assist with administration in dental practice
Case Study v1.2 (2017/08/22)
Dr. Matcalfe Dr. Mahoney Rebecca Hygienist
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
45, 46, 47 Comp Fill
4.00 Master Keith Hans
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.
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
1. Mrs. Collins purchased an Electric toothbrush from the practice on 24.3.14 for $125.00 which
included $12.50 GST.
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HLTDEN003 Assist with administration in dental practice
Case Study v1.2 (2017/08/22)
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
10.3.14 Mrs.
Catherine
Collins
011 initial oral
examination
95 0 95
10.3.14 Mrs.
Catherine
Collins
022 bitewing
radiographs
25 0 120
10.3.14 Mrs.
Catherine
Collins
022 radiographs 25 145
17.3.14 Mrs.
Catherine
Collins
532 34MO GIC 110 0 225
17.3.14 Mrs.
Catherine
Collins
532 35 Do GIC 110 0 365
17.3.14 Mrs.
Catherine
Collins
311 37 extraction 150 0 515
24.3.14 Mrs.
Catherine
Collins
533 26 surface
smsign
150 0 665
31.
3.14
Mrs.
Catherine
Collins
522 11 surface
composit
150 0 815
31.3.14 Mrs. 522 21 surface 150 0 965
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HLTDEN003 Assist with administration in dental practice
Case Study v1.2 (2017/08/22)
Catherine
Collins
composit
31.3.17 Mrs.
Catherine
Collins
114 Removsl of pluck 75 0 1040
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HLTDEN003 Assist with administration in dental practice
Case Study v1.2 (2017/08/22)
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 150
2.3.14 Milk and biscuits 40 0.35 0 3.5 146.5
5.3.14 Milk 41 0.2 2 143.95
6.3.14 Pens, sticky tape,
and 8G USB from
the office
suppliers
42 2.7 12 129.25
9.3.14 Stamps 43 6 60 63.25
12.3.14 Taxi 44 2.7 27 33.55
15.3.14 Milk Biscuits and
sugar for the
staff room
45 1 10 22.55
15.3.14 reimbursement
of
cheque(342443)
127.45
46 150
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HLTDEN003 Assist with administration in dental practice
Case Study v1.2 (2017/08/22)
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HLTDEN003 Assist with administration in dental practice
Case Study v1.2 (2017/08/22)
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)
Quality outcomes
Ensure the following for your submission:
i) It is grammatically correct.
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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HLTDEN003 Assist with administration in dental practice
Case Study v1.2 (2017/08/22)
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