Business Office Technology

BOT 116

Office Systems and Procedures

Medical Administrative Professional

 

Fall 2008

 

 

Christi Cordeiro

BOT/MAP Associate Instructor

ccordeiro@miracosta.edu

 

Kathy Striebel

Lead Instructor

kstriebel@miracosta.edu

 

Course Information:

www.miracosta.edu/home/kstriebel

 

Course Location:

BOT Model Office 4803B OC

Online

 

Students can choose to complete the lessons on campus or at home.

 

 

This is a self-paced, open entry online course.  Students can choose a flexible work schedule.  Course is finished when all lessons are completed. 

 

Course Checklist:

¨  View Orientation on website or from Blackboard.

¨  Complete student contact form (see Blackboard)

¨  Open Blackboard for assignments and lectures.

¨  Read the entire syllabus before starting the lessons.

¨  Save all documents to USB drive.

¨  Complete all lessons by December 12, 2008.

 

Course Description: 

This is a three unit course that gives the medical administrative professional student the opportunity to create, retrieve and revise medical documents in a medical practice simulation.  Assignments are organized to progress from a simple to a higher order of planning.  This simulation allows students to apply terminology, procedures, and information learned in the MAP courses.  Medical information is used to create word processing documents.  Language arts, formatting, and proofreading skills are also applied to all assignments. The student will perform administrative tasks of a medical office. 

 

Course Objectives:

At the end of this course, students should be able to:

 

1.    Understand the role of medical administrative support personnel in a business environment.

2.    Use software applications to produce medical office documents.

3.    Proofread documents and make all corrections.

4.    Prepare patient records forms, chart notes, insurance forms.

 

5.    Use software to prepare billing statements for insurance.

6.    Translate chart diagnoses to correct billing codes.

7.    Identify appropriate medical office etiquette and patient confidentiality procedures.

8.    Use the Internet for office research situations.

9.    Identify correct telephone procedures for patients, referrals, insurance, and laboratory situations.

10.  Practice decision-making skills by prioritizing assignments and activities.

11.  Use electronic messaging for business communication.

12.  Identify step in maintaining a scheduling system for a medial office.

13.  Identify the benefits of membership in a professional organization.

14.  Practice written communication skills in preparing patient documents.

 

Course Materials:

Processing Medical Documents, 2nd edition, Robert Poland, Glencoe-McGraw Hill,

ISBN: 0-02-804745-1 with disk (all files from the disk are saved to the Blackboard folder)

Cost:  $68.21 purchased from MCC Spartan Bookstore

           $68.21 + 6.95 ground shipping online from Spartan Bookstore

On Amazon, this book runs from $55 new to $12 used.

           

PLEASE NOTE:  If you purchase this book from an online textbook supplier, BE SURE IT IS 13th EDITION and comes with a CD with data files. 

 

Student Learning Outcomes:

  1. Define the types of business organizations and workplace structures for medical administrative assistants.
  2. Identify the skills and qualities needed for medical administrative professionals.
  3. Explain the necessity for business, office, web, and Internet ethics.
  4. Produce instant messages, email, memorandums, and letters for appropriate medical situations.
  5. Develop a training plan for new employees to include team building, telecommunications, and professional development.
  6. Apply critical thinking skills to develop policies and procedures for workplace scenarios in conflict resolution, employee motivation, and employee behavior.

 

Important Dates:

Last day to drop with no grade on permanent record...................................     September 6

Last day to drop class and be eligible for refund...........................................     September 6

Last day to petition for certificate or degree..................................................   September 26

Last day to ADD a BOT course......................................................................        October 25

Last day to drop with “W”..............................................................................    November 20

Last day to submit assignments....................................................................    December 12

 

Policies:

1.    Students with disabilities, whether physical, learning, or psychological, who believe that they may need accommodations in this class are encouraged to contact Disabled Students Programs & Services as soon as possible to ensure that such accommodations are implemented in a timely manner.  Their phone number is (760) 795-6658, and they are located in Building 3000 Student Services, Room 3009, adjacent to Parking Lot 3C.

 

2.    Students who have not consistently submitted assignments during the semester will be dropped on November 20, 2008. 

 

3.    Students should be aware of the MiraCosta plagiarism statement in the catalog.  A submitted assignment, which is determined to be the work of a person other than the student, will receive no credit.

 

Contacting the Instructor: 

BOT Associate Instructor:   Christi Cordeiro             

Email address:  ccordeiro@miracosta.edu     

Lab Hours:  OC 4803B Tuesday 5 - 7 p.m.

Office Hours:

When contacting the instructor through email, please identify the purpose of your email in the SUBJECT line along with the course and your name.  Here is an example of how you should key the subject:  QUESTION BOT 116 Medical Susan Smith.  The instructor will respond within 48 hours.

 

Blackboard:  The course syllabus can also be found on the Blackboard site.  To login to Blackboard you can either go to the MiraCosta home page and click on Online courses or go directly to blackboard.miracosta.edu and login using your SURF login.  Course announcements will be sent from the Blackboard site. 

 

Getting Started:

 

ü  In a self-paced class, you must use good judgment in completing the assignments.  Each assignment consists of reading chapter materials, completing a production assignment, case study, or project, saving all files to USB drive, and emailing all materials to the instructor at ccordeiro@miracosta.edu  

 

ü  It is best to divide these tasks in your weekly schedule rather than completing all work in one seating, e.g. do your textbook and Blackboard reading on Monday, production assignment on Wednesday, and all other work and sending email to instructor on Friday.   Follow the weekly guide to keep on the timeline for completing the course.

 

ü  Read the entire syllabus before starting.

 

ü  Your book has a disk with forms and assignments.  If your computer does not have a floppy drive, all the files have been copied to Blackboard.  Please use these as directed in the assignments.  Please download the assignment template to your USB drive.  The template can be found in the Assignments section of Blackboard.  Be sure to follow the instructions for saving your files.

 

ü  At the back of your book starting on page 145 is a reference guide to review abbreviations, glossary, staff and patient directories, information charts, and Job Profile Charts for all course assignments.

 

ü  Read the Procedures Manual on pages 1 through 15 to familiarize yourself with the company structure, general information, formatting guidelines, proofreader’s marks, and formats for all documents to be created in this simulation.

 

ü  Save documents exactly as instructed in the book and syllabus.  Create a folder for each unit and organize your folders on your USB drive.

 

ü  The unit objectives are listed at the beginning of each unit.  While completing the assignments, the student will achieve the objectives. 

 

 

 

JOB SHADOWING

Job shadowing is an opportunity to visit the workplace of an administrative professional. Instructor will make arrangements for the student to visit a local workplace to shadow an administrative professional on the job.  Job shadowing time can be from two to four hours.  Before the day of the shadowing experience, the student will research the company, job titles, business protocol, dress code, and any other pertinent information needed.  The student will contact the administrative professional to finalize all details.  The student will prepare a list of questions for the administrative professional.  At the conclusion of the observation, the student will discuss the questions, tasks, and business operations observed during the time period.  The student will prepare a report summarizing the job shadowing experience.

 

Grading:

Students will be evaluated as follows:

  1. good judgment in establishing priorities – did you use good judgment?  Did you accomplish the most important tasks?

 

  1. work of good quality – are tasks accurate and neat?

 

  1. quantity – did you complete a reasonable amount of work?  Would a physician be satisfied with your rate of accomplishment?

 

Assignments in this course combine production of documents, discussion of office procedures; projects presenting office problems, communication exercise for oral, written, and electronics formats, critical thinking activities for office “etiquette and behavior”, and an emphasis on patient confidentiality and HIPAA.  The grading sheet contains the number of points and criteria for each assignment.  Final grade will be based on total points earned on all assignments. 

 

Production assignments will be graded according to the “mailability” scale:

            5 points = Mailable

            3 points = Minor error

            0 points = Unmailable – major error

 

Minor errors can be easily corrected; e.g. spacing errors.  Major errors such as misspelled words, wrong copy, and incorrect document format are unmailable and will be revised.

 

Submitting Assignments:

This is a self-paced online course that allows you to work in the BOT Model Office, 4803B OC, or online.  Students are responsible for completing and submitting all assignments as listed in the course syllabus.  Assignments reviewed and graded in the BOT Model Office will get immediate feedback and grading.  Weekly assignments submitted through email will be reviewed and graded within five (5) days. All assignments submitted through email must be identified in the subject line with your last name and the assignment name or number as directed in the syllabus, for example:  Striebel Unit 1-Job 1

 

 To expedite responses to questions, key the word QUESTION in the subject line of the email, and you will receive a response within 24-48 hours.

 

The Blackboard site contains data files, all assignments, announcements, lectures, special instructions or notes for assignments, discussion questions, and assignment grades. 

 

Even though this is a self-paced course and students can select a flexible schedule for completing assignments, students must show steady progress through the semester by viewing the program orientation, submitting the student contact form, submitting weekly assignments, and maintaining contact with the instructor.  Students will be dropped for lack of successful progress.  A suggested timeline for completing assignments is given in the syllabus.  Students are encouraged to follow the timeline or work ahead as a guide to successful completion of the course.