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HLTDEN003 Assist with administration in dental practice Case Study v1.2 (2017/08/22) HLTDEN003 Assist with administration in dental practice Name Email address Assessment © 2017 Australian Institute of Personal Trainers Pty Ltd and its licensors (AIPT) Commonwealth of Australia Copyright Regulations 1969 Warning - This material has been reproduced and communicated to you by or on behalf of AIPT, pursuant to Part VB of the Copyright Act 1968 (the Act). The material in this communication may be subject to copyright under the Act. Any further reproduction or communication of this material by you may be the subject of copyright protection under the Act. All rights are reserved and you must obtain the prior written permission of AIPT for the republication or redistribution of any content. Do not remove this notice. 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? 1 HLTDEN003 Assist with administration in dental practice Case Study v1.2 (2017/08/22) 2. What appointment notification did you give Mrs White? 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 9.15 9.15 0410 226 247 9.15 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 Mr John Nuns Perio charting 0410 333 222 OPG 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 2 HLTDEN003 Assist with administration in dental practice Case Study v1.2 (2017/08/22) Dr. Matcalfe 1.45 0410 248 684 22,21 11,12 Dr. Mahoney 1.45 0405 556 669 Rebecca Hygienist 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 Master Denzel Core 45, 46, 47 Comp Fill 4.00 Master Keith Hans S/M Ortho 0440 441 112 4.15 Mum 0430 221 414 4.00 4.15 Dr Fred Barnes 46 RCT1st 4.15 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 3 HLTDEN003 Assist with administration in dental practice Case Study v1.2 (2017/08/22) Extras 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: (02) 9456 7111 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 4 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 5 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. 6
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