CMAA Patient Intake and Registration 2 — Questions and Answers
Question 1: Which document must a new patient sign acknowledging the practice's privacy policies?
- Insurance verification form
- Notice of Privacy Practices acknowledgment (Correct answer)
- Advance directive form
- Workers' comp form
Correct answer: Notice of Privacy Practices acknowledgment
HIPAA requires patients to receive the NPP and sign acknowledging they were informed about PHI use and disclosure.
The NPP describes PHI use for TPO, explains patient rights, and identifies the privacy officer. Provide at first visit and make a good-faith effort to get a signed acknowledgment. If the patient declines, document the attempt and continue care.
Question 2: Why is emergency contact information collected during registration?
- To bill someone if patient doesn't pay
- To notify someone in case of a medical emergency (Correct answer)
- To verify identity through a third party
- To market to additional patients
Correct answer: To notify someone in case of a medical emergency
Emergency contact enables the practice to reach a designated person if the patient experiences a medical emergency.
Collect the contact's name, relationship, and at least two phone numbers. Used for adverse reactions, emergencies in the office, transportation assistance, and decision-making when the patient cannot. Verify and update at each visit.
Question 3: A patient mentions a new address during intake. What should the CMAA do?
- Make a mental note to update later
- Update the system immediately and verify with the patient (Correct answer)
- Ask the patient to write a letter requesting the change
- Ignore it since addresses aren't important
Correct answer: Update the system immediately and verify with the patient
Update the record immediately while the patient is present to confirm accuracy.
Accurate demographics are essential for billing, communication, legal compliance, and care continuity. Update both practice management and EHR systems, check if insurance needs updating (some plans are region-specific), and note the date of change.
Question 4: What is the correct new patient processing sequence?
- Collect payment, see doctor, then paperwork
- Greet, distribute forms, collect completed forms, verify insurance, copy ID and cards, collect copay (Correct answer)
- Copy insurance card and send to exam room
- Sign HIPAA form and collect copay only
Correct answer: Greet, distribute forms, collect completed forms, verify insurance, copy ID and cards, collect copay
Systematic processing: greeting, registration forms, form review, insurance verification, ID/card copies, and copay collection.
Complete sequence: greet warmly, provide registration packet, allow completion time, review for completeness, scan/copy photo ID and insurance cards, verify eligibility, enter information, collect copay, provide pre-visit instructions, and notify clinical staff. Takes 15-20 minutes; ask new patients to arrive early.
Question 5: Who is authorized to sign consent forms for a patient under 18?
- Any adult family member present
- Parent, legal guardian, or legally designated custodian (Correct answer)
- The patient themselves
- The receptionist with verbal permission
Correct answer: Parent, legal guardian, or legally designated custodian
Minors require consent from a parent, legal guardian, or person with legal custody.
Exceptions exist: emancipated minors, mature minors in some states, and specific services (reproductive health, substance abuse, mental health vary by state). Verify identity and authority of the signer. Keep custody documents on file. Emergency treatment can proceed without consent.
Question 6: Why should both sides of an insurance card be scanned during intake?
- The back is needed for chart decoration
- Front has member info; back has claims addresses, payer IDs, and phone numbers for billing (Correct answer)
- Only the front matters
- The back has medical history
Correct answer: Front has member info; back has claims addresses, payer IDs, and phone numbers for billing
Both sides contain essential information: front for member identification, back for claims processing and verification contacts.
Front: member name/ID, group number, plan type, copay amounts, effective date. Back: claims address, electronic payer ID, provider/member services numbers, pharmacy benefits, website. Missing the back can cause claims sent to wrong address or with incorrect payer IDs.
CMAA Patient Intake and Registration 2
Which document must a new patient sign acknowledging the practice's privacy policies?