Helping Local Chapters Succeed!
Professional Development,
Local Chapter to the Work Place
AAPC Chapter Association
Helping Local Chapters Succeed!
Proctoring Blunders . . .
and what to do about them!
AAPC Chapter Association
Presented by AAPCCA Board of Director members:
Lynn Ring, CPC, CPC-I, CCS, CCS-P
Cynthia Trapp, CHFP, CMPE, CPC, CPC-I, CCS-P,
PCA
3/21/2011
Proctoring Blunders
…and what to do about them!
Second Proctor
Doesn’t Show Up!
What to do?
Oh, no!...
2
Plan Ahead…
 “On-call”
 Proctor


proctors
reminders
Weeks before
Night before
 Proctoring
IS a serious commitment!
3
1
3/21/2011
Exam Environment!
4
Exam Environment!
 Exam

room
Check in advance-appropriate?
pp p
 Ample
space for examinees
 Stable tables
 Door signage
5
Cell Phone Noise!
Are you
kidding?
Annoying…..
6
2
3/21/2011
Plan Ahead…
 Turn
OFF all p
phones and p
pagers
g
7
Approving Manuals!
8
Book Check!
 Approved
 Disallow

manuals
the book
Better than tearing pages out
 READ
“approved manuals” list
9
3
3/21/2011
Proctor Noise!
10
Disruptive Proctor
Noises…
 Laptops


Muted
Key clicks (nails)
 Limit
 Pass
traffic
notes
11
General Noise!
12
4
3/21/2011
Avoid Disruptive Noises!
Reminders to examinees….
 Gum and p
popping
pp g bubbles
 Limit room movement
 Silent foods/silent packaging
 Pencil tappers
 “Fidgeters”
13
Proctor Responsibility!
14
Proctor Responsibility!
 Always
read proctor instructions
delivery
 Arrive early
 Exam time
 Breaks
 Exam
15
5
3/21/2011
THANK
YOU FOR
MAKING A
DIFFERENCE IN
YOUR CHAPTER
16
6
AAPC Proctor Confirmation
By signing my name and checking each box listed below, I am acknowledging the task indicated was completed and AAPC
guidelines were followed during the examination.
Index # ________________________________________________________ Exam Date: _______________________
1st Proctor: _ ____________________________________________________ Date: ____________________________
2nd Proctor: _____________________________________________________ Date: ____________________________
In case of emergency or questions on Saturday please contact 801-836-4813
Pre Exam:
o
The Proctor-to-Coder instructions were personally read one week before the day of the exam.
Exam:
o
The Proctor-to-Coder instructions were read aloud to the examinees after the Photo ID was checked, member ID
confirmed, book check was conducted and exam packets distributed.
o
Each examinee was told the specific exam start time and notified when 30 minutes of test time remained.
o
Each examinee wrote their exam end time and signed their name on the time sheet.
o
Absolutely no talking between proctors or examinees during the examination.
o
All Cell phones must be powered off or put on silent (without vibration mode) including proctors.
o
Except for restroom breaks, both proctors remained with the examinees during the entire examination.
Post Exam:
o
Each step of the Exam Return Instructions were read and followed.
o
The exam package will be dropped off at a FedEx shipping center within two business days of the exam being held.
Did you assist with an ADA accommodation for this exam? If yes, do you have any comments or suggestions with AAPC’s ADA
process?
_____________________________________________________________________________________________________
_____________________________________________________________________________________________________
_____________________________________________________________________________________________________
Please list any comments or suggestions regarding the AAPC exam process.
_____________________________________________________________________________________________________
_____________________________________________________________________________________________________
_____________________________________________________________________________________________________
031811 _000027
Instructions for AAPC Exam Proctors
Thank you for supporting AAPC and your coding profession by serving as a proctor. As a proctor, you are responsible for
providing the best possible exam environment and ensuring the integrity of each exam administered. Strict adherence to the
following examination guidelines and attached Proctor-to-Coder Instructions is critical to accomplishing these goals. Please read
the following instructions carefully and familiarize yourself with them at least one week prior to the exam date. Failure to follow
all instructions could result in the disqualification of an examination and/or decertification of the involved proctors.
1. The contact information for each examinee is included at the bottom of your shipping confirmation email sent two to
three weeks before the exam date. AAPC requests the first proctor verify the website has the correct book check time,
exam address, (including specific driving directions) and any additional helpful information at least one week before the
exam date.
It is important for you to keep the member ID#’s confidential. The ID#’s must not be copied or used for purposes
other than this examination. If the member needs assistance with their ID# to complete the answer grid it is
only located on the white adhesive label that is on each exam booklet showing who the booklet is assigned to.
2. All exams administered by the AAPC have an exam length of 5 hours and 40 minutes. Effective January 1, 2010
all exams will be reported with the exact test score and areas of study in each area the examinee did not receive a
passing score. Beginning June 1, 2010 new exam shipping instructions will be implemented for RETURNING
the exam package to AAPC. Please familiarize yourself with these instructions to ensure the security of the test grids.
If you have any questions or concerns with the following information, contact the AAPC Exam Department weekdays
at (800) 626-2633, option 3. If you are proctoring on a Friday afternoon, Saturday, or Sunday when office is closed, you
may call Wendy Willes at (801) 836-4813.
3. It is very important to explain how to accurately mark the exam grid. Included is an example grid on the
last page of these instructions which may be used in order to help explain the correct method to filling out
the examination grid. Failure to correctly mark the grids may negatively impact the exam score. Also sealed
with each exam is the Important Grid Marking Instructions form. Take a few minutes prior to beginning the
examination and allow the examinees to complete this form. You may use this time to answer any questions
regarding how to fill out the grid correctly. Prior to starting the examination please collect all the forms and
prepare them to be returned with the examination booklets. The exams are graded equally and to ensure
fairness the AAPC will not be hand grading examinations.
4. If you are assisting an examinee with an ADA accommodation(s), please review the ADA Accommodation form that has
been included in the exam package.
5. Providing a comfortable exam environment is essential. Please follow the examination guidelines listed below:
ƒƒ
If you or the second proctor brings a computer for personal use, make sure the sound is turned off.
ƒƒ
Use wise judgment if you decide to allow a late entrance. You have the right to not allow late entrances, as this unfairly
distracts the other test takers.
ƒƒ
All Cell phones must be powered off or put on silent (without vibration mode) including proctors. Advise all examinees to be respectful of each other during the exam (making as little noise as possible when opening snacks or drinks
and when exiting/entering the room for a break.)
ƒƒ
Please explain if at any time during the exam a test taker is distracted they may elect not to take the exam. It is the
examinees responsibility to contact AAPC to reschedule. If any portion of the examination has been completed at the
time it was stopped, the examinee must contact AAPC to request a review. Once AAPC has reviewed the reason the
exam was not completed, AAPC may or may not choose to grade the exam.
ƒƒ
The examination time sheet is to be signed at the end of the exam, when the exam booklet is collected from
each examinee.
031811
6. The CPT® (only AMA Standard or Professional editions) and the examinee’s choice of the ICD-9-CM and HCPCS Level
II manuals (Expert editions are allowed for the ICD-9-CM and HCPCS Level II manuals) from any qualified publisher
may be used as reference manuals during the exam. Any officially published errata sheets with corrections may be
used. All manuals listed on the back of the AAPC Examination Instructions may be used. A Medical Dictionary may
be used only for Specialty credentials. Tabs can be inserted, taped, pasted, glued, or stapled in the manuals, if the
obvious intent is to earmark a page with words or numbers and not add supplemental information. No other material
of any kind may be taped, stapled, or glued into the manuals to be used during the examination. Handwritten notes in
coding books (as those commonly seen in daily work coding activities) are permitted. Manuals will not be disqualified
due to writing contained therein.
7. Office super bills, charge tickets, scrap paper, AAPC’s study guides, CPT® Assistant or other CPT® books may not be used as
reference material during the exam.
8. Breaks are allowed as needed during the exam however the exam clock will not stop when an examinee elects to take a
break. Only one examinee may take a break and leave the examination room at a time. Removal of any test material from
the exam site is strictly prohibited. Any attempt to remove exam materials will disqualify the examinee for certification and
result in automatic failure of the examination.
9. The attached Proctor-to-Coder instructions are required to be read aloud on the day of the exam to the examinees (after
the book check has been held and prior to the beginning of the examination.) If an examinee has a question and you
are unsure of the answer, or an unexpected situation occurs during the exam. Please call the AAPC Exam Department
Weekdays at (800) 626-2633, option 3. If you are proctoring on a Friday afternoon, Saturday or Sunday, please call Wendy
Willes at (801) 836-4813.
This is a timed test; remember to notify the examinees when they have 30 minutes of test time remaining. You must
read the following Proctor-to-Coder Instructions aloud to the examinees after the book check has been held, exam
packets distributed and prior to the beginning of the examination:
031811
Proctor-to-Coder Instructions
Please Read Aloud To Examinees
1. Welcome to the AAPC Certification Coding Exam. My
name is [state your name] and this is [state second
proctor’s name.] We are the proctors for your examination today.
2. Each of you has been given a copy of the Proctor-ToCoder Instructions along with an exam packet. Your exam
packet contains a test grid, marking instructions for grid,
gold seals and exam booklet. Please open only your exam
packet saving the white adhesive label on the plastic
shrink wrap. Set aside the gold seals, and verify you have
the correct type of examination booklet for the exam
you are taking (CPC®, CPC-H®, CPC-P®, CIRCC®, CPMA™, or
Specialty) and then set it aside with the gold seals (do not
break the silver seals on your exam booklet yet.)
Locate the Important Grid Marking Instruction
form. Please read carefully, and using a #2 pencil
complete form. Once the form is completed it will
be collected prior to beginning the exam. If there
are any questions regarding how to fill out the grid
correctly please inquire now.
3. Using a #2 pencil, please fill out sections A, B and C of
the examination answer grid at this time. For Section B,
the Index Number is located on the white adhesive label
of your exam packet. Please make sure you are filling in
each bubble on your test grid completely, reference the
upper right hand corner of the test grid for an example.
4. Now complete Section D of the test grid. Please refer to
the back of the exam booklet for the exam type, version
and exam number. For assistance with your member
ID# refer to the white adhesive label, which is located
on the exam plastic shrink wrap. Please sign your first
and last name on the exam booklet underneath the
exam type, version and exam number.
5. The exam length is 5 hours and 40 minutes. Eating or
drinking is permitted during the exam, but make sure
examination grids remain dry and clean. Breaks are
allowed (as needed) during the exam; however the
exam clock will not stop when an examinee elects to
take a break. Only one examinee may take a break and
leave the examination room at a time. Removal of any
test material from the exam site is strictly prohibited.
Any attempt to remove exam materials will disqualify
the examinee for certification and result in automatic
failure of the examination.
6. Because this is a timed test, there is no requirement for
the examination to be completed in a particular order.
It is recommended that you complete all questions that
can be done quickly and then go back to those that
require more time. AAPC does advise that examinees
should not leave any questions unanswered. You will be
notified when 30 minutes of test time is remaining.
7. Upon completion of your exam, locate your gold seals
and put them on the top, right side and bottom of your
exam booklet (but do NOT seal your test grid in the
booklet.) Fill out sections F and G on the answer grid
and return your exam booklet, test grid (and E/M Audit
Sheets, if applicable) to us before exiting the room. If you
finish your exam before the 5 hours and 40 minutes are
up, you may leave. When exiting the exam room, please
be quiet and courteous of other test takers.
8. Any collaborative or disruptive behavior detected
during the examination is cause for immediate action
(disqualification, etc.) by the proctors. Electronic devices
capable of storing and retrieving text, audio books, etc
may not be brought into the examination room. Please
turn off and put away all cell phones and/or pagers.
Examination content is confidential, therefore, copying
questions and/or discussing the questions with others
during or following the examination will disqualify
you from certification. Removal of any test material
from the exam site is strictly prohibited. Any attempt
to remove exam materials will disqualify the examinee
for certification and result in automatic failure of the
examination. Proctors may not clarify test questions
during the examination.
9. If at any time you feel the exam environment is
distracting, you may elect to not take the exam. It is
your responsibility to contact AAPC to reschedule. If
any portion of the examination has been completed
at the time you stop the test, you must contact AAPC
for a review. Once AAPC has reviewed the reason you
decided not to continue with your examination, AAPC
may or may not choose to grade the exam.
10. Exam results are usually released within 5 to 7 business
days after AAPC receives the exam package back from
the proctor. Results will be accessible in your member
area on the AAPC web site (www.aapc.com) and official
result documents will be mailed within 2 weeks of their
receipt at the national office. Please do not call AAPC
for your test results. Exam results are prohibited
from being released over the telephone.
We are now ready to begin the examination, you make break
the silver seals and open your test booklet. Use only a #2
pencil to mark your answers and please correctly bubble
in each answer on your test grid. You have 5 hours and
40 minutes to complete the examination, the current time is
[state the time.] The exam will end at [state the time.]
031811
Allowed Reference Material
Required References
ƒƒ
CPT® (AMA Standard or Professional edition ONLY)
ƒƒ
Your choice of ICD-9-CM (expert editions are allowed)
ƒƒ
Your choice of HCPCS Level II (expert editions are allowed)
Note: Any officially published corrections or errata belonging to these three references are also permitted. AAPC’s study
guides, CPT® Assistant or other CPT® books may not be used as reference material during the exam. The AAPC uses only the
current calendar year codes on all exams. Second attempt exams occurring in the next calendar year will not be permitted to
take the previous year’s exam. AAPC strongly recommends using current year coding manuals.
References manuals for Specialty exams must be published (a Medical Dictionary is allowed as a reference book for
Specialty Exams Only)
Highly Recommended
Core: Professional
Core: Out-Patient Facility
Core: Payer
Core: Professional Medical Coding Instructor
Core: Interventional Radiology
CPC®
CPC-H®
CPC-P®
CPC-I®
CIRCC®
Core: Certified Professional Medical Auditor
Core: Certified Professional Compliance
Officer
Anesthesia/Pain Management
CPMA®
CPCO™
Ambulatory Surgery Center
Cardiology
CASCC™
CCC™
Cardiovascular/Thoracic
CCVTC™
Chiropractic
CCPC
Dermatology
CPCD™
Emergency Department
CEDC™
Evaluation and Management
CEMC™
Family Practice
CFPC™
Gastroenterology
CGIC™
General Surgery
CGSC™
Hematology/Oncology
CHONC™
Internal Medicine
CIMC™
Obstetrics/Gynecology
COBGC™
Orthopaedic Surgery
COSC™
Otolaryngology
CENTC™
Pediatric
CPEDC™
Plastic and Reconstructive Surgery
CPRC™
Rheumatology
CRHC™
Urology
CUC™
CANPC™
None
None
None
None
Anatomical charts labeled with catheter selectivity
ICD-9 not required
Both CMS Documentation Guidelines (1995 & 1997)
Any references allowed, except study guide and
HCCA’s Compliance Reference Guide
ƒƒASA RVG
ƒƒCPT crosswalk
ƒƒE/M Audit Worksheet(s) of your choice
ƒƒBoth CMS Documentation Guidelines (1995 & 1997)
ƒƒAnatomical charts or pictures of the vascular tree
ƒƒBoth CMS Documentation Guidelines (1995 & 1997)
ƒƒE/M Audit Worksheet(s) of your choice
ƒƒAnatomical charts or pictures of the vascular tree
ƒƒBoth CMS Documentation Guidelines (1995 & 1997)
ƒƒE/M Audit Worksheet(s) of your choice
ƒƒE/M Audit Worksheet(s) of your choice
ƒƒBoth CMS Documentation Guidelines (1995 & 1997)
ƒƒE/M Audit Worksheet(s) of your choice
ƒƒBoth CMS Documentation Guidelines (1995 & 1997)
ƒƒE/M Audit Worksheet(s) of your choice
ƒƒBoth CMS Documentation Guidelines (1995 & 1997)
ƒƒE/M Audit Worksheet(s) of your choice
ƒƒBoth CMS Documentation Guidelines (1995 & 1997)
ƒƒE/M Audit Worksheet(s) of your choice
ƒƒBoth CMS Documentation Guidelines (1995 & 1997)
ƒƒE/M Audit Worksheet(s) of your choice
ƒƒBoth CMS Documentation Guidelines (1995 & 1997)
ƒƒE/M Audit Worksheet(s) of your choice
ƒƒBoth CMS Documentation Guidelines (1995 & 1997)
ƒƒE/M Audit Worksheet(s) of your choice
ƒƒBoth CMS Documentation Guidelines (1995 & 1997)
ƒƒE/M Audit Worksheet(s) of your choice
ƒƒBoth CMS Documentation Guidelines (1995 & 1997)
ƒƒE/M Audit Worksheet(s) of your choice
ƒƒBoth CMS Documentation Guidelines (1995 & 1997)
ƒƒBoth volumes of the Coding Companion
ƒƒE/M Audit Worksheet(s) of your choice
ƒƒBoth CMS Documentation Guidelines (1995 & 1997)
ƒƒE/M Audit Worksheet(s) of your choice
ƒƒBoth CMS Documentation Guidelines (1995 & 1997)
ƒƒE/M Audit Worksheet(s) of your choice
ƒƒBoth CMS Documentation Guidelines (1995 & 1997)
ƒƒE/M Audit Worksheet(s) of your choice
ƒƒBoth CMS Documentation Guidelines (1995 & 1997)
ƒƒE/M Audit Worksheet(s) of your choice
ƒƒBoth CMS Documentation Guidelines (1995 & 1997)
ƒƒE/M Audit Worksheet(s) of your choice
ƒƒBoth CMS Documentation Guidelines (1995 & 1997)
In addition to Highly Recommended
references, also permitted (optional)
None
None
None
None
None
Audit Sheet/Tool allowed
None
ƒƒOne reference of your choice
ƒƒOne reference of your choice
ƒƒOne reference of your choice
ƒƒOne reference of your choice
ƒƒOne reference of your choice
ƒƒOne reference of your choice
ƒƒOne reference of your choice
ƒƒOne reference of your choice
ƒƒOne reference of your choice
ƒƒOne reference of your choice
ƒƒOne reference of your choice
ƒƒOne reference of your choice
ƒƒOne reference of your choice
ƒƒOne reference of your choice
ƒƒOne reference of your choice
ƒƒOne reference of your choice
ƒƒOne reference of your choice
ƒƒOne reference of your choice
ƒƒOne reference of your choice
ƒƒOne reference of your choice
031811
Proctor Procedures upon Completion of Exam
It is very important all return steps are followed. Please carefully read and follow the Return Instructions listed below to ensure
the security of the test grids inside the return exam envelope/box. You may use the prepaid FedEx return address label (which
has been included in your exam package) to send the exam package back to the AAPC. The exam package is required to be
returned to the address listed below within 2 business days of the exam being held. Contact the AAPC Exam Department if
you have any questions regarding the process of returning your exam package weekdays at (800) 626-2633, option 3. If you are
proctoring on a Friday afternoon, Saturday, or Sunday, call Wendy Willes at (801) 836-4813.
AAPC
2480 S. 3850 W., Suite B
Salt Lake City, UT 84120
Exam Return Instructions:
Step one: Place the answer grids into the FedEx Small Pak envelope which has been provided and securely seal.
Step two:
Bundle the small pak envelope which contains the answer grids along with the exam booklets (and any additional
exam documents; E/M audit sheets, etc) inside the return FedEx Large Pak envelope or reuse the box the exams
were sent in.
It is extremely important you put the envelope with the exam grids into the FedEx Large Pak envelope or box
with the exam booklets when shipping Items back. DO NOT ship the envelope with exam grids separately. They
will get lost and will result in examinees retaking the exam.
Step three: Apply the FedEx adhesive return label to the return envelope/box. (It is important to remove the old shipping
label or apply the return label directly over the old label on the envelope/box.)
Step four:
Secure and seal the envelope/box
Step five:
Return package to any FedEx Shipping Center. To find a FedEx drop-off location go to
http://www.fedex.com//Dropoff/start or call 1-800-463-3339 (1-800-GoFedEx.)
031811 _000027
Helping Local Chapters Succeed!
The Art of Holding an
Effective Chapter Meeting
AAPC Chapter Association
Presented by AAPCCA Board of Director members:
Brenda Edwards, CPC, CPMA, CPC-I, CEMC
Jill Young, CPC, CEDC, CIMC
THE ART OF HOLDING AN EFFECTIVE CHAPTER MEETING BEFORE YOU BEGIN FIRST THE PLAN MEETING IDEAS MORE ON THE PLAN
MEETING DETAILS #
# # #
# # #
# # #
# # #
# # #
# # THE EXECUTION #
# TAKING YOUR CHAPTER TO THE NEXT LEVEL # #
# # #
# # #
# # #
# # #
# # #OTHER NOTES: MORE ON EXECUTION
Helping Local Chapters Succeed!
Mentoring Officers and Members
AAPC Chapter Association
Presented by AAPCCA Board of Director members:
Angela Jordan, CPC
Lynn Keaton-Cockrell, CPC, CPC-H, CPC-I, CEMC
Cynthia Trapp, CHFP, CMPE, CPC, CPC-I, CCS-P,
PCA
Diana Yates, CPC, CPC-H, CPC-I, CPEDC, CCS-P
Learn all you can, teach others what you know so that you grow and they grow professionally.
Learn-Teach-Grow
AAPCCA Board of Directors
Mentoring Chapter
Officers and Members
Mentor
–noun
1. a wise and trusted counselor or teacher.
2. an influential senior sponsor or supporter.
–verb (used without object)
3. to act as a mentor: She spent years mentoring to junior employees.
–verb (used with object)
4. to act as a mentor to: The brash young executive did not wish to be mentored by anyone.
—Synonyms
1. adviser, master, guide, preceptor.
Benefits of being a mentor:






Brings renewed enthusiasm for the role of expert;
Facilitates greater understanding of the barriers experienced in our chapters and our selected career field;
Enhances skills in coaching, counseling, listening, and modeling;
Develops and allows for practicing of a more personal style of leadership;
Allows you to demonstrate expertise and shares knowledge, and;
Increases generational awareness for the unique needs of all chapter members.
Benefits of having a mentor:







Makes a smoother transition into chapter officer or into the workforce;
Furthers development as a professional not only in the chapter, but workplace as well;
Gains some career development opportunities via networking;
Develops new and/or different perspectives;
Gets assistance with ideas and a supportive group to share with;
Demonstrates strengths and explores potential as an officer, and;
Increases career networks and receives greater sense of self in the workplace.
Steps to start a Mentoring program in your chapter:








YOUR SEASONED OFFICERS WANT TO BE USED!! Keep them involved for their knowledge
and experience, they are perfect mentors.
Plan time to allow for a smooth transition. Hold an officer retreat with the retiring board and the
new board to transfer important instructions and documents.
Foster an environment that allows the transitioning officers to sit and work together the last few
meetings after elections and the first few meetings of the year.
Make sure lines of communication are open. Share phone numbers and emails to foster the mentor, mentee relationship.
As an Officer, be aware that every contact you make may be a mentoring experience for a potential
new member or new officer.
Track feedback from your mentee’s. Successful mentoring programs
whether it be for Officers or CPC-A’s depend on always improving the
process of communication and education.
Engage CPC-A’s in your chapter to become more involved and share
your growth and experience with them. They can become invested
members in your chapter and grow professionally.
Start a mentoring program in your chapter that pairs up members
with CPC-A’s to provide them with the support they need to be successful.