AAPC Proctor Confirmation

Transcription

1 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: 1 st Proctor: Date: 2 nd Proctor: Date: In case of emergency or questions on Saturday please contact 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 All exam booklets have been collected and counted. 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 _000027

2 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 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. With each examination the AAPC sends additional CPC exams to ONLY be used at the discretion of the National AAPC office, and should never be opened or used without prior approval. If you have any questions or concerns with the following information, contact the AAPC Exam Department weekdays at (800) , option 3. If you are proctoring on a Friday afternoon, Saturday, or Sunday when office is closed, you may call Wendy Willes at (801) 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: If you or the second proctor brings a computer for personal use, make sure the sound is turned off. 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. 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.) 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. The examination time sheet is to be signed at the end of the exam, when the exam booklet is collected from each examinee

3 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) , option 3. If you are proctoring on a Friday afternoon, Saturday or Sunday, please call Wendy Willes at (801) 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:

4 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-To- Coder 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 ( 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.]

5 Allowed Reference Material Required References CPT (AMA Standard or Professional edition ONLY) Your choice of ICD-9-CM (expert editions are allowed) 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 In addition to Highly Recommended references, also permitted (optional) Core: Professional CPC None None Core: Out-Patient Facility CPC-H None None Core: Payer CPC-P None None Core: Professional Medical Coding Instructor CPC-I None None Core: Interventional Radiology CIRCC Anatomical charts labeled with catheter selectivity None ICD-9 not required Core: Certified Professional Medical Auditor CPMA Both CMS Documentation Guidelines (1995 & 1997) Audit Sheet/Tool allowed Core: Certified Professional Compliance CPCO Any references allowed, except study guide and None Officer HCCA s Compliance Reference Guide Anesthesia/Pain Management CANPC ASA RVG CPT crosswalk Ambulatory Surgery Center CASCC Cardiology 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 Anatomical charts or pictures of the vascular tree Anatomical charts or pictures of the vascular tree Both volumes of the Coding Companion

6 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) , option 3. If you are proctoring on a Friday afternoon, Saturday, or Sunday, call Wendy Willes at (801) AAPC 2480 S W., Suite B Salt Lake City, UT Exam Return Instructions: Step one: Place the answer grids into the FedEx Small Pak envelope which has been provided and securely seal. Step two: Step three: Step four: Step five: 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. 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.) Secure and seal the envelope/box Return package to any FedEx Shipping Center. To find a FedEx drop-off location go to or call (1-800-GoFedEx.) _000027

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