CMAA
Study Guide 2026- 2027
Medical Administrative
Assistant Certification Exam
Prep Teacher Edition
Table of Contents
I Scheduling ____ Page 4 II Important Terms, Abbreviations,
Acronyms Page
6
III Types of Charting ___ Page 19
IV Types of Referrals Page 19
V Emergency Action Plan Page
20
1
,VI OSHA Page 20
VII Filing Specifics- Office Logistics Page
21
VIII EMR- EHR Page 22
IX Types of Mail Page 22
X Incidental Disclosure Page 23
XI Encounter Forms Page
24
XII Military Insurance Page 24
XIII Insurance Page 24
XIV Patient Bill of Rights Page 28
XV Knowledge of Basic Medical Law Page
30
XVI Office Procedures - Telephone Page
32
XVII Alphabetical Order - Filing Page 41
XVIII Computers Page 42
XIX Letter Writing Styles Page 42
XX Coding Information Page 42
XXI Demographics Page
43
XXII Misspelled Words Page 43
XXIII Doctors/ Related Blood Work and Related Conditions Page
43
XXIV Lab Tests and Scans Page 44
XXV Math Page 45
XXVI Vital Signs Page 45
XXVII Staff Members Page
46
XXVIII HIPAA_______________________________________________________ _ _____ ___Page 46
XXIX Body Mechanics Page 46
XXX Times of Day _ ___ _ Page 47
XXXI Acknowledgment Page ___ Page
48
Appendix (Sample Forms)
2
, i. CMAA test plan ii. ABN- Advanced Beneficiary
Notice iii. Advanced Directives iv. Appointment
Schedule v. CMS 1500 vi. DNR- Do Not Resuscitate
vii. Encounter/ Superbill viii. EOB- Explanation of
Benefits ix. Insurance Claim Log
x. Insurance Verification Sheet xi. Laboratory
Requisition xii. Ledger xiii. Medical Records
Release xiv. Patient Sign in Sheet xv. Patient-
Information Form xvi. Patient Bill of Rights xvii.
Referral Form xviii. Release of Information xix.
Remittance Advice xx. UB 04
I Scheduling – make sure to identify the patient and get demographics
• Wave – patients are scheduled at the same time each hour to create short term flexibility each hour,
patients are seen in the order they arrive, tracked by the sign in sheet
• Double Booking – 2 -3 patients are scheduled to come at the same time to see same physician
• Modified Wave Booking – two patients to come at 9:00 am and one patient at 9:30 am this hourly
cycle is repeated throughout the day. Another example is to schedule patients to arrive at given
intervals during the first half of the hour and none for the second half of the hour. In this way, the
second hour can be used for patients who need extra time.
• Stream /time specific scheduling - Scheduling patients for specific times at regular intervals, the
amount of time allotted depends on the reason for the visit
• Open booking (tidal wave scheduling) patients are not scheduled at specific time – they are seen in
the order they arrive - at the patient’s convenience; Example: urgent care centers
• Cluster or categorization booking - scheduling a number of patients who have specific (same) needs
together at the same time of the day or on the same day Sample question:
What type of scheduling is it when a CMAA instructs the patient to arrive on Monday at 9:00
am for her cast removal because this is the day the doctor schedules all cast removals?
Answer: Clustering
• Create two copies of schedules -one for the provider and one as a sign in sheet
• Matrix -a grid with time slots blocked out when physicians, providers, nurses, or staff are
unavailable, or the office is closed – block out these times on matrix
• Determine scheduling needs of the facility- knowledge of provider’s / staff’s schedules, nurse,
physician’s preferences and needs and create the matrix accordingly
• Maintain scheduling integrity by documenting no shows and cancellations
3
, • Ensure that the patient understands payments for services are expected at the time of the visit –
inform the patient when you are scheduling their appointment
• Pull the daily charts the evening before by reviewing the appointment schedule
• If several patients cancel their appointments for the day, first action of the CMAA should be to
contact the patients on the waiting list.
• When scheduling a patient or NP (new patient) or a PE (physical exam) make sure you review the
cancellation policy with the patient
4
Study Guide 2026- 2027
Medical Administrative
Assistant Certification Exam
Prep Teacher Edition
Table of Contents
I Scheduling ____ Page 4 II Important Terms, Abbreviations,
Acronyms Page
6
III Types of Charting ___ Page 19
IV Types of Referrals Page 19
V Emergency Action Plan Page
20
1
,VI OSHA Page 20
VII Filing Specifics- Office Logistics Page
21
VIII EMR- EHR Page 22
IX Types of Mail Page 22
X Incidental Disclosure Page 23
XI Encounter Forms Page
24
XII Military Insurance Page 24
XIII Insurance Page 24
XIV Patient Bill of Rights Page 28
XV Knowledge of Basic Medical Law Page
30
XVI Office Procedures - Telephone Page
32
XVII Alphabetical Order - Filing Page 41
XVIII Computers Page 42
XIX Letter Writing Styles Page 42
XX Coding Information Page 42
XXI Demographics Page
43
XXII Misspelled Words Page 43
XXIII Doctors/ Related Blood Work and Related Conditions Page
43
XXIV Lab Tests and Scans Page 44
XXV Math Page 45
XXVI Vital Signs Page 45
XXVII Staff Members Page
46
XXVIII HIPAA_______________________________________________________ _ _____ ___Page 46
XXIX Body Mechanics Page 46
XXX Times of Day _ ___ _ Page 47
XXXI Acknowledgment Page ___ Page
48
Appendix (Sample Forms)
2
, i. CMAA test plan ii. ABN- Advanced Beneficiary
Notice iii. Advanced Directives iv. Appointment
Schedule v. CMS 1500 vi. DNR- Do Not Resuscitate
vii. Encounter/ Superbill viii. EOB- Explanation of
Benefits ix. Insurance Claim Log
x. Insurance Verification Sheet xi. Laboratory
Requisition xii. Ledger xiii. Medical Records
Release xiv. Patient Sign in Sheet xv. Patient-
Information Form xvi. Patient Bill of Rights xvii.
Referral Form xviii. Release of Information xix.
Remittance Advice xx. UB 04
I Scheduling – make sure to identify the patient and get demographics
• Wave – patients are scheduled at the same time each hour to create short term flexibility each hour,
patients are seen in the order they arrive, tracked by the sign in sheet
• Double Booking – 2 -3 patients are scheduled to come at the same time to see same physician
• Modified Wave Booking – two patients to come at 9:00 am and one patient at 9:30 am this hourly
cycle is repeated throughout the day. Another example is to schedule patients to arrive at given
intervals during the first half of the hour and none for the second half of the hour. In this way, the
second hour can be used for patients who need extra time.
• Stream /time specific scheduling - Scheduling patients for specific times at regular intervals, the
amount of time allotted depends on the reason for the visit
• Open booking (tidal wave scheduling) patients are not scheduled at specific time – they are seen in
the order they arrive - at the patient’s convenience; Example: urgent care centers
• Cluster or categorization booking - scheduling a number of patients who have specific (same) needs
together at the same time of the day or on the same day Sample question:
What type of scheduling is it when a CMAA instructs the patient to arrive on Monday at 9:00
am for her cast removal because this is the day the doctor schedules all cast removals?
Answer: Clustering
• Create two copies of schedules -one for the provider and one as a sign in sheet
• Matrix -a grid with time slots blocked out when physicians, providers, nurses, or staff are
unavailable, or the office is closed – block out these times on matrix
• Determine scheduling needs of the facility- knowledge of provider’s / staff’s schedules, nurse,
physician’s preferences and needs and create the matrix accordingly
• Maintain scheduling integrity by documenting no shows and cancellations
3
, • Ensure that the patient understands payments for services are expected at the time of the visit –
inform the patient when you are scheduling their appointment
• Pull the daily charts the evening before by reviewing the appointment schedule
• If several patients cancel their appointments for the day, first action of the CMAA should be to
contact the patients on the waiting list.
• When scheduling a patient or NP (new patient) or a PE (physical exam) make sure you review the
cancellation policy with the patient
4
