CHAPTER 8 Office Equipment and Supplies 8-2 8.1Identify common types of computers. 8.2Describe...

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CHAPTER

8Office Equipment

and Supplies

8-2


8.1 Identify common types of computers.

8.2 Describe computer hardware components and explain the functions of each.

8.3 Describe the types of software applications commonly used in the medical office.

8.4 Summarize options available for learning computer software programs.

8.5 Recall the steps involved in selecting new or upgrading existing office computer equipment.

Learning Outcomes

8-3


Learning Outcomes (cont.)

8.6 Outline the basic care and maintenance required for the office computer system.

8.7 Identify several reasons why security is particularly important in the computerized office.

8.8 Recognize advances that are occurring with computers of the future.

8.9 Explain the function of other types of administrative medical office equipment.

8.10 Outline the steps to be taken in deciding whether new office equipment is needed

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Learning Outcomes (cont.)

8.11 Explain the difference between a maintenance contract and a service contract.

8.12 Define vital, periodic, and incidental supplies.

8.13 Outline the steps in performing a supply inventory.

8.14 List the items that should be considered when choosing a vendor for supply ordering.

8-5


Introduction

• Office equipment and supplies

– Evaluate

– Purchase / lease

– Operate

– Maintain

– Inventory

8-6


Computers

• Understanding computer fundamentals

• Types

– Supercomputers

– Mainframe computers

– Minicomputers

– Personal computers

8-7


Computers (cont.)

• PDAs

• Cell phones

• Internet

8-8


Apply Your Knowledge

2. What is the difference between a network and a server?

ANSWER: A network is a system of linked computers. A server is a centralized storage location for information shared by the network computers.

Correct!

1. What are three benefits of computers?

ANSWER: Three benefits of computers are an increased processing speed, accuracy, and storage of a large amount of information.

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Components of the Computer

• Hardware – four functions

– Inputting data

– Processing data

– Storing data

– Outputting data

• Software – two categories

– Operating system

– Application software

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Hardware

Input DevicesBeware: Carpal Tunnel Syndrome

• Most common input device• Main part resembles a

typewriter

KeyboardKeyboard

• Transfer information • Both input and output device

ModemModem

• Converts printed matter into a readable format for the computer

ScannerScanner

• Used to enter information ‒ Mouse‒ Trackball‒ Touch pad‒ Touch screen

PointersPointers

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Hardware (cont.)

• Motherboard– Main circuit board

– Controls the other components in the computer

• Central processing unit– Microprocessor

– Interprets and executes programs

• Bandwidth• Clock speed• Instruction set

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Hardware (cont.)

• Computer memory

– RAM

– ROM

• Hard drive

• CD-ROM

• Zip drive

• DVD

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Hardware (cont.)• Monitor

– Displays active information

– Resolution – crispness of the image

• Printer– Produces a hard copy

of information

– Resolution – print quality

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The office manager has requested that you create a marketing brochure that will have a variety of text and graphics to advertise the medical office. Which storage device(s) will you use in addition to the hard drive, and why?

ANSWER: A CD-ROM or jump drive would be good choices for this project. Both can store large amounts of data and graphics.


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Software

• Software – controls computer operations

• Applications – Programs

– Uses of software applications• Word processing • Accounting • Database

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Software (cont.)

• Optical Character Recognition (OCR)

• Using application software

– Word processing

– Database management

– Accounting and billing

– Appointment scheduling

• Electronic transactions

8-17


List the uses for application software that may be used in a medical office.


ANSWER: Uses for application software used in a medical office include• Word processing • Database management• Accounting and billing • Appointments and scheduling• Electronic transactions • Research

8-18


Software Training

• Classes

– Vendor– Community colleges

or high schools

• Tutorials – step-by-step instructions

• Technical Support

• Documentation – Written instruction

manuals

– Online help

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Your office has begun using a new software program for scheduling appointments. You were on vacation when the training took place. What can you do to learn the program?


ANSWER: Ask the office manager to request another class from the vendor if they provided the initial training. Ask the person in the office who provided training if it was done in house. Check the manual (paper or online). Check if there is a tutorial program available.

Good Job!

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Selecting Computer Equipment

• Learn about options

• Upgrading

• Selecting Software

• Adding a network

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Selecting Computer Equipment (cont.)

• LAN – local-area network

• WAN – wide-area network

• VPN – Virtual private networks

• Choosing a Vendor

– Reputable

– Reasonable price

– Offers training

– Service and technical support availability

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What do you need to do when the office wants to upgrade its computer equipment?


ANSWER: Learn about available hardware and software.

Determine it is will be more cost effective to replace the entire computer system or if upgrading individual pieces will suffice.

Consider software needs and if it would be advantageous to add a network to the system.

Lastly, you need to select a reputable vendor.

Good!

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• Storage devices– Jump drive– CD-ROMs

• Disk cleanup

• Disk defragmentation

• System Unit – well ventilated location

• Monitor – power down feature

• Printer

Remember not to eat or drink near the computer

Computer System Care and Maintenance

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True or False:

You should use a power strip with a surge protector.

Clean a CD-ROM by rubbing it in a circular motion.

Disk clean-up organizes files.

You should never eat or drink near a computer.

F

F

T

You should never rub a CD-ROM in a circular motion.

Disk defragmentation organizes files.

T

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Security in the Computerized Office

• Safeguarding confidential files– Passwords– Activity monitoring

systems

• Preventing system contamination– Antivirus software– Firewalls

• Computer Disaster Recovery Plan– Minimize damage – Retrieve information– Protect PHI

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The medical office computer has had several recent viruses that have interrupted the efficiency of office transactions for the past two weeks. What may be the most likely source of office system contaminations?


ANSWER: Possible sources are from contaminated storage devices brought in by employees or from contaminated e-mails.

Good Job!

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Computers of the Future

• Telemedicine

• CD-R and DVD-R technology

• Speech recognition technology

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A local cardiology practice is seeking a way to monitor the heart rhythm of patients while they are at home. Which new technology will allow them to do this?


ANSWER: Telemedicine will enable the physician to monitor the heart rhythm of patients while the patients are at home.

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Administrative Medical Office Equipment

• Facsimile (fax) machines

• Typewriters

• Photocopiers

• Adding machines and calculators

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Administrative Medical Office Equipment (cont.)

• Folding and Inserting machines

• Postage meters

• Postage scales

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Dictation-Transcription Equipment

• Convert spoken word to written form

• Eliminates issues related to poor handwriting

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-

Administrative Medical Office Equipment (cont.)

• Check writer

• Paper shredders– How to shred

– When to shred

– vendors

• Microfilm and microfiche Readers

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Match the following:

Photocopier

Postage meter

Adding machine

Check writer

Folding machine

Shredder

A. Imprints name of payee & amount

B. Used to destroy documents

C. Applies postage

D. Reproduces documents

E. Performs calculations

F. Prepares large volumes of outgoing mail

A

C

B

D

E

F

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Prepare Recommendations

Contact Suppliers

Purchasing Decisions For Office Equipment

Evaluate Warranty Options

Evaluate Office Needs

Evaluate Office Needs

8-35


Leasing Versus Buying Equipment

• Buying - ownership

• Leasing

– Advantages

– Disadvantages

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A large medical practice requires several photocopy machines and faxes. Would it be better to lease or buy this equipment, and why? ANSWER: Leasing would most likely be the least expensive option, since the leasing company would be responsible for servicing the equipment. Large offices could save money and obtain up-to-date equipment with the leasing option.

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Maintaining Office Equipment

Comes with each piece of equipment and describes operation and special features

Equipment Manual

Maintenance and Service Contracts

Maintenance contracts specify when equipment will be cleaned and repaired

Service contracts cover services not included in standard maintenance contract

8-38


Maintaining Office Equipment (cont.)

Steps

Eliminate possible simple causes

Test machine and record any error messages

Consult the equipment manual

Call manufacturer or place purchased

Steps

Eliminate possible simple causes

Test machine and record any error messages

Consult the equipment manual

Call manufacturer or place purchased

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Backup Systems

• Telephones Cell phones

• Electricity Emergency generator

• Battery power Security and warning systems

• Fire extinguishers Service and replace yearly

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Equipment Inventory

• Method of documenting and tracking equipment purchases

• Update periodically

8-41


The medical office has just opened, and the medical assistant needs to make photocopies of two patient records, but the photocopy machine is not working. What should the medical assistant do?


ANSWER: The medical assistant should start with the first step for troubleshooting an equipment problem, which is to eliminate possible simple causes. In this case, make sure that the machine is plugged in and turned on, and make sure the “power saver” is not activated.

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Maintaining Medical Office Supplies

• Efficiently

• Supplies – expendable items

• Responsibility

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Administrative Clinical

General

• Stationary• Insurance forms• Pens• Clipboards

• Alcohol swabs• Disposable sheaths• Tongue depressors

• Tissue• Paper towels• Hypoallergenic soap

Categorizing Supplies

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A supply list can help track and categorize supplies according to need and urgency

IncidentalSupplies

Vital Supplies

PeriodicSupplies

Categorizing Supplies (cont.)

Exam table paper, prescription pads

Staples, rubber bands

Appointment books, holiday cards

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Storing Supplies

• Location – Off floor– 18 inches from ceiling

• Cabinets– Label shelves– Rotate stock

8-46


Storing Supplies (cont.)

• Administrative Supplies

• Clinical supplies

– Keep area clean

– Protect from damage

and exposure

8-47


What should you do when placing new items in a storage cabinet?


ANSWER: When placing new items in a storage cabinet, you should check the expiration dates and rotate older items to the front to be used first.

8-48


Taking a Supply Inventory

• Responsibilities

– Tracking supplies bought and used

– Calculating the budget for supplies

– Selecting supplies and vendors

– Following purchasing and payment procedures

– Storing items properly

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• Inventory filing system

– Inventory card or record page

– Reorder reminder cards

– Inventory reminder kits

Taking a Supply Inventory (cont.)

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Taking a Supply Inventory (cont.)

• Establish regular inventory and ordering times

• When to order early

• Unanticipated shortage of a supply item

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What is necessary to keep an accurate inventory?

ANSWER: To keep an accurate inventory you must

• Plan carefully• Pay attention to detail• Have basic math skills

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Ordering Supplies

Determinebudget

Compare vendors

for:

Use reputable vendors

Get the best price

• Prices• Quality• Service• Payment

policies

• Average is 4–6% of annual gross

8-53


Competitive Pricing and Quality

• Unit pricing

• Rush orders

• Mail-order companies

• Purchasing groups

• Group buying pools

• Cost controls

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Ordering Supplies (cont.)

• Using Local Vendors – Personal assistance– Public relations benefit – Keeps business in the community

• Payment Schedules – Affects the cost of supplies – Invoice describes payment terms

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Ordering Procedures

• Order forms

• Purchase requisitions

• Purchase order

• Checking received orders

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Ordering Procedures (cont.)

• MSDS

– Chemical breakdown

– Safety cautions

– How to use a product

– How to handle an unintended exposure or potentially dangerous reaction

8-57


Ordering Procedures (cont.)

• Correcting orders

• Invoices

• Disbursements

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Avoiding Common Purchasing Mistakes

• Dishonest telephone solicitors

• “Bait and switch” tactic

• Verify prices

• Supervise sales representatives

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Why is it important for a medical office to have an inventory and ordering schedule?

ANSWER: Regularly scheduled inventory and order days help all staff know when to have requests submitted; this reduces the need for rush orders.

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In Summary

8.1 Common types of computers.

8.2 Computer hardware and software components.

8.3 Software applications commonly used in the medical office include operating system and application software.

8.4 Options available for learning computer software programs.

8.5 Learn as much as you can about the hardware and software being considered. Consider the office needs now and in the future.

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In Summary (cont.)

8.6 The basic care and maintenance for the office computer system.

8.7 Safeguard confidential files, make backup copies on a regular basis, and prevent system contamination.

8.8 Telemedicine, CD-R and DVD-R technology, and speech recognition technology are three examples of new computer technologies.

8.9 Administrative medical office equipment.

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In Summary (cont.)

8.10 Evaluate the equipment needs of the office to determine if new equipment is needed.

8.11 A maintenance contract versus a service contract.

8.12 Vital, incidental, and periodic supplies.

8.13 Review Procedure 8-6 for an outline on performing a supply inventory.

8.14 Choosing a vendor for supply ordering.

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End of Chapter 8

CHAPTER 8 Office Equipment and Supplies 8-2 8.1Identify common types of computers. 8.2Describe...

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