CHAPTER © 2011 The McGraw-Hill Companies, Inc. All rights reserved. 6 Using Computers in the Office
Dec 25, 2015
CHAPTER
© 2011 The McGraw-Hill Companies, Inc. All rights reserved.
6Using Computers in
the Office
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6-2
Introduction
• Increasing complexity of medicine– Quantity of information
available– Complicated billing and
collecting systems– Scheduling and coordinating of
services• Computer
– Integral office tool– Organize and categorize– Transmit information– Maintain orderly records
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The Computer Revolution
• Computers have changed the way we live and work by making many tasks easier to complete.
ProcessingSpeed
InformationStorage
Accuracy
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The Computer Revolution (cont.)
• Understanding computer fundamentals
– Perform many office tasks
– Solve or avoid computer problems
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Types of Computers• Supercomputers
– Biggest, fastest, most complex
– Genetic coding and DNA and cancer research
• Mainframe computers– Process and store
large quantities of information
– Used by government facilities, universities, and hospitals
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Types of Computers (cont.)
• Minicomputers– Medium size
– Commonly used for network settings
• Network – system linkingcomputers together
– Function as servers• Server – centralized storage system for shared
information
• Allows users to share access
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Types of Computers (cont.)
• Personal computers– Smaller, self-contained units– Found in homes, schools,
and offices– Types
• Desktop• Notebook/laptop• Subnotebook • Personal Digital Assistant
(PDA)
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Apply Your Knowledge
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!
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 main
functions
• Inputting data
• Processing data
• Storing data
• Outputting data
• Software – Two categories
• Operating system– Controls computer
operations
• Application software
– Allows specific tasks to be performed
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Hardware
Keyboard
• Most common input device• Main part resembles a typewriter
Scanner
• Inputs printed matter• Converts data into a format the computer can read
Modem• Used to transfer information from one computer to another• Both input and output device
Input Devices
• Used to enter information Mouse Trackball Touch pad
Pointing Devices
Beware: Carpal Tunnel Syndrome
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Hardware – Processing Devices• Motherboard
– Main circuit board
– Controls the other components in the computer
• Central processing unit– Also called a
microprocessor– Primary computer chip– Interprets and executes
programs– Elements
• Bandwidth• Clock speed• Instruction set
Microprocessor speed is measured in megahertz (MHz).
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Hardware – Storage Devices
• Random-access memory– Temporary memory– Programmable – The more RAM a
computer has, the faster the computer’s performance
• Read-only memory– Permanent memory– Provides operating
instructions for the computer to function
– Information in ROM cannot be changed
ROMRAM
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Hardware – Memory
Hard Disk Drive
Information is stored permanently for later retrieval
Larger hard disk allows more storage space for programs
Diskette Drive
Standard diskettes and 3 ½ inch (rigid) and zip disks.
Tape Drive
Used to back up hard disk files
Look similar to audiotapes
CD-ROM Drive
Compact disc read- only memory
Stores huge amounts of data
Houses larger programs containing multimedia
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Hardware – Memory (cont.)
Jump Drive
Externally attached drive
Easy portability for large amounts of data
Zip Drive
High-capacity disk drive
Used to back up and transport large files
DVD
Digital video disc
Larger and faster than CD-ROMs
Hold videos, photos, and data
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Hardware – Output Devices • Monitor
– Resembles a television screen
– Displays active information
– Resolution is measured in dot pitch and refers to the crispness of images
• Printer– Produces a hard copy
(readable paper copy) of the information
– Printer resolution is noted in terms of dots per inch (dpi)
– Types include• Laser
• Ink-jet
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Software – Operating System
Controls computer operations Windows/Windows XP/Vista/Windows 7
Uses a graphical user interface (GUI) Menu choices are identified by graphic
icons Allows multitasking: users can run two or
more software programs at the same time
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Software (cont.)
• Applications – Used for specific
purposes (“programs”)
– Uses of software applications
• Word processing • Accounting • Database
– Examples of software applications
• Microsoft Office®
• Medical Manager• Medware ®
• Medsis• Medisoft™
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Software (cont.)
• Optical Character Recognition (OCR)– Converts images of text to editable text
• Manipulate and edit file using a word processing application
– Includes• Optical scanner• Software for analyzing images
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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.
Apply Your Knowledge
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Using Application Software
• Complete tasks– Faster and more easily– More accurately
• Word processing software– Common in medical offices– Used to
• Create reports
• Create correspondence• Transcribe physicians’ notes
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Using Application Software (cont.)
• Database management – Collection of records created and stored on a
computer– Used in the medical office to store patient
records, including• Billing information• Medical chart data• Insurance information
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Using Application Software (cont.)
• Accounting and billing– Very useful software in
medical offices– Assists with
• Maintaining patient accounts
• Creating billing statements
• Preparing financial reports
• Maintaining tax records
• Appointment scheduling– Eliminates the need for a
written appointment book
– Using a network allows more users to access the schedule at a time
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Using Application Software (cont.)
• Electronic transactions– Allow users to send and receive information
instantly, without waiting for regular mail– Common electronic transactions
Sending insurance claimsCommunicating with other computer users
Electronic mail (e-mail)Online services Internet
– Research capabilities have been enhanced with the advent of the CD-ROM
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Software Training
Classes
From vendors Community adult education Beginner through advanced
Tutorials
Usually provide a step-by-step overview of the software with practice exercises
Documentation
Instruction manuals Online help
Technical Support
Troubleshoot before calling Toll-free number provided Have registration number handy Be at the computer
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List the uses for application software that may be used in a medical office.
Apply Your Knowledge
ANSWER: Uses for application software used in a medical office include• Word processing • Database management• Accounting and billing • Appointments and scheduling• Electronic transactions • Research
Good Job!
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Selecting Computer Equipment
• The medical assistant may be asked to give input about– Selecting software
– Adding a network
– Choosing a vendor
• Learn about hardware and software options– Take classes
– Read computer magazines and books
– Ask friends and coworkers who use computers
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Selecting Computer Equipment (cont.)
• Upgrading the office system– Hardware and software are changing and
improving at a rapid pace– Decisions to upgrade are determined by need
and cost
Replace or add components
Replace the entire system
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Selecting Software
• Make an informed decision by– Reading software
reviews in magazines
– Asking opinions of other offices that use similar software
• Computer must meet minimum requirements for operation
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Adding a Network
Users share programs and files and multiple
people can work on the same information at
the same time
Internal communications
with all employees via e-mail
Advantages of adding a network
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Virtual Private Networks (VPNs)• LAN – local-area
network– Computers are close
together (same building)
• WAN – wide-area network– Computers are not
close – Connected by
telephone lines
• VPN– Connect two or more
systems via telephone and Internet
– Security• Encryption• Authorized users
– Enable physicians to access patient records securely from a variety of locations
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Choosing a Vendor
Reputable Check references
Reasonable price
Offers training
Service and technical support availability
It is a good practice to get cost estimates from at least three vendors and to purchase all hardware
components from the same vendor.
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Medical Practice Websites
• Generate new patients
• Patient education
• Newsletters
• Forms
• Other patient-related information
• E-mail office personnel
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Imagine that you are one of six medical assistants in a busy medical practice that has state-of-the-art technology. How would you communicate a message regarding a change in copayment fees for a particular insurance carrier?
Apply Your Knowledge
ANSWER: Since the office has the latest technology, a network is likely present, and electronic mail would be an efficient and rapid communication medium in this instance.
Good!
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Security in the Computerized Office
• Passwords– Employees are given a
special password or user code that allows them to access information
• Activity monitoring systems– A computer system that
monitors user activity
– Problems or security breaches can be traced back to a specific employee code/password
Two methods to safeguard confidential information
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Security in the Computerized Office (cont.)
• Making and storing backup filesRoutinely make diskette or tape backup
filesStore backup files in a different location Provides security in the event of
FireBurglaryOther office catastrophes
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Computer viruses are programs written to contaminate the hard disk,
resulting in damage or destruction of computer files.
How are viruses transmitted?
Infected storage devices Internet sitesInfected online files Electronic bulletin boards
What is the cure?
Software programs that detect andcorrect computer viruses
Security in the Computerized Office (cont.)
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Security in the Computerized Office (cont.)
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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?
Apply Your Knowledge
ANSWER: A possible source of the viruses is employees bringing them in by using the same 3 ½ -inch diskettes or other storage device both in home and work computers.
Good Job!
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Remember not to eat or drink near the computer
System Unit
• Use power strip with a surge protector
• Place unit in a well-ventilated location
Monitor
• Use a screen saver
• Newer monitors have a “power down” feature
Printer Replace ribbon, cartridge, or toner as needed
Computer System Care and Maintenance
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Care and Maintenance (cont.)
• Disk clean-up
– Computer maintenance utility
– Frees up space by removing unnecessary files
– Compresses old files
– Deletes temporary Internet files
• Disk defragmentation– Organizes the content
of the hard drive– Frees up space
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Care and Maintenance (cont.)
– Jump drives• Connect via USB
port• Keep cap on drive
when not in use
– CD-ROMs• Touch only edges
and hole in the center
• Store in a jewel case• Never rub in circular
motion
Information storage devices
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Care and Maintenance (cont.)
– Diskettes• Protect from
– Magnetic fields– Direct sunlight– Extreme
temperatures
• Used less commonly
– Magnetic tapes• Store in a cool, dry
place away from magnetic fields
Information storage devices (cont.)
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Care and Maintenance (cont.)
• Computer disaster recovery plan– Offers a possible solution
if computers “crash”
– Elements• Minimizing damage to equipment• Retrieving information• Protecting health information
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Apply Your Knowledge
True or False:
You should use a power strip with a surge protector.
Clean a CD-ROM by rubbing it in a circular motion.
Diskettes and magnetic tape should be kept away from magnets.
Disk clean-up organizes files.F
F
T
TYou should never rub a CD-ROM in a circular motion.
Disk defragmentation organizes files.
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Computers of the Future• Technology is changing
rapidly
• New technologies– Telemedicine
• Use of telecommunication to transmit video images of patient information
• Supports patient care in rural areas
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Computers of the Future (cont.)
• New technologies– CD-R and DVD-R technology
• Can be read and written to• Store more information than diskettes
– Speech recognition technology• Allows computer to comprehend and interpret
spoken words
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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?
Apply Your Knowledge
ANSWER: Telemedicine will enable the physician to monitor the heart rhythm of patients while the patients are at home.
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In Summary
6.1 Types of computers include– Supercomputer – fastest
and largest– Mainframe computers –
process large quantities of information
– Minicomputers – smaller than mainframes, larger than personal computers
– Personal computers – microcomputers
6.2 Components– Hardware – physical
components
– Software – program that tells the computer what to do
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In Summary (cont.)
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In Summary (cont.)
6.5 Security measures are extremely important in the medical office.
6.6 Computers and accessories need routine care and maintenance to stay in good condition.
6.7 Computers are evolving rapidly. Office computer systems should be as up-to-date as possible.
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A computer terminal is not some clunky old television with a typewriter in front of it. It is an interface where the mind and body can connect with the universe and move bits of it about.
—Douglas Noel Adams
(from Mostly Harmless)
End of Chapter 6