chapter © 2011 the mcgraw-hill companies, inc. all rights reserved. 6 using computers in the office

CHAPTER

© 2011 The McGraw-Hill Companies, Inc. All rights reserved.

6Using Computers in

the Office


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


6-3

The Computer Revolution

• Computers have changed the way we live and work by making many tasks easier to complete.

ProcessingSpeed

InformationStorage

Accuracy


6-4

The Computer Revolution (cont.)

• Understanding computer fundamentals

– Perform many office tasks

– Solve or avoid computer problems


6-5

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


6-6

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


6-7

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)


6-8

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.


6-9

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


6-10

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


6-11

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).


6-12

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


6-13

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


6-14

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


6-15

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


6-16

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


6-17

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™


6-18

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


6-19

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.



6-20

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


6-21

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


6-22


• 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


6-23


• 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


6-24

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


6-25

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

Good Job!


6-26

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


6-27

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


6-28

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


6-29

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


6-30

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


6-31

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.


6-32

Medical Practice Websites

• Generate new patients

• Patient education

• Newsletters

• Forms

• Other patient-related information

• E-mail office personnel


6-33

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?


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!


6-34

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


6-35

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


6-36

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



6-37



6-38

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: 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!


6-39

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


6-40

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


6-41


– 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


6-42


– 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.)


6-43


• Computer disaster recovery plan– Offers a possible solution

if computers “crash”

– Elements• Minimizing damage to equipment• Retrieving information• Protecting health information


6-44


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.


6-45

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


6-46

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


6-47

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.


6-48

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


6-49

In Summary (cont.)


6-50

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.


6-51

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

chapter © 2011 the mcgraw-hill companies, inc. all rights reserved. 6 using computers in the office

Documents

mcgrawhill companies

network computers

computer revolution

office slide

benefits of computers

computer hardware

access slide

shared information