Lecture Medical assisting: Administrative and clinical procedures with anatomy and physiology (4e) – Chapter 6

6.3 Describe the types of computer software commonly used in the medical office.. Types of Computers• Supercomputers – Biggest, fastest, most complex– Genetic coding and DNA and cancer

Using Computers in

the Office

6.1 List and describe common types of

computers.

6.2 Identify computer hardware and software

components and explain the functions of each.

6.3 Describe the types of computer software

commonly used in the medical office.

6.4 Discuss how to select computer equipment

for the medical office.

Learning Outcomes

6.5 Explain the importance of security measures

for computerized medical records, including HIPAA compliance.

6.6 Describe the basic care and maintenance of

computer equipment.

6.7 Identify advances in computer technology and

explain their importance to the medical office.

Learning Outcomes (cont.)

• 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

The Computer Revolution

• Computers have changed the way we live and

work by making many tasks easier to complete.

Processing

Accuracy

The Computer Revolution (cont.)

computer problems

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

Types of Computers (cont.)

Types of Computers (cont.)

• Personal computers

– Smaller, self-contained units

– Found in homes, schools,

and offices– Types

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

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.

Components of the Computer

• Application software

– Allows specific tasks to be performed

Keyboard

• Most common input device

• Main part resembles a typewriter

Scanner

• Inputs printed matter

• Converts data into a format the

computer can read

Beware: Carpal

Tunnel Syndrome

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

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

ROM

RAM

 Look similar to audiotapes

CD-ROM Drive

 Compact disc read- only memory

 Stores huge amounts of data

 Houses larger programs

containing

multimedia

Hardware – Memory (cont.)

 Used to back up and transport large files

DVD

 Digital video disc

 Larger and faster than CD-ROMs

 Hold videos, photos, and data

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

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

Software (cont.)

• Applications

– Used for specific

purposes (“programs”) – Uses of software

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

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

Using Application Software

• Complete tasks

– Faster and more easily

– More accurately

• Word processing software

– Common in medical offices

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

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

Using Application Software (cont.)

• Electronic transactions

– Allow users to send and receive information

instantly, without waiting for regular mail– Common electronic transactions

Sending insurance claims

Communicating with other computer users

Electronic mail (e-mail)

 Online services

Internet

– Research capabilities have been enhanced with the

advent of the CD-ROM

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

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!

Selecting Computer Equipment

• The medical assistant

may be asked to give

– Ask friends and coworkers who use computers

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

offices that use similar software

• Computer must meet

minimum requirements

for operation

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

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

 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.

Medical Practice Websites

• Generate new patients

• Patient education

• Newsletters

• Forms

• Other patient-related information

• E-mail office personnel

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

!

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

Security in the Computerized Office (cont.)

• Making and storing backup files

 Routinely make diskette or tape backup

files

 Store backup files in a different location

 Provides security in the event of

 Fire

 Burglary

 Other office catastrophes

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 sites

Infected online files  Electronic bulletin boards

What is the cure?

Security in the Computerized Office (cont.)

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!

Remember not to eat or drink near the computer

• Use a screen saver

• Newer monitors have a “power down” feature

Printer Replace ribbon, cartridge, or toner as needed

Computer System Care and Maintenance

Care and Maintenance (cont.)

– Compresses old files

– Deletes temporary

Internet files

• Disk defragmentation

– Organizes the content

of the hard drive– Frees up space

Care and Maintenance (cont.)

• Store in a jewel case

• Never rub in circular motion

 Information storage devices

Care and Maintenance (cont.)

– Diskettes

• Protect from

– Magnetic fields – Direct sunlight – Extreme

 Information storage devices (cont.)

Care and Maintenance (cont.)

• Computer disaster recovery plan

– Offers a possible solution

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

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

Disk defragmentation organizes files.

Computers of the Future

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

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.

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

In Summary (cont.)

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 date as possible.

up-to-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