Medical assisting Administrative and clinical procedures (5e) Chapter 8 Office equipment and supplies

After completing this unit, you should be able to: Identify common types of computers, describe computer hardware components and explain the functions of each, describe the types of software applications commonly used in the medical office, summarize options available for learning computer software programs, recall the steps involved in selecting new or upgrading existing office computer equipment,...

Office Equipment and Supplies

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

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

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

• Office equipment and supplies

– Evaluate – Purchase / lease – Operate

– Maintain – Inventory

Computers (cont.)

• PDAs

• Cell phones

• Internet

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.

Components of the Computer

– Operating system

– Application software

Input Devices

Beware: Carpal

Tunnel Syndrome

• Most common input device

• Main part resembles a

• Converts printed matter into

a readable format for the

Hardware (cont.)

• Motherboard

– Main circuit board

– Controls the other

components in the computer

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

Software (cont.)

• Optical Character Recognition (OCR)

• Using application software

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

– Online help

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?

Apply Your Knowledge

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!

Selecting Computer Equipment

• Learn about options

• Upgrading

• Selecting Software

• Adding a network

Selecting Computer Equipment (cont.)

– Service and technical support availability

What do you need to do when the office wants to

upgrade its computer equipment?

Apply Your Knowledge

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!

• Storage devices

– Jump drive– CD-ROMs

Remember not to eat or drink near the computer

Computer System Care and Maintenance

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

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

Security in the Computerized Office

– Antivirus software– Firewalls

• Computer Disaster Recovery Plan

– Minimize damage – Retrieve information– Protect PHI



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: Possible sources are from contaminated

storage devices brought in by employees or from

contaminated e-mails.

Good Job!

Computers of the Future

• Telemedicine

• CD-R and DVD-R technology

• Speech recognition technology

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.

Administrative Medical Office Equipment

• Facsimile (fax) machines

• Typewriters

• Photocopiers

• Adding machines and calculators

Administrative Medical Office Equipment

Administrative Medical Office Equipment

Apply Your Knowledge

Match the following:

Photocopier Postage meter Adding machine Check writer

Folding machine Shredder

A Imprints name of payee &

Prepare Recommendations

Leasing Versus Buying Equipment

• Buying - ownership

• Leasing

– Advantages

– Disadvantages

Apply Your Knowledge

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.

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

Maintaining Office Equipment (cont.)



Consult the equipment manual

 Call manufacturer or place purchased



Consult the equipment manual

 Call manufacturer or place purchased



Backup Systems

• Telephones Cell phones

• Electricity Emergency generator

• Battery power Security and warning

systems

• Fire extinguishers Service and replace

yearly

Equipment Inventory

• Method of documenting and tracking equipment

purchases

• Update periodically

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?

Apply Your Knowledge

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.

Maintaining Medical Office Supplies

• Efficiently

• Supplies – expendable items

• Responsibility

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

Incidental Supplies

Vital Supplies

Periodic Supplies

Categorizing Supplies (cont.)

Exam table

paper,

prescription pads

Staples, rubber bands

Appointment books, holiday cards

Storing Supplies (cont.)

• Administrative Supplies

• Clinical supplies

– Keep area clean

– Protect from damage

and exposure

What should you do when placing new items in a

storage cabinet?

Apply Your Knowledge

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.

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

• Inventory filing system

– Inventory card or

record page – Reorder reminder cards

– Inventory reminder kits

Taking a Supply Inventory (cont.)

Taking a Supply Inventory (cont.)

• Establish regular inventory and ordering times

• When to order early

• Unanticipated shortage

of a supply item

Apply Your Knowledge

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

Ordering Supplies

Determine budget

Compare vendors for:

Use reputable vendors

Get the best

• Average is 4–6% of annual gross

Competitive Pricing and Quality

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

Ordering Procedures (cont.)

• MSDS

– Chemical breakdown

– Safety cautions

– How to use a product

– How to handle an unintended exposure or

potentially dangerous reaction

Ordering Procedures (cont.)

• Correcting orders

• Invoices

• Disbursements

Avoiding Common Purchasing Mistakes

• Dishonest telephone solicitors

• “Bait and switch” tactic

• Verify prices

• Supervise sales representatives

Apply Your Knowledge

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.

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

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

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

End of Chapter 8