2009 The McGraw-Hill Companies, Inc. All rights reserved 6-1
Using Computers in the Office PowerPoint presentation to accompany:
Medical Assisting Third Edition Booth, Whicker, Wyman, Pugh,
Thompson
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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
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2009 The McGraw-Hill Companies, Inc. All rights reserved 6-3
6.5 Explain the importance of security measures for computerized
medical records, including HIPAA compliance. 6.6Describe the basic
care and maintenance of computer equipment. 6.7Identify advances in
computer technology and explain their importance to the medical
office. Learning Outcomes (cont.)
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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. Processing Speed
Information Storage 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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Apply Your Knowledge 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. Right
answer!
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Types of Computers Supercomputers Biggest, fastest, most complex
Used in research for 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
in network settings Network system linking computers together
Functions as server, allowing users to share access Server
centralized storage system for shared information
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Types of Computers (cont.) Personal computers Smaller in size
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. C o r r e c t !
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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 computers
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 space allows more storage for
programs Diskette Drive Standard diskettes and 3 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 hard drives and transport large files DVD
Digital video disc Larger and faster than CD-ROMs Holds 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 Types include Laser
Ink-jet Dot matrix Printer Resolution is noted in terms of dots per
inch (dpi)
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Software Operating System Controls computer operations DOS (disk
operating system) Uses a command-line interface Typed command must
be entered to do a function Only one program can run at a time
Windows / Windows XP / Vista 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 Computer 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 Computer 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 Computer 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 Computer 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
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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 VPNs 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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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 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
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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 sites
Infected online files Electronic bulletin boards What is the cure?
Software programs that detect and correct computer viruses Security
in the Computerized Office (cont.)
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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.)\ Jump drives Connect via a 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 protected health
information
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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 -inch
diskettes or other storage device both in home and work computers.
Good Job!
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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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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 the patient while the patient is at home.
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In Summary Medical assistants should become familiar with Types of
computers Hardware and software Modems Scanners Memory options
Equipment management is an important role of the medical
assistant
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2009 The McGraw-Hill Companies, Inc. All rights reserved 6-48 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)