Office Equipment and Supplies

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8

• Office Equipment and Supplies

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Learning Outcomes
8.1 Identify common types of computers. 8.2 Descri
be 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.
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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

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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.

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Introduction

• Office equipment and supplies
• Evaluate
• Purchase / lease
• Operate
• Maintain
• Inventory

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Computers

• Understanding computer fundamentals
• Types
• Supercomputers
• Mainframe computers
• Minicomputers
• Personal computers

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Computers (cont.)

• PDAs
• Cell phones
• Internet

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Apply Your Knowledge

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.

1. What is the difference between a network and a
   server?

Correct!
ANSWER A network is a system of linked
computers. A server is a centralized storage
location for information shared by the network
computers.
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Components of the Computer

• Hardware four functions
• Inputting data
• Processing data
• Storing data
• Outputting data

• Software two categories
• Operating system
• Application software

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Hardware
Beware Carpal Tunnel Syndrome
Input Devices
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Hardware (cont.)

• Motherboard
• Main circuit board
• Controls the other components in the computer

• Central processing unit
• Microprocessor
• Interprets and executes programs
• Bandwidth
• Clock speed
• Instruction set

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Hardware (cont.)

• Computer memory
• RAM
• ROM
• Hard drive
• CD-ROM
• Zip drive
• DVD

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Hardware (cont.)

• Printer
• Produces a hard copy of information
• Resolution print quality

• Monitor
• Displays active information
• Resolution crispness of the image

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Apply Your Knowledge
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?
Good Choices!
ANSWER A CD-ROM or jump drive would be good
choices for this project. Both can store large
amounts of data and graphics.
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Software

• Software controls computer operations
• Applications
• Programs
• Uses of software applications
• Word processing
• Accounting
• Database

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Software (cont.)

• Optical Character Recognition (OCR)
• Using application software
• Word processing
• Database management
• Accounting and billing
• Appointment scheduling
• Electronic transactions

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Apply Your Knowledge
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!
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Software Training

• Classes
• Vendor
• Community colleges or high schools
• Tutorials step-by-step instructions
• Technical Support

• Documentation
• Written instruction manuals
• Online help

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Apply Your Knowledge
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?
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!
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Selecting Computer Equipment

• Learn about options
• Upgrading
• Selecting Software
• Adding a network

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Selecting Computer Equipment (cont.)

• LAN local-area network
• WAN wide-area network
• VPN Virtual private networks

• Choosing a Vendor
• Reputable
• Reasonable price
• Offers training
• Service and technical support availability

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Apply Your Knowledge
What do you need to do when the office wants to
upgrade its computer equipment?
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.
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Computer System Care and Maintenance

• Storage devices
• Jump drive
• CD-ROMs
• Disk cleanup
• Disk defragmentation

• System Unit well ventilated location
• Monitor power down feature
• Printer

?Remember not to eat or drink near the computer
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Apply Your Knowledge
Super!

• 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.

T
F
You should never rub a CD-ROM in a circular
motion.
F
Disk defragmentation organizes files.
T
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Security in the Computerized Office

• Safeguarding confidential files
• Passwords
• Activity monitoring systems

• Preventing system contamination
• Antivirus software
• Firewalls
• Computer Disaster Recovery Plan
• Minimize damage
• Retrieve information
• Protect PHI

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Apply Your Knowledge
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 Possible sources are from contaminated
storage devices brought in by employees or from
contaminated e-mails.
Good Job!
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Computers of the Future

• Telemedicine
• CD-R and DVD-R technology
• Speech recognition technology

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Apply Your Knowledge
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.
Right!
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Administrative Medical Office Equipment

• Facsimile (fax) machines
• Typewriters
• Photocopiers
• Adding machines and calculators

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Administrative Medical Office Equipment (cont.)

• Folding and Inserting machines
• Postage meters
• Postage scales

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Dictation-Transcription Equipment

• Convert spoken word to written form
• Eliminates issues related to poor handwriting

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Administrative Medical Office Equipment (cont.)

• Check writer
• Paper shredders
• How to shred
• When to shred
• vendors

• Microfilm and microfiche Readers

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Apply Your Knowledge
Match the following Photocopier Postage
meter Adding machine Check writer Folding
machine Shredder

1. Imprints name of payee amount
2. Used to destroy documents
3. Applies postage
4. Reproduces documents
5. Performs calculations
6. Prepares large volumes of outgoing mail

D
C
E
A
F
B
Correct!
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Purchasing Decisions For Office Equipment
Evaluate Office Needs
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Leasing Versus Buying Equipment

• Buying - ownership
• Leasing
• Advantages
• Disadvantages

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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.
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Maintaining Office Equipment
Comes with each piece of equipment and describes
operation and special features
Maintenance contracts specify when equipment
will be cleaned and repaired Service contracts
cover services not included in standard
maintenance contract
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Maintaining Office Equipment (cont.)
Steps
Steps
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Backup Systems

• Telephones Cell phones
• Electricity Emergency generator
• Battery power Security and warning
  systems
• Fire extinguishers Service and replace
  yearly

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Equipment Inventory

• Method of documenting and tracking equipment
  purchases
• Update periodically

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Apply Your Knowledge
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?
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.

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Maintaining Medical Office Supplies

• Efficiently
• Supplies expendable items
• Responsibility

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Categorizing Supplies
Administrative
Clinical

• Stationary
• Insurance forms
• Pens
• Clipboards

• Alcohol swabs
• Disposable sheaths
• Tongue depressors

General

• Tissue
• Paper towels
• Hypoallergenic soap

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Categorizing Supplies (cont.)
A supply list can help track and categorize
supplies according to need and urgency
Incidental Supplies
Vital Supplies
Appointment books, holiday cards
Staples, rubber bands
Exam table paper, prescription pads
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Storing Supplies

• Location
• Off floor
• 18 inches from ceiling
• Cabinets
• Label shelves
• Rotate stock

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Storing Supplies (cont.)

• Administrative Supplies
• Clinical supplies
• Keep area clean
• Protect from damage and exposure

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Apply Your Knowledge
What should you do when placing new items in a
storage cabinet?
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.
Impressive!
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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

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Taking a Supply Inventory (cont.)

• Inventory filing system
• Inventory card or record page
• Reorder reminder cards
• Inventory reminder kits

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Taking a Supply Inventory (cont.)

• Establish regular inventory and ordering times
• When to order early
• Unanticipated shortage of a supply item

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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

Good Answer!
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Ordering Supplies

• Average is 46 of annual gross

• Prices
• Quality
• Service
• Paymentpolicies

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Competitive Pricing and Quality

• Unit pricing
• Rush orders
• Mail-order companies
• Purchasing groups
• Group buying pools
• Cost controls

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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

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Ordering Procedures

• Order forms
• Purchase requisitions
• Purchase order
• Checking received orders

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Ordering Procedures (cont.)

• MSDS
• Chemical breakdown
• Safety cautions
• How to use a product
• How to handle an unintended exposure or
  potentially dangerous reaction

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Ordering Procedures (cont.)

• Correcting orders
• Invoices
• Disbursements

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Avoiding Common Purchasing Mistakes

• Dishonest telephone solicitors
• Bait and switch tactic
• Verify prices
• Supervise sales representatives

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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.

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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.

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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.

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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.

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End of Chapter 8
When you go to buy, use your eyes, not your
ears. - Czech Proverb