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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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2009 The McGraw-Hill Companies, Inc. All rights reserved 6-2 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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2009 The McGraw-Hill Companies, Inc. All rights reserved 6-4 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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2009 The McGraw-Hill Companies, Inc. All rights reserved 6-5 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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2009 The McGraw-Hill Companies, Inc. All rights reserved 6-6 The Computer Revolution (cont.) Understanding computer fundamentals Perform many office tasks Solve or avoid computer problems

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2009 The McGraw-Hill Companies, Inc. All rights reserved 6-7 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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2009 The McGraw-Hill Companies, Inc. All rights reserved 6-8 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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2009 The McGraw-Hill Companies, Inc. All rights reserved 6-9 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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2009 The McGraw-Hill Companies, Inc. All rights reserved 6-10 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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2009 The McGraw-Hill Companies, Inc. All rights reserved 6-11 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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2009 The McGraw-Hill Companies, Inc. All rights reserved 6-12 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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2009 The McGraw-Hill Companies, Inc. All rights reserved 6-13 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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2009 The McGraw-Hill Companies, Inc. All rights reserved 6-14 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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2009 The McGraw-Hill Companies, Inc. All rights reserved 6-15 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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2009 The McGraw-Hill Companies, Inc. All rights reserved 6-16 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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2009 The McGraw-Hill Companies, Inc. All rights reserved 6-17 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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2009 The McGraw-Hill Companies, Inc. All rights reserved 6-18 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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2009 The McGraw-Hill Companies, Inc. All rights reserved 6-19 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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2009 The McGraw-Hill Companies, Inc. All rights reserved 6-20 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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2009 The McGraw-Hill Companies, Inc. All rights reserved 6-21 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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2009 The McGraw-Hill Companies, Inc. All rights reserved 6-22 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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2009 The McGraw-Hill Companies, Inc. All rights reserved 6-23 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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2009 The McGraw-Hill Companies, Inc. All rights reserved 6-24 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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2009 The McGraw-Hill Companies, Inc. All rights reserved 6-25 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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2009 The McGraw-Hill Companies, Inc. All rights reserved 6-26 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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2009 The McGraw-Hill Companies, Inc. All rights reserved 6-27 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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2009 The McGraw-Hill Companies, Inc. All rights reserved 6-28 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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2009 The McGraw-Hill Companies, Inc. All rights reserved 6-29 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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2009 The McGraw-Hill Companies, Inc. All rights reserved 6-30 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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2009 The McGraw-Hill Companies, Inc. All rights reserved 6-31 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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2009 The McGraw-Hill Companies, Inc. All rights reserved 6-32 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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2009 The McGraw-Hill Companies, Inc. All rights reserved 6-33 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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2009 The McGraw-Hill Companies, Inc. All rights reserved 6-34 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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2009 The McGraw-Hill Companies, Inc. All rights reserved 6-35 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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2009 The McGraw-Hill Companies, Inc. All rights reserved 6-36 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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2009 The McGraw-Hill Companies, Inc. All rights reserved 6-37 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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2009 The McGraw-Hill Companies, Inc. All rights reserved 6-38 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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2009 The McGraw-Hill Companies, Inc. All rights reserved 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

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2009 The McGraw-Hill Companies, Inc. All rights reserved 6-40 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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2009 The McGraw-Hill Companies, Inc. All rights reserved 6-41 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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2009 The McGraw-Hill Companies, Inc. All rights reserved 6-42 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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2009 The McGraw-Hill Companies, Inc. All rights reserved 6-43 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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2009 The McGraw-Hill Companies, Inc. All rights reserved 6-44 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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2009 The McGraw-Hill Companies, Inc. All rights reserved 6-45 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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2009 The McGraw-Hill Companies, Inc. All rights reserved 6-46 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 the patient while the patient is at home.

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2009 The McGraw-Hill Companies, Inc. All rights reserved 6-47 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)