Bài giảng môn Medical Assisting - Chapter 6: Using Computers in the Office

6Using Computers in the Office6.1 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 Outcomes26.5 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.)3IntroductionIncreasing complexity of medicineQuantity of information availableComplicated billing and collecting systemsScheduling and coordinating of servicesComputer Integral office toolOrganize and categorizeTransmit informationMaintain orderly records4The Computer RevolutionComputers have changed the way we live and work by making many tasks easier to complete.Three Benefits Computers Offer:ProcessingSpeedInformationStorageAccuracy5The Computer Revolution (cont.)Understanding computer fundamentalsPerform many office tasksSolve or avoid computer problems6Types of ComputersSupercomputersBiggest, fastest, most complexGenetic coding and DNA and cancer researchMainframe computersProcess and store large quantities of informationUsed by government facilities, universities, and hospitals7Types of Computers (cont.)MinicomputersMedium size Commonly used for network settingsNetwork – system linkingcomputers togetherFunction as serversServer – centralized storage system for shared informationAllows users to share access8Types of Computers (cont.)Personal computersSmaller, self-contained unitsFound in homes, schools, and officesTypesDesktopNotebook/laptopSubnotebook Personal Digital Assistant (PDA)9Apply Your KnowledgeWhat 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!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.10Components of the ComputerHardware Four main functionsInputting dataProcessing dataStoring dataOutputting dataSoftware Two categoriesOperating systemControls computer operationsApplication softwareAllows specific tasks to be performed11HardwareKeyboard Most common input device Main part resembles a typewriterScanner Inputs printed matter Converts data into a format the computer can readModem Used to transfer information from one computer to another Both input and output deviceInput Devices Used to enter information MouseTrackballTouch pad Pointing DevicesBeware: Carpal Tunnel Syndrome12Hardware – Processing DevicesMotherboardMain circuit boardControls the other components in the computerCentral processing unitAlso called a microprocessorPrimary computer chipInterprets and executes programsElementsBandwidthClock speedInstruction setMicroprocessor speed is measured in megahertz (MHz).13Hardware – Storage DevicesRandom-access memoryTemporary memoryProgrammable The more RAM a computer has, the faster the computer’s performanceRead-only memoryPermanent memoryProvides operating instructions for the computer to functionInformation in ROM cannot be changedROMRAM14Hardware – MemoryHard Disk DriveInformation is stored permanently for later retrievalLarger hard disk allows more storage space for programs Diskette DriveStandard diskettes and 3 ½ inch (rigid) and zip disks.Tape DriveUsed to back up hard disk filesLook similar to audiotapes CD-ROM DriveCompact disc read- only memoryStores huge amounts of dataHouses larger programs containing multimedia15Hardware – Memory (cont.)Jump DriveExternally attached driveEasy portability for large amounts of dataZip DriveHigh-capacity disk driveUsed to back up and transport large filesDVDDigital video discLarger and faster than CD-ROMsHold videos, photos, and data16Hardware – Output Devices MonitorResembles a television screenDisplays active informationResolution is measured in dot pitch and refers to the crispness of imagesPrinterProduces a hard copy (readable paper copy) of the information Printer resolution is noted in terms of dots per inch (dpi) Types includeLaserInk-jet17Software – Operating SystemControls computer operationsWindows/Windows XP/Vista/Windows 7Uses a graphical user interface (GUI) Menu choices are identified by graphic iconsAllows multitasking: users can run two or more software programs at the same time 18Software (cont.)Applications Used for specific purposes (“programs”)Uses of software applicationsWord processing Accounting DatabaseExamples of software applicationsMicrosoft Office®Medical ManagerMedware ®MedsisMedisoft™19Software (cont.)Optical Character Recognition (OCR)Converts images of text to editable textManipulate and edit file using a word processing applicationIncludesOptical scannerSoftware for analyzing images20The 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 KnowledgeGood Choices!21Using Application SoftwareComplete tasksFaster and more easilyMore accurately Word processing softwareCommon in medical officesUsed toCreate reportsCreate correspondenceTranscribe physicians’ notes 22Using Application Software (cont.)Database management Collection of records created and stored on a computerUsed in the medical office to store patient records, includingBilling informationMedical chart dataInsurance information23Using Application Software (cont.)Accounting and billingVery useful software in medical officesAssists withMaintaining patient accountsCreating billing statementsPreparing financial reportsMaintaining tax recordsAppointment schedulingEliminates the need for a written appointment bookUsing a network allows more users to access the schedule at a time24Using Application Software (cont.)Electronic transactionsAllow users to send and receive information instantly, without waiting for regular mailCommon electronic transactionsSending insurance claimsCommunicating with other computer usersElectronic mail (e-mail)Online servicesInternetResearch capabilities have been enhanced with the advent of the CD-ROM25Software Training Classes From vendors Community adult education Beginner through advancedTutorialsUsually provide a step-by-step overview of the software with practice exercisesDocumentation Instruction manuals Online helpTechnical Support Troubleshoot before calling Toll-free number provided Have registration number handy Be at the computer26List the uses for application software that may be used in a medical office.Apply Your KnowledgeANSWER: 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!27Selecting Computer EquipmentThe medical assistant may be asked to give input aboutSelecting softwareAdding a networkChoosing a vendorLearn about hardware and software optionsTake classesRead computer magazines and booksAsk friends and coworkers who use computers28To Upgrade... Or Not To UpgradeSelecting Computer Equipment (cont.)Upgrading the office systemHardware and software are changing and improving at a rapid paceDecisions to upgrade are determined by need and costReplace or add componentsReplace the entire system vs.29Selecting SoftwareMake an informed decision byReading software reviews in magazinesAsking opinions of other offices that use similar softwareComputer must meet minimum requirements for operation 30Adding a NetworkUsers share programs and files and multiple people can work on the same information at the same timeInternal communications with all employees via e-mailAdvantages of adding a network31Virtual Private Networks (VPNs)LAN – local-area networkComputers are close together (same building)WAN – wide-area networkComputers are not close Connected by telephone linesVPNConnect two or more systems via telephone and InternetSecurityEncryptionAuthorized usersEnable physicians to access patient records securely from a variety of locations32Choosing a Vendor Reputable Check references Reasonable price Offers training Service and technical support availabilityIt is a good practice to get cost estimates from at least three vendors and to purchase all hardware components from the same vendor.33Medical Practice WebsitesGenerate new patientsPatient educationNewslettersForms Other patient-related informationE-mail office personnel34Imagine 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 KnowledgeANSWER: 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!35Security in the Computerized OfficePasswordsEmployees are given a special password or user code that allows them to access informationActivity monitoring systemsA computer system that monitors user activityProblems or security breaches can be traced back to a specific employee code/passwordConfidentialSafeguarding Confidential FilesTwo methods to safeguard confidential information36Security in the Computerized Office (cont.)Making and storing backup filesRoutinely make diskette or tape backup filesStore backup files in a different location Provides security in the event ofFireBurglaryOther office catastrophes37Preventing System ContaminationComputer 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 sitesInfected online files  Electronic bulletin boardsWhat is the cure?Software programs that detect andcorrect computer virusesSecurity in the Computerized Office (cont.)38Security in the Computerized Office (cont.)39The 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!40Remember not to eat or drink near the computerSystem UnitUse power strip with a surge protectorPlace unit in a well-ventilated locationMonitorUse a screen saverNewer monitors have a “power down” featurePrinterReplace ribbon, cartridge, or toner as neededComputer System Care and Maintenance41Care and Maintenance (cont.)Disk clean-up Computer maintenance utilityFrees up space by removing unnecessary filesCompresses old filesDeletes temporary Internet filesDisk defragmentationOrganizes the content of the hard driveFrees up space42Care and Maintenance (cont.)Jump drivesConnect via USB portKeep cap on drive when not in useCD-ROMsTouch only edges and hole in the center Store in a jewel case Never rub in circular motion Information storage devices43Care and Maintenance (cont.)DiskettesProtect fromMagnetic fieldsDirect sunlightExtreme temperaturesUsed less commonlyMagnetic tapesStore in a cool, dry place away from magnetic fieldsInformation storage devices (cont.)44Care and Maintenance (cont.)Computer disaster recovery planOffers a possible solution if computers “crash”ElementsMinimizing damage to equipmentRetrieving informationProtecting health information45Apply Your KnowledgeTrue 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  magnets. Disk clean-up organizes files.FFTTYou should never rub a CD-ROM in a circular motion.Disk defragmentation organizes files.46Computers of the FutureTechnology is changing rapidlyNew technologiesTelemedicineUse of telecommunication to transmit video images of patient informationSupports patient care in rural areas47Computers of the Future (cont.)New technologiesCD-R and DVD-R technology Can be read and written toStore more information than diskettesSpeech recognition technologyAllows computer to comprehend and interpret spoken words48A 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 KnowledgeANSWER: Telemedicine will enable the physician to monitor the heart rhythm of patients while the patients are at home.Right!49In Summary6.1 Types of computers includeSupercomputer – fastest and largestMainframe computers – process large quantities of informationMinicomputers – smaller than mainframes, larger than personal computersPersonal computers – microcomputers 6.2 ComponentsHardware – physical componentsSoftware – program that tells the computer what to do50In Summary (cont.)51In 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 up-to-date as possible.52A 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 653