CHAPTER Using Computers in the Office © 2011 T he McGraw -Hill Com panie s, Inc A ll rights reserv ed 6-2 Learning Outcomes 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 © 2011 T he McGraw -Hill Com panie s, Inc A ll rights reserv ed 6-3 Learning Outcomes (cont.) 6.5 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 © 2011 T he McGraw -Hill Com panie s, Inc A ll rights reserv ed 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 © 2011 T he McGraw -Hill Com panie s, Inc A ll rights reserv ed 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 © 2011 T he McGraw -Hill Com panie s, Inc A ll rights reserv ed 6-6 • Understanding computer fundamentals – Perform many office tasks – Solve or avoid computer problems The Computer Revolution (cont.) © 2011 T he McGraw -Hill Com panie s, Inc A ll rights reserv ed 6-7 Types of Computers • Supercomputers – Biggest, fastest, most complex – Genetic coding and DNA and cancer research • Mainframe computers – Process and store large quantities of information – Used by government facilities, universities, and hospitals © 2011 T he McGraw -Hill Com panie s, Inc A ll rights reserv ed 6-8 Types of Computers (cont.) • Minicomputers – Medium size – Commonly used for network settings • Network – system linking computers together – Function as servers • Server – centralized storage system for shared information • Allows users to share access © 2011 T he McGraw -Hill Com panie s, Inc A ll rights reserv ed 6-9 Types of Computers (cont.) • Personal computers – Smaller, self-contained units – Found in homes, schools, and offices – Types • Desktop • Notebook/laptop • Subnotebook • Personal Digital Assistant (PDA) © 2011 T he McGraw -Hill Com panie s, Inc A ll rights reserv ed 6-10 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 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! © 2011 T he McGraw -Hill Com panie s, Inc A ll rights reserv ed 6-39 Security in the Computerized Office (cont.) © 2011 T he McGraw -Hill Com panie s, Inc A ll rights reserv ed 6-40 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: A possible source of the viruses is employees bringing them in by using the same ½ -inch diskettes or other storage device both in home and work computers Good Job! © 2011 T he McGraw -Hill Com panie s, Inc A ll rights reserv ed 6-41 Computer System Care and Maintenance  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 © 2011 T he McGraw -Hill Com panie s, Inc A ll rights reserv ed 6-42 Care and Maintenance (cont.) • Disk clean-up – Computer maintenance utility – Frees up space by removing unnecessary files • Disk defragmentation – Organizes the content of the hard drive – Frees up space – Compresses old files – Deletes temporary Internet files © 2011 T he McGraw -Hill Com panie s, Inc A ll rights reserv ed 6-43 Care and Maintenance (cont.)  Information storage devices – Jump drives • Connect via 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 © 2011 T he McGraw -Hill Com panie s, Inc A ll rights reserv ed 6-44 Care and Maintenance (cont.)  Information storage devices (cont.) – Diskettes • Protect from – Magnetic fields – Direct sunlight – Extreme temperatures – Magnetic tapes • Store in a cool, dry place away from magnetic fields • Used less commonly © 2011 T he McGraw -Hill Com panie s, Inc A ll rights reserv ed 6-45 Care and Maintenance (cont.) • Computer disaster recovery plan – Offers a possible solution if computers “crash” – Elements • Minimizing damage to equipment • Retrieving information • Protecting health information © 2011 T he McGraw -Hill Com panie s, Inc A ll rights reserv ed 6-46 Apply Your Knowledge True or False: T You should use a power strip with a surge protector F Clean a CD-ROM by rubbing it in a circular motion You should never rub a CD-ROM in a circular motion T Diskettes and magnetic tape should be kept away from magnets F Disk clean-up organizes files Disk defragmentation organizes files © 2011 T he McGraw -Hill Com panie s, Inc A ll rights reserv ed 6-47 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 © 2011 T he McGraw -Hill Com panie s, Inc A ll rights reserv ed 6-48 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 © 2011 T he McGraw -Hill Com panie s, Inc A ll rights reserv ed 6-49 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 this? ANSWER: Telemedicine will enable the physician to monitor the heart rhythm of patients while the patients are at home © 2011 T he McGraw -Hill Com panie s, Inc A ll rights reserv ed 6-50 In Summary 6.1 Types of computers include – Supercomputer – fastest and largest – Mainframe computers – process large quantities of information – Minicomputers – smaller than mainframes, larger than personal computers – Personal computers – microcomputers 6.2 Components – Hardware – physical components – Software – program that tells the computer what to © 2011 T he McGraw -Hill Com panie s, Inc A ll rights reserv ed 6-51 In Summary (cont.) © 2011 T he McGraw -Hill Com panie s, Inc A ll rights reserv ed 6-52 In 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 © 2011 T he McGraw -Hill Com panie s, Inc A ll rights reserv ed 6-53 End of Chapter 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) © 2011 T he McGraw -Hill Com panie s, Inc A ll rights reserv ed [...]... 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) © 2011 T he McGraw -Hill Com panie s, Inc A ll rights reserv ed 6- 14 Hardware – Storage Devices RAM • Random-access memory – Temporary memory – Programmable – The more RAM a computer... and billing • Appointments and scheduling • Electronic transactions • Research Good Job! © 2011 T he McGraw -Hill Com panie s, Inc A ll rights reserv ed 6- 28 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 –. .. communications with all employees via e-mail © 2011 T he McGraw -Hill Com panie s, Inc A ll rights reserv ed 6- 32 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 • VPN – Connect two or more systems via telephone and Internet – Security • Encryption • Authorized users – Enable... 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 © 2011 T he McGraw -Hill Com panie s, Inc A ll rights reserv ed 6- 26 Software... ed 6- 16 Hardware – Memory (cont.) Zip Drive Jump Drive   Externally attached drive  Easy portability for large amounts of data  High-capacity disk drive Used to back up and transport large files DVD  Digital video disc  Larger and faster than CD-ROMs  Hold videos, photos, and data © 2011 T he McGraw -Hill Com panie s, Inc A ll rights reserv ed 6- 17 Hardware – Output Devices • Monitor – Resembles... 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 © 2011 T he McGraw -Hill Com panie s, Inc A ll rights reserv ed 6- 22 Using Application Software • Complete tasks – Faster and more easily – More accurately • Word processing software – Common in medical offices – Used to • Create reports • Create... 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 – Printer resolution is noted in terms of dots per inch (dpi) – Types include • Laser • Ink-jet © 2011 T he McGraw -Hill Com panie s, Inc A ll rights reserv ed 6- 18 Software – Operating System  Controls... performance ROM • Read-only memory – Permanent memory – Provides operating instructions for the computer to function – Information in ROM cannot be changed © 2011 T he McGraw -Hill Com panie s, Inc A ll rights reserv ed 6- 15 Hardware – Memory Hard Disk Drive  Information is stored permanently for later retrieval Diskette Drive  Standard diskettes and 3 ½ inch (rigid) and zip disks CD-ROM Drive   ... rights reserv ed 6- 23 Using Application 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 © 2011 T he McGraw -Hill Com panie s, Inc A ll rights reserv ed 6- 24 Using Application Software (cont.) • Accounting and billing • Appointment... Appointment scheduling – Very useful software in medical offices – Assists with • Maintaining patient accounts • Creating billing statements • Preparing financial reports • Maintaining tax records – Eliminates the need for a written appointment book – Using a network allows more users to access the schedule at a time © 2011 T he McGraw -Hill Com panie s, Inc A ll rights reserv ed 6- 25 Using Application