Lecture Medical assisting: Administrative and clinical procedures with anatomy and physiology (4e) – Chapter 6

CHAPTER

6

Using Computers in
the Office

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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.
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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.

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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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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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6-6

• Understanding
computer
fundamentals
– Perform many office
tasks
– Solve or avoid
computer problems

The Computer Revolution (cont.)

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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
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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

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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)

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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!

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6-11

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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6-12

Hardware
Keyboard

Modem

• Most common input device
• Main part resembles a typewriter
Beware: Carpal
Tunnel Syndrome

• Used to transfer information from
one computer to another
• Both input and output device

Input Devices
Pointing
Devices

Scanner
• Inputs printed matter
• Converts data into a format the
computer can read

•

Used to enter information
 Mouse
 Trackball
 Touch pad

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6-13

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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6-14

Hardware – Storage Devices
RAM
• Random-access
memory
– Temporary memory
– Programmable
– The more RAM a
computer has, the faster
the computer’s
performance

ROM
• Read-only memory
– Permanent memory

– Provides operating
instructions for the
computer to function
– Information in ROM cannot
be changed

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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







Larger hard disk
allows more
storage space
for programs

Tape Drive



Used to back up
hard disk files
Look similar to
audiotapes

Compact disc
read- only memory
Stores huge
amounts of data
Houses larger
programs
containing
multimedia

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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

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6-17

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
– Printer resolution is
noted in terms of dots
per inch (dpi)
– Types include
• Laser
• Ink-jet

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6-18

Software – Operating System


Controls computer operations


Windows/Windows XP/Vista/Windows 7
 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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6-19

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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6-20

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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6-21

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?
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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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 correspondence
• Transcribe physicians’ notes

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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

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6-24

Using Application Software (cont.)
• Accounting and billing • 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

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6-25

Using Application 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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