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Using and Maintaining Office Equipment

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Presentation on theme: "Using and Maintaining Office Equipment"— Presentation transcript:

1 Using and Maintaining Office Equipment

2 Introduction Clerical equipment is a necessity for offices
Communication Records Billing, payroll, etc. Shredders for confidentiality Copiers

3 Introduction (cont.) Role of office personnel related to clerical equipment Evaluation Purchasing or leasing Operation Maintenance

4 Office Communication Equipment
Business communication equipment Telephones Facsimile (fax) machines Computers Photocopiers Technology today allows for information to be transmitted almost instantaneously throughout the world.

5 Telephone Systems and Call Handling
The telephone is the primary means for communication in most offices

6 Telephone Systems Multiple lines Key telephone system
Most commonly used in medical practices Features Multiple lines for incoming or outgoing calls Intercom line Hold button

7 Telephone Systems (cont.)
Multiple lines (cont.) Switchboard and receptionist Automated voice response Selection menu Voice over Internet Protocol (VoIP)

8 Call Handling Voice mail Patient courtesy phone
Permits the caller to leave a message Caller never receives a busy signal Patient courtesy phone Block long distance, unless needed Keeps business lines free

9 Use cell phones only in clearly designated areas.
Call Handling (cont.) Cell phones Turn off personal cell phone Interruption to communication Interference with some office equipment Business uses Quick response by physician When traditional phones fail Key employees for business outside office Use cell phones only in clearly designated areas.

10 Call Handling (cont.) Leaving messages on answering machines or faxes
Only this information Name of person for whom the message is intended Date and time of call Name of office Name of contact person Phone number Request for a return call

11 Call Handling (cont.) Answering machine Used during non-office hours
Outgoing message should state Office hours How office personnel can be reached May or may not record message from caller Must retrieve messages if machine is set to record

12 Call Handling (cont.) Answering service
Provide people to answer phone calls Usually after hours Take messages and communicate them to the concerned personnel

13 Pagers Small electronic devices that pick up a signal and are used to reach managers/other employees when they are out of the office Technology Assigned a telephone number Beep, buzz, or vibrate when activated Window displays caller’s number or a short message

14 Pagers (cont.) Interactive pagers Two-way communication
Mini-keyboard for responding to message Real-time response Wireless Internet address Uses address Communicates with other pagers Traditional page capabilities also

15 Facsimile Machines Transmit impulses over telephone lines
Convert impulses into an exact copy of original Fax machines should have a dedicated phone line Scan pages Translate to electrical impulses

16 Faxing Benefits Receive faxes 24 hours a day
Send an exact copy in minutes Less expensive than overnight mail service Other uses for fax machine Extra copy machine Extension for outgoing calls Receive faxes 24 hours a day

17 Typewriters Of little use today Electric vs. electronic models
Some forms/documents Electric vs. electronic models  Electronic typewriters can store limited amounts of information  Word Processors can store entire documents in memory

18 Apply Your Knowledge A personal emergency call has been received for the physician, who is currently not in the office. Which device or service would the medical assistant use to contact the physician? ANSWER: The medical assistant will use a pager or I-pager to contact a physician who is out of the office. Hello! Right Answer!!!!

19 Office Automation Equipment
Description Photocopier Instantly reproduces documents; also called a copy machine. Adding machine and calculator Perform routine office arithmetic calculations Folding and inserting machine Prepares large volumes of outgoing mail or folded brochures

20 Office Automation Equipment (cont.)
Postage meters Apply postage to mailings Postage scales May be part of postage meter Show weight Show cost to mail packages

21 Dictation-Transcription Equipment
Physician records (dictates) correspondence, patient records, etc. Medical assistant transcribes the recorded words into a written document

22 Dictation-Transcription
For accuracy Speaker indicates date and type of document Names, addresses, and unfamiliar terms are spelled by speaker as he or she dictates information Speech is made clearer by Volume controls Tone controls Speed controls that separate words

23 Check Writer If incorrect information is entered, the check must be voided. Write the word “void” in clear letters across the check or use a stamp with red ink A machine that imprints checks Name of payee and amount of check, once imprinted, cannot be changed VOID

24 Paper Shredders Machines that destroy documents by cutting them into small pieces Used to eliminate Unneeded patient records Sensitive materials

25 Microfilm and Microfiche Readers
Used to read Microfilm is a roll of film imprinted with information and stored on a reel Microfiche is film imprinted with information and stored on rectangular sheets Information stored is reduced in size dramatically Accurate labeling and dating assists with locating information in either format

26 Microfilm Reader Microfilm Microfiche

27 Apply Your Knowledge Correct!
The medical assistant is newly employed in a medical practice that has been in existence for over 35 years. A patient is seen in the office for the first time since an initial visit 20 years ago. Where should the medical assistant consider looking for the initial medical record? ANSWER: The medical assistant should search for the information in the office microfilm or microfiche records. Correct!

28 Evaluating Office Needs
Purchasing Decisions Evaluating Office Needs Contacting Suppliers Preparing Recommendations Evaluating Warranty Options

29 Leasing vs. Buying Equipment
Buying equipment allows owners to do whatever they choose, even sell the item(s) purchased Owner is responsible for servicing after warranty period Leasing (renting) requires less out-of-pocket money, and rental cost may be negotiable Involves initial charge and monthly fee Equipment is usually serviced by the leasing company At the end of each lease period, the equipment can be updated

30 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. Good Job!

31 Maintaining Office Equipment
The manual that comes with each piece of equipment describing operation and special features. Equipment Manual Maintenance contracts specify when equipment will be cleaned and repaired. Service contracts cover services not included in standard maintenance contract. Maintenance and Service Contracts

32 Maintaining Office Equipment (cont.)
Call manufacturer or place purchased Troubleshooting Steps Consult the equipment manual Test machine and record any error messages Eliminate possible simple causes

33 Backup Systems Computers Telephones Cell phones
Backed up on tape Ensure that all information is retrievable if system fails Telephones Cell phones Electricity Emergency generator Battery power Security and warning systems Fire extinguishers Service and replace yearly

34 Equipment Inventory A method of documenting and tracking equipment purchases Systems for inventory Master inventory sheet contains all pertinent information Detailed inventory forms may include Name of equipment Description Model and registration numbers Date and place of purchase Product warranty and estimated life Maintenance and service contracts

35 Apply Your Knowledge Right!
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 in addition and make sure the “power saver” is not activated. Right!

36 End of Chapter Technology means the systematic application of scientific or other organized knowledge to practical tasks.   — John Kenneth Galbraith

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