2 Introduction Clerical equipment is a necessity for offices CommunicationRecordsBilling, payroll, etc.Shredders for confidentialityCopiers
3 Introduction (cont.)Role of office personnel related to clerical equipmentEvaluationPurchasing or leasingOperationMaintenance
4 Office Communication Equipment Business communication equipmentTelephonesFacsimile (fax) machinesComputersPhotocopiersTechnology 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 practicesFeaturesMultiple lines for incoming or outgoing callsIntercom lineHold button
7 Telephone Systems (cont.) Multiple lines (cont.)Switchboard and receptionistAutomated voice responseSelection menuVoice over Internet Protocol (VoIP)
8 Call Handling Voice mail Patient courtesy phone Permits the caller to leave a messageCaller never receives a busy signalPatient courtesy phoneBlock long distance, unlessneededKeeps business lines free
9 Use cell phones only in clearly designated areas. Call Handling (cont.)Cell phonesTurn off personal cell phoneInterruption to communicationInterference with some officeequipmentBusiness usesQuick response by physicianWhen traditional phones failKey employees for business outside officeUse cell phones only in clearly designated areas.
10 Call Handling (cont.) Leaving messages on answering machines or faxes Only this informationName of person for whom the message is intendedDate and time of callName of officeName of contact personPhone numberRequest for a return call
11 Call Handling (cont.) Answering machine Used during non-office hours Outgoing message should stateOffice hoursHow office personnel can be reachedMay or may not record message from callerMust retrieve messages if machine is set to record
12 Call Handling (cont.) Answering service Provide people to answer phone callsUsually after hoursTake messages and communicate them to the concerned personnel
13 PagersSmall electronic devices that pick up a signal and are used to reach managers/other employees when they are out of the officeTechnologyAssigned a telephone numberBeep, buzz, or vibrate when activatedWindow displays caller’s number or a short message
14 Pagers (cont.) Interactive pagers Two-way communication Mini-keyboard for responding to messageReal-time responseWireless Internet addressUses addressCommunicates with other pagersTraditional page capabilities also
15 Facsimile Machines Transmit impulses over telephone lines Convert impulses into an exact copy of originalFax machines should have a dedicated phone lineScan pagesTranslate to electrical impulses
16 Faxing Benefits Receive faxes 24 hours a day Send an exact copy in minutesLess expensive than overnight mail serviceOther uses for fax machineExtra copy machineExtension for outgoing callsReceive faxes 24 hours a day
17 Typewriters Of little use today Electric vs. electronic models Some forms/documentsElectric vs. electronic models Electronic typewriters can store limited amounts of information Word Processors can store entire documents in memory
18 Apply Your KnowledgeA 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 DescriptionPhotocopierInstantly reproduces documents; also called a copy machine.Adding machine andcalculatorPerform routine office arithmetic calculationsFolding and inserting machinePrepares large volumes of outgoing mail or folded brochures
20 Office Automation Equipment (cont.) Postage metersApply postage to mailingsPostage scalesMay be part of postage meterShow weightShow 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 accuracySpeaker indicates date and type of documentNames, addresses, and unfamiliar terms are spelled by speaker as he or she dictates informationSpeech is made clearer byVolume controlsTone controlsSpeed controls that separate words
23 Check WriterIf 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 inkA machine that imprints checksName of payee and amount of check, once imprinted, cannot be changedVOID
24 Paper ShreddersMachines that destroy documents by cutting them into small piecesUsed to eliminateUnneeded patient recordsSensitive materials
25 Microfilm and Microfiche Readers Used to readMicrofilm is a roll of film imprinted with information and stored on a reelMicrofiche is film imprinted with information and stored on rectangular sheetsInformation stored is reduced in size dramaticallyAccurate labeling and dating assists with locating information in either format
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!
29 Leasing vs. Buying Equipment Buying equipment allows owners to do whatever they choose, even sell the item(s) purchasedOwner is responsible for servicing after warranty periodLeasing (renting) requires less out-of-pocket money, and rental cost may be negotiableInvolves initial charge and monthly feeEquipment is usually serviced by the leasing companyAt the end of each lease period, the equipment can be updated
30 Apply Your KnowledgeA 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 ManualMaintenance contracts specify when equipment will be cleaned and repaired.Service contracts cover services not included in standard maintenance contract.Maintenance andService Contracts
32 Maintaining Office Equipment (cont.) Call manufacturer or place purchasedTroubleshootingStepsConsult the equipment manualTest machine and record any error messagesEliminate possible simple causes
33 Backup Systems Computers Telephones Cell phones Backed up on tapeEnsure that all information is retrievable if system failsTelephones Cell phonesElectricity Emergency generatorBattery power Security and warning systemsFire extinguishers Service and replace yearly
34 Equipment InventoryA method of documenting and tracking equipment purchasesSystems for inventoryMaster inventory sheet contains all pertinent informationDetailed inventory forms may includeName of equipmentDescriptionModel and registration numbersDate and place of purchaseProduct warranty and estimated lifeMaintenance 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 ChapterTechnology means the systematic application of scientific or other organized knowledge to practical tasks. — John Kenneth Galbraith