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Using and Maintaining Office Equipment Introduction Clerical equipment is a necessity for offices Communication Records Billing, payroll, etc. Shredders.

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Presentation on theme: "Using and Maintaining Office Equipment Introduction Clerical equipment is a necessity for offices Communication Records Billing, payroll, etc. Shredders."— Presentation transcript:


2 Using and Maintaining Office Equipment

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

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

5 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.

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

7 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

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

9 Call Handling Voice mail 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

10 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.

11 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

12 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

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

14 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 callers number or a short message

15 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

16 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

17 Faxing Benefits 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

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

19 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? Apply Your Knowledge ANSWER: The medical assistant will use a pager or I-pager to contact a physician who is out of the office. Hello! Right Answer!!!!

20 Office Automation Equipment EquipmentDescription PhotocopierInstantly 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

21 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

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

23 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

24 Check Writer A machine that imprints checks Name of payee and amount of check, once imprinted, cannot be changed 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

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

26 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

27 Microfilm ReaderMicroficheMicrofilm

28 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? Apply Your Knowledge ANSWER: The medical assistant should search for the information in the office microfilm or microfiche records.

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

30 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

31 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!

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

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

34 Backup Systems Computers 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

35 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

36 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? Apply Your Knowledge 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.

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

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