1. Computers in the Medical Office Lesson 1:12
Computers in the Medical Office
Lesson 1:

2. Lesson Objectives
Lesson Objectives
Upon completion of this lesson, students should be able to …
Define and spell the terms to learn for this chapter.
Discuss the functions and applications of the computer.
Explain the difference between hardware and software.
Identify three methods to ensure confidentiality of medical records when using a computer. 2

3. Lesson Objectives Describe computer security and maintenance.
Distinguish the difference between the Internet and World Wide Web.
List four methods to be ergonomically correct at your workstation. 3

4. Critical Thinking Question
How have computers changed the practice of medicine?

5. Functions of Computers in the Medical Office
Electronic medical records
Electronic bookkeeping
Billing
Insurance processing
Appointment scheduling
Inventory data

6. Microcomputers A small piece of electronic hardware, called a chip
Allows the processing of information in a very small amount of space
The microchip revolutionized computers
Before the microchip was developed, computers were very large and used vastly different technology

7. Laptops in the Medical Office
Also known as notebook computers, allow users to carry their work with them
Can fit in a case about the size of a small briefcase
Offer the same functionality as desktop computers, only in a smaller package

8. Palm Pilots and Personal Digital Assistants
Store data including PDR information
Allow physicians to have access to information at their fingertips
So small that they can easily fit in the pocket of a lab jacket

9. Components of Computers

10. Central Processing Unit
Main memory of a computer
Acts as a traffic controller, directing the computer’s activities and sending electronic signals to the right place at the right time
Megahertz = the time it takes for the electronic signals to come
One megahertz equals one million cycles per second
The higher the MHz, the faster the computer

11. Microprocessor Has a number indicating its size
Three differentiated characteristics:
Instruction set
Bandwidth – the amount of data that can be transmitted in a fixed amount of time
Clock speed – the speed at which the CPU can process instructions
The higher the numbers, the more power the CPU will have

12. Random-Access Memory (RAM)
The internal storage area in the computer that can be accessed randomly
Only good as long as the computer is on
Once the computer is turned off, or powered down, all information stored in RAM is lost
The higher the number of kilobytes, the more information a particular storage media can hold

13. Read-Only Memory
An internal storage area in the computer where data has been recorded
Once data is recorded it cannot be removed, only read
This is used to store information that is not actively being used by the computer at that moment and is used primarily to store permanent data

14. The Computer Monitor
Allows the user to observe what the computer has been told to do
Available in a variety of sizes and styles similar to television screens
The screen size is measured in diagonal inches, the distance from one corner to the opposite diagonal corner

15. Types of Monitors Monochrome monitor Gray scale monitor
Displays two colors: one for the background and one for the foreground
Colors can be black and white, green and black, or amber and black
Gray scale monitor
A special type of monochrome monitor capable of displaying different shades of gray
Color or RGB (red, green, and blue) monitor
Displays anywhere from 16 to over one million different colors

16. Hard-Disk Drive A magnetic storage media inside the computer
Usually called the “C drive”
Controlled by the CPU
Information written to the hard drive is accessed by the CPU when needed to make the computer run
Programs and information can be stored on a hard-disk drive

17. Hard-Disk Drive
The more visual the software, the larger the amount of storage space required
Disk drives can be either internal or external
Disk drives come in various types:
Hard-disk drive (HDD)
Floppy-disk drive (FDD)
Magnetic disk
Optical drive

18. CD-ROM Stands for “compact disc read-only memory”
Data storage system for computers that allows data to be stored on a compact disc
Computer programs, databases, and other large amounts of information on CD-ROM are digitally encoded and may not be changed by the user

19. CD-ROM
Stored data may include simple text programs, entire encyclopedia programs, photo and sound libraries, and complex motion pictures or animations
Capable of holding or storing more information than 1,000 floppy disks

20. Floppy Disk
A small flexible, magnetic disk in a rigid plastic case that stores data on and retrieves data by a computer
Becoming obsolete with the rise of CDs and DVD ROMs

21. DVD Stands for digital video disc or digital versatile disc
Uses the same size disc as a CD-ROM; however, it can hold much more information and can be recorded on both sides
Are used most often to record presentations that combine sound and graphics

22. Removable Disk Drive Uses disks mounted in cartridges
Generally small and can fit on your key ring or in your pocket
Come in a variety of sizes ranging from 125 megabytes (MB) to 4 gigabytes (Gs)
Advantage is that multiple disks can be used to increase the amount of stored material, and once removed, the disk can be stored away to prevent unauthorized use

23. Portable Universal Serial Bus Drive
Also known as jump drive, thumb drive, or flash drive
A small portable storage device that can hold up to 4Gs of data
Can be purchased in a variety of sizes, styles, and shapes depending on the overall need

24. Portable Universal Serial Bus Drive
Some medical facilities store the patient’s medical record on a password protected flash drive that allows the patient to carry their records with them from office to office

25. Parts of a Keyboard Function Alphanumeric keys keys Punctuation keys
Arrow
keys
Conjunction keys 25

26. Mouse A device that gives the user control of the computer
Controls the movement of the cursor, or pointer on the monitor
Contains at least one button, and up to three, each performing different functions depending on the program in use

27. Scanners in the Medical Office
Most often used to convert the patient’s paper record or reports into an electronic record
Takes printed paper records and converts them into a format the computer can read
Once the document has been converted into a format the computer can read, it can also be forwarded as an attachment to an

28. Digital Cameras in the Medical Office
Take pictures and instead of storing the image on film, the image is stored digitally and can be downloaded to a computer system
Offices using electronic medical records use digital cameras to take pictures of their patients and then download the pictures into the patients’ records
This method helps the staff ensure they have the right patient and the right record

29. Ink Jet Printer
Works by forming dots when the ink is blown onto the paper
Can print graphics and in color if the proper ink cartridge and software have been installed

30. Laser Printer Uses lasers to burn the ink onto the paper
Most expensive of the three printer options
Most versatile printer available today
Faster and quieter than either dot matrix or ink-jet printers
Can produce typewritten quality work
Able to add color to documents with available color print options

31. Dot Matrix Printer
Needed to print multi-page forms such as carbon copies
Noisier, have poor print quality, and are not as fast as the ink-jet and laser printers

32. Software
Name given to the instructions that allow the computer to perform its functions
Every computer starts with an operating system
Computer programs that work with the operating system are called “overlays”

33. Spreadsheet Application Programs
Allow the user to manipulate data in table values by rows and columns
Values are input into specific cells on the spreadsheet and can be assigned a relationship between cells with formulas and labels electronically

34. Word Processing Applications
Provide the user the ability to create, edit, store, and print written documents such as letters, manuscripts, transmittals, and many other professional documents
Can visually enhance the content’s appearance on documents with numerous features such as bold, italics, and color fonts

35. Data Management Applications
Similar to an electronic filing system
Data is stored in collections of information that are organized within the software application and can be sorted for quick data selection of specific desired information pieces

36. Microsoft Office Application Programs
Microsoft Word
Microsoft Excel
Microsoft PowerPoint

37. Advantages of Medical Management Programs
Patient information only needs to be entered once to perform various tasks
Tasks include:
Scheduling an appointment
Recording charges and payments
Generating an insurance form
Printing a statement

38. Medical Management Programs
Medical Manager
Medisoft

39. Critical Thinking Question
What security considerations should be given to medical office computers?

40. Computer Office Security Considerations
Position the computer screen so that it cannot be easily seen by patients
Use a privacy screen around the computer workstation
Use a screen saver

41. Computer Office Security Considerations
Use a medical management programs that provides several tiers of security, allowing one system administrator to limit access for patient records to those who need to see them
Use computer passwords

42. Guidelines for Computer Passwords
Passwords should not be shared with co-workers or written where someone else will see them
When choosing a password, avoid using the names of children or significant others (these would be too easy for someone else to guess)
Use a word or a set of numbers that has significance to you, but is also easily remembered

43. Guidelines for Computer Passwords
If the password has to be written down, write it in a secure place and do not identify it as a system password
Passwords should be changed on a regular basis. Many medical offices require passwords to be changed every 30 to 90 days for added security and HIPAA compliance measures.

44. Guidelines for Computer Passwords
Logging off or signing off one’s password prior to leaving the computer can help prevent others from using passwords inappropriately

45. Methods of Protecting Office Computers from Outside Invaders
Firewalls
Antivirus programs
Regular maintenance such as defragmenting
Deleting temporary Internet files, cookies, and the Internet history
Scheduling maintenance programs to run automatically or manually, and often

46. Initial Questions to Ask When Selecting a Computer System
How will the computer be used?
How many people will be using the computer?
How much storage space is needed now and for several years into the future?

47. Questions Related to the Current Software Being Used
Is it meeting the needs of the practice?
Does everyone who uses it understand how to use it?
Will the current programs transfer to a new system?
Will it have the ability to interface with the hospitals in the area?
If there are satellite offices, how do those offices exchange information with the “main” office?

48. Final Question to Ask When Considering a New Computer System
What is the cost and
the budget?

49. Uses of the Internet in the Medical Office
Sending insurance claims
Allowing patients to store their medical records in one place on the Internet
Providing educational materials to patients

50. Electronic Signatures
Becoming more widely done with the increase of both commercial and private communication taking place in electronic form
HIPAA requires health care organizations to protect the privacy and security of confidential health information and calls for standard formats of electronic transactions

51. Electronic Signatures
HIPAA outlines the need to maintain confidentiality and privacy of medical information and rules for medical document security, including standards related to electronic signatures

52. Chair Ergonomics When Working with a Computer
Push hips as far back as they can go in the chair
Adjust the seat height so feet are flat on the floor and knees are equal to, or slightly lower than, the hips
Adjust the back of the chair to a 100°to 110°reclined angle
Make sure upper and lower back are supported

53. Chair Ergonomics When Working with a Computer
If you have an active back mechanism on your chair, use it to make frequent position changes
For chairs with armrests, adjust them so that your shoulders are relaxed
If necessary, remove the armrests if they are in the way

54. Ergonomics When Working on the Keyboard
Keyboard tray should accommodate the mouse, enable leg clearance, and have an adjustable height and tilt mechanism
The tray should not push you too far away from other work materials such as your telephone
Pull up close to the keyboard and position it directly in front of your body

55. Ergonomics When Working on the Keyboard
If possible, adjust the keyboard height so that the shoulders are relaxed, elbows are in a slightly open position, and wrists and hands are straight

56. Ergonomics When Working on the Keyboard
Wrist rests can help to maintain neutral postures and pad hard surfaces
Wrist rest should only be used to rest the palms of the hands between keystrokes

57. The Monitor and Ergonomics
Adjust the monitor and source documents so that your neck is in a neutral, relaxed position
Center the monitor directly in front of you, above your keyboard
Position the top of the monitor approximately two to three inches above seated eye level
To reduce glare, place the screen at right angles to windows and adjust curtains or blinds

58. Body Ergonomics When Working on the Computer
Take short one or two minute stretch breaks every 20 to 30 minutes
After each hour of work, take a break or change tasks for at least five to ten minutes
Always try to get away from your computer during lunch breaks
Avoid eye fatigue by resting and refocusing your eyes periodically
Look away from the monitor and focus on something in the distance

59. Body Ergonomics When Working on the Computer
Rest your eyes by covering them with your palms for 10 to 15 seconds
Use correct posture when working
Shift your position as much as possible

60. Questions? 60