2. © 2009 The McGraw-Hill Companies, Inc. All rights reserved 5-1 Using and Maintaining Office Equipment PowerPoint® presentation to accompany: Medical Assisting Third Edition Booth, Whicker, Wyman, Pugh, Thompson

3. © 2009 The McGraw-Hill Companies, Inc. All rights reserved 5-2 Learning Outcomes 5.1 Describe the types of office equipment used in a medical practice. 5.2 Explain how each piece of office equipment is used. 5.3 List the steps in making purchasing decisions for office equipment. 5.4 Compare and contrast leasing and buying.

4. © 2009 The McGraw-Hill Companies, Inc. All rights reserved 5-3 5.5 Describe a warranty, a maintenance contract, and a service contract, and discuss the importance of each. 5.6 Identify when troubleshooting is appropriate and what actions may be taken. 5.7 List the information included in an equipment inventory. Learning Outcomes (cont.)

5. © 2009 The McGraw-Hill Companies, Inc. All rights reserved 5-4 5.8Explain how HIPAA law applies to faxing confidential patient information. 5.9Explain how HIPAA law applies to telephone conversations and conversations with patients. Learning Outcomes (cont.)

6. © 2009 The McGraw-Hill Companies, Inc. All rights reserved 5-5 Introduction Clerical equipment is a necessity for medical offices Communication Medical records Patient billing, payroll, etc. Shredders for confidentiality Copiers

7. © 2009 The McGraw-Hill Companies, Inc. All rights reserved 5-6 Introduction (cont.) Role of medical assistant related to clerical equipment Evaluation Purchasing or leasing Operation Maintenance

8. © 2009 The McGraw-Hill Companies, Inc. All rights reserved 5-7 Medical Office Equipment Generally we think of medical equipment Blood pressure monitors Stethoscopes X-ray machine

9. © 2009 The McGraw-Hill Companies, Inc. All rights reserved 5-8 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.

10. © 2009 The McGraw-Hill Companies, Inc. All rights reserved 5-9 Telephone Systems and Call Handling The telephone is the primary means for communication in a medical practice Incoming from patients Outgoing Other doctors Hospitals and laboratories Other businesses

11. © 2009 The McGraw-Hill Companies, Inc. All rights reserved 5-10 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

12. © 2009 The McGraw-Hill Companies, Inc. All rights reserved 5-11 Telephone Systems (cont.) Multiple lines (cont.) Switchboard and receptionist Automated voice response Selection menu Voice over Internet Protocol (VoIP)

13. © 2009 The McGraw-Hill Companies, Inc. All rights reserved 5-12 Call Handling Voice mail Permits the caller to leave a message Caller never receives a busy signal Patient courtesy phone Block long distance Keeps business lines free

14. © 2009 The McGraw-Hill Companies, Inc. All rights reserved 5-13 Call Handling (cont.) Cell phones Turn off personal cell phone (staff and patients) Interruption to communication Interference with medical 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.

15. © 2009 The McGraw-Hill Companies, Inc. All rights reserved 5-14 Call Handling (cont.) Leaving messages on answering machines or faxes HIPAA requirements 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

16. © 2009 The McGraw-Hill Companies, Inc. All rights reserved 5-15 Call Handling (cont.) Answering machine Used during non-office hours Outgoing message should state Office hours How patient can reach help in an emergency May or may not record message from caller Must retrieve messages if machine is set to record

17. © 2009 The McGraw-Hill Companies, Inc. All rights reserved 5-16 Call Handling (cont.) Answering service Provide people to answer phone calls Usually after hours Take messages and communicate them to the physician on call Check references prior to signing a contract for service

18. © 2009 The McGraw-Hill Companies, Inc. All rights reserved 5-17 Pagers Small electronic devices that pick up a signal and are used to reach physicians 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

19. © 2009 The McGraw-Hill Companies, Inc. All rights reserved 5-18 Pagers (cont.) Interactive pagers Two-way communication Mini-keyboard for responding to message Real-time response Wireless Internet address Uses e-mail address Communicates with other I-pagers Traditional page capabilities also

20. © 2009 The McGraw-Hill Companies, Inc. All rights reserved 5-19 Facsimile Machines Scan pages Translate to electrical impulses Transmit impulses over telephone lines Convert impulses into an exact copy of original Fax machines should have a dedicated phone line

21. © 2009 The McGraw-Hill Companies, Inc. All rights reserved 5-20 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

22. © 2009 The McGraw-Hill Companies, Inc. All rights reserved 5-21 Typewriters Of little use today Medical forms for patients or from insurance companies Electric vs. electronic models  Electronic typewriters can store limited amounts of information  Word Processors can store entire documents in memory

23. © 2009 The McGraw-Hill Companies, Inc. All rights reserved 5-22 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!!!!

24. © 2009 The McGraw-Hill Companies, Inc. All rights reserved 5-23 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

25. © 2009 The McGraw-Hill Companies, Inc. All rights reserved 5-24 Office Automation Equipment (cont.) Postage meters Apply postage to mailings Property of USPS Postage is prepaid to post office or postage meter service Postage scales May be part of postage meter Show weight Show cost to mail packages

26. © 2009 The McGraw-Hill Companies, Inc. All rights reserved 5-25 Dictation-Transcription Equipment Physician records (dictates) correspondence, patient records, etc. Medical assistant transcribes the recorded words into a written document

27. © 2009 The McGraw-Hill Companies, Inc. All rights reserved 5-26 Dictation-Transcription For accuracy Physicians indicate date and type of document Names, addresses, and unfamiliar terms are spelled by physician as he or she dictates information Speech is made clearer by Volume controls Tone controls Speed controls that separate words

28. © 2009 The McGraw-Hill Companies, Inc. All rights reserved 5-27 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

29. © 2009 The McGraw-Hill Companies, Inc. All rights reserved 5-28 Paper Shredders Machines that destroy documents by cutting them into small pieces Used to eliminate Unneeded patient records Sensitive materials

30. © 2009 The McGraw-Hill Companies, Inc. All rights reserved 5-29 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

31. © 2009 The McGraw-Hill Companies, Inc. All rights reserved 5-30 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.

32. © 2009 The McGraw-Hill Companies, Inc. All rights reserved 5-31 Preparing Recommendations Contacting Suppliers  Purchasing Decisions Evaluating Office Needs Evaluating Warranty Options 

33. © 2009 The McGraw-Hill Companies, Inc. All rights reserved 5-32 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

34. © 2009 The McGraw-Hill Companies, Inc. All rights reserved 5-33 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!

35. © 2009 The McGraw-Hill Companies, Inc. All rights reserved 5-34 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.

36. © 2009 The McGraw-Hill Companies, Inc. All rights reserved 5-35 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 

37. © 2009 The McGraw-Hill Companies, Inc. All rights reserved 5-36 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

38. © 2009 The McGraw-Hill Companies, Inc. All rights reserved 5-37 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

39. © 2009 The McGraw-Hill Companies, Inc. All rights reserved 5-38 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.

40. © 2009 The McGraw-Hill Companies, Inc. All rights reserved 5-39 In Summary Office equipment is as important as medical equipment Medical assistants may be expected to Operate equipment Make purchasing decisions Maintain equipment inventory Keep up-to-date with new technologies

41. © 2009 The McGraw-Hill Companies, Inc. All rights reserved 5-40 End of Chapter End of Chapter 5 Technology means the systematic application of scientific or other organized knowledge to practical tasks. — John Kenneth Galbraith