2 Using and Maintaining Office Equipment Objectives 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.
3 Objectives 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. Using and Maintaining Office Equipment (cont.)
4 Office Communication Equipment Medical Equipment Blood Pressure Monitors Stethoscopes X-ray machine Business Communication Equipment Telephones Facsimile machines Computers Photocopiers Technology today allows for almost instantaneous information to be transmitted throughout the world.
5 Telephone Systems Multiple Lines Automated Menu Voice Mail Answering Machine A switchboard is commonly used and calls are rerouted to the appropriate extension. A recorded menu that prompts listeners to press a number to be connected to a certain person/department. An advanced answering machine system. Recorded message from the office that may also allow the caller to leave a message. Answering Service People actually answer the phones instead of answering machines.
6 Pagers Small electronic devices that pick up a signal and beep, buzz, or vibrate when activated Used to reach physicians when they are out of the office Many can display a message and even store numbers, so a return call can be made Once connected to the pager, most require that the return number be entered followed by the pound sign (#)
7 Facsimile Machines Converts impulses into exact duplicate of original document Translates image into electronic impulses Transmits impulses via a phone line Scans each page
8 Typewriters Used to create: Correspondence Interoffice documents Medical forms from other offices/organizations Patient Bills Electronic typewriters can store limited amounts of information. Word Processors can store entire documents in memory.
9 A personal emergency call has been received for the physician of a medical office, but the physician is not present. Which of the following mediums should the medical assistant use to contact the physician? Answering Service Answering Machine Voice Mail Pager Apply Your Knowledge Answer -Answer
10 Office Automation Equipment EquipmentDescription PhotocopiersInstantly reproduces documents. Also called copy machines. Adding Machines & Calculators Perform routine office arithmetic calculations. Postage MetersApply postage to mailings & eliminates need for stamps Postage ScalesShows weight & cost to mail packages.
11 Dictation-Transcription Equipment Transcribes the recorded words into a written document Physicians indicate date and type of document being dictated Names, addresses, and unfamiliar terms are spelled by physician as he/she dictates information Speech is made clearer by: Volume controls Tone controls Speed controls that separate words
12 Check Writers 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 stamp with red ink
13 Paper Shredders Machines that destroy documents by cutting them into small pieces. Used to protect patient information when records or forms are disposed of.
14 Microfilm and Microfiche Readers 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, and both require a different mechanism to read them. Accurate labeling and dating assists with locating both document formats.
15 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 Search either the office microfilm or microfiche source. Answer -Answer
17 Leasing vs. Buying Equipment Buying equipment affords owners to do whatever they choose, even sell the item(s) purchased. Leasing (renting) requires less out-of-pocket money, and rental cost may be negotiable. Equipment is usually serviced by the leasing company. At the end of each lease period equipment can be updated.
18 Apply Your Knowledge A large medical practice requires several photocopy machines and faxes.Would they be better off leasing or buying their office automation equipment? Support your answer. Leasing would be the least expensive option since the leasing company would be responsible for servicing the equipment. Large offices could save a fortune and obtain up-to-date equipment with the leasing option. Answer -Answer
19 Maintaining Office Equipment The manual that comes with each piece of equipment indicating operation and special features. Equipment Manuals Maintenance & Service Contracts Maintenance contracts specify when equipment will be cleaned & repaired. Service contracts cover services not included in standard maintenance contract.
20 Maintaining Office Equipment (cont.) Troubleshooting Steps Eliminate possible simple causes Test machine & record any error messages Consult the equipment manual Call manufacturer or place purchased
21 Equipment Inventory A method of documenting and tracking equipment purchases. Detailed Inventory Forms may include: Name of Equipment Description Model & Registration Numbers Date & Place of Purchase Product Warranty & Estimated Life Maintenance & Service Contracts
22 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 be done first by the medical assistant? Apply Your Knowledge Make sure that the machine is plugged in and turned on in addition to other simple operation procedures like being sure the power saver is not activated. Answer -Answer