1. Chapter 5 Technology in the Business Office Copyright © 2011, 2006 Mosby, Inc., an affiliate of Elsevier. All rights reserved.

2. Technology  Technology in the business office involves the application of computers and associated electronic equipment to prepare and distribute information.

3. Copyright © 2011, 2006 Mosby, Inc., an affiliate of Elsevier. All rights reserved. Applications of New Technology in the Business Office  Dentistry is moving toward the paperless office: ◦ Electronic charting ◦ Scheduling ◦ Filing of insurance claim forms ◦ Telemarketing ◦ E-mail for staff and patients ◦ Continuing education for the professionals ◦ Virtual group practices ◦ Consultation via the Internet

4. Copyright © 2011, 2006 Mosby, Inc., an affiliate of Elsevier. All rights reserved. Information Systems  An information system is a collection of elements that provide accurate, timely, and useful information.

5. Copyright © 2011, 2006 Mosby, Inc., an affiliate of Elsevier. All rights reserved. Five Elements of an Information System 1.Hardware 2.Software 3.Data 4.Personnel 5.Procedures

6. Copyright © 2011, 2006 Mosby, Inc., an affiliate of Elsevier. All rights reserved. Hardware  Hardware is the information system’s physical equipment. ◦ The central piece of hardware in the information system is the computer.

7. Copyright © 2011, 2006 Mosby, Inc., an affiliate of Elsevier. All rights reserved. Hardware  Additional computer hardware includes ◦ Voicemail ◦ Pagers ◦ Voice equipment ◦ Fax machines ◦ Copy machines ◦ Calculators ◦ Dental imager ◦ Scanner ◦ Digital camera

8. Copyright © 2011, 2006 Mosby, Inc., an affiliate of Elsevier. All rights reserved. Software  The computer system is directed by a series of instructions called a computer program, or software. ◦ Software guides the sequence of operations the system is to perform.

9. Copyright © 2011, 2006 Mosby, Inc., an affiliate of Elsevier. All rights reserved. Dental Office Software  There are several specifically designed dental practice management programs.  Additional general purpose programs include  Word processing  Spreadsheets  Database systems

10. Copyright © 2011, 2006 Mosby, Inc., an affiliate of Elsevier. All rights reserved. Data  Data are the raw information that is entered into the computer program.

11. Copyright © 2011, 2006 Mosby, Inc., an affiliate of Elsevier. All rights reserved. Personnel  In most dental practices, the administrative assistant is responsible for the ◦ Accuracy of the input and output of data related to the information system ◦ Setup and maintenance of the system

12. Copyright © 2011, 2006 Mosby, Inc., an affiliate of Elsevier. All rights reserved. Information System Support  A training session for the dental staff is often provided when a computer is installed.  Most software suppliers offer ongoing telephone- or Internet- based support options on a monthly or yearly basis.

13. Copyright © 2011, 2006 Mosby, Inc., an affiliate of Elsevier. All rights reserved. Procedures  Procedures are the written documentation about operation and maintenance of the information system.  If any of the elements-hardware, software, data, personnel or procedures-are missing or flawed, the entire information system may be affected.

14. Copyright © 2011, 2006 Mosby, Inc., an affiliate of Elsevier. All rights reserved. Information Processing Cycle  Computers are capable of performing four general operations known as the information processing cycle. 1.Input 2.Process 3.Output 4.Storage

15. Copyright © 2011, 2006 Mosby, Inc., an affiliate of Elsevier. All rights reserved. Operations of an Information System  Parts of a computer ◦ Input devices  Keyboard, mouse or trackball, touch screens, graphic input devices, scanners, and voice input ◦ Processor  Central processing unit (CPU) ◦ Output devices  Printer and monitor ◦ Storage media

16. Copyright © 2011, 2006 Mosby, Inc., an affiliate of Elsevier. All rights reserved. Feasibility Study  Before the office acquires new equipment or updates equipment of any kind, the needs of the office should be identified.  A feasibility study is one of the most reliable ways to determine what type of updates the computer in the practice needs and if new technologies are needed.

17. Copyright © 2011, 2006 Mosby, Inc., an affiliate of Elsevier. All rights reserved. Factors to Consider in the Conduction of a Feasibility Study  Type and size of the practice  Cost  Changes in the practice since the initial computer purchase  Ability of the staff  Training requirements

18. Copyright © 2011, 2006 Mosby, Inc., an affiliate of Elsevier. All rights reserved. Software Selection  Some software companies sell both hardware and software. ◦ This means the company is aware of the requirements of the software and can enable the user to select the appropriate hardware to support the chosen software.

19. Copyright © 2011, 2006 Mosby, Inc., an affiliate of Elsevier. All rights reserved. Common Procedures in Basic Dental Software  Patient financial records  Clinical charting  Digital radiography storage  Recall  Inventory management  Accounts payable  Account reports  Patient reports  Patient history  Transactions  Prescription history  Insurance claim forms processing  Appointment scheduling

20. Copyright © 2011, 2006 Mosby, Inc., an affiliate of Elsevier. All rights reserved. Software Requirements  It is strongly recommended that an office make sure that the software can provide all that they will need going forward. ◦ Example: If an office will someday want to use digital radiography, it is very important that the software has that option available when the office needs it.

21. Copyright © 2011, 2006 Mosby, Inc., an affiliate of Elsevier. All rights reserved. Software Programs Word Processing  Word processing is an important general purpose software program that allows the user to prepare a document electronically.  When word processing is integrated with the information system, it can improve communications with patients.

22. Copyright © 2011, 2006 Mosby, Inc., an affiliate of Elsevier. All rights reserved. Software Programs Electronic Spreadsheet  An electronic spreadsheet allows the user to organize numeric data in a worksheet or table format.

23. Copyright © 2011, 2006 Mosby, Inc., an affiliate of Elsevier. All rights reserved. Software Programs Graphics Software  Graphics software permits the user to create graphs from numeric data.  Common forms of graphics include pie charts, line diagrams and bar charts.

24. Copyright © 2011, 2006 Mosby, Inc., an affiliate of Elsevier. All rights reserved. Clinical Records Applications  The computer can also be a communication tool between the treatment room and the business office.  A variety of charting systems allow a clinical assistant to enter data directly on a keyboard at chairside, which then provides a printout in the business office.

25. Copyright © 2011, 2006 Mosby, Inc., an affiliate of Elsevier. All rights reserved. Implementing Change to the Electronic Office  Change involves commitment in time and effort.  Change is difficult for some people. ◦ Some staff members may feel unsure, but with experience comes confidence.  Benefits outweigh initial resistance to change.

26. Copyright © 2011, 2006 Mosby, Inc., an affiliate of Elsevier. All rights reserved.