After completing this unit, you should be able to: Identify common types of computers, describe computer hardware components and explain the functions of each, describe the types of software applications commonly used in the medical office, summarize options available for learning computer software programs, recall the steps involved in selecting new or upgrading existing office computer equipment,...
CHAPTER Office Equipment and Supplies 8-2 Learning Outcomes 8.1 Identify common types of computers 8.2 Describe computer hardware components and explain the functions of each 8.3 Describe the types of software applications commonly used in the medical office 8.4 Summarize options available for learning computer software programs 8.5 Recall the steps involved in selecting new or upgrading existing office computer equipment 8-3 Learning Outcomes (cont.) 8.6 Outline the basic care and maintenance required for the office computer system 8.7 Identify several reasons why security is particularly important in the computerized office 8.8 Recognize advances that are occurring with computers of the future 8.9 Explain the function of other types of administrative medical office equipment 8.10 Outline the steps to be taken in deciding whether new office equipment is needed 8-4 Learning Outcomes (cont.) 8.11 Explain the difference between a maintenance contract and a service contract 8.12 Define vital, periodic, and incidental supplies 8.13 Outline the steps in performing a supply inventory 8.14 List the items that should be considered when choosing a vendor for supply ordering 8-5 Introduction • Office equipment and supplies – Evaluate – Purchase / lease – Operate – Maintain – Inventory 8-6 • Understanding computer fundamentals • Types – Supercomputers – Mainframe computers – Minicomputers Computers – Personal computers 8-7 Computers (cont.) • PDAs • Cell phones • Internet 8-8 Apply Your Knowledge What are three benefits of computers? ANSWER: Three benefits of computers are an increased processing speed, accuracy, and storage of a large amount of information What is the difference between a network and a server? ANSWER: A network is a system of linked computers A server is a centralized storage location for information shared by the network computers Correct! 8-9 Components of the Computer • Hardware – four functions • Software – two categories – Inputting data – Operating system – Processing data – Application software – Storing data – Outputting data 8-10 Hardware Keyboard Modem • Most common input device • Main part resembles a typewriter Beware: Carpal Tunnel Syndrome • Transfer information • Both input and output device Input Devices Pointers Scanner • Converts printed matter into a readable format for the computer • Used to enter information ‒ Mouse ‒ Trackball ‒ Touch pad ‒ Touch screen 8-49 Taking a Supply Inventory (cont.) • Inventory filing system – Inventory card or record page – Reorder reminder cards – Inventory reminder kits 8-50 Taking a Supply Inventory (cont.) • Establish regular inventory and ordering times • When to order early • Unanticipated shortage of a supply item 8-51 Apply Your Knowledge What is necessary to keep an accurate inventory? ANSWER: To keep an accurate inventory you must • Plan carefully • Pay attention to detail • Have basic math skills 8-52 Ordering Supplies Get the best price Use reputable vendors Determine budget Compare vendors for: • Average is 4–6% of annual gross • • • • Prices Quality Service Payment policies 8-53 Competitive Pricing and Quality • Unit pricing • Rush orders • Mail-order companies • Purchasing groups • Group buying pools • Cost controls 8-54 Ordering Supplies (cont.) • Using Local Vendors – Personal assistance – Public relations benefit – Keeps business in the community • Payment Schedules – Affects the cost of supplies – Invoice describes payment terms 8-55 Ordering Procedures • Order forms • Purchase requisitions • Purchase order • Checking received orders 8-56 Ordering Procedures (cont.) • MSDS – Chemical breakdown – Safety cautions – How to use a product – How to handle an unintended exposure or potentially dangerous reaction 8-57 Ordering Procedures (cont.) • Correcting orders • Invoices • Disbursements 8-58 Avoiding Common Purchasing Mistakes • Dishonest telephone solicitors • “Bait and switch” tactic • Verify prices • Supervise sales representatives 8-59 Apply Your Knowledge Why is it important for a medical office to have an inventory and ordering schedule? ANSWER: Regularly scheduled inventory and order days help all staff know when to have requests submitted; this reduces the need for rush orders 8-60 In Summary 8.1 Common types of computers 8.2 Computer hardware and software components 8.3 Software applications commonly used in the medical office include operating system and application software 8.4 Options available for learning computer software programs 8.5 Learn as much as you can about the hardware and software being considered Consider the office needs now and in the future 8-61 In Summary (cont.) 8.6 The basic care and maintenance for the office computer system 8.7 Safeguard confidential files, make backup copies on a regular basis, and prevent system contamination 8.8 Telemedicine, CD-R and DVD-R technology, and speech recognition technology are three examples of new computer technologies 8.9 Administrative medical office equipment 8-62 In Summary (cont.) 8.10 Evaluate the equipment needs of the office to determine if new equipment is needed 8.11 A maintenance contract versus a service contract 8.12 Vital, incidental, and periodic supplies 8.13 Review Procedure 8-6 for an outline on performing a supply inventory 8.14 Choosing a vendor for supply ordering 8-63 End of Chapter ... are at home 8- 29 Administrative Medical Office Equipment • Facsimile (fax) machines • Typewriters • Photocopiers • Adding machines and calculators 8- 30 Administrative Medical Office Equipment (cont.)... the future 8. 9 Explain the function of other types of administrative medical office equipment 8. 10 Outline the steps to be taken in deciding whether new office equipment is needed 8- 4 Learning... the medical office 8. 4 Summarize options available for learning computer software programs 8. 5 Recall the steps involved in selecting new or upgrading existing office computer equipment 8- 3