Chapter 8

HIPAA and blank laws require that privacy and security procedures be in place to prevent the misuse of health information

HITECH

The first step in selecting computer equipment is to learn as much as you can about

Hardware and software

Out of the following, what do personal computers include? * PDAs * Mainframes * Laptops * Notebooks

PDAs, laptops, and notebooks

Of the three kinds of office supplies, software is classified as what kind?

Periodic supplies

Slate-shaped mobile computers with touchscreen and/or graphics table technology; screen measures 14 inches or less

Sub notebook/tablet PC

Why is it important to establish a regular schedule for taking inventory?

It prevents this task from being forgotten

Which of the following is a financial reason for considering a postage meter? * It saves on trips to the office * It cuts down on the different types of stamps needed in the office * Calculating postage for larger articles, including packages, is easier. * It saves money by calculating and printing the exact postage needed * All of these

It saves money by calculating and printing the exact postage needed

Which of the following is the smallest (in physical size) storage drive? * Zip drive * Jump drive * CD- ROM * DVD-ROM * Diskette

Jump drive

Which of the following items is NOT a pointing device? * Mouse * Trackball * Touch screen * Keyboard

Keyboard

What is the most common input device?

The keyboard

Software

a program or set of instructions that tells a computer what to do

Why are personal computers found in homes, offices, and schools?

because they're small

While you are working on a patient's insurance claim, another medical assistant can be inputting billing information on the same patient. This is allowed because of

Adding a network

For handling tasks such as patient billing, bank deposits, and payroll, many medical practices depend on

Adding machines and calculators

Paper clips, computer paper, encounter forms, and envelopes should be stored in what location?

Administrative office

Examples of clinical supplies found in a medical office include

Alcohol swabs, tongue depressors, and disposable sheaths for thermometers

What is a machine that imprints checks called?

Check writer

Database

A collection of records created and stored on a computer

Although some medical offices use stamps, most use

A postage meter. A machine that applies postage to an envelope or package, eliminating the need for postage stamps

List the different levels that software training classes are offered at, and where they're available

Classes offer training at beginner, intermediate, and advanced levels. These classes can be found at community colleges, high schools, and the computer vendors from whom they are sold

If a fax is inadvertently sent to the wrong person, that person should

Destroy the fax immediately and inform the sender.

Which of the following is usually in the form of written instruction manuals or online help accessed from within the program? * Documentation * Tutorial * Technical support * Record

Documentation

When managing office supplies, the goal is to achieve * Efficiency * Organization * Resourcefulness * Independence * All of these

Efficiency

When information is being transferred electronically it should be

Encrypted

When should you place an order outside of the established time?

For an unexpected shortage

Computer hardware components are responsible for performing each of four main functions:

1. Inputting data 2. Processing data 3. Storing data 4. Outputting data

What is a program written specifically to contaminate hard disks by damaging or destroying data?

A virus

Postal scales are a good investment because they

Show both the weight and the amount of postage required

Why is it important to discuss the computer disaster recovery plan

So everyone knows the role they play

Virtual Private Network (VPN)

These are used to connect two or more computer systems.

Which of the following are advantages to adding a network to a medical office's computer system? * It lets you know when the doctor is ready for the next patient * It allows large medical facilities to communicate with employees via e-mail * It enables users to share software programs and files * It allows more than one person at a time to work on a patient's information

* It allows large medical facilities to communicate via e-mail * It enables users to share software programs and files * It allows more than one person at a time to work on a patient's information

Although a computer disaster recovery plan will vary from practice to practice, all plans should include the following elements:

* Minimizing damage to equipment * Retrieving information * Guarding protected health information

Where can you get information on selecting computer equipment?

* Reading computer magazines * Reading computer books * Introductory computer classes * Talking with coworkers who use computers

In the event that you encounter a software problem that you cannot solve with simple problem-solving techniques, what should you do before calling technical support?

1. Check the system for errors to the best of your ability 2. Check your manual for answers. Ask your supervisor for assistance 3. Have the software registration number available 4. Be prepared to follow the technical support personnel's instructions 5. Allow uninterrupted time to spend on the phone wit the technical support person 6. Plan to call from a location that gives ready access to the problem computer

Three common ways to provide security in a computerized office are to

1. Employ passwords 2. Encrypt sensitive information when it is being transferred electronically or stored on a "removable" storage device 3. To install an activity-monitoring system

List in order the steps of the decision-making process of ordering new office equipment

1. Research the equipment needed 2. Make a list of features you need 3. Contact suppliers 4. Obtain product and pricing information 5. Evaluate the warranty 6. Prepare a recommendation

Wide Area Network (WAN)

A computer network in which the computers connected may be far apart, generally having a radius of half a mile or more

Read-only memory (ROM)

A computer's permanent memory, which can be read by the computer but not changed. It provides the computer with basic operating instructions it needs to function

Because of the confidential nature of many faxes, all faxes should also be sent with

A fax cover sheet that contains a disclaimer. This disclaimer should state that the material within the fax is intended only for the person to whom it is being sent and if the fax is received in error, to inform the sender and destroy the fax immediately

What is an externally attached drive that is small enough to be carried on a key chain yet holds 16 gigabytes or more of data?

A jump drive

A jump drive is also known as

A key drive, a USB drive, a flash drive, and a pen drive

What are two examples of output devices needed in the medical office

A monitor and a printer

Local Area Network (LAN)

A network that connect computers in one building or a group of buildings

A computer disaster recovery plan offers

A possible solution if the primary computer system should fail, or "crash," making all information on the hard drive unavailable. Disaster recovery planning can be developed within an organization, or it can be purchased as a software application or a service

Disclaimer

A statement of denial of legal liability or hat refutes the authenticity of a claim

Digital Subscriber Line (DSL)

A type of modem that operates over telephone lines but uses a different frequency than a telephone, allowing a computer to access the internet at the same time that a telephone is being used

Describe the difference between adding machines and calculators

Adding machines typically plug into an outlet and produce a paper tape on which calculations are printed. Calculators are more often battery powered or solar powered, with memory to store figures. Calculators are also portable and usually do not produce a paper tape

Most medical office supplies fall into three main categories:

Administrative, clinical, and general

Which of the following are considered personal computers? * Desktops * Laptops * PDAs * All of these * None of these

All of these

In order to determine if you need to reorder an item, which of the following would you compare to the established level? * Amount on hand * Amount used * Individual staff use * Monthly use

Amount on hand

Folding equipment needs blank for faster folding

An automatic feeder

A laser printer can take the place of

An ink jet printer

What is used to display information (on a computer) after it has been processed

An output device

Covered entity

Any organization that transmits health information in an electronic form that is related in any way with a HIPAA-covered business.

If you need postal scale but one is not available, you can use

Any scale that weighs in ounces

Of the four kinds of software used in the medical office, physician vacations are classified as

Appointment scheduling

How often is computer hardware changing and improving?

At a rapid pace. Oftentimes, a system seems to become outdated almost as soon as it is purchased.

It is a good to get cost estimates from at least blank vendors, and it is preferable to buy all hardware components from blank

At least three vendors. And it's preferable to buy all hardware components from the same vendor

In the event that a computer disaster recovery plan must be enacted, what helps to minimize damage to equipment?

Automatic warnings that are built into computer systems to indicate when fatal error has occurred. Warnings also provide direction to help prevent information loss and minimize damage to the computer equipment

Of the four kinds of software used in the medical office, insurance claims are classified as

Billing

Of the four kinds of software used in the medical office, maintaining tax records is classified as

Billing

Which of the following is often battery or solar powered and has memory to store figures? * Fascimile * LAN line * Calculator * Adding machine

Calculator

When checking in an order, you found that the vendor did not ship an item that is listed on the packing slip and invoice. It is not listed as backordered. What should you do?

Call the vendor to find out what happened to the item

Computer components are also known as

Computer hardware

What is another words for speaking?

Dictation

Recorded words can be transcribed into written text by using

Dictation-transcription equipment

Medical personnel need to write checks to pay for

Equipment, supplies, and payroll

Of the three kinds of office, supplies, staples are classified as what kind?

Incidental supplies

When you receive a shipment of supplies, you should record the date and the amount received on the

Inventory sheet

A medical practice may use folding and inserting machines for a variety of items, including

Invoices, newsletters, checks, statements, letters, and flyers

Blank can help minimize the amount of time staff spends preparing large volumes of outgoing mail

Letter-folding equipment

Lower-end folding equipment requires

Letters to be fed manually. The speed of this machine is limited to the speed in which an individual can feed in letters, which is usually about 200 pieces per hour

The computers in a blank-area network are geographically close together, such as in the same building

Local

Used when confidential documents, such as patient records., must be destroyed

Paper shredder

Examples of general supplies found in a medical office include

Paper towels, liquid hypoallergenic soap, and facial toilet tissue

List four items typically sent by mail

Patient bills, routine correspondence, purchase orders, and payments

What types of information does a database management system contain?

Patient health information and patient based information

Physical forms, gauze, tongue depressors, and bandages should be stored in what location?

Patient room

Disbursement

Payment of funds

Icons

Pictorial images; on a computer screen, graphic symbols that identify choices

The program or set of instructions that tells the computer what to do is called

Software

What are practice management applications? Describe the definition and list four examples.

Software packages specifically designed to meet the needs of a medical practice. Kareo, NueMD, Advanced MD, and MediSoft are some examples of such applications

Examples of administrative supplies found in a medical office include:

Stationary, insurance forms, pens, pencils, and clipboards

If you encounter a software problem you cannot solve with simple problem-solving techniques, you should call

Technical support

Hardware

The physical components of a computer system, including the monitor, keyboard, and printer

Official character recognition

The process or technology of reading data in printed form by a device that scans and identifies characters

Random Access Memory (RAM)

The temporary, or programmable, memory in a computer.

Telemedicine refers to

The use of telecommunications to transmit video images of patient information, such as CT scans or even teleconferences involving multiple care providers. These images are used to provide medical support to physicians caring for patients in rural areas or in smaller hospitals who do not have some of the expertise found in larger urban facilities

How do computer viruses spread?

They can be passed from computer to computer through shared infected storage devices and through infected files retrieved from online services, the internet, e-mails, and electronic bulletin boards

What is another word for writing?

Transcription

A small program designed to give users an overall picture of a product and its function is known as a

Tutorial. Usually provides a step-by-step walk-through and exercises that allow you to try out your newly acquired knowledge

How many categories are there for computer software? What do they do?

Two. The operating system and the application system. The operating system controls the computer's operation. Application software allows you to perform specific tasks, such as scheduling appointments

When blank or more computer systems are linked together, it is known as a network system

two

What is used to connect two or more computer systems?

Virtual Private Networks (VPNs)

Most computers come installed with

Windows 10

What has replaced the typewriter for writing correspondence and reports and transcribing physician notes?

Word processing

Word processing has replaces the typewriter for

Writing correspondence, transcribing physician notes, and writing notes

Of the four kinds of software used in the medical office, double-booking is classified as

Appointment scheduling

Many copiers are now capable of multiple tasks. Which of the following is NOT one of those tasks? * Copying * Faxing * Calculations * Scanning * Collating

Calculations

Instantly reproduces office correspondence, forms, bills, patient records, and other documents

Copy machine

Of the four kinds of software used in the medical office, employee lists are classified as

Database management

Of the four kinds of software used in the medical office, equipment inventory is classified as

Database management

Which software would be most helpful if you wanted to produce a report on your patients with a family history of breast cancer? * Database management * Spreadsheet * Communication * Appointment scheduling * Word processing

Database management

The most commonly used personal computer in a medical office is the

Desktop

Most common type of computer in the medical office; fits easily on a desk or other flat surface, such as the floor

Desktop computer

What is the most important reason to have paper-shredding capabilities for the medical office?

Destroys unneeded documents containing PHI

Scans each page, translates it into electronic impulses, and transmits those impulses over the line

Fax

Once the invoice has been paid it should be

Filed with the original order and packing slip

Purchase order

Form that authorizes a purchase for the practice

Requisition

Formal request from a staff member or doctor

Another staff member showed you an item in a vendor's catalogue that he would like ordered. It is not currently on the inventory list, but another similar and less expensive item is. What should you do? * Have the employee add the item to the "wish list" * Add it to the order after it is approved by the office manager * Order the item

Have the employee add the item to the "wish list."

In order to establish adequate supply levels, you need to determine each item needed by the practice and the amount used * Annually * By each staff member * In the established time frame * Hourly

In the established time frame

Of the three kinds of office supplies, paper clips are classified as what kind?

Incidental supplies

Of the three kinds of office supplies, rubber bands are classified as what kind?

Incidental supplies

Out of the three kind of office supplies, pens are classified as what kind?

Incidental supplies

Out of the three kinds of office supplies, file folders are classified as what kind?

Incidental supplies

Out of the three kinds of office supplies, paper towels are classified as what kind?

Incidental supplies

Out of the three kinds of office supplies, stamps are classified as what kind?

Incidental supplies

Keyboards, touch devices, pointing devices, modems, and scanners are known as

Input devices. Devices hat are use to enter data into a computer.

Blank is a network system that connects local machines and allows information such as the office database system to be shared locally

Intranet

Which of these documents related to inventory and ordering should you file and keep for at least 3 years? * Invoices and order forms * Package inserts * Reorder tag

Invoices and order forms

The hardware or physical components of a computer include the

Keyboard, printer, and monitor

About the size of a magazine and weighs only a few pounds; operates on battery power on n AC adapter

Laptop/notebook computer

Personal computers include

Laptops PDAs Subnotebooks

Prescription pads, narcotics, and sample medications should be stored in what location?

Locked cabinet

Software packages such as Medisoft are specifically designed to meet the needs of a

Medical practice

A machine that applies postage to an envelope or package, eliminating the need for postage stamps

Meter

Another term for the CPU/Central Processing Unit is

Microprocessor

In addition to creating an efficient office environment, it is important to maintain proper supplies to * Establish order dates * Keep supply shelves full * Not endanger patients

Not endanger patients

While checking the packing slip against the order, you note that two items have a notation that they are backordered. Then you note that they are both included in the charges on the invoice. What should you do?

Note that they were not received

In order to determine if the correct items in the correct amounts have been received, you will need to compare the items delivered with the packing slip and then compare the packing slip with the

Original order

Which of the following do doctors typically use to look up medications and other reference information? * Laptops * PDAs * Subnotebooks * Desktops

PDAs

Small electronic device that gives a signal to indicate that someone is trying to reach the physician

Pager

Out of the three kinds of office supplies, appointment books are classified as what kind?

Periodic supplies

Out of the three kinds of office supplies, holiday cards are classified as what kind?

Periodic supplies

Less common device; may be used by physicians to look up medications or enter data to be transferred to a patient's chart

Personal Digital Assistant (PDA)

Which of the following is the least common in medical offices? * Public Digital Assistants * Personal Digital Assistants * Professional Digital Assistants * Printed Digital Assistants

Personal Digital Assistants

Central Processing Unit

Primary computer chip responsible for interpreting and executing programs

Acts as true handheld computers; allows access to medical information via the internet as well as the ability to send and receive phone calls, e-mails, and text messages

Smartphones

Which of the following are true about laptops? * They are housed in a tower case * They are he most common type of personal computer * They are small * They are mobile * They weigh only a few pounds

They are small, mobile, and weigh only a few pounds

Which statement is true regarding subnotebooks? * They are the same size as laptops * They are the same size as handheld computers * they are smaller than handheld computers * They are smaller than laptops

They are smaller than laptops

Prior to taking on the task of managing supplies, it is important for the medical assistant to: * Understand your responsibilities for this task * Get to know the vendors to see if you can work effectively with them * Establish office supply levels

Understand your responsibilities

Expendable items are those that are: * Able to be thrown away * Used and must be restocked * Used indefinitely * Restored and reused * Vital to the running of the office

Used and must be restocked

Of the three kinds of office supplies, encounter forms are classified as what kind?

Vital supplies

Of the three kinds of office supplies, paper is classified as what kind?

Vital supplies

Of the three kinds of office supplies, physical forms are classified as what kind?

Vital supplies

Of the three kinds of office supplies, prescription pads are classified as what kind?

Vital supplies

Out of the three kinds of office supplies, examination table covers are classified as what kind?

Vital supplies

What are three kinds of supplies used in the medical office?

Vital, periodic, and incidental

Of the four kinds of software used in the medical office, transcription is used with

Word processor

of the four kinds of software used in the medical office, patient education is classified as

Word processor

What are the four kinds of software used in the medical office?

Word processor, billing, appointment scheduling, and database management

Why is it important to unpack and check an order as soon as it is received?

it will be easier to prove that errors were not caused by office personnel