Chapter 40: Medical Office Computerization

How does a practice management program work like a spreadsheet application program?

It can perform calculations in order to generate financial records and financial reports for the office.

What happens to items in RAM when a computer is turned off?

It is dumped out.

What are three important aspects of maintaining a computer system?

It is important to periodically perform disk cleanup and disk defragmentation. In addition, a system administrator should be responsible for overall system and network functioning.

What is the function of the microprocessor (central processing unit or CPU)?

It is located on the main computer unit and runs the computer.

What are the advantages of medical office computerization?

Large amount of data can be processed quickly, items can be prepared and processed in a short period of time, repetitive tasks can be performed in which information is used again but in a different format, the status of functions can be tracked, data are easy to retrieve when needed.

What is an audit trail?

Log that keeps track of data entry to detect irregularities.

What computer hardware is necessary to perform administrative procedures in the medical office?

Main computer unit, monitor, computer keyboard and mouse, and printer.

List two examples of output devices.

Monitor, printer.

How does a medical office minimize the effects of a computer system malfunction?

Most medical offices are connected to some kind of network or server that stores information and provides backup systems.

What is the difference between a glare filter and a privacy filter?

A glare filter only reduces unavoidable reflections, whereas a privacy filter also blacks out the image to anyone who is not directly in front of the monitor.

What is an advantage of transmitting prescriptions electronically?

A national database can quickly match the prescription to a patient's entire medication history. This can identify patients who see more than one physician for the same complaint.

What procedures typically are performed by a medical assistant using an EMR?

Accessing the daily schedule, selecting a patient, entering the time the patient checks in, entering the patient's chief complaint, entering or reviewing the patient history, entering or reviewing patient allergies, entering or reviewing the patient's current medications, entering vital signs values, entering measurements, entering laboratory test results, entering results of other tests.

What functions can be performed by database management software?

Adding new information, modifying existing information, deleting unneeded information, cross-referencing all of the information in the database.

What are the advantages and disadvantages of a laser printer?

Advantages: fast printing speed, quiet mode of operation, reduced frequency of repair, superb print quality, low operating cost. Disadvantages: higher initial cost than for an inkjet printer.

What are the advantages and disadvantages of an inkjet printer?

Advantages: lightweight and inexpensive, can produce text and graphics in black and white and color. Disadvantages: ink cartridges are expensive and must be replaced frequently.

What are the advantages and disadvantages of a liquid crystal display (LCD) flat panel monitor?

Advantages: small, lightweight, compact, uses little power. Disadvantages: sometimes difficult to view images from an angle.

How should the computer keyboard be positioned to prevent muscle fatigue?

At a level that is lower than that of a conventional desk.

What is secure messaging within the EMR, and why is it more secure than e-mail?

Clinical messaging (secure messaging within the EMR) is a type of e-mail that functions within the electronic medical record system. It is considered more secure than e-mail because access to the EMR is limited. It also has the advantage of being able to be linked to a specific patient's record.

Explain how to prevent overheating of the computer.

Do not place the main unit in an area that receives direct sunlight; do not obstruct the ventilation slots.

What can happen if a liquid spills into the main computer unit?

Electronic circuit boards may be irreparably damaged.

How do modern systems connect computers to the Internet?

They use routers, such as a broadband router which handles a wide range of frequencies. Digital subscriber lines (DSL) allow for continuous digital connection over telephone lines, or fiberoptic cables are also used.

What tasks are performed by the word processing program included in a medical practice management program?

Produce letters and reports.

What are examples of documentation?

Program user manual, online help screens, reference cards containing frequently needed details for quick reference.

What are principal uses of a computer to perform administrative procedures in the medical office?

Recording patient information, billing, and scheduling.

How are units of storage capacity of a computer named?

Storage capacity is measured in units of storage known as bytes. One byte (usually 8 bits) is approximately equal to one character, such as a letter or number.

What is database management?

Storage of data in and retrieval of data from a database.

What is the difference between system software and application software?

System software assists the computer in carrying out its tasks. Application software assists the user in carrying out computer tasks.

What is the function of main memory (RAM)?

Temporarily stores information until ready for use by the CPU.

What is the relationship between practice management software and electronic health record when both are used in a medical office?

The EMR either interfaces with the practice management software (so that the patient database can be shared) or the EMR itself has practice management functions.

How does an optical disc store data?

Through laser technology.

What is the function of the computer monitor?

To display images generated by a computer.

What are the telecommunication functions included in a practice management program?

To submit insurance claims electronically; to send and receive e-mail.

What method of organization is used to store and retrieve information from a hard disk?

Tracks and sectors.

What should be done if water spills into the keyboard?

Turn off the computer immediately, unplug the keyboard, turn it upside down and gently shake it, keep it inverted to allow additional fluid to drain out, wipe it with a paper towel or clean cloth, let it dry in an inverted position for 24 hours.

What is voice recognition software used for?

Voice recognition software may be incorporated with the EMR so that information can be dictated into the system, or it may be a separate report function.

How should the outside casing of a printer be cleaned?

With a soft clean cloth dampened with a mild detergent solution.

What is the difference between random access and sequential access?

With random access, the computer can get to any part of the information stored in its memory directly. With sequential access, the stored data must be searched sequentially from beginning to end to locate the desired information.

What is the primary cause of improper functioning of the computer?

Exposure to environmental contaminants such as dust, dirt, and smoke.

Describe the type of data saved using the following file formats.

.bmp: Windows bitmaps handle graphics files .gif: Graphics Interchange Format is used for dimple diagrams and cartoon style images .doc or .docx: used for documents (.docx used for Microsoft Office and later) .rtf.: used for documents that can be handled by many word processing programs .txt: plain text that can be used by all word processing programs .xls or .xlsx; used by Microsoft Excel for spreadsheets (.xlsx used after 2007)

What is the difference in processing speed between a CPU with a 3-GHz chip and one with a 1.5-GHz chip?

A 3-GHz chip can process information twice as fast as a 1.5-GHz chip.

Which type of optical disc holds more information, a CD or a DVD?

A DVD holds about six times as much data as a CD.

What is the purpose of making a backup of all records stored on a computer's hard disk?

A backup, and especially continuous backups, prevents loss of data.

What type of backup system is most commonly used for the medical office?

By using an online backup service or by backing up information to the server of a large organization such as a hospital or healthcare system.

List five methods that practice management programs and/or electronic health records use to enter data?

Check box, radio button, drop-down menu, free text box, voice recognition.

What are four examples of input devices?

Computer keyboard, mouse, scanner, microphone.

What is a computer network?

Computers that are linked together to share data and resources.

What is spreadsheet software?

Electronic ledger designed to perform mathematical calculations quickly.

What is encryption, and what standard is required as of January 1, 2012, to transmit patient health information electronically?

Encryption is a process that changes electronic information into a form that is unreadable until the process is reversed by the same encryption software. The standard for electronic transmission is Version 5010 as of January 1, 2012.

What is the storage capacity range for a hard disk?

From 250 GB to 1 TB or more.

List examples of storage devices used with a microcomputer.

Hard disks, CDs, DVDs, USB flash drives.

What measures should be taken to promote the efficient running of a computerized medical office?

Hardware and software should be obtained from experienced and established vendors, qualified personnel should be employed who have been trained in medical office computer operation, the computer system should be properly cared for and maintained.

What are the disadvantages of computerization of the medical office?

Initial investment for the purchase of hardware and software, time investment to learn the program, need to perform start- up tasks, possibility of computer system malfunctions.

What types of printers are most commonly used in the medical office?

Inkjet and laser.

What are the three phases included in the data processing sequence?

Input, processing, output.

What can be done to prevent eye strain when working with a computer monitor?

Occasionally focus on a distant object; position the monitor so that it does not reflect bright light.

What items are commonly held in RAM?

Operating system, application program in current use, data waiting to be processed, information ready for output.

What are the advantages of providing Internet access to patients using a patient portal?

Patients have access to part of their medical record, they can often communicate directl with health care providers, and they can request or schedule appointments.

What is the function of an operating system?

Performs chores required by the computer system to operate itself; serves as an intermediary to tell the hardware how to run an application program.

How do physicians use the EMR?

Physicians can check the schedule, enter information about the patient, enter orders for laboratory and diagnostic tests. If the program is linked to the practice management software, the physician can enter billing information and link to diagnostic codes. A summary of the visit can be printed for the patient. Physicians can also use secure e-mail to communicate with patients and other medical staff.

What makes up a USB (universal serial bus) flash drive?

Small circuit board in a plastic case.

Why must data be converted into an electronic code before being processed by the computer?

So that it can be understood by the computer.

How should the monitor be positioned to prevent back and neck tension?

So that the top of the monitor is approximately 2 to 3 inches above eye level.

What is the difference between a hard disk and a solid state drive?

The hard disk consists of rigid platters coated with magnetically sensitive material. The solid state drive uses integrated circuit assemblies and flash memory on a memory chip.

Describe the following measures that maintain the security of the EMR.

a. Authentication: Each person using the computer network must have a password to log on. b. Levels of authorization: Certain screens and certain functions are available only to users with the correct level of authorization. c. Automatic logoff: The software automatically logs a user off after a predetermined period of inactivity. d. Audit controls: The activity of individuals using the computer system is tracked to determine if security violations have occurred. e. Antiviral software: All files are monitored for computer viruses. f. Firewall: The computer network is protected from unauthorized access by users on its own network or another network, such as the Internet.

What are the functions and examples of the following special keys?

a. Modifier keys: Used in conjunction with another key to enter commands into the computer. Examples: Control key, shift key, alternate key, command key. b. Lock keys: Used to lock a key in position. Examples: caps lock, numeric lock, scroll lock. c. Navigation keys: Used to control the movement of the cursor on the screen. Examples: arrow keys, home/end key, page scroll key, enter key, backspace key, insert key, delete key, tab key.

How should the following parts of a keyboard be cleaned?

a. Surface of the keyboard: With an antiseptic wipe or a slightly damp, lint-free cloth. b. Interior of the keyboard: With compressed inert gas or a vacuum cleaner.