Chapter 8: MA Office Equipment and Supplies Homework

What is the best way to avoid rush orders?

Know how long a delivery takes and keep an accurate inventory.

Which of the following is NOT necessary before purchasing or upgrading to a new operating system?

buy a new computer system

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

copy machine

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

covered entity

Which software program would be most helpful if you wanted to produce a report on your patients with a family history of breast cancer?

database management

Which of the following is the smallest (in physical size) storage drive?

jump drive

Disbursements are

payment of funds

Expendable items are those that are

used and must be restocked

Steps in 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

Which form of software training is most likely to be provided by an outside source rather than the manufacturer of the software?

adult education class

A collection of records created and stored on a computer.

database

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

fax

Which of the following actions is recommended to avoid damaging a CD-ROM or DVD?

handle it only by the edges and the center hole

When using a fax machine for communicating patient information between offices, the medical assistant must be mindful

HIPAA regulations

An example of practice management applications software is

MediSoft

To prevent loss of computer information

backup files should be made and stored in a fireproof cabinet

Which of the following are considered personal computers?

-desktops -laptops -PDAs

When buying software for the office, the medical assistant needs to:

-make a determination of what the office will use the software for -read the various reviews of the software package in reputable computer magazines -make sure the office computer system meets systems requirements listed in the box

BIlling

-patient accounts -insurance claims -maintaining tax records -financial reports

Word processor

-transcription -patient education

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

desktop

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

destroys unneeded documents containing PHI

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

disclaimer

When managing office supplies, the goal is to achieve

efficiency

The first step in troubleshooting when office equipment malfunctions is to

eliminate possible simple causes

If a problem arises with a piece of equipment, the first place to look to find assistance with the issue is the

equipment manual

Office communication equipment includes

fax machines

Which of the following is a financial reason for considering a postage meter?

it saves money by calculating and printing the exact postage needed

A contract for an item or piece of equipment for a specified amount of time and a specified amount of money

lease

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

local area network (LAN)

A contract that specifies when a piece of equipment will be cleaned, checked for worn parts and repaired

maintenance contract

A medical assistant who is researching new computer equipment for the medical office considering four different monitors for use with the desktop computers. All four monitors have a different maximum resolution. Which of the following best choice to help avoid eye strain?

monitor with a dot pitch of 0.21

In the computerized medical office, in order to ensure the safety of patient information, computer users are given passwords. What is one way to protect passwords/

never share your password

To keep track of supplies on hand, the medical assistant should

only open one box at a time and keep all like items together

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

optical character recognition (OCR)

In your office inventory performed on October 8, you notice that the supply of alcohol prep pads in the medical office is low, but two boxes remain before the reorder reminder card is reached. You will place an order on October 10 but are not scheduled to place another order until November 10. What is the most efficient way to handle this situation?

order the alcohol prep pads on October 10 to ensure a constant supply

A small electronic device that gives a signal to indicate that someone is trying to reach the physician is a:

pager

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

paper shredded

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)

Patient room

physical forms; gauze; tongue depressors; bandages

In general, computer disaster recovery plans are designed to include all of these elements except

preventing viruses from attacking the system

All of the following computer components are considered input devices except

printer

A form that authorizes a purchase for the practice.

purchase order

The temporary, or programmable, memory in a computer.

random-access memory (RAM)

A formal request from a staff member or physician for the purchase of equipment or supplies. Also a physician's order for laboratory tests.

requisition

Covers services for equipment that are not included in a standard maintenance contract

service contract

A paper shredder is used to

shred information with PHI and office financial information

Acts as true handheld computers; allow access to medical information via the Internet as well as the ability to send and receive phone calls, e-mail, and text

smartphones

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

software

It is good idea to

stock extra supplies in minimal amounts and use minimal space for storing extra items

A slate-shaped mobile computer that has a screen measuring 14 inches or less but is larger than a handheld computer and can be operated using a stylus, digital pen, or the user's finger is a

sub notebook/tablet PC

Which of the following devices will best protect a computer during a power outage?

surge protector with battery backup

When buying software for the office

the medical assistant needs to make a determination of what the office will use the software for and consider using what has been recommended by other offices

One of the disadvantages of leasing instead of buying computer or office equipment is

the office does not gain equity for the money spent

When evaluating potential supply vendors, the medical assistant should make note of

the prices including delivery charges

Determining and correcting a problem without calling a service supplier

trouble shooting

A form of answering machine that allows a caller to leave a message when a phone line is busy

voice mail

A contract that specifies free service and replacement of parts for a piece of equipment during a certain period of time

warranty

Which of the following items is NOT a pointing device?

keyboard

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

laptop/notebook computer

Examples of clinical supplies are

needles, syringes, and lubricating gel

Administrative office

paper clips; computer paper; encounter forms; envelops

These are used to connect two or more computer systems

virtual private network (VPN)

Supplies are categorized into

vital, incidental and periodic items

Which of the following statements about a fax machine in the medical office is TRUE?

a disclaimer should be placed on the cover sheet of all outgoing faxes

To the financial officer of the medical office, equipment is considered a (n)

asset

Many copiers are now capable of multiple tasks. Which of the following is not one of those tasks?

calculations

A microprocessor, the primary computer chip responsible for interpreting and executing programs.

central processing unit (CPU)

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.

digital subscriber line (DSL)

Any payment of funds made by the physician's office for goods and services.

disbursement

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

hardware

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

icons

All narcotics medications should be stored

in a locked cabinet

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

meter

Locked cabinet

prescription pads; narcotics; sample medications

The set of instructions that tells a computer what to do is

software

PDAs are

used to look up reference information

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

wide-area network (WAN)

Periodic supplies items

-appointment books -holiday cards -software

The medical assistant must ____ to properly do an inventory

-be detail oriented -have basic math skills -have the ability to plan

Appointment scheduling

-cancellations -double-booking -physician vacations

database management

-equipment inventory -employee list

Buying a new computer may be necessary when:

-new operating systems are introduced into the market -the office computers cannot communicate with the newer software programs -a new model comes out with more RAM and storage space

Vitals supplies items

-prescription pads -examination table covers -paper -encounter forms -physical forms

Incidental supplies items

-staples -rubber bands -paper clips -paper towels -file folders -pens -stamps

When adding new software applications to the office computers, office staff should

-use the tutorials to learn how to use the software -access the online help and support people for a greater assistance with the software -review documentation that is associated with the software for assistance in loading and understanding its use

When several computers are linked together so they can communicate with one another, this is called

a network

Under which of the following circumstances is an equipment warranty most likely to cover repairs?

a new fax machine stops working in the middle of a fax transmission