CH 11 Keyboarding & Computer Applications

Laser

Offers the highest resolution and therefore the highest-quality output of all printer types. Although this type of printer has become more affordable in recent years, it is still the most expensive type of printer.

Palmtop

Palmtops generally cannot do everything that the other types of computers can do, but they can be extremely useful for tasks such as entering patient data from remote locations.

Passwords

Passwords are often used so that the computer system administrator can keep track of who is accessing information at any given time. Each employee is given a distinct password that should not be shared with anyone.

Read-only memory (ROM)

Permanent memory that the computer can access but that the user cannot make changes to. It provides the basic operating instructions the computer needs to function.

Dot matrix

The least expensive type of printer, it is slower, is noisier, and produces the lowest-quality output of the printer types.

Motherboard

The main circuit board that controls components within the computer system.

Mouse

The most common pointing device. The user moves the mouse across a pad to direct the cursor to the desired place on the computer screen.

Storage devices include

Memory and different types of external computer drives.

Default printer

More than one printer may be attached to the same computer; when this occurs, the primary printer used by the computer is considered the default printer.

Notebook

Notebook computers are also called laptops. They use batteries as an alternate power source. Because of their portability, they allow users to travel with them.

Ink jet

Offers high-quality printing at an affordable price. This type of the printer is commonly used in the home and in small businesses.

Desktop

The desktop computer is the most common type, and is found in large and small medical offices.

Pointing devices

A device used to enter information into the computer. When you move the pointing device, an arrow appears. You can point and click the arrow on various buttons that appear on the screen. The three types of pointing devices are the mouse, the trackball, and the touch pad.

Internet

A global computer network that allows communication among computer users worldwide. Large sources of information, including medical information, may be accessed on the Internet. An advantage of the Internet is that information can be updated frequently.

Hard disk drive

A magnetic disk inside the computer used to permanently store data. It offers large amounts of memory and quick access to files. The hard disk or hard drive holds from 10 megabytes to several hundred gigabytes of information. Application software is normally saved to the hard disk and stored there on the computer for use when needed. This is commonly called the C drive.

Central processing unit (CPU)

A microprocessor, it is the primary computer chip responsible for interpreting and executing programs. The CPU allows the computer to perform all of its operations; it is also called the "brain" of the computer.

Touch pad

A small and flat device that is very sensitive to touch. It allows the user to simply slide his or her finger across it in order to move the cursor on the screen.

Computer crash

A software or hardware error that causes the computer to malfunction or break down.

CD-ROM drive

A type of drive that can read data such as software programs.

Personal computers

Also called microcomputers, personal computers are small, self-contained units that come in several different types:

Electronic mail

Also known as e-mail, a method of communication that allows messages to be sent through a computer network. A network is a series of computers that are linked together, allowing information to be shared among them. Information sent electronically moves quickly, regardless of the distance it is sent.

Surge protector

An electrical power strip that helps keep a computer system's delicate circuits from being damaged by the increased voltage of an electrical power surge.

Research

An immense amount of information can be accessed through the Internet or on CD-ROMs. Unlike print materials, these sources can provide sound and video.

Software includes

Applications (computer programs) as well as the operating system.

Supercomputers

As the name indicates, these computers are the biggest, fastest, and most complex computers in use today. Supercomputers are primarily used in medical research applications. They are used for genetic coding and DNA and cancer research.

Electronic Transactions

By utilizing modems and special software, transaction information in the form of electronic data interchanges can be sent and received quickly, avoiding the use of ground mail services. Common electronic transactions include sending insurance claims and communicating with other computer users.

If the CD-ROM drive has a CD "burner," it can save data to the following types of CDs

CD-R—A one-time recordable CD for storing data. CD-RW—A re-recordable CD that can have files rewritten onto it numerous times.

Scheduling software

Can allow patient preferences, such as day of the week and time, to be stored. Available appointments are then listed on the basis of these preferences.

Monitor

Consists of a screen that looks similar to a television screen. A monitor displays the information that is currently active, such as word processing, spreadsheet, and e-mail files.

Hardware

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

Software

Consists of the programs or operating instructions that the computer needs to function. There are two types of software: systems software and applications software.

Modems

Devices that transfer information from one computer to another over telephone lines. Modems function by converting data into signals that are transmitted and then converted back into data at the receiving end. With the development of digital subscriber lines (DSL) and other direct lines, the transfer rates of information have increased significantly in recent years.

Scanners

Devices used to input printed matter and convert it into a format that can be read by the computer. Scanners accomplish this by digitizing and converting images into an electronic format.

Disk and tape maintenance

Disks should be kept away from magnetic fields, direct sunlight, and extreme temperatures. CD-ROMs should be handled only by their edges and by the hole in the center; they should be stored in their plastic cases. Smudges, fingerprints, and dust can cause a CD-ROM to be misread by the CD drive. Magnetic tapes should be stored in cool, dry places.

The three most commonly used printers are dot matrix, ink jet, and laser

Dot matrix, ink jet, and laser

Communications

Electronic mail and the Internet help users in different locations save time and money in their communications. Communication software includes electronic mail applications and the Internet.

Speech recognition technology

Enables computers to comprehend and interpret spoken words. Instead of using a keyboard, mouse, scanner, or other input device, the user inputs information by speaking into a microphone connected to the computer. As this technology becomes more advanced, it may largely eliminate the need for the physician's notes to be transcribed by medical assistants.

Mainframes and minicomputers

Essentially used by larger companies and institutions, mainframes and minicomputers are not usually used directly by small medical offices.

Text editing

Functions that allow text to be edited. Some common text editing features include "find and replace," cutting and pasting text, and copying text from one document to another.

Three types of scanners are available

Handheld—The least expensive type of scanner, it is more difficult to use and produces lower-quality input than other types of scanners. Single-sheet—Feeds one sheet of paper through at a time. Flatbed—The most expensive type of scanner, it is the easiest to use and produces the highest-quality input.

Computer systems consist of

Hardware and software.

Backup files

Ideally, backed-up files should be stored outside the medical office. This not only will protect them in the event of fire or other damage to the office but also can help to safeguard the confidentiality of stored data by limiting access to it.

Sending insurance claims

Insurance claims can be sent directly from medical offices to insurance carriers; claims processed in this way take much less time and are usually processed more efficiently. The electronic claim transaction is the HIPAA Health Care Claim or Equivalent Encounter Information; its official name is the X12 837 Health Care Claim.

Proofreading

Involves checking text for errors.

A database

Is a collection of related files that serve as a foundation for retrieving information. Accessing patient records is one of the most important uses of computers in the medical office. Databases store patient records, including insurance information, medical charts, and billing records.

Several types of input devices may be used to enter data into the computer. These are:

Keyboards, pointing devices, modems, and scanners are input devices.

Printer supplies

Printers should be regularly maintained with fresh ribbons, ink cartridges, and toner cartridges. Most printers alert the user when one of these items needs to be replaced.

Printer

Produces a hard copy or printout of information onto paper. A printer is connected to a computer with special printer cables that allow information to be transferred from the computer to the printer.

Screen saver

Protects computer monitors from screen burn-in by automatically changing the monitor display at short intervals or by showing constantly moving images.

Applications software

Refers to the programs loaded onto the computer that carry out the work for the actual users of the computer. Application programs are designed to perform specific tasks, such as word processing, billing, accounting, payroll, insurance form preparation, appointment scheduling, and database management.

Telemedicine

Refers to using telecommunications to transmit video images. Physicians in rural areas can easily send patient information via these images to physicians with more expertise in the patient's type of condition, which can aid in the patient's treatment and diagnosis.

Systems software

Serves as the operating system of the computer and allows it to run and carry out the functions that the computer performs. For example, Windows 7, Linux, and the now-antiquated DOS are all types of operating systems software.

Trackball

Similar to a mouse, but the ball is at the top of the device rather than encased in the body of the mouse unit.

Spreadsheet software

Simulates business or scientific worksheets, as well as performs calculations when certain pieces of data are changed. It is most popularly used for bookkeeping and accounting. In the medical office, computer spreadsheet programs are most commonly used for tracking accounts payable.

Activity-monitoring systems

Some health-care facilities use activity-monitoring systems that keep track of user names and the files they have viewed or changed.

Random-access memory (RAM)

Temporary memory that functions while you are using a computer's software.

HIPAA Privacy Rule

The HIPAA Standards for Privacy of Individually Identifiable Health Information provides the first comprehensive federal protection for the privacy of health information. It creates national standards to protect individuals' medical records and other personal health information. The core of the HIPAA Privacy Rule is the protection, use, and disclosure of protected health information (PHI).

Ergonomics

The design of work stations to maximize the user's safety, comfort, and effectiveness. For optimal ergonomics, the computer monitor, keyboard, and mouse should be positioned at the proper heights in order to avoid straining the wrists, back, neck, and eyes.

Keyboards

The most common type of input device. The keyboard resembles a typewriter. Many specialized functions can be controlled by computer keyboards. Text can be inserted, programs can be accessed, and certain commands can be made easier by accessing specific keys. The calculator section of the keyboard, which specifically controls mathematical functions, is known as the keypad.

The three basic types of computers used today are

The personal computer, the minicomputer, and mainframe computers.

Purging

The process of removing data that is outdated or no longer needed from a disk or disk drive.

Diskette drives

The standard diskette format in current use is 3½-inch disks, which are rigid. These disks are more compact and can store more information than older, flexible, 5¼-inch disks; however, they can store only a fraction of the information that can be saved to a hard drive. Zip disks, which are 3½-inch disks that are thicker than standard disks, can hold much more information than standard disks.

Output devices are used

To display data after it has been processed. Monitors and printers are the two primary types of output device.

The first step in computer care and maintenance is

To keep the area near each computer free from dirt, food, liquids, and similar substances that could enter and cause damage to the system components and devices. In addition, computer components should be located in well-ventilated locations.

Tape drive

Used to store huge amounts of data. Because tapes are used to back up (make a copy of) files on the hard drive, they should be stored in a fireproof container at night.

Word processing can include

Writing correspondence and reports, transcription, addressing envelopes, and creating form letters. In the medical office, word processing software is used to produce doctors' notes, transcripts, reports, memos, and letters. The tasks associated with word processing include text editing and proofreading.