Chapter 11

Electronic health records software

*-Allows providers to document all care received by the patient* *-Often integrates with a practice management system, allowing a paperless office* *-Superbills are produced in conjunction with charting* *-Prescription management does not eliminate the necessity to consult with the provider but does offer important services*

Practice management software

*-Manages the operations of a medical office* *-Demographics, scheduling, insurance and claims processing, billing and collections* *-No word processing* *-All charge entries are done on the transactions entry screen*

Computer Security: Security from loss, disaster, virus, humans

*-Passwords should be used on all computers and all software applications* *-Backup data daily* *-Use encryption, firewalls (hardware and software devices that protect an organization's network), and antivirus software*

Office Equipment

*Copy machines, fax machines*

Fax Machines

-Always use a cover sheet -Use typed words for number to avoid problems with interpretation -Remove paper clips and staples from material to be scanned -Be sure transmission is completed

Copy Machines

-Can be programmed to perform functions such as resizing and stapling -Routine maintenance will improve the quality of copies -Use toner cartridges instead of ink -More cost efficient than using a printer

Office Equipment 2

-Dictation-transcription machine -Printers -Smart phones and pagers

Ergonomic Workstation (Position)

-Head and neck are upright, in line with torso and facing forward, not twisted -Shoulders and upper arms are in line with torso -Wrists and hands are straight, not bent up or down *-Thighs are parallel to the floor, lower legs are perpendicular to floor*

Internet

-Interconnected networks that access information all over the world -Makes it possible to enter, obtain, and exchange information electronically -Evaluate all websites for information integrity (patients get incorrect advice) *-Some type of web browser (application software) is necessary to access websites*

Computer Security: Physical security

-Privacy shields, screen savers -Placement of monitors

Provider's Home Page provides a snapshot view of

-daily schedules -health maintenance items requiring immediate attention -items requiring signature approvals -and an intra-office messaging system that tracks and documents all office communications and patient care

One K (kilobyte) is ___ bytes

1,024

How many bits does a byte have?

8

External hard drive

A peripheral hard drive that can be connected to a computer through a USB port or Firewire. Useful for backing up or storing large amounts of data beyond the capacity of the internal hard drive.

Bit

A single binary digit

Binary refers to

A situation in which only two choices are possible: yes/no; on/off; pass/fail

Dictation-Transcription Machine (always or never)

Always save the tape until the physician approves the report, then erase it

Types and Capacities of Storage Devices

CD-R: (CD-Recordable), CD-RW: (CD-ReWritable disk) , DVD+R and DVD-R: (DVD-Recordable disk), External hard drive, USB flash drive

CD-RW stands for

CD-ReWritable disk

CD-R stands for

CD-Recordable

Encoder software available for

CPT, HCPCS, ICD, and Medicare coding guidelines

DVD+R and DVD-R

Can record data only once, then it becomes permanent on the disc

CPU

Central Processing Unit

DVD+R and DVD-R stands for

DVD-Recordable disk

CD burner

Data can be saved or burned onto this disk; some computers have one

Encoder software

Does NOT replace EHR software

Application Software

Encoder software, Practice management software, Electronic health records software

Byte

Fundamental group of bits a computer will treat as a word

CPU (Central Processing Unit)

The brain of the system. The memory is made up of bits.

Hardware

The physical components of a computer

Software

The programs containing instructions to the computer to perform tasks

USB flash drive

USB flash drive: small, portable flash memory card that plugs into a computer's USB port and functions as a portable hard drive. Have less storage capacity than external hard drives

Software Examples

Word processing, spreadsheets, "Apps" or "application programs"

Provider's Home Page acts as

a virtual inbox for the provider

Equipment Maintenance: Ordering parts should

be done routinely as per office policy by an assigned employee

Equipment Maintenance: Daily maintenance includes

cleaning, checking and resetting consumables, replacing parts and troubleshooting

Encoder software improves

coding accuracy and reimbursement to provider's office

Dragon Naturally Speaking allows the user to

create transcription-free medical records, e-mail and correspondence up to three times faster than most people type with 99% accuracy

Inkjet printers are more

economical in offices with a lower volume of printing as the cartridges are expensive, but the printers are less expensive -Print in different modes

CD-RW

enables you to write onto it in multiple sessions.

The greater the number of bytes, the

greater the memory

Hardware Examples

hard drive, CPU, monitor

Laser printers are preferred in offices with a

higher printing volume. -Print quality is much better

Computer Security: Security from

loss, disaster, virus, humans

Dictation-Transcription Machine

most commonly used type in the physician's office is the desktop machine

Dragon Naturally Speaking is useful because it

reduces cost and turnaround time compared with traditional transcription methods

Dragon Naturally Speaking is an example of

speech recognition software

Proper ergonomics promotes

wellness and minimizes musculoskeletal problems *Evaluate your workstation for proper ergonomics*