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PowerPoint® to accompany

Second Edition

Ramutkowski • Booth • Pugh • Thompson • Whicker

Copyright © The McGraw-Hill Companies, Inc. Permission required for reproduction or display.

Medical AssistingChapter 5

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Using and MaintainingOffice Equipment

Objectives5-1 Describe the types of office equipment used

in a medical practice.5-2 Explain how each piece of office equipment

is used.5-3 List the steps in making purchasing decisions

for office equipment.5-4 Compare and contrast leasing and buying.

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Objectives5-5 Describe a warranty, a maintenance contract,

and a service contract, and discuss the importance of each.

5-6 Identify when troubleshooting is appropriate, and what actions may be taken.

5-7 List the information included in an equipment inventory.

Using and MaintainingOffice Equipment (cont.)

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Office Communication Equipment Medical Equipment

Blood Pressure Monitors Stethoscopes X-ray machine

Business Communication Equipment

Telephones Facsimile machines Computers Photocopiers

Technology today allows for almost instantaneous information to be transmitted throughout the world.

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Telephone SystemsMultiple Lines

Automated MenuVoice Mail

Answering MachineA switchboard is commonly used and calls are rerouted to the appropriate extension.

A recorded menu that prompts listeners to press a number to be connected to a certain person/department.

An advanced answering machine system.

Recorded message from the office that may also allow the caller to leave a message.

Answering ServicePeople actually answer the phones instead of answering machines.

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Pagers Small electronic devices that pick up a signal

and beeps, buzzes or vibrates when activated Used to reach physicians when they are out of

the office Many can display a message and even store

numbers so a return call can be made Once connected to the pager, most require

that the return number be entered followed by the pound sign (#)

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Facsimile Machines

Converts impulses into exact duplicate of original document

Translates image into electronic impulses

Transmits impulses via a phone line

Scans each page

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Typewriters Used to create:

Correspondence Interoffice documents Medical forms from other offices/organizations Patient Bills

Electronic typewriters can store limited amounts of information. Word Processors can store entire documents in memory.

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Apply Your KnowledgeA personal emergency call has been received for the physician of a medical office but the physician is not present. Which of the following mediums should the medical assistant use to contact the physician?

Answering Service Answering Machine Voice Mail Pager

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A personal emergency call has been received for the physician of a medical office but the physician is not present. Which of the following mediums should the medical assistant use to contact the physician?

Answering Service Answering Machine Voice Mail Pager

Apply Your Knowledge -AnswerAnswer

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Office Automation Equipment

Equipment DescriptionPhotocopiers Instantly reproduces documents. Also

called copy machines.

Adding Machines &

Calculators

Perform routine office arithmetic calculations.

Postage Meters Apply postage to mailings & eliminates need for stamps

Postage Scales Shows weight & cost to mail packages.

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Dictation-Transcription Equipment Transcribes the

recorded words into a written document

Physicians indicate date and type of document being dictated

Names, addresses and unfamiliar terms are spelled by physician as they dictate information

Speech is made clearer by: Volume controls Tone controls Speed controls that

separate words

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Check Writers A machine that

imprints checks Name of payee and

amount of check once imprinted can not be changed

If incorrect information is entered, the check must be voided.

Write the word “void” in clear letters across the check or use stamp with red ink

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Paper Shredders Machines that destroy

documents by cutting them into small pieces.

Used to protect patient information when records or forms are disposed of.

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Microfilm and Microfiche Readers Microfilm is a roll of film imprinted with

information and stored on a reel. Microfiche is film imprinted with

information and stored on rectangular sheets. Information stored is reduced in size

dramatically, and both require a different mechanism to read them.

Accurate labeling and dating assists with locating both document formats.

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Apply Your KnowledgeThe medical assistant is newly employed in a medical practice that has been in existence for over 35 years. A patient is seen in the office for the first time since an initial visit 20-years ago. Where should the medical assistant consider looking for the initial medical record?

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The medical assistant is newly employed in a medical practice that has been in existence for over 35 years. A patient is seen in the office for the first time since an initial visit 20-years ago. Where should the medical assistant consider looking for the initial medical record?

Search either the office microfilm or microfiche source.

Apply Your Knowledge -AnswerAnswer

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Preparing Recommendations

Contacting Suppliers

Purchasing Decisions

Evaluating Office Needs

Evaluating Warranty Options

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Leasing vs Buying Equipment Buying equipment affords owners to do

whatever they choose, even sell the item(s) purchased.

Leasing (renting) requires less out-of-pocket money & rental cost may be negotiable.

Equipment is usually serviced by the leasing company.

At the end of each lease period equipment can be updated.

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Apply Your KnowledgeA large medical practice requires several photocopy machines and faxes.Would they be better off leasing or buying their office automation equipment? Support your answer.

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Leasing would be the least expensive option since the leasing company would be responsible for servicing the equipment. Large offices could save a fortune and obtain up-to-date equipment with the leasing option.

Apply Your Knowledge -AnswerAnswer

A large medical practice requires several photocopy machines and faxes.Would they be better off leasing or buying their office automation equipment? Support your answer.

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Maintaining Office Equipment

The manual that comes with each piece of equipment indicating operation, and special features.

Equipment Manuals

Maintenance & Service Contracts

Maintenance contracts specify when equipment will be cleaned & repaired. Service contracts cover services not included in standard maintenance contract.

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Maintaining Office Equipment (cont.)

Troubleshooting Steps

Eliminate possible simple causes

Test machine & record any error messages

Consult the equipment manual

Call manufacturer or place purchased

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Equipment Inventory A method of documenting and tracking

equipment purchases. Detailed Inventory Forms may include:

Name of EquipmentDescriptionModel & Registration NumbersDate & Place of PurchaseProduct Warranty & Estimated LifeMaintenance & Service Contracts

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Apply Your KnowledgeThe medical office has just opened and the medical assistant needs to make photocopies of two patient records but the photocopy machine is not working. What should be done first by the medical assistant?

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The medical office has just opened and the medical assistant needs to make photocopies of two patient records but the photocopy machine is not working. What should be done first by the medical assistant?

Make sure that the machine is plugged in and turned on in addition to other simple operation procedures like being sure the “power saver” is not activated.

Apply Your Knowledge -AnswerAnswer

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End of Chapter

End of Chapter