Chapter 11: Office Equipment & Supplies

desktop computers

consists of a tower, keyboard, mouse, and monitor; sometimes equipped with a camera, microphone, or speakers; sometimes mounted on moveable carts (common in inpatient settings); usually at least one in a facility, typically in the reception area

laptop or notebook computers

self-contained units with a screen, keyboard, input device, and the computer; controlled with a touch-sensetive screen and/or trackpad (can also plug in a mouse); come in different sizes; smaller notebook styles may be used in outpatient setting; can be easily moved around a facility

tablet computers

most compact type of computer; touch-sensetive screens allow input using finger or stylus; highly portable; often used for documentation; may be used by patients during the sign-in process; may be used to complete “paperless” forms which upload to the patient’s EHR

smartphone

very common computing device; some facilities may use phones to look up information such as information about medication; may be used for telehealth visits

telehealth setup

may be a smartphone; may be any other type of computer with internet access, a microphone, and a camera; may be either a mobile or dedicated setup in the facility; must be managed securely/in compliance with HIPAA

storage, printing/scanning, and network equipment

flash drives and CDs can store information and plug into other computers; external hard drives and cloud (virtual) storage can be used to back up stored information securely; confidentiality policies must be followed when using storage devices/systems; printers/scanners may be used at single computer station or accessed by several users (networked); an intranet is an internal information-sharing system for computers in the office; special hardware is used to connect individual stations together in a network; networks are sometimes managed by a specific employee or by an external department or company

common equipment in a medical office

photocopiers; printers; scanners; fax machines; multifunction machines that copy, print, scan, and fax; calculators/adding machines; multiline phone systems

common opening tasks

unlocking the office; turning off an alarm system; turning on lights, computers, and other equipment; checking for telephone, email, fax, and/or patient portal messages; making coffee or setting out other beverages; checking that the waiting area and exam rooms are tidy and well stocked (this may also be done at closing time)

common closing tasks

turning off lights, computers, and equipment; locking filing cabinets and areas where medication or money is stored; turning on a telephone answering system; turning on an alarm system; locking up the office

guidelines for routine care of office equipment

keep office equipment free of dust; do not place foods or liquids on or near office equipment; follow manufacture instructions for shutting down equipment (do not shut down equipment by unplugging it or its power supply);do not unplug equipment from its surge protector or UPS unless directed to do so; perform computer backups as scheduled; make sure antivirus programs are on and are working properly

basic troubleshooting steps

1. check electrical connections and surge protector/UPS connections

2. restart the machine according to the manufacturer’s instructions

3. check the troubleshooting chart online or in a printed manual

4. follow facility policy for contacting a service technician if troubleshooting measures do not work

inventory

a record of the items present in an office/facility

points about supply management

supplies must be inventoried and recorded in a timely manner so patient care is not interrupted; MAs often keep track of supply stock and reordering; inventories can make ordering and organizing an office easier; this is also an important part of ensuring an office is spending money efficiently

information found in equipment inventory list

type of equipment; brand name, model number, serial number; date and place of purchase; warranty information; maintenance and service information and logs

common administrative supplies

pens, pencils, highlighters; paper, including letterhead; staples, paper clips, file fasteners, tape; envelopes and stamps/postage meter; toner and ink; file folders/labels; preprinted forms such as sign-in sheets and patient forms

common clinical supplies

examination table paper; hand sanitizer; soap; supplies for cleaning and disinfecting; PPE; gauze/bandages; electrodes for EKGs; tourniquets for blood draws; needle systems; lancets; blood collection tubes

common general supplies

facial tissue; toilet paper; paper towels; hand soap; cleaning supplies for kitchen/bathrooms/break rooms; food or beverage provided for employees or patients; napkins

information to manage supply ordering

how much is generally used over the course of a day, week, or month; how much supply should be kept in storage; how long it takes to receive an order; what may delay an order