ch 21 : the office environment, computers, and equipment

Environment

surroundings.

Assault

physical harm; a violent attack.

Reception

the fact or manner of being received.

The reception room requires

a safety check every morning to ensure there are no hazards

A safety check is done to ensure that

it the room presents no hazards for patients and visitors

Hazards

dangers; risks.

Atmosphere

any surrounding influence.

The reception room atmosphere can be a reflection of

how patients perceive the office and their expectations

The reception should include colors, items, and music that

soften the office environment

Pull all charts at least

a day before and attach any reports to the chart

Volatile

easily changed into a gas or tending to change into a vapor; usually considered potentially dangerous.

Biohazardous

any material that has been in contact with body fluid and is potentially capable of transmitting disease.

Inventory

an itemized list of goods in stock

Threshold

a minimum amount of supplies to be maintained; also known as par level.

Keep a current list of all the suppliers (vendors) of goods and services compiled by

category, such as administrative, laboratory, clinical, and general

At the end of the workday, each examination room should be

restocked and cleaned, and discarded material should be placed for pickup.

Paper charts (if used) at the end of the day must be

collected, checked for completeness, and filed in a locked cabinet.

Hardware

the visible parts of a computer system (keyboard, disk drive, monitor, and printers).

Software

computer programs necessary for directing the computer hardware to perform specific functions;

Terminal

Is a personal computer or work station connected to a mainframe.

The main storage component for a computer is

its hard drive, which stores enormous amounts of information that can be retrieved almost immediately

Personal computers (PCs) store

their software programs as well as input data on their hard drive

Individual computers or terminals can be networked to

a server.

The server can contain

databases, applications, and stored files to be shared in the office.

A properly networked system permits

input and record updates from all stations and allows the information to be accessed from all stations.

An application suite includes

multiple applications programs bundled together, often with related functions

Medical offices might use educational software programs for

patient education

Practice management (PM) software

is a type of application software that manages the operations of a medical practice and is available from a variety of companies.

The transactions entry screen

or procedure posting screen, allows users to apply procedure charges to patient accounts and then generate completed insurance forms.

An electronic health record (EHR)

captures all patient health information harvested from one or more encounters in any health care delivery system and refers to the interoperability of electronic medical records, or the ability to share medical records with other health care facilities.

EHR software enables providers to

document all care received by the patient—tests performed, treatments prescribed, patient education given

The eight core care delivery functions that electronic health records systems should be capable of performing exist in order to promote

greater safety, quality, and efficiency in health care delivery

Practice management refers to

administrative functions

EMR refers to

clinical functions

EHR refers to

the combined software program that integrates both PM and EMR

EMRs give providers a new way to

manage tasks, streamline their workflow, and improve the quality of patient care.

Use of EHR software significantly enhances

efficiency in the medical office in many ways, improving workflows, reducing paper usage, and shrinking costs.

Downtime

when the computer systems are not operating.

Some pros for patient portals include

quicker access to test results and the ability to confirm care plans.

Patient portals tend to improve

patient engagement.

Some cons for patient portals include

access to unfiltered medical records or clinician notes may cause confusion or misinterpretation

Encoder

software application that allows searching or browsing within CPT, HCPCS, ICD-9, and ICD-10 code sets, and Medicare coding guidelines.

Encoder software will improve

coding accuracy and billing performance and reduce rejected claims.

The Internet is

a system of interconnected computer networks by which to access information from all over the world.

To access the Internet, you need

a computer, a modem, and a web browser

Hardware

Computer workstation and tablets, printers, PDAs, smartphones, scanners, modems

Software

Operating system, billing software, practice management, email, EHR, database

Network

Routers, hubs, phone and cable lines, wireless, firewall software and hardware

Backup data using

tapes, CDs, and off-site

Keep network and communication safeguards intact using

firewalls

Firewalls

deny access to unauthorized users and applications

Loss of data due to electrical surges and power outages can be prevented by the installation of a protective device known as an

uninterrupted power supply (UPS)

An uninterrupted power supply (UPS) contains

a battery backup system that senses a surge or outage and automatically switches to a backup battery to preserve data

Ergonomic

the applied science of being concerned with the nature and characteristics of people as they relate to design and activities with the intention of producing more effective results and greater safety.

Using proper ergonomics in the work environment promotes

wellness and minimizes musculoskeletal disorders

Facsimile (fax) machines are used by hospitals, providers' offices, and clinics to

send and receive information over telephone lines

Providers can use the fax machine to

receive and send prescription orders to pharmacies, and the office can also use it for ordering office or medical supplies.

Printers come in two types

inkjet and laser

Inkjet Printer

Can print in different modes and are used in lower printing volume offices

Laser Printer

Preferred in higher printing volume offices

A smartphone

is a cell phone that also has features similar to a computer, such as the ability to send and receive email and access the Internet or other software programs

A pager

is a small electronic device that can receive (and sometimes transmit) signals and short messages, especially in areas that lack a cell signal

Dictation

spoken words; recorded voice communication.

Transcription

writing over from one book or medium into another; typing in full in ordinary letters.