Chapter 12: Computers in The Office

administrative safeguards

policies and procedures to ensure the security of electronic protected health information

application

software installed in a computer to perform specific tasks such as word processing, creating spreadsheets, desktop publishing, and Internet browsing (12); form usually completed at the time of the job interview that includes personal information and previous work experience

backup

a copy of computer data or software made to protect against loss of the original

bandwidth

amount of data that can be transmitted in a fixed amount of time

central processing unit (CPU)

the “brain” of the computer, which executes specific sets of instructions

clock speed

speed at which a computer’s central processing unit (CPU) can process instructions

cloud computing

applications and services available on the Internet, such as online backup, in place of programs purchased and stored in the individual computer

computer

programmable machine that responds to a specific set of instructions and performs a list of instructions in a programmed language

database

a collection of information filed in the computer

electronic health record (EHR)

medical records kept via computer; also called electronic medical record

electronic protected health information (e-PHI)

protected health information (PHI) stored in electronic form; see protected health information (PHI)

e-mail

electronic mail; messages sent over the Internet

encrypt

to code or scramble computer data so they are unreadable by anyone who does not have a decoding key

ergonomics

application of scientific information and data regarding human body mechanics to the design of objects and overall environments for human use

file cleanup

deletion of unwanted computer data such as deletion of temporary Internet files; often scheduled by an administrator to run automatically

firewall

hardware-or software-based barrier that prevents outsiders from detecting existence of a computer and, if detected, prevents them from entering the system

gigabyte (G or Gb)

1,024 megabytes, or a little over 1 trillion bytes, of information; a measure of computer storage capacity or memory; see also kilobyte, megabyte

hardware

the physical parts of a computer system, including the motherboard, central processing unit, and hard drive

input devices

devices, such as keyboards and scanners, that feed data and instructions into a computer

Internet

communications network enabling the linking of computers worldwide for data interchange

Internet service provider (ISP)

company that sells or gives access to the Internet

kilobyte (K or Kb)

one thousand units (bytes) of information, a measure of computer storage capacity or memory

megabyte (M or Mb)

1,024 kilobytes, or a little over 1 million bytes, of information; a measure of computer storage capacity of memory

megahertz (MHz)

1 megahertz equals 1 million cycles per second; the higher the MHz, the faster the computer

memory

storage and retrieval of computerized data

microprocessor

small chip that processes data in a microcomputer

monitor

viewing screen that allows the user to see input and output

mouse

pointing and selection device for data input

operating system

basic software that allows a computer to run, manages hardware resources, and enables application software to run; popular operating systems include Android, Linux, Mac OS, and Microsoft Windows

output devices

components such as a display screen or a printer that allow the user to see what the computer has accomplished

password

a string of characters, such as letters, numbers, and symbols, that make up a secret code that, when typed into a designated password space, allows the individual who has supplied the password to enter a computer, a computer system, or a personal electronic account

physical safeguards

controls established in a medical office to prevent unauthorized persons from physically accessing patient data such as workstations positioned so that what is on the computer screen cannot be seen by others, visitor sign-in and escort, and procedures for protecting personal information when computer hardware or software is removed or installed

practice management software (PMS)

comprehensive software program that manages administrative and business functions of a medical practice, such as patient registration, billing and coding, and insurance payment postings

printer

output device for producing hard copy

random-access memory (RAM)

internal storage area in the computer that can be accessed randomly

read-only memory (ROM)

degree of movement that can be achieved in a specific joint without causing pain

Security Rule

regulations of the Health Insurance Portability and Accountability Act (HIPAA) that provide national standards for protecting electronic protected health information (e-PHI)

social media

websites where users interact with each other, including discussion forums, and networking websites such as Facebook and Pinterest

software

set or sets of programmed instructions that tell computer hardware what to do to complete the required data processing

spreadsheet

computer software application that allows manipulation and analysis of information by rows and columns and arithmetic calculations

storage devices

computer components that allow organization and retention of date, including RAM and ROM memory, optical drives, memory cards and USB drives

technical safeguards

electronic protections that prevent unauthorized access to data such as encryption, passwords, and firewalls

touchscreen

display that includes sensors that detect the touch of a finger or stylus, which allows direct input into a computer device without use of a keyboard or mouse

universal serial bus (USB)

portable computer storage device

virus protection

software that scans computer data to detect and disable malicious programs (viruses) that can harm the computer data

word processor

a software application that enables creating, editing, storing, and printing written documents such as letters, manuscripts, and professional documents

World Wide Web (WWW)

communications network enabling the linking of computers worldwide for data interchange; the Internet