Chapter 8: Technology in the Office

Differentiate between hardware and software.
Determine appropriate computer hardware to meet practice requirements.
Identify veterinary software that best serves the practice.
Create an appropriate hardware and software implementation schedule for staff.
Define methods used to protect the computer system with appropriate security features.
Explain the importance of daily backup procedures.
Discuss methods that allow office technology to be used to the fullest potential.

The actual physical equipment of a computer.
A computer is a device that electronically accepts data, processes the data arithmetically and logically, produces output from the processing, and stores the results for future use.
Three Categories of Computers:
- Mainframes:
  - Large systems that handle numerous users.
  - Store large amounts of data.
  - Process data at very high speeds.
- Minicomputers:
  - Compact.
  - Lower processing speed and more limited storage than a mainframe.
- Microcomputers (personal computers):
  - The smallest of the computer systems.
  - Self-contained with regard to circuitry and components.
  - Popular in smaller veterinary practices.
  - Can be connected to form a local area network (LAN).
Computers are made up of a central processing unit (CPU), monitor, keyboard, mouse, graphics and video cards, backup devices, and printers.
Use a power supply that has a surge protector as well as a backup battery system if the electricity fails for more than a few minutes.
Monitor:
- Allows for visualization of software applications.
Keyboard:
- Allows the user to type commands for the software.
Graphics and video cards:
- Used to produce outstanding quality and detail in the monitor.
Backup devices:
- Save large amounts of information as needed.

Location:
- Terminal locations must be determined for each computer station.
- Examples:
  - Receptionist station.
  - Pharmacy area.
  - Doctor’s office(s).
  - Practice manager’s office.
  - Treatment area.
  - Exam rooms.
  - Surgery.
  - Laboratory.
  - Radiology room.
Types of Computers:
- Desktop.
- Laptop.
- Tablet.
Processor Selection:
- Software companies can verify the type of processor recommended to run their veterinary software.

Printer Selection:
- Laser.
- Inkjet.
- Label printer.
Servers:
- A server serves information to the computers to which it is connected.
- When users connect to a server, they can access programs, files, and other information.
- If the practice has several computers, they should be linked together.
- They should be linked to a shared CPU as a server for more efficiency.

Take into account hardware requirements, software support (technical assistance, troubleshooting, and problem resolution), education, and customization.
Veterinary software.
Accounting and management software:
- Needed for budget planning and payroll administration.
Picture archival and compression software (PACS):
- Needed for digital radiography and ultrasonography.
Back up computers daily, both on site and off site.
Have backup generators available in the event of a power outage.

Determine the budget for hardware and software.
Include costs for running cables or electrical lines as well as the actual computer installation costs.
Include costs for data conversion.
Recurring costs may include maintenance and support fees for the software system and the replacement of any hardware costs that fail.
The average life of a computer system is 3 to 5 years.

The software company should provide in-house training for a predetermined amount of time for all team members.

Firewalls, antivirus programs, and different levels of passwords are the major precautions that should be taken to protect a computer system.
Emails and attachments from unknown senders should not be opened.
Websites with uncertainty should not be accessed.
Firewalls:
- Consist of software that helps screen out hackers, viruses, and worms that try to get into the computer system.
- They check every piece of information that comes in and goes out.
Antivirus programs:
- Automatically screen for viruses and include anti-spam programs.

Systems should be backed up each night, after the practice closes, onto a CD, DVD, or external hard drive.
This disc should be removed and stored in the safe in case of fire, flood, or theft.
It is ideal to back up the system off site.
Keep in mind that a computer can crash for any reason, including malfunction, electrical surge, theft, natural disaster, or malicious damage.
Be sure to double-check backups for errors!

Telephone systems, voice mail equipment, fax machines, copy machines, calculators, scanners, digital cameras, and time clocks are other technologies used in veterinary practices.
Digital Cameras:
- Used to take photos before and after dental prophylaxis to show the owners the difference in the teeth once the procedure has been completed.
Scanners:
- Used to scan in previous medical records, authorization forms, photos, and laboratory results.

Megabyte:
- A measure of computer data storage; approximately 1 million bytes.
Random Access Memory (RAM):
- The short-term memory of a computer.
- RAM plays a vital role in the speed of the computer.
Adware:
- A program or software that installs itself onto the computer without the user’s knowledge.
- Adware plays a role in advertising; it collects information about the user, as well as websites visited, and uses this information to display pop-up ads.
Worm:
- A program that replicates itself over a computer network and performs malicious actions that can shut the computer system down.