using and maintaining office equipment
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Using and Maintaining Using and Maintaining Office EquipmentOffice Equipment
Introduction
Clerical equipment is a necessity for offices Communication Records Billing, payroll, etc. Shredders for confidentiality Copiers
Introduction (cont.)
Role of office personnel related to clerical equipment Evaluation Purchasing or leasing Operation Maintenance
Office Communication Equipment
Business communication equipment
Telephones
Facsimile (fax) machines
Computers
Photocopiers
Technology today allows for information to be transmitted almost instantaneously throughout the world.
Telephone Systems and Call Handling
The telephone is the primary means for communication in most offices
Telephone Systems
Multiple lines Key telephone system
Most commonly used in medical practices Features
Multiple lines for incoming or outgoing calls
Intercom line Hold button
Telephone Systems (cont.)
Multiple lines (cont.)
Switchboard and receptionist
Automated voice response
Selection menu
Voice over Internet Protocol (VoIP)
Call Handling Voice mail
Permits the caller to leave a message Caller never receives a busy signal
Patient courtesy phone Block long distance, unless
needed Keeps business lines free
Call Handling (cont.)
Cell phones Turn off personal cell phone
Interruption to communication Interference with some office
equipment Business uses
Quick response by physician When traditional phones fail Key employees for business
outside office
Use cell phones only in clearly designated areas.
Call Handling (cont.)
Leaving messages on answering machines or faxes Only this information
Name of person for whom the message is intended
Date and time of call Name of office
Name of contact person Phone number Request for a return call
Call Handling (cont.)
Answering machine Used during non-office hours Outgoing message should state
Office hours How office personnel can be reached
May or may not record messagefrom caller
Must retrieve messages if machine is set to record
Call Handling (cont.)
Answering service Provide people to answer phone calls
Usually after hours
Take messages and communicate them to the concerned personnel
Pagers Small electronic devices that pick
up a signal and are used to reach managers/other employees when they are out of the office
Technology Assigned a telephone number Beep, buzz, or vibrate when activated Window displays caller’s number or
a short message
Pagers (cont.)
Interactive pagers Two-way communication Mini-keyboard for responding to message
Real-time response Wireless Internet address
Uses e-mail address Communicates with other pagers Traditional page capabilities also
Facsimile Machines Transmit impulses over
telephone lines Convert impulses into an
exact copy of original Fax machines should
have a dedicated phone line
Scan pages Translate to electrical
impulses
Faxing
Benefits Send an exact copy in minutes Less expensive than overnight mail service Other uses for fax machine
Extra copy machine Extension for outgoing calls
Receive faxes 24 hours a day
Typewriters Of little use today
Some forms/documents Electric vs. electronic
models
Electronic typewriters can store limited amounts of information
Word Processors can store entire documents in memory
A personal emergency call has been received for the physician, who is currently not in the office. Which device or service would the medical assistant use to contact the physician?
Apply Your Knowledge
ANSWER: The medical assistant will use a pager or I-pager to contact a physician who is out of the office.
Hello! Right Answer!!!!
Office Automation Equipment
Equipment DescriptionPhotocopier Instantly reproduces documents; also
called a copy machine.
Adding machine and
calculator
Perform routine office arithmetic calculations
Folding and inserting machine
Prepares large volumes of outgoing mail or folded brochures
Office Automation Equipment (cont.)
Postage meters Apply postage to
mailings
Postage scales May be part of postage
meter Show weight Show cost to mail
packages
Dictation-Transcription Equipment
Physician records (dictates)
correspondence, patient records, etc.
Medical assistant transcribes the recorded words into a written document
Dictation-Transcription For accuracy
Speaker indicates date and type of document Names, addresses, and unfamiliar terms are spelled by
speaker as he or she dictates information
Speech is made clearer by Volume controls Tone controls Speed controls that separate words
Check Writer A machine that imprints
checks Name of payee and
amount of check, once imprinted, cannot be changed
If incorrect information is entered, the check must be voided.
Write the word “void” in clear letters across the check or use a stamp with red ink
Paper Shredders Machines that destroy
documents by cutting them into small pieces
Used to eliminate Unneeded patient records Sensitive materials
Microfilm and Microfiche Readers
Used to read 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
Accurate labeling and dating assists with locating information in either format
Microfilm Reader
MicroficheMicrofilm
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?
Apply Your Knowledge
ANSWER: The medical assistant should search for the information in the office microfilm or microfiche records.
Preparing Recommendations
Contacting Suppliers
Purchasing Decisions
Evaluating Office Needs
Evaluating Warranty Options
Leasing vs. Buying Equipment Buying equipment allows owners to do whatever they
choose, even sell the item(s) purchased Owner is responsible for servicing after warranty period
Leasing (renting) requires less out-of-pocket money, and rental cost may be negotiable Involves initial charge and monthly fee Equipment is usually serviced by the leasing company At the end of each lease period, the equipment can be
updated
Apply Your Knowledge
A large medical practice requires several photocopy machines and faxes. Would it be better to lease or buy this equipment, and why?
ANSWER: Leasing would most likely be the least expensive option, since the leasing company would be responsible for servicing the equipment. Large offices could save money and obtain up-to-date equipment with the leasing option.
Good Job!
Maintaining Office Equipment
The manual that comes with each piece of equipment describing operation and special features.
Equipment Manual
Maintenance and Service Contracts
Maintenance contracts specify when equipment will be cleaned and repaired.
Service contracts cover services not included in standard maintenance contract.
Maintaining Office Equipment (cont.)
Troubleshooting Steps
Eliminate possible simple causes
Test machine and record any error messages
Consult the equipment manual
Call manufacturer or place purchased
Backup Systems Computers
Backed up on tape Ensure that all information is retrievable if system fails
Telephones Cell phones
Electricity Emergency generator
Battery power Security and warning systems
Fire extinguishers Service and replace yearly
Equipment Inventory A method of documenting and tracking equipment
purchases Systems for inventory
Master inventory sheet contains all pertinent information
Detailed inventory forms may include Name of equipment Description Model and registration numbers Date and place of purchase Product warranty and estimated life Maintenance and service contracts
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 the medical assistant do?
Apply Your Knowledge
ANSWER: The medical assistant should start with the first step for troubleshooting an equipment problem, which is to eliminate possible simple causes. In this case, make sure that the machine is plugged in and turned on in addition and make sure the “power saver” is not activated.
End of Chapter
Technology means the systematic application of scientific or other organized knowledge to practical tasks.
— John Kenneth Galbraith
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