chapter 5 technology in the business office copyright © 2011, 2006 mosby, inc., an affiliate of...

Technology in the Business Office

Copyright © 2011, 2006 Mosby, Inc., an affiliate of Elsevier. All rights reserved.Copyright © 2011, 2006 Mosby, Inc., an affiliate of Elsevier. All rights reserved.


Technology in the business office involves the application of computers and associated electronic equipment to prepare and distribute information.


Dentistry is moving toward the paperless office:◦ Electronic charting

◦ Scheduling

◦ Filing of insurance claim forms

◦ Telemarketing

◦ E-mail for staff and patients

◦ Continuing education for the professionals

◦ Virtual group practices

◦ Consultation via the Internet


An information system is a collection of elements that provide accurate, timely, and useful information.


1.Hardware2.Software3.Data4.Personnel5.Procedures


Hardware is the information system’s physical equipment.◦The central piece of hardware in the information system is the computer.


Additional computer hardware includes◦Voicemail◦Pagers◦Voice equipment◦Fax machines◦Copy machines◦Calculators◦Dental imager◦Scanner◦Digital camera


The computer system is directed by a series of instructions called a computer program, or software.◦Software guides the sequence of operations the system is to perform.


There are several specifically designed dental practice management programs.

Additional general purpose programs include

Word processing Spreadsheets Database systems


Data are the raw information that is entered into the computer program.


In most dental practices, the administrative assistant is responsible for the◦Accuracy of the input and output of data related to the information system

◦Setup and maintenance of the system


A training session for the dental staff is often provided when a computer is installed.

Most software suppliers offer ongoing telephone- or Internet-based support options on a monthly or yearly basis.


Procedures are the written documentation about operation and maintenance of the information system.

If any of the elements-hardware, software, data, personnel or procedures-are missing or flawed, the entire information system may be affected.


Computers are capable of performing four general operations known as the information processing cycle.1. Input2. Process3. Output4. Storage


Parts of a computer◦Input devices Keyboard, mouse or trackball, touch

screens, graphic input devices, scanners, and voice input

◦Processor Central processing unit (CPU)

◦Output devices Printer and monitor

◦Storage media


Before the office acquires new equipment or updates equipment of any kind, the needs of the office should be identified.

A feasibility study is one of the most reliable ways to determine what type of updates the computer in the practice needs and if new technologies are needed.


Type and size of the practice Cost Changes in the practice since the initial computer purchase

Ability of the staff Training requirements


Some software companies sell both hardware and software.◦This means the company is aware of the requirements of the software and can enable the user to select the appropriate hardware to support the chosen software.


Patient financial records

Clinical charting Digital

radiography storage

Recall Inventory

management Accounts payable

Account reports Patient reports Patient history Transactions Prescription history Insurance claim

forms processing Appointment

scheduling


It is strongly recommended that an office make sure that the software can provide all that they will need going forward.◦Example: If an office will someday want to use digital radiography, it is very important that the software has that option available when the office needs it.


Word processing is an important general purpose software program that allows the user to prepare a document electronically.

When word processing is integrated with the information system, it can improve communications with patients.


An electronic spreadsheet allows the user to organize numeric data in a worksheet or table format.


Graphics software permits the user to create graphs from numeric data.

Common forms of graphics include pie charts, line diagrams and bar charts.


The computer can also be a communication tool between the treatment room and the business office.

A variety of charting systems allow a clinical assistant to enter data directly on a keyboard at chairside, which then provides a printout in the business office.


Change involves commitment in time and effort.

Change is difficult for some people.◦Some staff members may feel unsure, but with experience comes confidence.

Benefits outweigh initial resistance to change.

chapter 5 technology in the business office copyright © 2011, 2006 mosby, inc., an affiliate of...

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