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