1. Using and Maintaining Office Equipment

2. Introduction Clerical equipment is a necessity for offices
Communication
Records
Billing, payroll, etc.
Shredders for confidentiality
Copiers

3. Introduction (cont.)
Role of office personnel related to clerical equipment
Evaluation
Purchasing or leasing
Operation
Maintenance

4. 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.

5. Telephone Systems and Call Handling
The telephone is the primary means for communication in most offices

6. 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

7. Telephone Systems (cont.)
Multiple lines (cont.)
Switchboard and receptionist
Automated voice response
Selection menu
Voice over Internet Protocol (VoIP)

8. Call Handling Voice mail Patient courtesy phone
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

9. Use cell phones only in clearly designated areas.
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.

10. 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

11. 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 message from caller
Must retrieve messages if machine is set to record

12. Call Handling (cont.) Answering service
Provide people to answer phone calls
Usually after hours
Take messages and communicate them to the concerned personnel

13. 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

14. Pagers (cont.) Interactive pagers Two-way communication
Mini-keyboard for responding to message
Real-time response
Wireless Internet address
Uses address
Communicates with other pagers
Traditional page capabilities also

15. 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

16. Faxing Benefits Receive faxes 24 hours a day
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

17. Typewriters Of little use today Electric vs. electronic models
Some forms/documents
Electric vs. electronic models
 Electronic typewriters can store limited amounts of information
 Word Processors can store entire documents in memory

18. Apply Your Knowledge
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?
ANSWER: The medical assistant will use a pager or I-pager to contact a physician who is out of the office.
Hello! Right Answer!!!!

19. Office Automation Equipment
Description
Photocopier
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

20. 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

21. Dictation-Transcription Equipment
Physician records (dictates) correspondence, patient records, etc.
Medical assistant transcribes the recorded words into a written document

22. 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

23. Check Writer
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
A machine that imprints checks
Name of payee and amount of check, once imprinted, cannot be changed
VOID

24. Paper Shredders
Machines that destroy documents by cutting them into small pieces
Used to eliminate
Unneeded patient records
Sensitive materials

25. 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

26. Microfilm Reader
Microfilm
Microfiche

27. Apply Your Knowledge Correct!
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?
ANSWER: The medical assistant should search for the information in the office microfilm or microfiche records.
Correct!

28. Evaluating Office Needs
Purchasing Decisions
Evaluating Office Needs
Contacting Suppliers 
Preparing Recommendations 
Evaluating Warranty Options 

29. 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

30. 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!

31. Maintaining Office Equipment
The manual that comes with each piece of equipment describing operation and special features.
Equipment Manual
Maintenance contracts specify when equipment will be cleaned and repaired.
Service contracts cover services not included in standard maintenance contract.
Maintenance and
Service Contracts

32. Maintaining Office Equipment (cont.)
Call manufacturer or place purchased 
Troubleshooting
Steps
Consult the equipment manual 
Test machine and record any error messages 
Eliminate possible simple causes 

33. Backup Systems Computers Telephones Cell phones
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

34. 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

35. Apply Your Knowledge Right!
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?
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.
Right!

36. End of Chapter
Technology means the systematic application of scientific or other organized knowledge to practical tasks.
  — John Kenneth Galbraith