CHAPTER 8
Technology in the Office
Mastery of the content in this chapter will enable the reader to:
• Differentiate between hardware and software.
• Determine the appropriate computer hardware to meet the requirements of the practice.
• Identify veterinary software that will best serve the practice.
• Create an appropriate hardware and software implementation schedule for the 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.
Over the last decade, the veterinary profession has benefited from the advances made in computer technology, including faster processors, increases in the amount of information that can be stored, and greater networking capacities. The prudent selection of technology equipment is a major component of veterinary practice productivity and efficiency. The ultimate goal is to develop an effective automated information and processing system that can evolve with practice growth and that will be able to utilize new technology as it is developed.
Computers are used to maintain the functions of the practice on several levels. The electronic office is a workplace where computers and other electronic equipment carry out many of the office’s routine tasks. This equipment also provides more options for gathering, processing, displaying, and storing information. Box 8-1 gives some examples of applications of technology that are used on a daily basis in veterinary practices.
The technology revolution that led to the information age has had a profound effect on the business office. The use of electronic office technology in the veterinary practice allows the team to be more efficient and organized. It can help automate routine tasks, improve cash flow, and increase accuracy. Today, a patient’s radiograph can be sent virtually (i.e., by computer) to a specialist as soon as it is taken and before the client leaves the practice. This results in improved patient and client care, increased productivity, and reduced stress on team members.
INFORMATION SYSTEMS
An information system is a collection of elements that provide accurate, timely, and useful information. To understand the procedure of an information system, one must understand the basic terminology related to the concept. A glossary of terms, definitions, and pictures helps define electronic office equipment and is useful when selecting products (Box 8-2).
Backup Device: Device that copies information from the CPU and stores it for retrieval in the event of computer malfunction. Backup devices can be either internal or external.
Broadband: High-speed Internet connection that can transmit information 40 times as fast as telephone and modem connection.
Card Reader/Writer: A card reader/writer is useful for transferring data directly to and from a removable flash memory card. Examples of flash cards are those used in a camera or music player.
Central Processing Unit (CPU): The brain of the computer; located in the main unit.
CD: Device for storing data; stores approximately 650 to 700 MB (megabytes) of information.
CD/DVD Drives: Newer computers are built with a DVD drive than can read CDs or DVDs. CDs or DVDs cannot be recorded or written over; they can only be read by the driver. If one plans to write music, audio files, or documents onto a CD or DVD, then CD/RW or DVD/RW should be considered. RW stands for rewritable. This allows the CD or DVD to be rewritten once the information has been recorded once. A DVD has a capacity of at least 4.7 GB (gigabytes) versus the 650 MB capacity of a CD. Drives can be either internal or external.
Desktop: Computer that sits on the top of a desk; not considered a portable unit.
Digital Camera: A camera that can capture images without the use of film. Images are then transferred to the computer with a connection wire. Photos can then be printed from the computer or stored for future use. Digital cameras come in a variety of megapixels. The higher the megapixel count, the better the resolution of the photo. A digital camera can be an effective marketing tool in a veterinary practice.
Digital Subscriber Line (DSL): High-speed Internet connection that uses the same wires as a telephone.
Digital Versatile Disc (DVD): Device for storing data that can hold more information than a CD.
Docking Station: Stationary device that allows a tablet to function as a desktop computer.
External Hard Drive: An external hard drive is a storage drive that allows data to be stored outside the computer. External hard drives are protected in heavy black cases and can create an extra storage space or contain a complete backup of the computer system.
Floppy Disk Drive: Floppy disks are used to back up and transfer data or load applications onto a computer. Floppy disk drives are becoming obsolete because most programs are now written to CDs and DVDs. A standard-sized floppy disk drive is 3.5 inches, and a disk holds only 1.44 MB of information.
Gigabyte (GB): Measure of computer data storage; approximately 1 billion bytes.
Graphics Card: Card inserted into the CPU that determines the level of detail at which video images will appear on the monitor.
Handwriting Recognition: Technology that allows the computer to convert touch screen writing into printed words.
Hard Drive: A hard drive stores all data and can hold more than 100 GB of information.
Joystick/Wheel/Game Controller: Used to play games, these devices provide realistic game play with feedback, programmable buttons, and specialized levers.
Keyboard: The keyboard is one of the most important devices used to communicate with the computer. It should have at least 101 keys on it and have a USB connection to plug into the computer. Some users prefer wireless keyboards, especially when a smaller desk space is being utilized. For team members who use the keyboard for a majority of the day, an ergonomic keyboard may be considered.
Modem: A device used to connect to the Internet as well as send and receive faxes via a phone line. The modem converts digital data to analog data to send to the end user; the modem also converts analog information back to digital when it is received.
Monitor: The monitor is used to view documents, read email, and view pictures. A minimum of a 17-inch screen is advised; however, if digital photos will be reviewed, a 19- or 21-inch monitor is recommended. Flat panel screens are excellent space savers and provide a high-quality picture.
Mouse: A mouse allows navigation through applications on the computer. The mouse allows the user to point and click. A mouse can be cordless, which may benefit some users. Others prefer a mouse with an ergonomic design and an optical sensor. An optical sensor allows the mouse to be used without a mouse pad, which may be useful if working in a small desk space.
Network Card: A network card allows connection to a network or DSL for Internet connection. If a server is in use for the practice software system, each computer will need to have a network card to allow the computers to communicate with each other.
Printer: Laser and inkjet printers are available. Laser printers print faster and with higher quality than an inkjet printer, and the ink generally costs less for a laser printer. Photograph printers are more expensive and print with a higher resolution. Printers should have a USB connection.
Processor Speed: The processor speed is the speed at which the brain of the computer can sort information and produce results.
Random Access Memory (RAM): The short-term memory of a computer. RAM plays a vital role in the speed of the computer. 512 MB or more is recommended for optimal use.
Scanner: A scanner can be used to scan documents or photos into the computer. Scanners are generally flat-bed scanners; they should have a color depth of at least 48 bits and a resolution of at least 1200 × 2400 dpi. The higher the color depth, the more accurate the color. A higher resolution picks up more subtle gradations of color.
Server: 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.
Sound Card: Sound cards are responsible for playing sounds and recording audio. Most sound cards available today are capable of recording and playing digital audio. If the computer will be used extensively for game playing or as an entertainment system, the sound card can be upgraded.
Speakers: Speakers emanate sound and, as mentioned, if the computer will be used for game playing or used for presentations, the speakers can be upgraded for a higher quality sound.
Video Graphics Card (VGC): A video graphics cards enables the computer to display high-quality and clear graphics. If the computer will be used for extensive graphic work, the VGC may be upgraded for enhanced performance.
PC Video Camera: A PC video camera is a small camera that allows the capture of images and display of live video. Cameras sit on a monitor or desk.
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