Automation in the Doctor's Office

Automation in the Doctor's Office

• Computers are being used for speedy diagnoses in doctor's offices.
• The use of electronic devices speeds up clinical procedures and makes them more accurate.
• The focus of this section is on business machines that expedite and lighten a medical secretary's work.

Dictation and Transcription Machines

• Doctors use dictation and transcription machines to record letters, reports, and articles.
• These machines can be used in various locations, including the doctor's desk, home, car, and even around the neck.
• Recording devices vary including plastic discs, wax-coated or plastic belts, magnetic tape, and wire.
• The machines come in different sizes: miniature, portable, and standard.
• They can record from 90 minutes to several hours of dictation, depending on their size.
• All machines have a switch for playback and corrections.
• Some machines are used for both recording and transcribing, while others have separate parts for each function.
• Instruction booklets accompany each machine for operation and placement of the recording material.
• Operating a machine can be learned quickly, but practice is required for smooth use.
• Transcription principles are the same for all types of machines and recording devices.
• The machine is placed next to the typewriter and started.
• Headphones or an amplifier help to regulate tone, volume, and speed for the secretary's comfort.
• A foot-pedal switch is useful for starting and reversing the machine.
• An index counter makes it possible to locate specific references quickly and indicate the length of a letter.
• Secretaries should listen carefully for instructions and corrections as the dictator will provide information about the number of copies, setup, paragraphing, and other matters.
• The machine can be reversed to find the correct place if the secretary is interrupted.
• The machine's replay function can be used to review dictation if the secretary does not understand something.
• The secretary's skill in spelling, punctuation, capitalization, and medical terminology impacts transcription efficiency.
• A simple device on the machine erases dictation from tape, wire, and wax records.
• Discs and belts cannot be reused but are often filed for later reference.

Duplicating Methods

• It is sometimes necessary to make copies of documents such as letters, bills, reports, memorandums, and patient histories.
• 8-10 clear carbon copies can be made at one typing using onionskin copy paper and featherweight carbon.
• Special duplicating processes are used for larger quantities of copies, such as 50 or 100.

Stencil Duplicator

• One of the least expensive methods of duplicating.
• Material is typed on a wax-coated stencil.
• The typewriter ribbon is disengaged, allowing the type to cut characters directly onto the stencil.
• Proofreading the stencil as it is typed, preferably every one-half dozen lines, is recommended.

This quiz covers the role of automation, particularly electronic devices and machines, in enhancing efficiency within a doctor's office. It focuses on how tools like dictation and transcription machines streamline clinical procedures and support medical staff. Test your knowledge on the types and functionalities of these automation technologies.