Office Equipment and Supplies Flashcards
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Questions and Answers

What is hardware?

  • The network connections of a computer
  • The data storage capacity of a computer
  • The software applications used in a computer
  • The physical components of a computer system (correct)

    • What is a cursor?

    A blinking line on the computer screen showing where the next character that is keyed will appear.

    What are operating systems?

    Instructions a computer needs to function.

    What is a fax machine?

    <p>A device that scans printed information, translating it into electronic impulses over telephone lines.</p> Signup and view all the answers

    What does RAM stand for?

    <p>Random-access memory.</p> Signup and view all the answers

    What is a CD-ROM?

    <p>A computer disk similar to an audio compact disc that stores huge amounts of data.</p> Signup and view all the answers

    What is multimedia?

    <p>Software that uses more than one medium, such as graphics, sound, and text to convey information.</p> Signup and view all the answers

    What is a hard copy?

    <p>Print out of information from a computer.</p> Signup and view all the answers

    What type of printer forms characters using tiny dots of ink?

    <p>Ink-jet printer.</p> Signup and view all the answers

    What is multitasking in a computer?

    <p>A system that allows users to run two or more software programs simultaneously.</p> Signup and view all the answers

    What is a database?

    <p>A collection of records created and stored on a computer.</p> Signup and view all the answers

    What is electronic mail (email)?

    <p>A method of sending and receiving messages through a network.</p> Signup and view all the answers

    What is the internet?

    <p>A global network of computers.</p> Signup and view all the answers

    What is a screen saver?

    <p>A software package that automatically changes the computer monitor at short intervals.</p> Signup and view all the answers

    What device scans documents for transmission?

    <p>Scanner.</p> Signup and view all the answers

    What is a postage meter?

    <p>A machine that consists of a meter and a mailing machine.</p> Signup and view all the answers

    What does transcription involve?

    <p>Transforming the spoken word into writing.</p> Signup and view all the answers

    What does collation refer to?

    <p>A feature of many copiers.</p> Signup and view all the answers

    What is the purpose of a paper shredder?

    <p>Equipment used to assist with protecting confidentiality.</p> Signup and view all the answers

    What is a warranty?

    <p>A contract guaranteeing free service and replacement parts for a specific time frame.</p> Signup and view all the answers

    What is a backup system?

    <p>A guarantee that information will be available if there is a system failure.</p> Signup and view all the answers

    What is inventory?

    <p>A listing of supplies used in the office.</p> Signup and view all the answers

    What is a purchase order?

    <p>A document used to order supplies from a vendor.</p> Signup and view all the answers

    What does unit price refer to?

    <p>The price per item.</p> Signup and view all the answers

    What does SDS stand for?

    <p>Safety Data Sheet.</p> Signup and view all the answers

    Another name for a laptop is a ___.

    <p>notebook</p> Signup and view all the answers

    The keyboard is the most common input device. Other input devices include ___.

    <p>a mouse</p> Signup and view all the answers

    ROM is ___.

    <p>Read-Only Memory, permanent memory</p> Signup and view all the answers

    RAM is ___.

    <p>Random Access Memory, temporary memory</p> Signup and view all the answers

    A multitasking system means ___.

    <p>Users can run two or more software programs simultaneously</p> Signup and view all the answers

    The first step in selecting new computer equipment is ___.

    <p>To research the needs of the office and the capabilities of the equipment</p> Signup and view all the answers

    A computer password ___.

    <p>Helps protect confidential information</p> Signup and view all the answers

    What is the most important piece of hardware in a computer?

    <p>CPU</p> Signup and view all the answers

    Give examples of general supplies.

    <p>Paper cups, toilet paper, and liquid soap.</p> Signup and view all the answers

    When should you order by rush order?

    <p>Only as absolutely required.</p> Signup and view all the answers

    How many days does the FTC allow supply companies to provide merchandise?

    <p>30 days.</p> Signup and view all the answers

    What is a purchase requisition?

    <p>A formal request from a staff member or licensed practitioner.</p> Signup and view all the answers

    Where is the best place to store office holiday decorations?

    <p>In a storage area away from heat and water.</p> Signup and view all the answers

    What should you do when a physician determines that a chart can be discarded?

    <p>Shred it.</p> Signup and view all the answers

    What is a convenient feature of a postage meter?

    <p>It automatically senses the letter or package weight.</p> Signup and view all the answers

    What is a leasing agreement?

    <p>Advantageous when you do not have enough money to buy the equipment but you need the service it provides.</p> Signup and view all the answers

    What are examples of software that is written for a specific purpose?

    <p>Word processing, database, and accounting software.</p> Signup and view all the answers

    What are laser printers?

    <p>High-resolution printers that use a technology similar to that of photocopiers.</p> Signup and view all the answers

    Requiring a ___ limits the computer users who can access the files.

    <p>password</p> Signup and view all the answers

    A ___ operates over telephone lines but uses a different frequency than the telephone frequency.

    <p>modem</p> Signup and view all the answers

    A ___ is a type of pointing device and is common on laptop and notebook computers.

    <p>touch-pad</p> Signup and view all the answers

    Photocopiers can be configured with a ___ that can transmit the images of documents to computers.

    <p>scanner</p> Signup and view all the answers

    A ___ is a modem that operates over cable television lines to provide fast Internet access.

    <p>Digital Subscriber Line (DSL)</p> Signup and view all the answers

    What does OSHA stand for?

    <p>Occupational Safety and Health Administration.</p> Signup and view all the answers

    New calendars and appointment books are examples of ___ supplies.

    <p>periodic</p> Signup and view all the answers

    ___ must be stored out of sight and in a locked cabinet.

    <p>Narcotics</p> Signup and view all the answers

    What rules apply to storage areas for clinical supplies?

    <p>The rules of good housekeeping and sepsis.</p> Signup and view all the answers

    What are purchasing groups?

    <p>Groups of physicians who order supplies together to obtain a quantity discount.</p> Signup and view all the answers

    A ___ is a machine that applies postage to an envelope or package.

    <p>postage meter</p> Signup and view all the answers

    What might medical assistants be asked to do?

    <p>Transcribe tape-recorded words into written text.</p> Signup and view all the answers

    What is a check writer?

    <p>A machine that imprints a check with the date, payee's name, and payment amount.</p> Signup and view all the answers

    If the price of the equipment or terms of the sale are not firm, there is room for ___.

    <p>negotiating</p> Signup and view all the answers

    What does an equipment manual provide?

    <p>Tells how a piece of equipment works, what its special features are, and how to troubleshoot problems.</p> Signup and view all the answers

    What periodic task is necessary regarding equipment?

    <p>Conduct an inventory.</p> Signup and view all the answers

    What do most software packages offer?

    <p>Tech support.</p> Signup and view all the answers

    A ___ is an option for renting office equipment instead of purchasing equipment outright.

    <p>lease</p> Signup and view all the answers

    List items that are important on an inventory card.

    <p>product, vendor, and date of purchase</p> Signup and view all the answers

    Explain how inventory cards and colored adhesive flags can be used to track supplies that must be recorded: Red - ___; Yellow - ___.

    <p>needs to be ordered; has been ordered</p> Signup and view all the answers

    What are input devices?

    <p>Keyboard, pointing device, modem, scanner.</p> Signup and view all the answers

    What are processing devices?

    <p>Motherboard, CPU.</p> Signup and view all the answers

    What are storage devices?

    <p>RAM, ROM, hard disk drive, removable drives.</p> Signup and view all the answers

    What are output devices?

    <p>Monitor, printer.</p> Signup and view all the answers

    What are vital supplies?

    <p>Items that are absolutely essential for the practice's functioning.</p> Signup and view all the answers

    What are incidental supplies?

    <p>Supplies needed in the office but do not threaten the office's efficiency.</p> Signup and view all the answers

    What are periodic supplies?

    <p>Supplies require ordering only occasionally.</p> Signup and view all the answers

    What is a purchase requisition?

    <p>A formal request from a staff member.</p> Signup and view all the answers

    What is a purchase order?

    <p>A form that authorizes a purchase.</p> Signup and view all the answers

    List three ways to provide security in a computerized office.

    <p>Passwords, encryption software, activity-monitoring system.</p> Signup and view all the answers

    Study Notes

    Office Equipment and Supplies

    • Hardware: Physical components of a computer system, essential for operation.
    • Cursor: The blinking indicator on the computer screen that shows where the next typed character will appear.
    • Operating Systems: Instructions and software that allow computers to operate efficiently.
    • Fax Machine: Scans and transmits printed information over telephone lines, creating a replica of the original document upon receipt.
    • Random-Access Memory (RAM): Temporary, programmable memory used by the computer for active tasks.
    • CD-ROM: Compact disk used to store large amounts of data, functioning like an audio CD.
    • Multimedia: Software that incorporates graphics, sound, and text to present information engagingly.
    • Hard Copy: Printed version of digital information.
    • Ink-Jet Printer: Generates images by spraying small droplets of ink, creating characters through dots.
    • Multitasking: Feature that permits running multiple software programs simultaneously.
    • Database: Organized collection of data records stored on a computer.
    • Electronic Mail (Email): Method for sending and receiving messages via a computer network.
    • Internet: A vast global network connecting millions of computers.
    • Screen Saver: Software that changes displayed images to prevent screen burn-in during inactivity.
    • Scanner: Device that digitizes paper documents for electronic transmission.
    • Postage Meter: Machine that applies postage to mail items, automating weight sensing.
    • Transcription: The process of converting spoken words into written text.
    • Collating: Feature available in copiers for organizing documents in a specified order.
    • Paper Shredder: Equipment for ensuring confidentiality by destroying sensitive documents.
    • Warranty: Contract that provides service and replacement for equipment within a certain time.
    • Backup System: Ensures that essential data is recoverable after a system failure.
    • Inventory: A list of office supplies, important for tracking what is available.
    • Purchase Order: Official document used to request supplies from a vendor.
    • Unit Price: Cost assigned to a single item.
    • SDS (Safety Data Sheet): Documents detailing chemical properties and safety precautions required for products.
    • Notebook: Alternate term for a laptop, emphasizing portability.
    • Mouse: A common input device used alongside the keyboard.
    • Read-Only Memory (ROM): Permanent memory that retains data regardless of power source.
    • Multitasking Systems: Software allowing multiple simultaneous operations, enhancing productivity.
    • Researching Equipment Needs: The initial step in selecting appropriate office technology.
    • Computer Password: Security measure to protect sensitive information.
    • Central Processing Unit (CPU): The most crucial hardware component of a computer.
    • General Supplies: Categorized as everyday items like paper and toiletries.
    • Rush Orders: Should only be made when absolutely necessary to avoid extra costs.
    • FTC Regulations: Require supply companies to deliver products within 30 days or allow order cancellation with a refund.
    • Purchase Requisition: Formal request raised by staff for ordering supplies.
    • Storage of Holiday Decorations: Should be stored safely to avoid damage from heat and moisture.
    • Shredding Discarded Charts: Necessary for maintaining patient confidentiality.
    • Digital Subscriber Line (DSL): Type of modem providing fast internet access over cable television lines.
    • Occupational Safety and Health Administration (OSHA): U.S. agency ensuring safe workplace environments.
    • Periodic Supplies: Items needed on a less frequent basis, like calendars.
    • Narcotics Storage: Must be kept secure in a locked cabinet to maintain safety.
    • Sepsis Protocols: Important for storage areas of clinical supplies to prevent contamination.
    • Purchasing Groups: Collaboration among physicians for bulk ordering to receive discounts.
    • Check Writer: Machine used to print check details such as date and payee.
    • Negotiation: Room for discussion if equipment pricing is not firm.
    • Equipment Manual: Provides operational guidance and troubleshooting for devices.
    • Technical Support: Offered by most software to assist users with unresolved issues.
    • Lease Agreement: Option for renting equipment when purchasing outright is not feasible.
    • Inventory Card Elements: Includes product details, vendor information, and dates of acquisition.
    • Color-Coded Flags for Inventory: Red indicates items needing to be ordered, and yellow signifies items that have already been ordered.
    • Types of Input Devices: Includes keyboard, mouse, modem, and scanner for data entry.
    • Processing Devices: Key components like the motherboard and CPU that handle data processing.
    • Storage Devices: Include RAM, ROM, and hard drives ensuring data retention.
    • Output Devices: Devices like monitors and printers that display or produce physical copies of information.
    • Vital Supplies: Essential items necessary for daily office operations and maintaining a sterile environment.
    • Incidental Supplies: Non-essential supplies that facilitate office tasks but do not significantly impact efficiency.
    • Security Mechanisms for Computers: Passwords, encryption, and activity monitoring to protect data integrity.

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    Description

    Test your knowledge of key terms related to office equipment and computer hardware with these flashcards. Learn definitions of essential words from chapter 8, including hardware, cursor, and operating systems. Perfect for students seeking to reinforce their understanding of office technology.

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