Allen School Computers Week 5 PDF

Course: Computers Week: 5  Study Tips O DO NOT try to write every word down. O The tables and charts come directly from your book. “Where Education Comes To Life”  Operating Systems Most computer users have a Windows based operating system made by Microsoft. However there a...

Course: Computers Week: 5  Study Tips O DO NOT try to write every word down. O The tables and charts come directly from your book. “Where Education Comes To Life”  Operating Systems Most computer users have a Windows based operating system made by Microsoft. However there are other operating systems such as the popular Macintosh computer system. All computer systems now use Graphical User interfaces (GUI), which means that you can see different areas of the screen and click on them in order to have the computer perform certain actions like opening and closing a software program. “Where Education Comes To Life”  Desktop The desktop is your “workspace.” This is where your computer will open up to every time you turn it on and it contains commonly used icons like My Documents and Internet Explorer icons so that you can quickly open commonly used programs. The desk top also includes the task bar which is typically located at the very bottom of the window. We’ll learn more about the task bar in the next slide “Where Education Comes To Life” Terms “Where Education Comes To Life”  Terms “Where Education Comes To Life”  Windows “Where Education Comes To Life”  Menus “Where Education Comes To Life”  Tips “Where Education Comes To Life”  Files and Folders Just as a folder in a filing cabinet is a "container" for storing paper documents, a computer folder is a container for storing computer documents. A computer document, in turn, is anything that you might want to look at on the screen, or print on paper. That includes typed text, spreadsheets, and pictures. In the computer world, music (songs) and video (movies) are also documents. And just like any documents, music and video files are stored in folders. “Where Education Comes To Life”  Files vs. Documents A folder is a "container" in which you can store documents, like a manila file folder in a filing cabinet. The icon for a folder will usually resemble a manila file folder in some way. A file (or document) is like a paper document, something you store inside a manila file folder (though on a computer is can be a picture, song, or video as well as typed text). Icons that represent documents usually have a dog-eared piece of paper as part of their icon. “Where Education Comes To Life” Programs vs Document Icons “Where Education Comes To Life”  Computer File Management Tips O Computer File Management Tips O Adapted from http://www.worldstart.com/tips/tips.php/3321 O Retrieved on March 08, 2010 O File Management Basics O Thought file management was only for paper files? Then you better think again! It’s just as important to keep the files on your computer organized and up to date. As we have mentioned just as with paper files, the goal of computer file management is to ensure that you can find what you’re looking for quickly, even if you’re looking for it years after its creation. The file management tips below will help you to keep your files accessible so you'll never have any trouble with them again in the future. Let's get started! O 1.) Organize by File Types O Make applications easier to find by creating a folder called "Program Files" on your hard drive. Keep all your applications there. For instance, the executables for Word, PowerPoint, Simply Accounting and WinZip would all reside in the Program Files folder. More than likely, a lot of your data will fit into this category, so prepare enough time for yourself to go through everything. O 2.) One Place for All O Place all your documents in the My Documents folder and no place else. So, whether it’s a spreadsheet, a letter or a PowerPoint presentation, it can be found here. This will make it a lot easier to find what you're looking for and to run back ups. “Where Education Comes To Life”  Computer File Management Tips O 3.) Create Folders in My Documents O These are the drawers of your computer’s filing cabinet, so to speak. Use plain language to name your folders. You don’t want to be looking at this list of folders in the future and wondering what “TFK” (or whatever other interesting abbreviation you invented) means. O 4.) Nest Folders Within Folders O Create other folders within these main folders as the need arises. For instance, a folder called “Invoices” might contain folders called “2004,” “2005” and “2006.” A folder named for a client might include the folders of “Customerdata” and “Correspondence.” The goal is to have every one of your files assigned to a specific folder, rather than having a bunch of orphan files lying around. O 5.) Follow the File Naming Conventions O Do not use spaces in the file names, keep the file names under 27 characters and use all lower case letters. So, a file named for a client should be "jackdawson," rather than "Jack Dawson." If you happen to break any of these rules, at least be consistent about it. O 6.) Be Specific O Give files logical, specific names and include dates in the file names if possible. The goal when naming files is to be able to tell what the file is about, without having to open it and look. So, if the document is a letter to a customer, reminding him that payment is overdue, call it something like “overdue081206,” rather than something like “letter.” How will you know who the letter is to without opening it? Well, see the next point to find out. “Where Education Comes To Life”  Computer File Management Tips O 7.) File As You Go O The best time to file a document is when you first create it. So, get in the habit of using the Save As dialogue box to file your documents, as well as, naming it and putting it in the right place to begin with. This will help you out so much in the long run. O 8.) Order Your Files for Your Convenience O If there are folders or files that you use a lot, force them to the top of the file list by renaming them with an "a," an exclamation point (!) or an "AA" at the beginning of the file name. O 9.) Cull Your Files Regularly O Sometimes what’s old is obvious, as in the example of the folder named “Invoices” above. If it’s not, keep your folders uncluttered by clearing out the old files. Do not delete business related files unless you are absolutely certain you will never need them again. Instead, in your main collection of folders under My Documents, create a folder called "Old" or "Inactive" and move old files into it when you come across them. O 10.) Back Up Your Files Regularly O Whether you’re copying your files onto another drive or onto tape, it’s important to set up and follow a regular back up regimen. “Where Education Comes To Life”  Summary 1.) Organize by File Types 2.) One Place for All 3.) Create Folders in My Documents 4.) Nest Folders Within Folders 5.) Follow the File Naming Conventions 6.) Be Specific 7.) File As You Go 8.) Order Your Files for Your Convenience 9.) Cull Your Files Regularly 10.) Back Up Your Files Regularly “Where Education Comes To Life”  Class activity O Describe how what you might back up important information at home or in your medical office. Where would you keep this information and how often would you update it?  Duplicate files on a CD/DVD  Duplicate files on a USB or jump drive  Duplicate files on the cloud (Norton antivirus has a back up function  Use an external hard rive as a back up  Back up software can be purchased  A single document could be emailed to yourself “Where Education Comes To Life”  Class activity O What does it mean to "save files to your desktop?" How do you do this and is it a good idea? Do some research on your own on this topic using the internet. See what this means and write in your own words if you think it is a good idea or not. ◾Files on your desktop are not very secure. These files are in plain view to any person that sits down at your computer if you remain logged on. Not only can they read them, they may inadvertently delete them. ◾If you have to use the System Restore feature of Windows XP, some files that are stored on your desktop may not be preserved. In other words, they will be gone after the restore process is complete. ◾Files saved to the desktop are stored in your user profile. This increases the size of your profile. If you are using roaming profiles, the files follow you around regardless of which computer you log on to. ◾If your user profile “Wherebecomes corrupt,Comes Education you willTolose all your Life” desktop files.  Class activity O How would you set up the electronic filing system for thousands of patient documents from the past 10 years? Different possibilities exist. Use the Last Name and First (but can’t have any duplicates!) Best method would be to use the patient ID “Where Education Comes To Life” Let’s Review “Where Education Comes To Life” Let’s Review “Where Education Comes To Life”  Let’s Review CPU: central processing unit – the brain of the computer Memory: capacity to store data RAM: Random Access Memory ROM: Read Only Memory Measured in kilobytes (K or Kb)—1024 bytes megabytes (M or Mb) –1024 kilobytes (just over 1 million bytes) gigabytes (G or Gb)-- 1024 megabytes (just over 1 trillion bytes) Storage device: permanently store data on CD, DVD, flash drive, USB drive, external hard drive Input Device: keyboards, scanners, mouse…they are devices that place data into the computer Output Device: monitors, printers etc. that display information from the computer “Where Education Comes To Life”  Review Your Knowledge Match the To the definition term 1. G Modem A Send data from one device to another 2. D Encrypt B Two or more computers linked together 3. F Menu C A printed copy 4. A Upload D Scramble data so it is unreadable (secure) 5. C Hardcopy E To start the computer 6. E Boot F List of options 7. B Network ClickGforDevice all answers to to connect the computer to appear the internet “Where Education Comes To Life”  Review Your Knowledge Match Matchthe the To the definition/classification term term (Can use more than one) 1. 1. C Monitor Monitor A Memory 2. C 2. Speaker Speaker B Software 3. 3. USB USBdrive drive C Hardware A,C 4. Upload 4. 5. DVD MS Excel A,C 6. RAM 5. B MS Excel 7. Mb 6. A RAM 7. A Mb Click for all answers to appear “Where Education Comes To Life”  Computer Security Review O Legal standards of confidentiality and compliance are required by the Health Insurance Portability and Accountability Act (HIPAA) O Administrative safeguards: policy and procedure that a medical office must develop to ensure security of electronic protected health information (e-PHI) O Physical safeguards: prevent an unauthorized person from physically accessing patient data (privacy screens, locked screen savers, private office/cubicles etc.) O Technical safeguards: electronic protections to prevent unauthorized access over networks. Data is encrypted with passwords and put behind firewalls. “Where Education Comes To Life”  Passwords Review O Separate passwords for each system O Do not share the password with other workers O Log your account off and make sure no one can use your account O Passwords may change every 30,60,90 days O Some systems have a formula to follow O One capital letter, one number or a punctuation etc. “Where Education Comes To Life” Review Functions of an EHR “Where Education Comes To Life” Review Cost Savings with an EHR System “Where Education Comes To Life” Review Cost Savings with an EHR System – continued - “Where Education Comes To Life”