Learning Objectives
Part 1 of 4

Understanding Hardware and Software in Healthcare

Every time you check in at a medical office, update a patient record, or print a prescription label, you rely on a computer system made up of two fundamental parts: hardware and software. Understanding the difference is the first step toward becoming a confident, tech-savvy healthcare professional.

Hardware: The Physical Components

Hardware is any physical device you can see and touch. Think of it as the body of the computer — without it, there is nothing to run programs on. Explore the four categories below:

Input devices send information into the computer:

  • Keyboards and mice for data entry and navigation
  • Barcode scanners for medication and specimen tracking
  • Touchscreens on tablets used during patient rounds
  • Microphones for voice dictation of clinical notes

Output devices present information from the computer:

  • Monitors displaying patient records and scheduling systems
  • Printers for prescriptions, wristbands, and lab labels
  • Speakers for telehealth audio and notification alerts

The CPU (Central Processing Unit) performs all calculations and executes instructions. It is the brain that makes every other component useful. When you open an EHR application, the CPU processes millions of instructions per second to display the patient's chart.

Storage devices save data for later retrieval:

  • Hard drives & SSDs inside computers for local data
  • Network servers storing EHR and practice management data
  • Cloud storage like OneDrive for remote access
  • USB drives (increasingly restricted in healthcare due to security policies)
Pro Tip

Describing problems accurately helps IT support resolve issues faster. For example: "My output device is not working — the printer will not print" is more informative than "the computer is broken."

Software: The Instructions

Software is the set of instructions that tells hardware what to do. You cannot physically hold it — it exists as code stored on a drive or in the cloud. Software is divided into two major categories:

  1. System software — The foundational layer that manages hardware. The most common example is an operating system (Windows, macOS, Linux). It starts when you power on and runs in the background.
  2. Application software — Programs for specific tasks: web browsers, email, and specialized healthcare apps like Epic, Cerner, or Athenahealth.
Key Takeaway

Think of the operating system as the foundation and walls of a building, and application software as the furniture and equipment inside. The building must be constructed first before you move in the furniture.

Healthcare Connection

When a nurse logs into a workstation-on-wheels (WOW) at a patient's bedside, Windows (system software) authenticates the login, while the EHR application (application software) retrieves the patient's chart. The keyboard is input hardware, the monitor is output hardware, and the CPU processes all instructions.

Knowledge Check

A nurse logs into a workstation-on-wheels at the patient's bedside and opens the EHR to review a medication list. Which is an example of software?

Part 2 of 4

Software Categories and Healthcare Examples

Now that you understand the hardware-software distinction, let's explore the major software categories you'll encounter in healthcare workplaces. Select each tab to learn more:

Operating systems (Windows, macOS), device drivers, and utility programs. These manage the computer's hardware and provide a platform for other software to run.

In healthcare: Windows manages clinic workstations, network printers, and security updates. IT departments deploy system updates centrally to keep all clinic computers secure and compliant.

Word processors, spreadsheets, presentation tools, and databases. These help you create, edit, and manage documents and data.

In healthcare: Microsoft Word for patient letters and policy manuals, Excel for inventory tracking and patient data analysis, PowerPoint for staff training and patient education materials.

Email clients, video conferencing, and messaging platforms. These connect people and enable collaboration across locations.

In healthcare: Outlook for professional email and scheduling, Teams for telehealth and staff meetings, secure messaging platforms for HIPAA-compliant communication about patient care.

Antivirus, firewalls, encryption tools, and VPN clients. These protect data and systems from unauthorized access and cyber threats.

In healthcare: Endpoint protection on clinic computers, encrypted email for transmitting patient data, VPN for remote access to the EHR system, and multi-factor authentication for login security.

Cloud-Based Software

A growing number of healthcare applications run on remote servers accessed through a web browser. Microsoft 365 is a prime example — your documents, spreadsheets, and emails can be accessed from any device with an internet connection.

  • Accessibility — Staff can access files from any location, supporting telehealth, remote billing, and multi-site clinics.
  • Automatic updates — The provider handles patches and upgrades, reducing the burden on in-house IT.
  • Scalability — Add users and storage without purchasing new servers.
  • Disaster recovery — Cloud-stored data is backed up automatically, protecting against hardware failures.
HIPAA Tip

Cloud computing raises important questions about data security. Healthcare organizations must ensure cloud providers sign a Business Associate Agreement (BAA) and meet strict encryption standards. Microsoft 365 offers HIPAA-compliant plans for healthcare customers.

Healthcare Connection

A medical billing specialist working from home can securely access clinic billing spreadsheets in Excel Online and send HIPAA-compliant emails through Outlook — all without installing software on their personal computer, thanks to cloud-based Microsoft 365.

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What is Microsoft 365 — Explained • Kevin Stratvert • 8 min
Modern healthcare clinic reception area with technology integrated into the workspace
Part 3 of 4

Introduction to Microsoft 365 for Healthcare

Microsoft 365 (formerly Office 365) is a cloud-based productivity suite that bundles Word, Excel, PowerPoint, Outlook, and more with cloud storage, collaboration tools, and security features. It has become essential for healthcare professionals in daily operations.

Your Digital Toolkit

Each card below represents an application in the Microsoft 365 suite and how it's used in healthcare:

W

Word

Patient consent forms, referral letters, clinic policies, procedure manuals

X

Excel

Supply inventory, staff scheduling, patient volume reports, budget analysis

P

PowerPoint

New employee orientation, in-service training, patient education, meetings

O

Outlook

Appointment scheduling, referral correspondence, meeting invitations, tasks

T

Teams

Care team coordination, telehealth visits, shift handoff communication

OneDrive

Personal cloud storage, access files from any clinic location, mobile access

S

SharePoint

Policy library, training manuals, compliance documentation, shared resources

N

OneNote

Meeting notes, clinical reference collections, onboarding checklists

  • Desktop application — Full-featured version installed on your PC. Best for complex tasks like formatting lengthy reports or building advanced Excel formulas.
  • Web application — Accessed through a browser at office.com. Ideal for quick edits or working from shared computers.
  • Mobile application — Streamlined versions for iOS and Android. Review email, approve documents, or check schedules during clinical rounds.

All three sync automatically through OneDrive. A supervisor can start a staffing spreadsheet at their office desktop, review it on a tablet during rounds, and finalize it from home.

  • Backed up automatically — No risk of losing work if your computer crashes.
  • Accessible anywhere — Log in from any device to access your files.
  • Shareable with controls — Choose view-only or edit access. Track changes and comments make collaborative editing seamless.
  • Version-controlled — Restore an earlier version of any document if needed.
  • Data encryption — Files are encrypted both in transit and at rest on Microsoft's servers.
  • Multi-factor authentication (MFA) — Requires a second verification step, making unauthorized access significantly harder.
  • Data Loss Prevention (DLP) — Detects and blocks accidental sharing of sensitive information like SSNs or medical record numbers.
  • Audit logs — Records of who accessed which files and when, supporting compliance investigations.

Microsoft offers a Business Associate Agreement (BAA) for healthcare customers, required under HIPAA before any cloud service can handle Protected Health Information (PHI).

Knowledge Check

The IT department installs a security patch that fixes a vulnerability in Windows 11 on all office computers. This patch updates which type of software?

Part 4 of 4

Choosing the Right Tool: Healthcare Scenarios

Knowing what each application does is only half the battle. The real skill is recognizing which tool fits which task. Step into Maria's shoes and help her navigate a typical day at Sunshine Community Health Center:

A Day in the Life: Maria, Healthcare Admin Assistant

Sunshine Community Health Center — Help Maria choose the right tool for each task

Maria at her desk sending email
7:45 AM
Task 1 of 7
★ 0/0
Maria arrives early and needs to send a professional referral email to a specialist with attached patient records, then schedule a follow-up appointment on the doctor's calendar.
Which Microsoft 365 app should Maria use?
0/7
Tasks Matched Correctly
Key Takeaway — Three Questions to Ask

When choosing the right application, ask yourself:

  1. What type of output do I need? (document, spreadsheet, presentation, email, conversation)
  2. Who needs to see or use it? (just me, my team, the whole organization, external recipients)
  3. Does it need real-time collaboration? (simultaneous editing, live chat, video meetings)
Try This

Think about your current or most recent workplace. Identify one task you do regularly and match it to the best Microsoft 365 application using the three questions above. Which tool would save you the most time?

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All the Microsoft 365 Apps Explained • Kevin Stratvert • Covers every M365 app
Knowledge Check

A clinic office manager needs to track medical supply expenses across 12 months, calculate totals, and create a spending trends chart. Which application is best?

Lesson 1.1 Summary