Doctor’s Office Information System

1. Design Review Doctor’s Office Information System May06-22 team: Adam Oberhaus Kevin Schmidt Srdjan Pudar Saalini Sekar Faculty advisor: Dr. Clive Woods 12/08/2005

2. Agenda • Introduction • Potential solutions • Selection process • Proposed designs • Difficulties • Next phases • Summary May06-22 Doctor’s Office Information System

3. Introduction • Problem statement • Medical patients often miss or forget crucial information during/after doctor visits. • Our approach • Innovative solutions that a wide base of patients can utilize • Focus on one clinic • McFarland Clinic PC, Ames, IA • Focus further narrowed to prescription information May06-22 Doctor’s Office Information System

4. Definitions • EMR: Electronic medical record • IVR: Interactive voice response • RFID: Radio frequency identification • SQL: Structured query language May06-22 Doctor’s Office Information System

5. Assumptions Prescription procedures will be definable and available in some manner Access to medical software used by clinic Access to specifications which allow interfacing the end product systems with an EMR system Design completed by second semester EMR database will have SQL interface Limitations No access to actual records Prescription bottles must remain compact Cost must be minimal for patients Quick and easy to use for patients and doctors Access to information must be readily available Assumptions and Limitations May06-22 Doctor’s Office Information System

6. Many proposed solutions… • Prescription bottles with solid-state voice chip • Customized printouts for patients • Online accessible medical information • Barcode/RFID + touch-screen system • Automated phone system with IVR May06-22 Doctor’s Office Information System

7. …Few selected • RFID / touch-screen system • Automated phone system with IVR • Combination of these two systems • EMR database in background • Serves information to above systems • Overall solution covers a greater number of patients May06-22 Doctor’s Office Information System

8. RFID / touch-screen system • Reads authentication information from an RFID tag • Accesses a central EMR database • Presents the information to the patient via a touch-screen interface • Clinics and pharmacies equipped with these systems Images courtesy of (respectively): http://news.softpedia.com/news/RFID-between-spying-and-utility-868.shtml http://www.barcoding.com/rfid/choosing_rfid_reader.shtml May06-22 Doctor’s Office Information System

9. RFID / touch-screen system cont. • Advantages: • Low cost to patients • Relatively simple to use • Access mechanism (prescription bottle) unlikely to be lost • Not time-intensive for doctors • Provides anonymity to answer questions • Drawbacks: • Pharmacy would have to purchase system • Information from tag can be read only at pharmacy • Some users may have trouble with the computer interface May06-22 Doctor’s Office Information System

10. RFID tag data breakdown • Six data fields • First three contain information used to access the EMR database • Last three contain additional patient information to validate and connect with EMR database • All six fields encoded to maintain patient privacy May06-22 Doctor’s Office Information System

11. RFID tag data breakdown (cont.) • Similar to bank checking system: • Hospital ID : Bank ID • Patient ID : User account number • Bottle number : Check number • Used solely to get records from the EMR database • Records contain important information for the patient May06-22 Doctor’s Office Information System

12. RFID system block diagram May06-22 Doctor’s Office Information System

13. Interactive voice response system • Provides a phone-based interface to the EMR database • SQL interface • Ties into the same database as the RFID solution • Patient information is retrieved via key presses or spoken word • Would be purchased and then customized by implementing team May06-22 Doctor’s Office Information System

14. Interactive voice response system (cont.) • Advantages • Ease of use by patient • Access from any phone • Easy to maintain • Disadvantages • Cost – roughly $10k for a basic system • Authentication • More difficult to use by the hearing impaired May06-22 Doctor’s Office Information System

15. IVR system block diagram May06-22 Doctor’s Office Information System

16. Sample IVR menu Press 1 if current customer Please enter user ID and pin Press 1 for current medicine information Enter bottle pill number Press 1 for detailed prescription information Detailed information is announced Press 2 for use information Pill use information is announced Press 2 to hear prescription history Announced is list of medicines used by this patient Press 3 to for detailed medicine information Type or say drug name Detailed information is announced Press 2 if not current customer Press 1 for information about our system IVR information is announced Press 2 for hospital location Hospital information is announced Press 0 to speak with a customer service representative May06-22 Doctor’s Office Information System

17. Overall system block diagram May06-22 Doctor’s Office Information System

18. Other solutions • These solutions won’t be prototyped • Prescription bottles with solid-state voice chip • Customized printouts for patients • Online accessible medical information • Barcode reader (in place of RFID) • They have disadvantages compared to chosen solutions May06-22 Doctor’s Office Information System

19. Difficulties • Problem statement was difficult to define properly • Possible solution space was dependent on clarifying the problem statement • Some solutions already being researched by other institutions and are outside the scope of the project • Some solutions already considered by McFarland Clinic • Solutions limited by time and background constraints • Necessary resources beyond the scope of the project May06-22 Doctor’s Office Information System

20. Next phases • Present solutions to Ms. Mary Ness of McFarland Clinic (Director of Medical Records Services) • Create detailed specifications for solution prototypes • Consider other possible solutions, if necessary • Investigate means of acquiring an RFID reader for prototyping purposes May06-22 Doctor’s Office Information System

21. RFID reader purchase • Team needs an RFID reader and tags to develop prototype • Possibility of using a previous team’s reader May06-22 Doctor’s Office Information System

22. Summary • Best solution identified as a combination of sub-solutions • Two sub-solutions chosen from those initially proposed • Choices based on: • Input from a professional in the field • Discussions with project advisor • Advantages and disadvantages • User coverage • Feasibility • Prototype may be emulated to reduce cost, while demonstrating feasibility May06-22 Doctor’s Office Information System