ClearLake Primary Care Patient Information Management System

1. ClearLake Primary CarePatient Information Management System By, Richard Hobbs Nikitha Vempati Kalaivani Ramasamy Dorothy Hogg

2. Summary The preferred software application is for the automation of the patient information management for the ClearLake Primary care. The application can be used in any hospital, clinic, dispensary or pathology labs for maintaining patient details, schedule appointments, test results, provide medical prescriptions and billing reports.

3. Proposed Solution An integrated computer-based system that functions within the clinic’s network, serves as a single repository for maintaining patient information and other related records. Provides organized working conditions and maintains more reliable, and consistent data. Provides support for GUI forms for immediate and easy data storage and retrieval. Supports role based authorization, to enhance the security measures. Maintains and generates accurate reports for viewing and analyzing.

4. Number of forms – 20Number of reports - 6 Forms and Reports

5. Login Form Reset Password Form Welcome form Doctor Welcome form Lab-Technician Welcome form Administrator Welcome form Front-desk staff Opening form Hierarchy Change Password Form

6. Login form Purpose: Allows the user to enter their username and password and validates with the ones existing in the backend secure database.

7. Password reset form Purpose: If the user forgets the password or username, he/she can enter the Email address to reset their password.

8. Password change form Purpose: This form allows the user to change password. It requires the user to enter the username and old password.

9. Login form Doctor Administrator Front-desk staff Lab-Technician Generate Tests Patient Data Entry Form Add User form Test Results entry form Patient Information form Generate Reports form Appointment Scheduler form Medical Prescriptions form Invoice Test Results View form Payment X-Ray Test Results Blood Test Results Urine Test Results Data Entry Forms Hierarchy

10. Welcome form – Front-desk staff Purpose: This form enables the Front-desk staff to navigate to the appointment scheduler form and patient registration form.

11. Welcome form – Lab technician Purpose: This form enables the Lab-technician to navigate to the test results entry form to enter test results for the patients.

12. Welcome form – Doctor Purpose: This form enables the Doctor to navigate to different forms for viewing patient details, test results and provide billing information.

13. Welcome form - Administrator Purpose: This form enables the Administrator to navigate to different forms for viewing or generating reports and adding a new user.

14. Add user form Purpose: This form allows the administrator to register a new user. The password will be emailed to the user.

16. Appointment scheduler form Purpose: The Purpose of this form is to schedule an appointment for the patient with the requested Doctor. The form displays a list of available time for the selected Doctor. The staff can select the date and time and confirm the appointment.

18. Patient data entry form Purpose: The purpose of this form is to register a new patient by entering patient information and save it in the database. The form also supports updating information for already existing patients.

20. Patient information form Purpose: The purpose of this form is to allow the doctor to view patient information including personal details and previous medical health records. The doctor can search for the patient by name or PIN(Patient Identification Number).

22. Generate test form Purpose: The purpose of this form is to enter and order the tests to be performed on the patient. It is accessed by the doctor and the appointed staff member.

24. Test results entry form Purpose: This form allows the technician to choose the form necessary to enter data results according to the test performed. The doctor will also access this form to view the results.

26. Purpose: The requested tests will be listed with boxes to enter the individual test results. The technician will enter the results and submit the form when complete. If the results are pending the form can be revisited to add new results. Once all results are entered, the technician submits complete. The technician and doctor will have different views of this form. What will be enables and visible to each one will be set in the load event of the button the summons the form. Tests results view forms

28. Programming note: GENERATE: The Generate Test form patientID data entry opens open the PatientTest table and writes a new record for each test checked, entering with the [CPTcode] (and [patientID] and test [date/time]). The [results] are empty, the [pending] field is true, and the [billable] field is false ENTER RESULTS:Both of theTestResults form submit buttons send the result to the [result] field of the appropriate record, identified by patient ID, date/time and CPT code. While Pending is true, only the Partial submit button is active. The Pending radio button must be changed to false by the user to activate the Submit Complete Report button. Selecting the Submit Complete Report button flips the billable to true, so the invoice can program can pull tests that have been completed but not billed. The Invoice program will sort Patient Test records first on billable, then on Patient ID, and the Invoice program will read the billable for each patient, get the cost from the CPT table, write the items to the invoice, add the costs and bill the patient.

29. Generate Reports form Billing by physician Billing report CPT report Patient Information report Monthly Quarterly Annual Reports Hierarchy

30. Medical prescriptions form Purpose: The purpose of this form is to provide easy access to the patients medical prescriptions and to print them for the patients. This information will also be stored in the patients Prescription history.

32. Patient billing form Purpose: The purpose of this form is to provide billing information for the patient and an invoice receipt.

35. Administrator reports form Purpose: This form allows the administrator to generate and view reports based on the reports the administrator selects.

36. Billing by Physician

37. Billing reports form

38. CPTCODE reports form

39. Hardware diagram

40. Hardware Requirements Desktop computer specifications– 7 needed 2.0 GHZ dual core CPU  2 gigabytes ECC ram (for servers add 100 MB per user) ECC stands for error correcting code memory  250 GB hard drive Keyboard, optical mouse with wheel 22 inch color monitor - screen resolution  1024 x 768 or larger Laser printer for quick printing Ethernet network card  (on network for multiple users)  Ethernet hub and wire to attach other computers Internet account with a mail account to use e-mail tools All-in-one laser printer/fax/copier  Sound card and speakers For data serving, use UPS (universal power supply - 20 minute battery back up) Network hardware PowerEdge T610 - an Intel processor-based 2-socket tower server

41. Software Requirements Microsoft office suite (word, excel, PowerPoint, access) McAfee total protection Iron port encryption software Windows 7 professional Windows 2008 server E-mail client - use Microsoft outlook as the default email client FAX software requirements win fax pro 10.0 Backup options USB memory stick 16 gig CD-ROM read-write Tape back up External hard drive

42. PatientData * patientID SSN lastName firstName homePhone cellPhone eMail streetAddress1 streetAddress2 city state Zip Guardian emrgContactPhone gender Birthdate maritalStatus insurer insureAccountNumber Appointment * * * appointmentDate appointmentHour staffID patientID ER-Diagram PatientTests Prescriptions Billing Staff Personals * * * patientID CPTcode testDateTime requestingDr result complete_YN billable_YN Doctor Consult * * * perscriptionID patientID perscriptionDate drugName Instructions genericOK_YN numberOfRefills allergies Active_YN invoiceNumber invoiceDate CPTCode patientID staffID SSN lastName firstName officeNumber officePhone cellPhone eMail streetAddress1 streetAddress2 city state zip * * patientID dateTime bloodPressure weight temperature pulse symptoms diagnosis treatment TestLookup * CPTCode testName testDescription testNormMax testNormMin cost Passwords * staffID userName password

43. Login Patient information Prescription form Add user PatientData * patientID SSN lastName firstName homePhone cellPhone eMail streetAddress1 streetAddress2 city state Zip Guardian emrgContactPhone gender Birthdate maritalStatus insurer insureAccountNumber Appointment * * * appointmentDate appointmentHour staffID patientID Password reset Password change Forms and table relationship Generate Test PatientTests Prescriptions Billing Staff Personals * * * patientID CPTcode testDateTime requestingDr result complete_YN billable_YN Patient data entry Enter/view results Doctor Consult * * * Appointment set perscriptionID patientID perscriptionDate drugName Instructions genericOK_YN numberOfRefills allergies Active_YN invoiceNumber invoiceDate CPTCode patientID staffID SSN lastName firstName officeNumber officePhone cellPhone eMail streetAddress1 streetAddress2 city state zip * * patientID dateTime bloodPressure weight temperature pulse symptoms diagnosis treatment TestLookup Patient billing * CPTCode testName testDescription testNormMax testNormMin cost Passwords * staffID userName password

44. Thank you! Questions and Suggestions?