ADP Project Scope Document Version2

8/2/2019 ADP Project Scope Document Version2

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ADP Project Scope

Complete Scope: All Features and UI Templates.


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I. Table of Contents1. Revision History .................................................................................................................................... 4

2. Introduction .......................................................................................................................................... 5

2.1 Modules .................................................................................................................................... 5

2.2 User Roles ................................................................................................................................. 6

3. Home ..................................................................................................................................................... 8

3.1 Funtionality: .............................................................................................................................. 8

3.1.1 Scheduler .............................................................................................................................. 9

3.1.2 Find ...................................................................................................................................... 21

3.1.3 Sliding side bar .................................................................................................................... 22

3.2 Related admin settings ........................................................................................................... 24

3.2.1 User Roles ........................................................................................................................... 24

3.2.2 Scheduler ............................................................................................................................ 24

3.2.3 Notify Settings (SMS related settings) ................................................................................ 24

4. Track Treatments ................................................................................................................................ 25

4.1 Functionality: .......................................................................................................................... 25

4.1.1 Examination Record ............................................................................................................ 26

4.1.2 Treatment Details ............................................................................................................... 31

4.1.3 Treatment Plan ................................................................................................................... 35

4.1.4. Alerts ................................................................................................................................... 44

4.2. Related Admin Settings ........................................................................................................... 47

4.2.1 Examination Record ............................................................................................................ 47

4.2.2 Treatment Details/Treatment Plan ..................................................................................... 47

4.2.3 Alerts ................................................................................................................................... 47

5 Profile .................................................................................................................................................. 48

5.1 Functionality: .......................................................................................................................... 48

5.1.1 View..................................................................................................................................... 49


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5.1.2 Individual Profiles ................................................................................................................ 51

5.1.3 Treatments .......................................................................................................................... 54

5.1.4 Manage Appointments ....................................................................................................... 55

5.1.5 Billing ................................................................................................................................... 59

5.1.6 Alerts ................................................................................................................................... 60

5.2 Related Admin Settings ........................................................................................................... 63

5.2.1 Groups ................................................................................................................................. 63

5.2.2 Individual Profile ................................................................................................................. 63

5.2.3 Treatments / Manage Appointments ................................................................................. 63

5.2.4 Billing ................................................................................................................................... 63

5.2.5 Alerts ................................................................................................................................... 63

6 Reports ................................................................................................................................................ 64

7. Accounts..66

8 Appendix ........................................................................................................................................... 677

8.1 Home Page .............................................................................................................................. 68

8.2 Track Treatments .................................................................................................................... 68

8.3 Profiles .................................................................................................................................... 68


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1. Revision History

Date Reason for changes Version By State

Sept 30th,2011 ADP-Project Scope 0.1 Angad

Chandorkar

Review


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2. IntroductionThis document outlines the initial set of requirements for Practice Management for American Dental

Practices and covers managing appointments, interactively recording dental observations, creating and

tracking treatment plans, reporting practices and administrative settings. These requirements will be

further divided into multiple releases during release planning phase based on the priority and

importance.

System comprises of following modules and user roles:

2.1 Modules1. Home

Landing page will have a different view based on role assigned to the user.

2. Track TreatmentsDoctors can record observations interactively, create treatment plans and track treatment

progress easily.

3. ProfilesProvides access to all the information related to the patients based on the user roles. Front-Desk

can access all patients present in the system and manage their profiles along with appointments

and billing.

4. ReportsAccess to predefined reports translating data obtained from diverse inputs to present actionable

information.

5. AccountsRequirements to be developed and finalized based on further discussions.


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2.2 User RolesAccess to system will be managed through roles and permissions. Each user role will include a default

set of permissions based on which system view will be created at the time of login. System will provide

following user roles

1. DoctorDoctor role will have permission for access to following modules:

o Home (Can view his / her appointments)o Track Treatments (Can view treatment details for patients being treated by him/her)o Profiles (Can view profiles for patients being treated by him/her)o Reports (Can view reports pertaining to him/her. Cannot access accounting related reports)

2. Senior DoctorSenior Doctor Role will have permission to access following modules:

o Home (Can view own or team appointments)o Track Treatments (Can view treatment details for patients being treated by self or team)o Profiles (Can view patients being treated by self or team)o Reports (Can view reports pertaining to self or team. Cannot access accounting related reports)

3. Visiting DoctorVisiting Doctor Role will have permission for following modules:

o Home (Can view own or team appointments)o Track Treatments (Can view treatment details for patients being treated by him/her)

4. Front DeskFront Desk role will have permission for following modules:

o Home (Can view all appointments)o Profiles (Can access all patient and their treatment related information)o Reports (Can view all reports excepting those pertaining to accounts)


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5. AdminAdmin role will have permission for following modules:

o Home (Can view all appointments)o Track Treatments (Can access treatment related information for all the patients)o Profiles (Can access profile related information for all patients)o Reports (Can access all the reports)o Accountso Settings

Further permission to each module for a given role can be managed fromadministrative settings.

Note:

The module for Accounts to be developed on the basis of the Agile Development Model by acquiringthe domain knowledge. This process will run parallel to that of the development of rest of the

modules

The module Track Treatments comprises data which can be calibrated with the functionalityprovided only after consultation with the subject matter expert


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3. Home3.1 Funtionality:High level functionality for the Home page is mentioned in the following table, detailed

functionality for the Home page can be accessedhere.

SN Features User Role Details Priority Scope

3.1.1 Scheduler Front

Desk/Doctor/Admin

a. Provide calendaringfunctionality to User roles

b. Manage Appointmentsc. Notify the patients/doctors

of the

creation/modifications in

appointmentsd. Appointments Information

Tab

3.1.2 Find Front

Desk/Doctor/Admin

a. Search capability across allthe information present in

the system

3.1.3 Sliding

Side Tab

Front Desk/

Doctor/Admin

a. Provide notifications basedon user roles

a. Provide the days summary


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3.1.1 SchedulerIt will provide the calendar functionality to all the user roles and it will reflect the appointments in

addition to allowing the users to manage them.

3.1.1.1 User ViewWhile the basic functionality of the scheduler will be common to all user roles, access to some features

will be determined by the user roles.


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3.1.1.1.1 User role based customizable calendarEach user-role will have a separate landing page which will also reflect the access level for the specific

user role

3.1.1.1.1.1 Front DeskFront Desk user role will have the access to view the calendar/appointments of all the doctors in the

clinic and can access the information pertaining to all the appointments and patients

Figure-1: Default View for Front Desk


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Figure-2: Apply view for the selected list of doctors and use of mouse over tool tip for

appointment information


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3.1.1.1.1.2 DoctorThe doctor will have access to the appointments and the related treatment information for the patients

being treated by him/her

Figure-3: The view of Scheduler for a doctor


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3.1.1.1.1.3 Senior DoctorA senior doctor can view calendar / appointments assigned to him / her or can select from the list of

doctors who are assigned to him / her. The senior doctor can access the appointment and patient

related information for all the patients being treated by the doctors assigned to him/her in addition to

his/her own patients. By default system will display appointments for the team.

Figure-4: Senior Doctor can select from the list of doctors assigned to him / her


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3.1.1.1.1.4 Visiting DoctorA visiting doctor is a special role in the system. Though calendar / appointment functionality will remain

same for visiting doctor, he / she will not have access to patient profiles and reports. This can further be

managed from theadministrative settings.

Figure-5: A Visiting doctor will have a limited access to the modules


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3.1.1.1.2 Change view for calendarCalendar can be viewed in the day/week/month format

Figure-6: Change view of the calendar

3.1.1.1.3 Go to a particular day on the calendarSchedule for any day can be accessed using the calendar

Figure-7: Select a day on the calendar to view the schedule

3.1.1.1.4 Reflect the current timeThe system will reflect the current time

Figure-8: The Scheduler will reflect the current time


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3.1.1.1.5 Print the schedule for a particular day Will allow to take a print out for a selected day Front-desk can take a print of all the doctors in the clinic Senior doctors can take a print the schedule for the doctors assigned to him/her


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3.1.1.2 Manage Appointments: Front Desk/Doctors

3.1.1.2.1 Create AppointmentAn appointment can be scheduled by simply clicking on empty area within the calendar

Figure-9: Schedule an appointment by clicking on an empty area in the calendar

3.1.1.2.2 Modify AppointmentAn appointment can be modified in multiple ways:

1. Click on the specific Time of an existing appointment to edit the appointment

Figure-10: Edit an appointment using appointment information tab

2. Change Appointment Time by stretching appointment information tab in or out.3. Change appointment within a day by dragging appointment information bar to a different time

slot


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3.1.1.2.3 Patient Check-in Each patient having an appointment scheduled for the day will have to be checked in before

being allowed to see the doctor

The successful check-in will follow after the patient financial information (as shown in themouse over tool tip for the front desk) and/or patient papers/documentation is found

satisfactory

An successful check-in will indicate to the system that the appointment was kept by thepatient and was completed and the same will be updated in the reports

An unsuccessful check-in will indicate to the system that the appointment was cancelleddue to inconsistency at the check-in counter and the reason for the same will be registered

and the same will be updated in the reports

3.1.1.2.4 Notify After creation of new appointment or alteration of an existing one, the application will prompt to

notify either the doctor or patient or both using SMS.

The patients will receive reminder messages on the morning of their scheduled appointment. Templates can be set for SMS from theadmin section.


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3.1.1.2.5 Appointment information tab It will represent all information pertaining to an appointment, it includes:

o Time of appointmento Name of patiento Subject of Appointment: Consultation/Name of Treatmento Number of Sitting

More details for the said appointment will be displayed as tool tip on mouse over. Tool-Tip includesthe details about:

o Stage of the treatmento Percent completion of the treatmento Medical alerts, if any

Figure-11: Details pertaining to appointment displayed as tool tip on mouse over

The appointment information tab will provide easy links to the various associated functionalitieslike:

o The name of the patient is a link to the entire patient profile in the Profiles module

Figure-12: Link to the patient profile from appointment information tab

o The type of appointment, i.e. consulting/treatment (name) will provide a link to all the treatmentrelated information for the patient in the Track Treatment module


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Figure-13: Link to Track Treatments from appointment information tab


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3.1.2 Find Integrated search for the entire application. Search for patients/appointments/reports/users/etc. Find results will depend upon the user roles.


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3.1.3 Sliding side barThe sliding side bar will present data specific to different user roles to keep them updated with their

work-flows. It comprises the Notifications and the Todays summary

Notifications: User role based notifications in the sliding side baro Doctors will get notifications for patients based on examination records, treatment dispensation

and appointment management

o Front Desk will get notifications for patients based on appointment management and billingo Admin will get notifications for patients based on examination records, treatment dispensation

appointment management and billing

Figure-14: Notification


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Todays summary: View a brief summary of the day for the usero For the doctors it will reflect their own appointment summaryo For Senior doctor it will reflect the appointment summary for the doctors assigned to them in

addition to their own appointment summary

o For the Front-Desk it will reflect the appointment summary for the entire clinic

Figure-15: Todays Summary


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3.2 Related admin settings3.2.1 User Roles Create the clinic profile Assign User roles to the staff and create their profiles Create New User roles Assign and control the permissions to the modules for different user roles Assigning one or more doctors under the user role of Senior Doctor and create a team

3.2.2 Scheduler Setting the time/date format Set default time for an appointment, e.g. fifteen minutes/half an hour/hour Set the as default working time for the clinic so that the utilization of time can be compared against

optimum expected values

Set public holidays Approve the leave of absence of the staff Approve the time off requested Update the categories of appointments e.g. Consulting/Treatments/Surgery, etc

3.2.3 Notify Settings (SMS related settings) Update the template for sending appointment notification settings for:

o Creating new appointmento Modifying existing appointmento Cancelling existing appointment

Select festivals and create template settings for the same Create templates for messages on personal occasions, e.g. Birthday


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4. Track Treatments4.1 Functionality:High level functionality for Track Treatments is mentioned in the following table, detailed

functionality for Track Treatment can be accessedhere.

SN Feature User Role Details Priority Scope

4.1.1 Examination

Record

Doctor Record Observations and treatments,

upload radiographic images

4.1.2 Treatment Details Doctor Create, Edit, Prioritize Treatments to

be dispensed

4.1.3 Treatment Plan Doctor Track the Progress of the all assigned

treatments

4.1.4 Alerts Doctor Medical Alerts displayed at the

bottom


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4.1.1 Examination Record

SN Requirement User Role Details Priority Scope

4.1.1.1 Dental Chart Doctor 1. Select single/multiple teeth2. Add new Observations3. Add existing work4. Add Treatments

4.1.1.2 Periodontal

Chart

Doctor Record Periodontal Observations for

the following for all the teeth:

1. Gingival margin2. Probing Depth3. Mobility4. Furcation5. Presence of Implants

4.1.1.3 Radio-

graphic

images

Doctor List all the x-ray images for the

patient with the associated

information and the ability to

add/delete the existing images

4.1.1.4 Report Doctor A list of all theobservations/treatments andnotes allotted to a patient in atext format


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4.1.1.1 Dental Chart Doctors can use the dental chart to interactively mark observations or assign treatments The observations for a particular patient will be stored so that a record of his dental history is

maintained and can be used as a reference

Dental chart for children and adults will be automatically generated on the basis of their profile forthe first time. During subsequent visits the dental chart can be updated so that the progress is

tracked

Figure-16: Dental Chart


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4.1.1.1.1 Selecting teeth For recording observations/ assigning treatments, single or multiple teeth can be selected After selection of teeth the system will prompt for adding an observation/treatment

Figure-17: Selecting teeth in a Dental Chart

4.1.1.1.2 Adding Observations After selecting the teeth, observations or existing dental work can be recorded Observations requiring details can be filled Observations requiring indication of the part of the afflicted tooth can be marked Multiple observations/existing dental work may be recorded, if required

Figure-18: Adding Observation


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4.1.1.1.3 Adding Treatments: After selecting tooth/teeth or after marking observations treatments can be added Treatment details along with cost can be viewed Multiple treatments may be added, if required

Figure-19: Adding Treatments

4.1.1.1.4 Periodontal Chart Using the periodontal chart the periodontal observations such as the Gingival Margin, Probing

Depth, furcature and mobility can be recorded

Three numerical values for Gingival Margin and Probing Depth on a numerical scale for each toothcan be recorded for each lingual and buccal view

Presence of implants can be recorded Relevant observations such as missing teeth are carried over from the dental chart to the

periodontal chart

Figure-20: Periodontal Chart


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4.1.1.2 Radiographic Images Add/Delete/View the x-ray images Add the radiographic images along with the name for the tooth/teeth, if required Add notes to the individual images, if required

Figure-21: Radiographic Images

4.1.1.3 Record Once the dental and periodontal charts are saved, a record is created for the observations recorded

per tooth and the treatments assigned

These records will be updated during the subsequent appointments when changes are made Ability to print/export this report

Figure-22: Record


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4.1.2 Treatment Details It will provide a list of treatments selected System will prompt treatments on the basis of the observations marked in the Dental and

Periodontal Charts

The treatment prompted by the software on the basis of the observation is subject to doctorsapproval

Treatments presented can be modified before approval and further treatments can be added The treatments so decided can be prioritized Previously assigned treatments which are now complete can be viewed using the History tab


4.1.2.1 Observations

Translated to

Treatments

Doctor Of observations marked in theexamination record a few willbe translated to treatmentsand will be prompted

4.1.2.2 Approving

system prompts

Doctor Approving the treatmentsprompted by the system aswell as editing the onesassigned in the examinationrecords

4.1.2.3 Add Treatments Doctor Adding treatments further

4.1.2.4 Prioritize

Treatments

Doctor Prioritize the selected

treatments

4.1.2.5 Treatment

Status

Doctor Will reflect whether thetreatment is yet to start, inprogress or finished

4.1.2.6 Records Doctor Will reflect the treatmentsselected and their status onthe respective appointmentdates in a text format


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4.1.2.1. Observations Translated to Treatments Predefined observations will map to treatments. Each time a mapped observation is marked, the

respective treatment will be prompted by the application. The mapping of observations to

treatments can be done usingadmin settings.

Self Learning: Depending on the Treatments being assigned to a particular observation, system willlearn automaticallyand prompt that treatment when a similar observation is marked by the doctor.

Anadmin settingwill provide option to learn observation to treatment mapping either per doctor or

for all doctors

4.1.2.2. Approve System Prompts A prompted treatment on the basis of the observation mapping is subject to approval by the doctor Further the treatments that are assigned can be edited

Figure-23: System Prompts for treatments via observation mapping


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4.1.2.3. Add Treatment Further treatments can be added from this page, if necessary

Figure-24: Adding additional Treatments

4.1.2.4. Prioritize the Treatments Depending on their importance, various assigned treatments can be prioritized This will give an indication to the application as to which treatment is more important and it will

reorganize data in a way which conveys the message to front desk so that the appointments are

scheduled in a similar manner.

Figure-25: Prioritizing the treatments


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4.1.2.5. Treatment Status The treatment status can be

o Planned: The treatment will have a status Planned when the treatment is finalized inTreatment Details

o Open: When an appointment is scheduled for a planned treatment, it becomes an opentreatment

o Closed: Once the treatment is completed (all the stages of the treatment are complete) , thesystem prompts the doctor to Close the treatment. Alternatively, the doctor may change the

status of the appointment to Close directly after completing the treatment

4.1.2.6. Record A text document which contains all the data regarding the treatments assigned to the patients along

with the dates when the status for the treatment changes

The report can be printed and exported to a word document


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4.1.3.Treatment PlanTreatment plan will allow the doctor to manage the various treatments assigned to a patient and track

progress. The progress made can be traced to single appointment scheduled for a particular treatment.

The treatment plan will reflect the following information:o Date/Time of the appointmento Status of the appointment: Completed/Pending/Cancelledo Category of appointment: Consulting/Treatment (Number of sitting)o Number of Sitting: The number of sitting for the given treatmento Treatment name: The treatment for which the appointment was takeno Status of the Treatment: To indicate when a particular treatment was started and when it ended

(Planned/Open/Closed)

o Stage of the treatment: The planned stage of the treatment to be completed in the givenappointment

o Mark-Follow up: It will indicate the time frame within which the next appointment for atreatment is to be scheduled

The previously completed appointments will be available via the History Tab


4.1.3.1 Manage

treatment

using

Treatment

Status

Doctor Using the Treatment Status field

4.1.3.2 Schedule Doctor Use for scheduling the next

appointment from the current

appointment slot

4.1.3.3 Stage of

Treatment

Doctor Indicate the current step of the

ongoing treatment.

4.1.3.4 Mark Follow-

up

Doctor Indicate the time-frame within which

the next appointment is to be

scheduled


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4.1.3.1. Managing the Treatments using the Treatment Status The default status of the treatments is Planned following the finalization of treatments in the

Treatment Details

Once the appointment is scheduled for the treatment, status will be updated as Open. A user can also change the status from Open to Planned indicating that treatment starts

immediately. In this case, an appointment will be created automatically and system will prompt for

appointment date and time

Figure-26: Change status of appointment


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The system prompt will have a default value for date and time the same as the date and time of thecurrent appointment slot

The date and time can be edited easily with the reference of the Available appointment timings forthe said Doctor on the selected day

Figure-27: System prompts for scheduling the appointment for the selected treatment


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A new appointment slot is created indicating the treatment status as Open. The system will prompt the stage of the treatment based on the order of the stages set by the admin

settings for the treatment

The doctor may or may not choose to follow the order for the stages

Figure-28: Appointment created once the status is changed


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The stages of the treatment to be addressed can be selected as shown below

Figure 29: Selecting the stage of a treatment which is to be addressed during the appointment

After the completion of the appointment, mark follow-up can be selected to provide a time-framefor the next appointment

Figure-30: Selecting a value of Mark Follow up


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After the mark-follow-up field has been filled, a schedule link will appear allowing doctor toschedule appointment directly from treatment page

Figure-31: Completion of a treatment sitting

If the treatment has been completed, same can be indicated by changing the status of theappointment to Close. Doing so will indicate that the given treatment has been completed.

Alternatively, the if all the stages of the treatment are completed the system will prompt the doctor

to change the status of the treatment to Close


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4.1.3.2. Schedule appointment

Figure-32: Scheduling appointment using the schedule link

The doctor has an option to schedule the appointment once the treatments to be dispensed arefixed and finalized in Treatment Details

If the doctor chooses not to schedule appointments, the front-desk can take care of the same


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4.1.3.3. Stage of the treatment

Figure-33: Stage of a treatment

Each treatment will be broken down into a number of steps called Stages The order of the stages for each treatment can be set using the admin settings. This order will be

used for prompting and the doctor may or may not choose to follow the order prompted

More than one selections for the stages are possible for the same appointment A single appointment may thus cover multiple stages of a treatment; conversely a single stage may

span multiple appointments.

When the last remaining stage is completed the system will prompt the doctor to Close thetreatment


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4.1.3.4. Mark Follow-up

Figure-34: Mark Follow up for an appointment

The urgency of scheduling the next appointment for a treatment can be indicated using this option The timeframe within which the next appointment for the given treatment is to be scheduled can is

indicated in terms of number of days

This information will aid the Front Desk to schedule the next appointment


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4.1.4.Alerts The doctors are alerted of the medical conditions, if any, for the patients being treated by them The module Track Treatments will reflect the Medical Alerts for the patients in all the views The medical alerts for patients include

oMedical Ailments

o Allergieso Other conditions (The option to notify the doctor of this field can be controlled from

Patient Profile, Medical Information page)

1. Examination Record

Figure-35: The Alerts displayed on the Examination Record Page


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2. Treatment Detail

Figure-36: The Alerts displayed on the Treatment Details Page


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3. Treatment Plan

Figure-37: The Alerts displayed on the Treatment Plan Page


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4.2. Related Admin Settings4.2.1 Examination Record4.2.1.1 Dental Chart4.2.1.1.1 Observations Populating the application with relevant observations and their details Setting the observation-treatment mapping4.2.1.1.2 Treatments Populating the application with relevant treatments, sub-treatments Populating the application with the costs for the treatments, sub-treatments Populating the stages for each treatment Setting the desired order for stages of the treatments4.2.1.2 Periodontal Chart Setting the observation-treatment mapping for periodontal observations

4.2.2 Treatment Details/Treatment Plan Enable the system prompts for treatment based on the observations-treatment mapping Self-Learning for mapping observations to treatments can be enabled to prompt treatments based

on observation-treatment pattern data of the same Doctor or prompt treatments using the

observation-treatment pattern data gathered from all doctors in the clinic

Populating the range for the Mark-Follow up field

4.2.3 Alerts Edit the color/size for displaying the medical alerts


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5 Profile The profile will list all the patients The patients may be sorted using the groups created by the admin The status of the patient can be active or inactive Only the data for the active patients can be viewed Required patient can be searched using the Find search option

5.1 Functionality:The high level functionality for the Profiles module has been mentioned in the table below, the

detailed functionality for the same can be accessedhere.

SN Feature User Role Details Priority Scope

5.1.1 View Front Desk/Doctor Using the Treatment Status field

5.1.2 Individual

Profile

Front Desk/Doctor Using the Treatment Status field

5.1.3 Manage

Appointments

Front Desk/Doctor

5.1.4 Alerts Front Desk/Doctor Provide medical and Billing

related Alerts


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5.1.1 ViewThe system view for the patient profiles will be determined by the User Role. Only actives patient

profiles will be shown. Patients can be made inactive manually using the General Information in the

patient profile

All the patients in the clinic will be visible to the front-desk and administrator.

Figure-38: Front Desk view for patient profiles

A doctor can see all the patients being treated by him/her A Senior Doctor will be able to view all the patients being treated by his/her team The patients present in the system can be classified in multiple groups (for ex:

Family/Employer/Insurer/Staff). Groups can be created from administrative settings, e.g. A view for

sorting patients by the group Employer


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Figure-39: View of the patients sorted by using Group Employer


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5.1.2 Individual Profiles5.1.2.1 General Information General information to include

o Salutationo Full Nameo Date of Birth/Ageo Gendero Phone Numbero E-mailo Option to de-activate messagingo Emergency contact nameo Emergency contact phone numbero Address (Not Mandatory)

Figure-40: General Information for patient profile


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5.1.2.2 Medical Information Medical information to include the following details

o Reason for the appointmento Blood Groupo Previous dental history, if anyo Medical Ailments, if anyo Allergies, if anyo Other conditions, if anyo Notify Doctor of Other Conditions

The system will automatically display Medical Alerts based on the Medical Ailment and the Allergiesfield

The Set as Inactive checkbox can be used to manually set the profile of a patient as inactive. Onceinactive, patients will not reflected in the Patient Profiles

Figure-41: Medical Information for patient profile


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5.1.2.3 More More Information to include:

o Referred by (Persons present in the referral list set by admin)o Other (For other referrals not mentioned in the referral list)o Groups (Set by the admin)

Figure-42: More Information in the Patient Profile


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5.1.3 Treatments It will reflect the current treatments for the particular patient Previously completed treatments will be reflected using the History tab

Figure-43: Treatments for a Patient in the Patient Profile


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5.1.4 Manage AppointmentsIt will reflect all the appointments related data for the patients to the front desk/doctor/admin

It will comprise:

Category of appointment: It will reflect whether Consultation/Treatment-Number of sitting Status of appointment: Whether the treatment is planned/pending/complete Stage of the treatment: This will reflect the stage for the treatment addressed in the said

appointment

Mark Follow-up: It will reflect the time frame within which the next appointment is to be scheduled Schedule: It will provide a link for scheduling an appointment Edit: This will allow to edit a scheduled appointment Appointment related notes Visual representation of the completed and pending appointments Previously completed treatments can be viewed using the History tab


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5.1.4.1Functionality Based on the Mark Follow-up field, Front Desk can schedule an appointment after consulting the

patient

Figure-44: Manage Appointments in Patient Profile


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Using the schedule link, the appointment for the given treatment can be scheduled directly According the date selected, the system will prompt the Available appointment timings based on

the schedule for the respective doctor on the selected day

Figure-45: Schedule Appointment for the given treatment


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The new appointment slot is generated and it will reflect the default next stage for the treatmentset usingadmin settings

Figure-46: New appointment scheduled using the Schedule link

Once an appointment is scheduled, the same can be edited/cancelled The status of the appointment i.e. whether it is current/completed or pending is mentioned and can

be gleaned visually


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5.1.5 Billing Will list the billing details for the particular patient

o It will provide the facility to print the billso It will provide the facility of adding discountso Previously completed billing transactions can be viewed using the history tab

Figure-47: Billing for Patient in the Patient Profile


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5.1.6 Alerts The module will be preliminarily used by Front-Desk for adding/modifying patient

information and managing appointments and billing

Billing related alerts along with medical alerts will be reflected as described briefly below:

1. Treatments: This Page will display medical condition related alert for the patient

Figure-48: Medical Alert in the Treatments section in the Patient Profile


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2. Manage Appointments: This page will display billing related alert for the patient

Figure-49: Billing Alert in the Manage Appointments section in the Patient Profile


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3. Billing: This page will display billing related alert for the patient

Figure-50: Billing Alert in the Billing section in the Patient Profile


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5.2 Related Admin Settings5.2.1 Groups Create groups, e.g. Employer, Insurer in Select if a particular group is entitled to a discount and determine the percent discount Create and manage referrals

5.2.2 Individual Profile Select additional fields for personal information as required Select the fields which are mandatory Populate the previous dental history details in the Medical Information Populate the Medical Ailments details in the Medical Information Populate the Allergies in the Medical Information

5.2.3 Treatments / Manage Appointments

Populate relevant treatments, sub-treatments Populate the costs for the treatments, sub-treatments Populate the stages for each treatment Set the order of the treatment stages to provide a template prompt, the doctor may or may not

choose to follow the prompted order of stages for a treatment

Populate range for mark-follow up stage

5.2.4 Billing Populate the payment mode option Indicate groups/individuals which are eligible for discount and decide the discount

5.2.5 Alerts Edit the color/size for displaying the medical alerts


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6 Reports Standardized reports based on user roles can be viewed All Standardized reports can be filtered by time The reports pertaining to the patients can be seen by doctors for their patients only Senior doctors can access the data for the doctors assigned to them Front desk can view the appointment related reports for all of the doctors Billing/Income and expense related reports can be accessed only by the Admin User role Apart from the standardized reports, reports can be generated dynamically by using the Find by

creating dynamic filters on the go

Figure-51: Reports


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The standardized reports included are:oMaster Report (Admin): All the data in the system pertaining to patients, doctors, treatments,

appointments and billing will be reflected in this report

oPatient Report: All the patient related data will be reflected in this report, it will comprise: Patient name Patient phone number Doctor treating the patient Treatments for the patient Dates for the treatment commencement and end Number and dates of appointments scheduled Treatment status reflected for each appointment Stage of the treatment addressed in each appointment Billing generated for each treatment Amounts paid and dates they are paid Outstanding balance Summary: Number of patients, Average Billing generated per patient, total billing

generated, total amount paid and total outstanding amount

Note:

1. The report can be filtered by time/doctor/treatment2. The data related to accounting will not be visible to the User role of Front Desk and

Doctors

oTreatment Report: This report will generate data pertaining to the treatments being dispensed.It can be filtered by treatments and doctors and will comprise

Treatment name Doctors dispensing the treatment Number of patients undergoing the treatment under each doctor Number of treatments having status as Planned& Open & Close Average turn-around time for the treatment, i.e. the number of appointments required

to complete the treatment

Average revenue generated by the treatment per patient Total revenue generated by the treatment per doctor Summary: will comprise total number of treatments being dispensed, total number of

patients undergoing the treatments, total number of treatments according to the statusof the treatment, Average revenue generated per treatment, Total revenue

Note:

1. The report can be filtered by time/doctor/treatment2. The data related to accounting will not be visible to the User role of Front Desk and

Doctors


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oAppointment report: This report will reflect all data pertaining to Appointments Appointment Ids Appointment date/time Name of the patient Name of the doctor Category of the appointment Treatment details and treatment stage, if any Billing generated for the appointment Amount paid Outstanding balance Billing generated/amount paid and outstanding balance can be filtered using time, so

the cash inflow figures for a selected time duration can be assessed

Note:

1. The report can be filtered by time (day/month)/doctor/treatment/patients2. The data related to accounting will not be visible to the User role of Front Desk and

Doctors

o Status Reports: These reports can be triggered daily and will reflect the daily transactions Appointment report: It will contain a summary of all of the days appointments

including: appointments kept, patient no-shows, unsuccessful check-ins with the reason,

doctor treating the patient, treatment/stage dispensed, next appointment scheduled

Patient notification report: This report will enlist all the notifications generated for theparticular user role in the day

Front Desk: Overdue appointments, Patient No-show information, Overduebills, Refund information, Patient appointment related notes created, Patient

Profile completion/update notification as per six months

Doctor: Overdue appointments, Treatment Status related notifications(Treatment start/end), Treatment stage related notifications (Stages of the

treatments addressed in appointments)

Financial transaction report: This report will enlist the summary of the financialtransactions for the day and can be accessed only by the Admin user role

Note:

1. The report can be filtered by time (day/month)/doctor/treatment/patients2. The data related to accounting will not be visible to the User role of Front Desk and

Doctors


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7 AccountsTo be added following further discussions.


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8 Appendix

8.1 Home Page

Microsoft Office

Excel Worksheet

8.2 Track Treatments

Microsoft Office

Excel Worksheet

8.3 Profiles

Microsoft Office

Excel Worksheet

ADP Project Scope Document Version2

Documents

Transcript of ADP Project Scope Document Version2