ClearLake Primary CarePatient Information

Management SystemBy,

Richard HobbsNikitha Vempati

Kalaivani RamasamyDorothy Hogg

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.

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.

Number of forms – 20Number of reports - 6

Forms and Reports

Opening form Hierarchy

Login Form

Welcome form Front-desk staff

Welcome form Lab-Technician

Welcome form Doctor

Welcome form Administrator

Reset Password Form

Change Password

Form

Login form

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

Field Type Size Default CommentsuserName Text 20 NonepassWord Text 8 None * Masked

Password reset form

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

Field Type Size Default CommentsemailAddress Text 20 mail@care.com Email format

Password change form

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

Field Type Size Default CommentsuserName Text 10 NonepassWord Text 8 None Masked *

Front-desk staff Lab-Technician Doctor Administrato

r

Patient Data Entry Form Patient

Information form

Test Results entry form

Generate Tests

Appointment Scheduler

form

Test Results View form

Invoice

Medical Prescriptions

form

Add User form

Generate Reports form

Data Entry Forms Hierarchy

Blood Test Results

Urine Test Results

X-Ray Test Results

Login form

Payment

Welcome form – Front-desk staff

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

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.

Welcome form – Doctor

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

Welcome form - Administrator

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

Add user form

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

Field Type Size Default CommentsuserRole Text 10 ComboBox, RequiredemailAddress Text 10 None Email Format, RequiredfirstName Text 10 None RequiredlastName Text 10 None RequireddateOfBirth Date NoneaddressLine1 Text 20 Nonecity Text 10 Nonestate Text 10 NonezipCode Text 5 NoneGender Char 1 None Combo-box (M and F)homePhonemobilePhone Text 10 NoneQualification Text 10 NoneSpecialization Text 10 None Optional

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.

Field Type Size Default CommentsdoctorName Text 10 None ComboBox

appointmentDate Text Current Date MonthCalendar

appointment Hour

Text List of Hours ListBox

firstName Text 20 None

lastName Text 20 None

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.

Field Type Size Default CommentspatientID Text 10firstName Text 10 NonelastName Text 10 NonedateOfBirth Date NoneaddressLine1 Text 20 Nonecity Text 10 Nonestate Text 10 NonezipCode Text 5 NoneGender Char 1 None Combo-box (M and

F)registrationDate Date NonehomePhone Text 10 NonemaritalStatus Text 10 None Combo-box Insurer Text 10 NoneaccountNumber Text 10 None

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).

Field Type Size Default CommentspatientID Text 10 Unique IdentifieraddressLine2 Text 10 NonemobilePhone Text 10 NoneguardianName Text 10 NoneemergencyContact Name

Text 10 None

emergencyContact Number

Text 10 None

medicalHistory RichText 40 None Date and Comments

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.

Field Type Size Default CommentsappointmentDate Date default None From appointment tablePatientData.patientID Text 10 None Doctor inputPatientDate.lastName Text 20 None lookupPatientTable.firstName Text 20 None lookupStaffPersonals.staffID Text 10 None Doctor inputStaffPersonals.lastName Text 20 None lookupStaffPersonals.firstName Text 20 None lookupStaffPersonals.officePhone Text 12 None lookupCPT Code Text 10 None Code is behind the

namecomments Text 255 None Doctor input

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.

Field Type Size Default CommentspatientID Text 10 None User inputlastName Text 20 NonefirstName Text 20 NonetestDateTime None System input

Tests results view forms

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.

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.

Generate Reports form

Reports Hierarchy

Monthly

Billing report

Quarterly

Billing by physician

Annual

CPT reportPatient

Information report

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.

Field Type Size Default CommentspatientID Text 10patient Address Text 10 NonedateOfBirth Date Noneallergies Text 10 NoneRx1 Text 10 NoneRx2 Text 10 NoneRx3 Text 10 NoneInstructions1 Text 10 NoneInstructions2 Text 10 NoneInstructions3 Text 10 None

Patient billing form

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

Field Type Size Default CommentsinvoiceNumber Text 10invoiceDate Date NoneaccountNumber Text 10 NoneamountDue Text 10 NonepaymentDueDate Date NoneCPTCode Text 10 None

Administrator reports form

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

Billing by Physician

Billing reports form

CPTCODE reports form

Hardware diagram

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

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

ER-Diagram

AppointmentappointmentDateappointmentHourstaffIDpatientID

***

BillinginvoiceNumberinvoiceDateCPTCodepatientID

*

PatientTestspatientIDCPTcodetestDateTimerequestingDrresultcomplete_YNbillable_YN

***

PrescriptionsperscriptionIDpatientIDperscriptionDatedrugNameInstructionsgenericOK_YNnumberOfRefillsallergiesActive_YN

*

Staff PersonalsstaffIDSSNlastNamefirstNameofficeNumberofficePhonecellPhoneeMailstreetAddress1streetAddress2citystatezip

*

PasswordsstaffIDuserNamepassword

*

Doctor ConsultpatientID

dateTimebloodPressureweighttemperaturepulsesymptomsdiagnosistreatment

**

PatientDatapatientIDSSNlastNamefirstNamehomePhonecellPhoneeMailstreetAddress1streetAddress2citystateZipGuardianemrgContactPhonegenderBirthdatemaritalStatusinsurerinsureAccountNumber

*

TestLookupCPTCodetestNametestDescriptiontestNormMaxtestNormMincost

*

Forms and table relationship

AppointmentappointmentDateappointmentHourstaffIDpatientID

*** Billing

invoiceNumberinvoiceDateCPTCodepatientID

*

PatientTestspatientIDCPTcodetestDateTimerequestingDrresultcomplete_YNbillable_YN

***

PrescriptionsperscriptionIDpatientIDperscriptionDatedrugNameInstructionsgenericOK_YNnumberOfRefillsallergiesActive_YN

*Staff PersonalsstaffIDSSNlastNamefirstNameofficeNumberofficePhonecellPhoneeMailstreetAddress1streetAddress2citystatezip

*

PasswordsstaffIDuserNamepassword

*

Doctor ConsultpatientID

dateTimebloodPressureweighttemperaturepulsesymptomsdiagnosistreatment

**

PatientDatapatientIDSSNlastNamefirstNamehomePhonecellPhoneeMailstreetAddress1streetAddress2citystateZipGuardianemrgContactPhonegenderBirthdatemaritalStatusinsurerinsureAccountNumber

*

TestLookupCPTCodetestNametestDescriptiontestNormMaxtestNormMincost

*

Login

Password reset

Password change

Add user

Appointment setPatient data entry

Patient information

Generate Test

Enter/view results

Prescription form

Patient billing

Thank you!Questions and Suggestions?