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ClearLake Primary Care
Patient Information Management System
By,Richard Hobbs
Nikitha VempatiKalaivani Ramasamy
Dorothy 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.
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 Comments
userName Text 20 None
passWord 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 Comments
emailAddress Text 20 [email protected] 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 Comments
userName Text 10 None
passWord 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 Comments
userRole Text 10 ComboBox, Required
emailAddress Text 10 None Email Format, Required
firstName Text 10 None Required
lastName Text 10 None Required
dateOfBirth Date None
addressLine1 Text 20 None
city Text 10 None
state Text 10 None
zipCode Text 5 None
Gender Char 1 None Combo-box (M and F)
homePhone
mobilePhone Text 10 None
Qualification Text 10 None
Specialization 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 Comments
doctorName 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 Comments
patientID Text 10
firstName Text 10 None
lastName Text 10 None
dateOfBirth Date None
addressLine1 Text 20 None
city Text 10 None
state Text 10 None
zipCode Text 5 None
Gender Char 1 None Combo-box (M and F)
registrationDate Date None
homePhone Text 10 None
maritalStatus Text 10 None Combo-box
Insurer Text 10 None
accountNumber 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 Comments
patientID Text 10 Unique Identifier
addressLine2 Text 10 None
mobilePhone Text 10 None
guardianName Text 10 None
emergencyContact 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 Comments
appointmentDate Date default None From appointment table
PatientData.patientID Text 10 None Doctor input
PatientDate.lastName Text 20 None lookup
PatientTable.firstName Text 20 None lookup
StaffPersonals.staffID Text 10 None Doctor input
StaffPersonals.lastName Text 20 None lookup
StaffPersonals.firstName Text 20 None lookup
StaffPersonals.officePhone Text 12 None lookup
CPT Code Text 10 None Code is behind the name
comments 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 Comments
patientID Text 10 None User input
lastName Text 20 None
firstName Text 20 None
testDateTime 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 Comments
patientID Text 10
patient Address Text 10 None
dateOfBirth Date None
allergies Text 10 None
Rx1 Text 10 None
Rx2 Text 10 None
Rx3 Text 10 None
Instructions1 Text 10 None
Instructions2 Text 10 None
Instructions3 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 Comments
invoiceNumber Text 10
invoiceDate Date None
accountNumber Text 10 None
amountDue Text 10 None
paymentDueDate Date None
CPTCode Text 10 None
Administrator reports form
Purpose: This form allows the administrator to generate and view reports based on the reports the administrator selects.
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
***
Billing
invoiceNumberinvoiceDateCPTCodepatientID
*
PatientTestspatientIDCPTcodetestDateTimerequestingDrresultcomplete_YNbillable_YN
***
PrescriptionsperscriptionIDpatientIDperscriptionDatedrugNameInstructionsgenericOK_YNnumberOfRefillsallergiesActive_YN
*
Staff PersonalsstaffIDSSNlastNamefirstNameofficeNumberofficePhonecellPhoneeMailstreetAddress1streetAddress2citystatezip
*
Passwords
staffIDuserNamepassword
*
Doctor ConsultpatientID
dateTimebloodPressureweighttemperaturepulsesymptomsdiagnosistreatment
**
PatientData
patientIDSSNlastNamefirstNamehomePhonecellPhoneeMailstreetAddress1streetAddress2citystateZipGuardianemrgContactPhonegenderBirthdatemaritalStatusinsurerinsureAccountNumber
*
TestLookup
CPTCodetestNametestDescriptiontestNormMaxtestNormMincost
*
Forms and table relationship
AppointmentappointmentDateappointmentHourstaffIDpatientID
***
Billing
invoiceNumberinvoiceDateCPTCodepatientID
*
PatientTestspatientIDCPTcodetestDateTimerequestingDrresultcomplete_YNbillable_YN
***
PrescriptionsperscriptionIDpatientIDperscriptionDatedrugNameInstructionsgenericOK_YNnumberOfRefillsallergiesActive_YN
*Staff PersonalsstaffIDSSNlastNamefirstNameofficeNumberofficePhonecellPhoneeMailstreetAddress1streetAddress2citystatezip
*
Passwords
staffIDuserNamepassword
*
Doctor ConsultpatientID
dateTimebloodPressureweighttemperaturepulsesymptomsdiagnosistreatment
**
PatientData
patientIDSSNlastNamefirstNamehomePhonecellPhoneeMailstreetAddress1streetAddress2citystateZipGuardianemrgContactPhonegenderBirthdatemaritalStatusinsurerinsureAccountNumber
*
TestLookup
CPTCodetestNametestDescriptiontestNormMaxtestNormMincost
*
Login
Password reset
Password change
Add user
Appointment set
Patient data entry
Patient information
Generate Test
Enter/view results
Prescription form
Patient billing