ClearLake Primary Care Patient Information Management System By, Richard Hobbs Nikitha Vempati Kalaivani 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.

Number of forms – 20 Number 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. FieldTypeSizeDefaultComments userNameText20None passWordText8None* Masked

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

Password change form Purpose: This form allows the user to change password. It requires the user to enter the username and old password. FieldTypeSizeDefaultComments userNameText10None passWordText8NoneMasked *

Front-desk staff Lab-Technician Doctor Administrator 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 ed to the user. FieldTypeSizeDefaultComments userRoleText10ComboBox, Required AddressText10None Format, Required firstNameText10NoneRequired lastNameText10NoneRequired dateOfBirthDateNone addressLine1Text20None cityText10None stateText10None zipCodeText5None GenderChar1NoneCombo-box (M and F) homePhone mobilePhoneText10None QualificationText10None SpecializationText10NoneOptional

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. FieldTypeSizeDefaultComments doctorNameText10NoneComboBox appointmentDateTextCurrent DateMonthCalendar appointment HourTextList of HoursListBox firstNameText20None lastNameText20None

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. FieldTypeSizeDefaultComments patientIDText10 firstNameText10None lastNameText10None dateOfBirthDateNone addressLine1Text20None cityText10None stateText10None zipCodeText5None GenderChar1NoneCombo-box (M and F) registrationDateDateNone homePhoneText10None maritalStatusText10NoneCombo-box InsurerText10None accountNumberText10None

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). FieldTypeSizeDefaultComments patientIDText10Unique Identifier addressLine2Text10None mobilePhoneText10None guardianNameText10None emergencyContact Name Text10None emergencyContact Number Text10None medicalHistoryRichText40NoneDate 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. FieldTypeSizeDefaultComments appointmentDateDatedefaultNoneFrom appointment table PatientData.patientIDText10NoneDoctor input PatientDate.lastNameText20Nonelookup PatientTable.firstNameText20Nonelookup StaffPersonals.staffIDText10NoneDoctor input StaffPersonals.lastNameText20Nonelookup StaffPersonals.firstNameText20Nonelookup StaffPersonals.officePhoneText12Nonelookup CPT CodeText10NoneCode is behind the name commentsText255NoneDoctor 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. FieldTypeSizeDefaultComments patientIDText10NoneUser input lastNameText20None firstNameText20None testDateTimeNoneSystem 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 report Patient 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. FieldTypeSizeDefaultComments patientIDText10 patient AddressText10None dateOfBirthDateNone allergiesText10None Rx1Text10None Rx2Text10None Rx3Text10None Instructions1Text10None Instructions2Text10None Instructions3Text10None

Patient billing form Purpose: The purpose of this form is to provide billing information for the patient and an invoice receipt. FieldTypeSizeDefaultComments invoiceNumberText10 invoiceDateDateNone accountNumberText10None amountDueText10None paymentDueDateDateNone CPTCodeText10None

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

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

Thank you! Questions and Suggestions?