clearlake primary care patient information management system by, richard hobbs nikitha vempati...

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.

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 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.


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.


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.


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.


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.


patientID Text 10





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).


patientID Text 10 Unique Identifier


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.


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.


patientID Text 10 None User input



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.


patientID Text 10

patient Address Text 10 None


allergies Text 10 None

Rx1 Text 10 None

Rx2 Text 10 None

Rx3 Text 10 None

Instructions1 Text 10 None



Patient billing form

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


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.

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

***

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

Thank you!

Questions and Suggestions?

clearlake primary care patient information management system by, richard hobbs nikitha vempati...

Documents

user form purpose

login form purpose

patient registration

password change form

welcome form doctor

format slide

masked slide

old password