Website and Database System

Website and Database System

For Medical Arts Clinic

Prepared for: Mr. XXXX YYYYY

Medical Arts Office Manager

PREPARED BY:

Aaaa Bbbbbb, CEO and Lead Web and Database Programmer

Jjjjj Cccccc, Lead System Analyst

Llll Bbbbb, Web and Database Programmer

Jjjj Hhhhh, Web and Database Programmer

Ccccc Ddddd, System Analyst

Advanced Creations, Inc.

April 8, 2008

Table of Contents

System Overview------Page1

Major Objectives------Page2

Special System Requirements------Page3

Component Descriptions------Page3

Other Deliverables------Page5

Specifications Changes------Page6

Acceptance------Page6

User and Project Team Interfaces------Page7

User’s Responsibilities------Page7

Terms, Conditions, and Assumptions------Page7

Figures------Page 8

System Overview

The diagram above displays the functionality of the new system. Figure 1 displays the Home page of the proposed system. On the home page the user chooses the link that describes their user type. If they are a patient they will choose the patient link or if they are an employee they will choose the employee link. If the user is a patient they will be taken to a screen that allows the patient to add, view, or update their patient information, as shown in Figure 2. If the patient decides to add their patient information they are then taken to a web form that will allow the patient to enter all their information (Figure 4). The patient information entered on the form will be submitted into a backend database system with a table that will store the patient information. If the patient chooses to view or update their information, they must first log-in (Figure3) to the system so only their information is displayed. The information that will be displayed will come from the table that holds the patient information. Any changes or updates that the patient makes to their information will be updated into the patient information table. The employee must first log-in using the Employee log-in screen (Figure 5). Once the employee is logged into the system the employee will be able to view, add, and update patient information. The employee will be the only user that is able to delete any patient information from the system permanently.

The patient and/or employee can also go to the calendar page where they will be able to view the calendar by month, week, or day (Figure 6). Once the user chooses which to view they will use, they will then be able to add, update, cancel, appointment information. The information added, and updated will be add or updated to a appointment table the is built to capture the information entered and/or updated.

Major Objectives

The New Patient Form will allow the patients to submit their own personal information. The Major objective of this form is that it will allow the patient to enter in the information prior to going to the clinic or the office visit. The patient will be able to enter in the information in the privacy of their home. Plus the form will be easy for the patient to enter in the requested information.

The Current Patient Query allows current patients to view their own records and update any information. The major objective of this function is that it will allow the patient to update their personal information without having to re-enter all the information again, the current patient will be able to update the specified information. This allows the patient to update information as needed and will be processed with great ease.

The Employee Page will allow the employee to access all patient information and scheduled appointment information. The major objective of this page is that it will provide the employee with an easy access to patient information as well as appointment information.

The Calendar Page will allow the patients and employees to enter appointment information. The major objective of this page is to provide the patient with an easier and more convenient way to set up an appointment when they need one. The calendar page can also be accessed by the employees and they could easily add, and update patient appointments.

Special System Requirements

Advanced Graphics has provided the Medical Arts Clinic with interface that interacts with a MS Access database system. The MS Access database system contains patient information as well as appointment information.

Advanced Graphics has also created a calendar that will allow patients to schedule appointments. The calendar is designed to allow only two patients per available appointment. The calendar is also designed to only show available times. When a patient enters an appointment date, they will receive a confirmation e-mail. The calendar has also been designed to allow only employees to view all appointment information.

Component Descriptions

There are three major components that are used in this system which are a user-interface component, business logic, and data management.

User-interface

•FS-CD-(RD-MF-3)-1: The project team has created a Graphical User Interface (GUI) that will allow the patient to enter in their patient information, Figure 2. We completed the website using Microsoft FrontPage 2002 professional edition. This will allow easy access to the

patient information database system.

•FS-CD-(RD-MF-7)-2: A front-end GUI has also been designed to that exactly like the GUI for patient information. This GUI allows patients/employees to actively use the system without having to worry about where the information is stored or how this system functions the many requests (queries) that are occurring within the system.

•FS-CD-(RD-MF-9)-3: Employees are able to delete any patient information, with the use of the Graphical User Interface. The GUI allows the user to use the system with much ease and reliability and not require an expert knowledge level.

Business Logic

•FS-CD-(RD-MF-1)-4: The project team has designed a website using a secure platform language, Active Server Page (ASP). This platform language ensures the patient record confidentiality. ASP will allow for the following:

oEnsure patient record confidentiality.

oLimit access to patient records.

•FS-CD-(RD-MF-4)-5: Advanced graphics has equipped the system with a link for new patients to enter in their patient information.

•FS-CD-(RD-MF-5)-6: A link has been created for Current patients. The Current patient must log-in to the system and will then be able to obtain only their patient information. Current patients are able to access their information and update any information but will not be allowed to delete their patient information. The information that the current patient updates automatically is updated in the patient information table.

•FS-CD-(RD-MF-11)-7: If the patient does not include any of the required information they will be shown an error screen as in figures 7, 8 and/or 9, depending on what type of error is perceived by the system.

Data Management

•FS-CD-(RD-MF-2)-8: A patient information database system has been created using Microsoft Access. The patient information database system captures all patient information in a special table, Patient Information.

•FS-CD-(RD-MF-6)-9: A database appointment system has been designed using Microsoft Access. This appointment database system will allow patients/employees to add new, update, delete, or view appointment information. This database serves as a scheduling system for the Medical Arts Clinic.

•FS-CD-(RD-MF-8)-10: Employees are also able to log-in to the system and create, read, update, or delete patient information and/or appointment information. Figure 5 displays the log-in page for employees. They then have an option to work with the patient information database system or the schedule appointment database system.

•FS-CD-(RD-MF-10)-11: The calendar allows for the employee to query appointment information daily, weekly, etc. It will also allow reports to be processed. The calendar sends and receives information to and from the appointment information database system and captures all times of availability to schedule an appointment with the clinic.

•FS-CD-(RD-I-11)-12: This information is required on the website that will in turn be captured in the database server. Patient Record Information: Will have the patient’s personal information. Patient_Policy_Number, Patient_SSN, Patient_Name , Address, City, State, Zip, Phone, Allergies, Insurance_Number, Insurance_Group, Primary_Holder, Birthdate, Legal_Guardian (if under age).RD-I1: Patient Database. Contain different information.

oPatient Record Information: Will have the patient’s personal information. Patient_Policy_Number, Patient_SSN, Patient_Name , Address, City, State, Zip, Phone, Allergies, Insurance_Number, Insurance_Group, Primary_Holder, Birthdate, Legal_Guardian (if under age).

oUpdate Patient Record: Update patient’s address or insurance information: Update_Patient_Name, Update_Address, Update_Phone, Update_Allergies, Update_Insurance_Number, Update_Insurance_Group, Update_Primary_Holder, Update_Legal_Guardian

Other Deliverables (TRAINING)

Advanced Graphics will provide The Medical Arts Group with a user’s guide as well as one training sessions for employees to understand the new system. The user’s guide will provide an overview of the system and go into further detail for each major component of the system. The user’s guide will contain information on how to log in to the system from the Employees Log In Page. The user’s guide will also discuss how the Employee can access, update, add, and delete patient information as well as appointment information. The user’s guide will also help the

employee understand the functionality of the system from the patient’s perspective, in order to provide questions for patient’s who may have some questions regarding the functionality of the system. Advanced Graphics will provide The Medical Arts Group with one training session. The first part of the session will include a session on how to use the system as a patient, to provide the employees with some insight as to how the patient will use the system. The functionality is basically the same as the employees who can use the system except that employees are the only ones who can view all patient information, and can delete any records. The second part of the training session will include how the employees can interact with the system. Advanced Graphics will also provide materials that will allow The Medical Arts Group to perform their own training sessions for the future.

Specifications Changes

There are instances when the customer will request changes in the system specifications or requirements well after the systems analysis phase has been completed. Any changes that are requested after this phase are very costly to the entire project. The costs can be delays in the project delivery time and can change the entire budget of the proposed project. In order to provide control for any changes to the specifications or requirements, Advanced Graphics has formed a special Change Control Committee. The Change Control Committee is comprised of the project team leader, one project team member, and at least one person from the customer organization, The Medical Arts Group. The project team member in the committee will be the change control team member. The Change Control Committee will meet every Thursday afternoon and discuss any changes that have been requested and will present these requests to the project team. We ask that the designated person who will present the changes, from The Medical Arts Group, prioritize all the change requests using a rating scale of critical to desirable. The change requests are then proposed to the change control team member who will further discuss with the team and delineate the proposed changes as

“easy”, “moderately difficult”, or “difficult.” The project team leader will be in charge of determining the cost and schedule implications that will be necessary in order to integrate each change. The team will conduct a vote to determine which requested changes can be included in the project. The fixed price nature of the contract prevents many “difficult” changes to be included in the project without having to increase the budget already agreed-to, and delay the delivery of the project schedule.

Acceptance

A series of tests will be conducted and the results from each test will be documented. The tests will be designed to provide a step-by-step functionality that the new system is required to perform. The tests, referred to as Acceptance Test Plans (ATP), must have written approval from the customer before the actual acceptance tests are initiated. After completion and installation of the new system at the customer’s location, the customer is required to run each acceptance test one-by-one and the customer must also sign-off no each successful acceptance test. Only tests that fail to meet the requirements may be repeated. There will be at least one separate test for each requirement in the Requirements Document that will be run. When the customer has provided sign-offs on all the tests, the customer has submitted total acceptance to the new system. At the point of total acceptance customer is required to pay any debt that is remaining.

User & Project Team Interfaces

The project team and the customer must be in communication with each other at two different levels, technical and managerial. Within the technical level of communication, the project team will be ready to provide quick and up-to-date responses for any technical questions that may arise. The project team will be ready to answer any questions throughout the entire course of the project. As the project progresses questions will become more involved and more intricate. We ask that the customer appoint at least one person that can be available to answer any

questions that we may have. We ask that the person chosen is familiar with user’s business, and that they have the authority to make decisions on behalf of every department that the proposed system will affect.

The customer and the contractor must also communicate at a managerial level. This communication will be done by the customer coordinator and the project manager. Certain topics such as contract stipulations, budgets, schedules, changes, people problems will necessitate a very proactive communication as the project progresses.

User’s Responsibilities

Medical Arts must provide test data with which to test the system by May 1, 2003. The Medical Arts Clinic is required to assist in writing the acceptance test plan and will sign off on it once it is completed. Medical Arts Clinic is required to return the following documents, within one week after their delivery: Functional Specifications, Design Document, Acceptance Test Plan, Installation/conversion/cut-over survey. Each document requires a signature from Medical Arts Clinic coordinator that will indicate the Medical Arts Clinic’s acceptance of each document.

Terms, Conditions, and Assumptions

The amounts that are quoted in this proposal are good until April 2nd, 2003. This proposal is copyrighted. Advanced Creations is not responsible for any problems that may occur as a result of or following the examination being proposed here. Advanced Creations, Inc. cannot implement its recommendations and for that reason cannot take on any liability relative to the examination is has performed. Advanced Creations, Inc. assumes that Medical Arts Clinic responsibilities will be fulfilled as detailed in this document, including making time available when interviews are required. It is assumed that all information contained in the two-year internal audit cycle outline is current and accurate.

Figures

Figure 1 ~ Home

Figure 2 ~ Add, Update, View Patient Information

Figure 3 ~ Patient Log-In

Figure 4 ~ New Patient Form

Figure 5 ~ Employee Log-In

Figure 6 ~ Appointment Calendar Home Page

Figure 7 ~ If log-in information is incorrect

Figure 8 ~ When user is trying to add an appointment or enter the patient information more than once.

Figure 9 ~ When information is not entered in the required fields