Googolplex Dental Office Scheduling System

User Manual 1.0

Googolplex Dental Office Scheduling System

Team 2: Peter Anania, Vijay Gangareddygari, Ronald Olaski,
Nicole Staretz, and Melisa Tyira

SE 516 Engineering of Software Systems
Fall 2002

Table of Contents

1.0 Introduction 3

1.1 Purpose of Document 3

1.2 Scope 3

1.3 Definitions, Acronyms, and Abbreviations 3

1.4 References 3

2.0 Basic Tasks and Descriptions 4

2.1 Logging on to the system 4

2.2 Main Page 4

3.0 Functions of the GDOSS System – Patient Data 5

3.1 Retrieve a Patient 5

3.2 Add a Patient 6

3.3 Remove a Patient 9

4.0 Functions of the GDOSS System – Schedule/Appointment Data 11

4.1 View Appointment 11

4.2 Add Appointment 12

4.3 Remove Appointment 15

4.4 View Monthly Schedule 17

4.5 View Weekly Schedule For Employee 18

4.6 View Daily Schedule By Time and Room 19

4.7 View Today’s Schedule 22

1.0 Introduction

1.1 Purpose of Document

The purpose of the User Manual, is to provide a guide for the user in order to use the Googolplex Dental Office Software. This guide will give the user a step-by-step description of how to perform the functions that are available for the system.

1.2 Scope

The Googolplex Dental Office Scheduling System application is a web-based system and was written to conform with Internet Explorer v5.5 or higher. Output will be displayed in an HTML file in the default browser.

The Googolplex Dental Office has four dentists, 6 hygientists, 4 assistants, one secretary, and 500 clients. The Googolplex Dental Office Scheduling System is a scheduling system for the dental office. It keeps track of the dentists, assistants, hygientists and clients’ schedules. The system provides a list of appointments for next business day so the secretary can contact clients to confirm their appointments. It displays, during regular business hours, clients and the rooms the clients are assigned to and which dentist each client is waiting to see, and the location of each dentist and each assistant.

The system stores appointment time, type, date, location and personnel data as well as patient data to include name, address phone number/s and insurance. In addition any assistant, germane to the appointment, is stored as well. The user is able to schedule appointments for any day in the future and update this data. This information can be displayed by the user, upon request. In addition, a mechanism exists that allows the user to view the dentist and dental assistant schedules as well.

In this Software User Manual, the procedures and instructions are described in detail in order to guide the user through the system.

1.3 Definitions, Acronyms, and Abbreviations

G-DOSS

Googolplex Dental Office Scheduling System

HTML

Hypertext Markup Language

Index

The left side of the main page where functionality is chosen.

1.4 References

· Googolplex Software Requirements Specifications

· Googolplex Software Design Document

· Googolplex Dental Office Scheduling System

2.0 Basic Tasks and Descriptions

2.1 Logging on to the system

Before using functionality of the GDOSS system, you must have a valid Username and Password to log on to the system. After you enter the Username and Password in the spaces provided, click on LOGIN to proceed to the GDOSS main page.

If an invalid Username and Password are entered, the following message will appear:

Click on try again to attempt to logon again. If this problem persists, please contact the System Administrator.

2.2 Main Page

Any function needed to be performed can be executed by clicking on the links on the left side of the GDOSS Main Screen.

The following are the functions that can be performed by clicking on these links:

Home – will navigate to the GDOSS Main Screen from anywhere in the system

Patient Add – will allow the user to search for an existing patient. If patient is not found, he/she can be added to the system.

Patient Delete – will allow the user to search for an existing patient. If patient is found, he/she can be deleted from the system.

Patient View – will allow the user to search for an existing patient. If the patient is found, information for this patient will be viewable on the screen.

Appt View – will allow the user to search for an existing patient. If the patient is found, information about this patient’s appointments will be viewable on the screen.

Appt. Delete – will allow the user to search for an existing patient. If the patient is found, information about this patient’s appointments will be viewable on the screen. An appointment can be chosen and deleted.

Schedule/Add Appt. – will allow the user to view Full or Available days for the week or view an employee’s schedule for the week. The user will also be able to add an appointment for any given day that is not already deemed as Full.

Full – All rooms and time slots have been scheduled.

Available – There exists at least one room and timeslot that is not scheduled for an appointment.

Today’s Schedule – will allow the user to view the occupant’s of a room for each time slot for the current day

3.0 Functions of the GDOSS System – Patient Data

Assumptions: User has logged onto the system.

3.1 Retrieve a Patient

1. Click on PATIENT VIEW located in the Index. The following screen will appear:

2. Enter Patient SSN, Patient Last Name or both and click on SEARCH FOR PATIENT. If Patient data is not entered, an error will appear and the search will not proceed.

If no patients are found, the following screen will appear:

You can proceed to Add Patient by clicking on New or you can click Back on the browser, enter valid information and click on SEARCH FOR PATIENT again. If you add new patient, please refer to the instructions for Add a Patient where it explains how to add data for the patient.

If the data that has been entered is valid and one or multiple patients are found, the following screen will appear:

3. Choose the patient that you would like to view from the list provided and click on Enter. The patient data will be displayed as follows:

3.2 Add a Patient

1. Click on PATIENT ADD located in the Index. The following screen will appear:

2. Enter Patient SSN, Patient Last Name or both and click on SEARCH FOR PATIENT. If Patient data is not entered, an error will appear and the search will not proceed.

If no patients are found, the following screen will appear:

If the data that has been entered is valid and one or multiple patients are found, a new patient can also be added by clicking on New.

Either method of adding a new patient will result in the following screen:

3. Enter all necessary information for the New Patient. After all information is added, click on Enter to add the patient. If an error occurs with the data or a field is blank that should not be, an error will appear to add/change this key information for the patient.

If the patient is successfully added, the following will appear:

3.3 Remove a Patient

1. Click on PATIENT DELETE on the Index. The following screen will appear:

2. Enter Patient SSN, Patient Last Name or both and click on SEARCH FOR PATIENT. If Patient data is not entered, an error will appear and the search will not proceed.

If no patients are found, the following screen will appear:

If the data that has been entered is valid and one or multiple patients are found, the following screen will appear:

3. Choose the patient that you would like to remove, from the list provided and click on Delete. The following will be displayed to confirm that the patient has been deleted:

4.0 Functions of the GDOSS System – Schedule/Appointment Data

4.1 View Appointment

1. Click on APPT VIEW on the Index. The following screen will appear

2. Enter Patient SSN, Patient Last Name or both and click on SEARCH FOR PATIENT. If Patient data is not entered, an error will appear and the search will not proceed.

If no patients are found, the following screen will appear:

If the data that has been entered is valid and one or multiple patients are found, the following screen will appear:

3. Choose the patient that you would like to view appointments for, from the list provided and click on Choose. The appointment data for this patient will be displayed as follows:

4.2 Add Appointment

1. Click on SCHEDULE/ADD APPT. on the Index. The following screen will appear

2. Choose the following options:

View Schedule by: Week

Choose Year: Choose the year that the appointment will be scheduled for.

Choose Month: Choose the month that the appointment will be scheduled for.

Choose Week: Choose the week that the appointment will be scheduled for.

Employee: Not Applicable

Once all information has been chosen, choose View. The following screen will be displayed:

3. Click on Available for the day and time that you would like to schedule an appointment for.

Note: If a day is deemed as Full, an appointment can not be scheduled for that day.

The following screen will appear:

4. Enter Patient SSN, Patient Last Name or both and click on SEARCH FOR PATIENT. If Patient data is not entered, an error will appear and the search will not proceed.

If no patients are found, the following screen will appear:

If the data that has been entered is valid and one or multiple patients are found, the following screen will appear:

5. Choose the patient that you would like to add the appointment for, from the list provided and click on Add Appt. The following screen will appear:

Patient: Name of the patient that the appointment is being scheduled for. No input required.

Appointment Date: Date (MMDDYYYY) that the appointment is being scheduled for. No input required.

Available Rooms for this Day/Time: Choose room that the appointment is being scheduled for. Note: Only rooms that are available for this day/time will appear in the list.

Available Dentist/Assistant/Hygienist: Choose the employee that the appointment is being scheduled with. Note Only employees that are available for this day/time will appear in the list.

Type: Enter the type of appointment. Example: Cleaning, X-Ray, Filling, ETC.

Selected Time Slot: Time that the appointment is being scheduled for. No input required.

6. Enter the type of appointment, choose desired room and employee and click on Save Appt. The following message will be displayed when the appointment has been successfully added.

4.3 Remove Appointment

1. Click on APPT DELETE on the Index. The following screen will appear

2. Enter Patient SSN, Patient Last Name or both and click on SEARCH FOR PATIENT. If Patient data is not entered, an error will appear and the search will not proceed.

If no patients are found, the following screen will appear:

If the data that has been entered is valid and one or multiple patients are found, the following screen will appear:

3. Choose the patient that you would like to delete an appointment for, from the list provided and click on Enter. The appointment data for this patient will be displayed as follows:

4. Choose the appointment that you would like to delete from the list and click on Delete Appt. The following will appear when the appointment has been successfully deleted:

4.4 View Monthly Schedule

1. Click on HOME on the Index. The following screen will appear.

This displays the current calendar month and whether each day is deemed as Available or Full. Previous and next months can be displayed by clicking on Previous Month and Next Month above the calendar view.

4.5 View Weekly Schedule For Employee

1. Click on SCHEDULE/ADD APPT. on the Index. The following screen will appear

2. Choose the following options:

View Schedule by: Employee

Choose Year: Choose the year to view the schedule for.

Choose Month: Choose the month to view the schedule for.

Choose Week: Choose the week to view the schedule for.

Employee: Choose the employee to view the schedule for.