ClearLake Primary Care
Patient Information Management
System
By,
Richard Hobbs
Nikitha Vempati
Kalaivani Ramasamy
Dorothy Hogg
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.
Summary
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.
Proposed Solution
Number of forms – 20
Number of reports - 6
Forms and Reports
Login Form
Welcome form
Front-desk staff
Welcome form
Lab-Technician
Reset Password Form
Welcome form
Doctor
Change
Password Form
Opening form Hierarchy
Welcome form
Administrator
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
userName
Text
20
None
passWord
Text
8
None
Login form
Comments
* Masked
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
mail@care.com
Email format
Password reset 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
userName
Text
10
None
passWord
Text
8
None
Password change form
Comments
Masked *
Login form
Front-desk staff
Lab-Technician
Doctor
Administrator
Patient Data
Entry Form
Test Results
entry form
Generate Tests
Add User
form
Patient
Information form
Appointment
Scheduler form
Generate
Reports form
Medical
Prescriptions form
Invoice
Test Results View
form
Payment
Blood Test
Results
Data Entry Forms Hierarchy
Urine Test
Results
X-Ray Test
Results
Purpose: This form enables the Front-desk staff to navigate to the appointment
scheduler form and patient registration form.
Welcome form – Front-desk staff
Purpose: This form enables the Lab-technician to navigate to the test results entry
form to enter test results for the patients.
Welcome form – Lab technician
Purpose: This form enables the Doctor to navigate to different forms for viewing
patient details, test results and provide billing information.
Welcome form – Doctor
Purpose: This form enables the Administrator to navigate to different forms for
viewing or generating reports and adding a new user.
Welcome form - Administrator
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
emailAddress
Text
10
None
Email Format, Required
firstName
Text
10
None
Required
lastName
Text
10
None
Required
dateOfBirth
Date
addressLine1
Text
20
None
city
Text
10
None
state
Text
10
None
zipCode
Text
5
None
Gender
Char
1
None
mobilePhone
Text
10
None
Qualification
Text
10
None
Specialization
Text
10
None
ComboBox, Required
None
Combo-box (M and F)
homePhone
Add user form
Optional
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
Appointment scheduler 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
patientID
Text
10
firstName
Text
10
None
lastName
Text
10
None
dateOfBirth
Date
addressLine1
Text
20
None
city
Text
10
None
state
Text
10
None
zipCode
Text
5
None
Gender
Char
1
None
registrationDate
Date
homePhone
Text
10
None
maritalStatus
Text
10
None
Insurer
Text
10
None
accountNumber
Text
10
None
Comments
None
Combo-box (M and F)
None
Patient data entry form
Combo-box
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
patientID
Text
10
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
Patient information form
Default
Comments
Unique Identifier
Date and Comments
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
Generate test 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
Test results entry form
None
System input
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.
Tests results view forms
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
Billing by
physician
Billing report
Monthly
Quarterly
Annual
Reports Hierarchy
CPT report
Patient Information
report
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
patientID
Text
10
patient Address
Text
10
dateOfBirth
Date
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
None
None
Medical prescriptions form
Comments
Purpose: The purpose of this form is to provide billing information for the patient and
an invoice receipt.
Field
Type
Size
Default
invoiceNumber
Text
10
invoiceDate
Date
accountNumber
Text
10
None
amountDue
Text
10
None
paymentDueDate
Date
CPTCode
Text
None
None
10
Patient billing form
None
Comments
Purpose: This form allows the administrator to generate and view reports based on the
reports the administrator selects.
Administrator reports form
Billing by Physician
Billing reports form
CPTCODE reports form
Hardware diagram
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
Hardware 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
Software Requirements
Passwords
*
Staff Personals
staffID
userName
password
* staffID
SSN
lastName
firstName
officeNumber
officePhone
cellPhone
eMail
streetAddress1
streetAddress2
city
state
zip
Appointment
* appointmentDate
* appointmentHour
* staffID
patientID
Prescriptions
PatientData
* patientID
SSN
lastName
firstName
homePhone
cellPhone
eMail
streetAddress1
streetAddress2
city
state
Zip
Guardian
emrgContactPhone
gender
Birthdate
maritalStatus
insurer
insureAccountNumber
* perscriptionID
patientID
perscriptionDate
drugName
Instructions
genericOK_YN
numberOfRefills
allergies
Active_YN
Doctor Consult
*
*
patientID
dateTime
bloodPressure
weight
temperature
pulse
symptoms
diagnosis
treatment
* invoiceNumber
invoiceDate
CPTCode
patientID
PatientTests
TestLookup
* patientID
* CPTcode
* testDateTime
requestingDr
result
complete_YN
billable_YN
ER-Diagram
Billing
* CPTCode
testName
testDescription
testNormMax
testNormMin
cost
PatientData
Staff Personals
* staffID
SSN
lastName
firstName
officeNumber
officePhone
cellPhone
eMail
streetAddress1
streetAddress2
city
state
zip
Passwords
* staffID
userName
password
Login
Add user
Password reset
* patientID
SSN
lastName
firstName
homePhone
cellPhone
eMail
streetAddress1
streetAddress2
city
state
Zip
Guardian
emrgContactPhone
gender
Birthdate
maritalStatus
insurer
insureAccountNumber
Prescriptions
Patient information
* CPTCode
testName
testDescription
testNormMax
testNormMin
cost
Password change
PatientTests
*
*
* appointmentDate
* appointmentHour
* staffID
patientID
Appointment set
Prescription form
TestLookup
Doctor Consult
Appointment
* perscriptionID
patientID
perscriptionDate
drugName
Instructions
genericOK_YN
numberOfRefills
allergies
Active_YN
patientID
dateTime
bloodPressure
weight
temperature
pulse
symptoms
diagnosis
treatment
Patient data entry
Forms and table relationship
* patientID
* CPTcode
* testDateTime
requestingDr
result
complete_YN
billable_YN
Billing
* invoiceNumber
invoiceDate
CPTCode
patientID
Generate Test
Enter/view results
Patient billing
Thank you!
Questions and Suggestions?