BESTLINK COLLEGE OF THE PHILIPPINES

Chapter I Introduction
Information Technology is related to studying, designing, implementing and developing the information related to computers. This field is growing at a very fast face over the last few years and according to successful and well known people in the information technology industry; this growth is expected to remain stable. Today, the information technology has ballooned to encompass many aspects in computation and technology, the term has become recognizable. The advancement of technology rapidly evolved, computerized systems were developed for the improvement and enchantment of human, as matter of fact most companies and institution are using computerized system to aid some difficulties encountered the manual process. Due to the problem that the proponent observed on East Avenue Medical Center the Doctors Workbench, the proponents were encouraged to develop a Manual System to Computerized System. As a result, the proponents come up with the proposed system, Entitled Computerized Doctors Workbench/ (CPOE) Physician Order Entry System for East Avenue Medical Center to improve their current manual system into a more productive one when it comes to their daily transaction and daily process of the hospital. Since October 1969, the hospital was using a manual system in processing the hospital. Doctors Workbench is the gateway for doctors to the hospital management system software. It provides for a single point access to current and future appointments, past history, reminders, latest laboratory/radiology test results of inpatients and outpatients.

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1.1 Project Overview

The Researcher should develop a system for doctors patient transaction. The computerize Doctors Workbench system helps to improve the efficiency of the serving lines for patients, and allowing the doctors more time to other activities they have. The computerized Doctors Workbench system which capture and keeps the doctors and patient information/history in a structured manner and use the huge databank of valuable patient data as a knowledge base for research, statistical reference and studies. And the database is the most existing Hospital Information Systems (HIS) are collecting data in a descriptive manner so the data cannot be generated for any case reference and statistical information. Doctors Workbench is a clinical information system, the core part of this is the Electronic Medical record.EMR consist of patient Demography, and clinical information like patient history, present illness, Diagnosis, Investigation details, treatment details, follow up details and images such as X-ray, CT Scan, Pathology etc. It has specific components parsing and creating as the interface to the doctors for capturing the patient information.

1.2 The Problem Domain

In every hospital organization there are many situations that must be publicized in any department. Currently in Doctors Workbench they are using a pap er/manual process for Doctors scheduling. The goal of the proposed system is to help them to access their Doctors schedules, patients assessments, test result, opinion of their specialist and even the patients medical record. To each situation will be associated a title, a descriptions and all detail of the system. Using this Doctors Workbench/CPOE system, a user will be able to obtain the list of coming patient for their Doctors that will be conducting in a period of consultations. It will also possible to generate a report regarding the performance of the Doctors and also their patients. Authorized users will be able to add new Doctors and information. Therefore the researcher decided to make a system that will help them to access their Doctors schedules, patients assessments, test result, opinion of their specialist and even the patients medical record.

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1.2.1 Statement of the problem

How to design and develop a Computerized Doctors Workbench/CPOE System with SMS Notification System for Doctors for their schedule for the next two weeks that will solve the problems encountered by the East Avenue Medical Center in their current manual process? How to design and develop a module that will improve the Doctors Information include of Schedule? In Doctors information, in East Avenue Medical Center all of the informations are being made in piece of paper. It takes time to write the list of Doctors Information that is needed. The IPD and OPD also have difficulties in knowing the doctors information if they occupied or not.

How to design and develop a module that will monitor all the transaction/consultation that conducts by the Doctors for their patients? In the current System of the client they use pens and paper to monitor all the transaction of the Doctors Patient. The problem is sometimes it doesnt give the accurate information due to lose documents and lack of monitoring in Doctors Schedule and Patients.

How to design and develop a report module that will easily generate and print reports? In their current system East Avenue Medical Center uses manual process/system where all the information and records are being done thru writing in a piece of paper. The generation of report is compiled and evaluated in the records documents. This process consume a lot of time in preparing and listing all report that the hospital collected.

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1.3 Objectives of the project

The researchers have formulated the following general objectives which are a great help and guide in this course of study. The project focused on creating a system that will cover the following aspects and considerations; To design and develop a Computerized Doctors Workbench/CPOE System with SMS Notification System for Doctors for their schedule for the next two weeks that will solve the problems encountered by the East Avenue Medical Center in their current manual process. Doctors workbench system that will serve as a proposal to help doctor in saving time and resources with automation of its daily operation

The aim of the study is to improve the Information which includes the scheduling system for the East Avenue Center such as the doctors information and interval waiting time, access time are shortened. It shows the computerized records of patient and to automate medical prescription of medical certificate.

To design and develop a module that will monitor/records all the transaction/consultation that conducts by the Doctors for their patients. Allow doctors to retrieve complete patient history instantly using the monitoring records. And also the personnels work load is balanced and the doctors workbench utilization rate is increased at same time.

To design and develop a module that will allow the user to generate Reports. The proponent will design and develop a module for generating reports to be easily retrieving the records on the Doctors workbench transactions.

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1.4 Project Scope

Doctors Workbench is a gateway for doctors to their management software. The following factors should be taken into consideration:

I.

Registration

That every doctors should be registered in the hospital that they are going to work with That it will be a great help for their proper identification That the patient will not be worried if they will

II.

Specialization

That it will be easier for the patient to know their line of specialization That the track record of the doctor will show how competent they are That it shows the number of patients that need the doctors care under that specialization

III.

Professional fee

That the professional fee of the doctor will be known That the patient will have an idea if they can afford the doctors services or not That the professional fee will be based on the doctors competence

IV.

Schedule That the doctors schedule will be posted for patients awareness That it will show how busy he/she is That their very hectic schedule is a sign that the doctor is so popular and he is good as well thats why many people are so much eager for their services

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BESTLINK COLLEGE OF THE PHILIPPINES V. Performance rating

That the performance of every doctor will show how expert he is in his chosen field That the professional fee he is asking will depend on his performance rating That it will show the number of patients that has been taken care of by him

VI.

Monitoring of handled patient

That the chart of the patient which shows his illness be under the doctors proper care That the medicines to be given to the patient will be under doctors advice That the laboratories to the conducted to a certain patient will be under doctors approval

VII.

Schedule of appointment

That the schedules of the doctor for that day or for the two weeks will be put in his calendar or SMS/Emails That the hospital in which his services is needed will be noted That the doctors/doctors secretary will always remind the schedule for the day and the rest

VIII.

201 file

That the universities where the doctor graduated will appear in his 201 file That his educational attainment of the doctor were also included in his 201 file That the doctors line of specialization either here or abroad are also put in record This project study helps us in further understanding the scope of doctors workbench. It broaden are knowledge of all their activities and responsibilities to their patients. It encourages us to be more aware of their work, communication skills can also be developed and working together among the member of our group will make the study a very successful one.

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1.5 Documentation of existence and seriousness of the problem

The East Avenue Medical Center has difficulties in finding the needed documents because as of now they do not have the proper system. Unlike if they have the computerized scheduling systems it will help multiple people manage appointments and meetings. It is more efficient than manual scheduling. Users were allowed to publically share free time on their calendars while keeping specific appointments private. Most of all, an appointment secretary can be more effective in handling some situations.

1.5.1 Documentation of current system

The system that the East Avenue Medical Center is using up to now is the manual system and not the computerized one as the other hospital do. This is the old way of scheduling appointments for the doctor as well as the patient in which all the schedule is funneled through an appointments secretary. The patients time that is being booked must be checked in regularly to find out their schedule. The computerized system will be a great help and at the same time will make their work easier than before.

1.5.2 Problem identified with the existing systems

In getting the patients information in the manual system, there will be a lot of workload for the secretary. The records are put in the number of folder which is most of the time arranged alphabetically which causes a waste of the time and effort. The doctors schedules are with the secretary and the doctor will check it through her. If the patient will get the medical records that is needed to claim for certain benefits, it will not be given immediately as she wishes but the staff will tell to go back in a couple of days because they will still look for it in the folders of medical records.

1.5.3 Process models of existing systems contributing to the problem

The existing system that they are using right now or up to this time is not advisable so it is better that they will adopt the computerized system which will benefit all of them.

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1.5.4 Data models of these existing systems

Patient Interview No records Having a records information No records

Information

Registration form

Patient Registration Send information to the secretary Waiting Patient Send test result

Consultation Receive patient information Precede result to a doctor Send information

Secretary

No need Observation Needed Receive examine of patient Several exams Send result Good Waiting

Doctor

Receive result Radiology Waiting radiology result Under go X-ray Conduct Exam Laboratory Result

Good

Send Result Send history patient

Personal Nurse

Conduct laboratory exam and radiology

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1.5.5 Data that may be relevant to prove existence and seriousness of the identified problems
The Project Study aimed to develop the East Avenue Medical Center Information System, Specifically. It sought to the answer for the following question and it sought to the following answerable by Yes or No. 1. Do you have an existing computerized system for Doctors Workbench / CPOE / Patient chart? YES or NO

2. Do you provide / are you providing a single point access to current and future appointment of the doctors? 3. Do you have a record for the performance of the doctors? 4. Do you have a record of the specialization of the doctors? 5. Do you have a record of professional fee for the doctors? 6. Do you encounter conflict in your manual system? 7. Do you encounter patient complain in your manual process? 8. Did you encounter conflict schedule in your doctors? 9. In your documents. Did you encounter lost or lack of information? 10. Is it hassle for you to handle the manual process? YES or NO YES or NO YES or NO YES or NO YES or NO YES or NO YES or NO YES or NO YES or NO

1.6 Review of existing alternatives

The computer appointment module is faster and easier than the manual or pen and paper methods especially once the staff is experienced or familiar with it. The appointment program which is stored in the computer allow to search for the available slots of the first available appointment by the doctor if it is for the day of the week, by the date of the month during holidays or even during evening hours, every search can be done easily by using just a keystrokes. The copies of the days appointment of the doctor can easily be print and can be posted in the clinic or office for the patients awareness. Patients can check off their names for their schedule. The calls can be followed-up for another recheck if necessary. It allows sending a second notice or place follow-up phone

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BESTLINK COLLEGE OF THE PHILIPPINES calls to the patients who need to be recalled, but have not yet been scheduled. The patients last examination that has been conducted can be available anytime. The doctors office may publish an appointment schedule that will allow the patient to view the upcoming availability of the doctor for them to request an appointment. It will be easier and much faster for the patients to request an appointment. The patients may be able to request the first available slot of appointment on a specific day of the week. The requested meeting of the doctors which they need to be confirmed by the invited participants can be done. Health care provider is able to finish their patients charting more quickly. It also allows for scheduling of more patients. The accuracy of the patients health record can be enhanced. It helps the record storage to prevent filling errors. It eliminates any threats of losing the patients health information especially in emergency cases. The computerized medical records systems are backed up everyday automatically and can be accessible almost anywhere. The physicians unnecessary staff expenses can be reduced. The storage costs are certainly eliminated. The costs of medical record chart material are replaced by an inexpensive maintenance costs which helps pay for the investment overtime. It also helps a lot in decreasing transcriptionist medical records, data entry, billing and receptionist cost as well. The physician can save more through the computerized medical records system adaptation that they are using. They are also provided with the real benefits of computerized medical health record integration. The doctors office may publish an appointment schedule that allows their patient to view the upcoming availability of the doctor in order for them to request for an appointment. The appointments from any remote location, such as from one clinic to another If the appointments are computerized, you can see them easily and quickly and if you like to make changes you can do so, it will be more easier to the staff if the patient will be asking more addition information for example if they need to buy more medicines if it is not available in the drugstore within their place. Also appointments through computer offer flexible features such as entering notes after each patients name wherein you will be able to differentiate reappointments from the new patients call that you have received.

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BESTLINK COLLEGE OF THE PHILIPPINES The computerized appointment module shows that it is faster and easier once o you have experienced it and if you are familiar with it. The multiple accesses of all the records of the doctor as well as that of the patient is a huge and important in the computerized system.

1.6.1 Description of how users/clientele currently copes with the problem

The Doctors secretary has a difficulty in using manual or old way which is called pen and paper method. The system can be rapidly become untenable with large work groups. All the appointments are put in the central calendar by the secretary. The people who is being booked for appointment must check in regularly to find out what is schedule given to them as well as the time and date. There are lots of workload for the secretary in the manual method. When emergency cases arises, the secretary will still looks for it in a bundle of files before it will be available, so there is a waste of time and effort. The doctors will call or get in touch with the secretary if he needs additional information that is needed.

1.6.2 Assess the best available resources for addressing the problem
It will be advisable that they will adapt the computerized system rather than the manual system to make their appointment schedule easier. All the data that are needed can easily be available anytime. You can also save in the financial aspects of it because you will not be hiring more staffs.

1.6.3 Describe how you propose to take advantage of existing and current best practices in your project
As a researcher, we have agreed up to present and recommend our proposal for having a computerized system for Doctors Workbench at the East Avenue Medical Center. The computerized system will make their workload easier than the manual system they are using, more efficient information as well as documents will be provided. Effort exerted will be lessen if the system is computerized unlike the manual one. Each and every one of us will be more than glad if our proposal will be looked into and taken proper consideration.

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1.6 Time to be Spent on the Project

Time management has been an important factor in this project study wherein we have individual tasks assigned to each one of us to make this project study possible. The proponents will estimate 5 to 6 months to finish this project. The first thing that have been done by the proponents during: First week after the orientation for the students is to plan, to brainstorm and to set a group meeting twice or thrice a week. The proponents decided to have a discussion or conversation before and after the class. In the second week the proponents choose a system to develop and pick an available and suitable adviser for that designated system. The group asks the adviser if he can be the groups thesis adviser to have a meeting with the group. In this week that group has a meeting twice for doing the form 1, form 2 and form 3 making sure that it is done before the deadline of the submission comes. The third week is the deadline of the F1, F2 and F3.The group rechecked the work and after that the group submitted it. In this week the group has a schedule for the meeting and consulting the adviser. The group will meet the adviser once in a week during Wednesday. The proponents have 2 hours in a meeting to do a task. The proponents will have a separate meeting for the updates and details of the project. In the week four after discussing the content of the chapter one the proponents decided to divide the parts of the chapter one in each member after doing it the group will compile each work of the member to revise, consult the adviser to make sure it is correct or there are detail needs to change. In the following weeks the group will do the same routine and will spend 9 hours in a week doing the project study.

1.7 Selecting a Project

Just like the proponent said we had chosen Doctors Workbench or CPOE (Computerize Physician Order Entry) system as project to be proposed to develop and add some features that really can help a lot in Hospital businesses particular in East Avenue Medical Center that using a manual system of Doctors Workbench and second reasons that we had this kind of system because we are unable to choose, we do a draw lots that become more challenging to do the system.

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1.6 Project Adviser 1.7 Project Ownership

The proponent who develops or creates the project is the one that owns the project study or the system. Since our group is consisting of five members regardless of what they do or their share to finish the project all of the five members is the owner of the system. After the project approval by the PEC members, the project submitted to the Bestlink College of the Philippines.

1.8 Project Composition

The group is composed of five members also called as Developers and each of them has a respective role that they must act responsibly and those roles such as a Project Manager, Business Analyst, System Analyst, Lead Programmer and last is the Documentation Specialist. The Project Manager is the one who is responsible for creating a plan/action that serves to the members/developers as a guidelines or steps for starting of creating there proposed system. It is also responsible for giving a task to their members to catch some details or information to the said system to enhanced their knowledge to build an updated computerized Doctors Workbench. Business Analyst is the responsible for analyzing the business or company that the developers admire as these reference or source for building a system. They should have an ability to observe the business process of that company to know what will be the scope of the proposed system. System Analyst is the one who responsible to analyze the proposed system. It is responsible to study the flow or the process and also the possible scope and limitations for that system. Lead Programmer is the responsible for creating the system so this person need to communicate with the system analyst to know what will be the process of the system and also its scope to develop it will be done. And last Documentation Specialist, is the person who responsible for creating a documentation. It should have the ability in constructing and developing a project study for the purposed system this person also have the ability of being a good follower in terms of the format in the document. Those are the individuals are the possible members of the group to proposed a detailed and update system.

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