Present system.
The current system is updated by hand. All records need to be found and stored manually in filling cabinets.
A patient will either phone or come into the surgery to request for prescription. The member of staff will then need to find the appropriate record, they would then need to write in all of the medicine information on the record card as well as filling out a prescription order form which needs to be taken to the pharmacy by the patient.
This process is very time consuming and can get confusing.
Deficiencies in the existing system.
The current system is not efficient and is extremely inadequate. The user has to manually find patient records, which are kept in a cabinet. This wastes a lot of valuable time and effort, which could be put to better use. As these records are paper based the user has to delete the incorrect data and write over it. This again can cause many problems, one of which could be due to handwriting.
As the surgery has many patients it is essential that all data is recorded and kept safe for future reference. As the current system is paper based a lot of care is needed so that handwriting can be read and it is vital that records do not get mixed up. Correcting this problem would virtually be impossible.
This system uses up a lot of the surgery’s resources, like paper and storage space. Converting to a computerised system will greatly reduce this affect and definitely improve the day to day running of the surgery.
Currently there are about 240 patients the number is increasing every year due to the birth rate increasing. Allowances in the system need to be made to stay on top of this potential problem with resources like space.
Summary of the current problems with Dr Ahuja’s paper based system: -
- Time consuming
- Limited storage space
- Confusion when alterations need to be made with patient details
- Mistakes made with manually transcribing
- Not enough space on existing patient record cards to add vital information like latest prescription taken.
User requirements
The system that I will develop needs to accomplish the following: -
- <FILL IN FROM OBJECTIVES>
Proposed System.
The new computerised system I propose to develop will be on MS Access. Using this software a database can be designed that will allow the user to perform all the daily tasks need straightforwardly using one system, which will be updated automatically.
The system is secure and reliable. Most of the previous versions can crash but MS Access XP is very sheltered and virtually impossible to crash.
The advantage on using this software is that many records can be kept safe. The user can also perform calculations with the data that will already be stored on the system. They do not need to see the technical parts, which can be confusing.
This system can be updated and upgraded additional storage space (memory) can be added to the system with ease.
It is safe and can be set so that passwords are required to access certain parts of the system.
I think that with this new database all of the users requirements have been meet and some exceeded. Along with all of these advantages the budget set for £5000 can be meet as the database can be developed using the existing hardware, although the software is essential.
Recommendation.
I have recommended that Microsoft Access (version XP) be used to implement this database, as it is the one that will fulfil the user requirements. Is it sophisticated enough to calculate the figures needed in order for the system to work. Also the interface that the user will use to operate it is appropriate and very user friendly.
Advantages of using the recommended software.
- Validation
- Security
- Suitable Interface
- Software is comparatively cheap
- Advanced features can be applied (Input masks, lookup wizards) to reduce human error.
- Menu operated system, no technical knowledge required.
- System can be updated easily to install new features.
Risks involved.
As with everything there are certain risks involved but not many.
One of them could be the system could crash as if not saved data can be lost, however Access XP is highly developed and tested and it is virtually impossible for it to crash.
Others risks involve human error, which again are greatly decreased by the features, developed.
