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  • Level: GCSE
  • Subject: ICT
  • Word count: 3051

I.T. Project : Dental Surgery Filing System

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I.T. Project : Dental Surgery Filing System Identification of Problem Problem 1 - I have noticed that at my dental surgery, they use a manual filing system to keep record of all the patients' records and when a record is needed by the dentist, the receptionist has to sort through the records in order to find it. I feel that they would benefit from having a computer version running to help save both time and effort for the receptionists. Problem 2 - When a patient wishes to book an appointment, the receptionist must sort through the booked appointments, which are written in a book, to check whether a certain time or date is available. This problem could also be resolved using computers. Problem 3 - The surgery types up individual letters to be sent to different patients to inform them of different events and remind them about upcoming appointments. This task would be much easier using certain software on the computer. Benefits of a Computerised System It would be very beneficial for the surgery to use a computer-based system for a number of reasons. Searches for patients can be carried out much faster. Communication between each dentist is much better as they can each share dentistry records etc. over a network rather than having a receptionist to go back and forth delivering them, and they will also be able to alter and add new records with not much difficulty and from anywhere in the world considering their network will allow this. The chance of records being lost or damaged by receptionists or dentists is lower unless they crash the system, and even then if the data has been backed up it can be easily restored. Access to records can be restricted on different levels so that very confidential records cannot be accessed by just anyone. Useful queries can be carried out on computer much more quickly and efficiently than if done manually. ...read more.


This is an example of a simple database package. It allows me to organise data into a table and use forms to enter records. It also allows the user to create reports which may come in useful but it does not support macros. Macros, as I will describe later, will be very useful in making a navigating form. I also don't have much experience using Microsoft Works Database. The second database package I have considered using is Microsoft Access. This package is very suitable for this task. Like Microsoft Works Database, it allows me to organise data in a table, create forms for entering data and produce reports. The advantage of Access is that it supports macros. This is a very important factor, as it will help me design my database so that it is simple for non-technical staff to use, required by the end user. I am very used to using Access as I have been using it for about 5 years now so I am very familiar with all the toolbars and different aspects of it. Access is also good for me to use as it is part of an integrated package, Microsoft Office, meaning I can use the data stored in the database with other software packages (e.g. mail merge with Microsoft Word). DESIGN Now I have decided which software I will be using to implement the system, I can begin to design it. To start with, I will create a new database and save it under a suitable name (e.g. Dental Surgery). Throughout the implementation of this task, I will save it frequently on a floppy disk so that a crash in the school system means I will not lose my project. Table I will create a new table, again saving it with a suitable name. In design view, I will create each field that the user will be entering data into. ...read more.


This is done in much the same way as the first one I created but instead of choosing 'OpenTable', I will use 'OpenForm' and put the form name at the bottom. The next macro I will need to create is one to exit the database. This is a bit different to the two created already so I will again use a screenshot to show how I will create it: Now I have created all three macros and saved them with appropriate names, I can now add some command buttons to the navigation form I began to make earlier. These are made by clicking on the command button in the toolbox and drawing three boxes on the form. Then I will go to the properties of each button so that I can customise them. On each button, under 'On Click', I will choose one of the three macros and close the properties box. I will then add necessary labels next to each of the boxes containing text telling the user what the button will do once clicked. Now I have the basis of the form, I can think about the layout of the form. I think I will keep the database consistent by using the same design as I did for the entry form, so here is my final design for the navigating form: It is notable that I have left a space in the middle of the form. This is because I think I will be able to add more buttons to the form once I have created my other systems so that they are connected. When the user comes to use the system, I want this screen to appear automatically on opening the database. This can be done again using macros. I will design another macro with its functions being 'OpenForm' - open the starting screen, and 'Maximize' - to maximize the starting screen. To make this macro run automatically, I will name it AutoExec, which stands for 'automatic execution'. ...read more.

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