Describe a existing manual or electronic system with which you are familiar. this system should be in use in a healthcare context to support health care administration or health care delivery.
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CS6161: Health Informatics Applications – Assignment
The form chosen by me is resident’s notes in the Nursing home. The visiting employees usually fill the paper-based form. They do not have access to the EPIC care software using in the Nursing Home now. The proposed system would allow the visiting employees to write the notes in the electronically in the EPIC care and access only given to write the notes in the system.
Part -1
The current system in our organisation is using electronic medical record called Epic care. Epic care is a sophisticated application that has been designed to perform most of the resident care activities that occur in the nursing home.
Usually the access to the epic care or epic care touch issued by the HR / Management. Primary entities are in the organisations are, the new employee, management and system admin. Staff administration system is a process. Details of the data flow here when new employee selected for the post in the organisation.
Administration staff has authority to approve user id for each new employee. They usually store the details of the new employee and request to system admin to create a user id for the worker, and they are the one who creates a user id for new hires and sends back to management staff. System admin is the one who gives access to Epic care depends on the designation. For instance, a nurse user id can access to clinical management, whereas Healthcare Assistant user id can only access to daily activities of the residents and management staff have access to the everything that electronic medical records contains.
A new employee is an originator of information of employee details and receipt of new user id for the access to the Epic care system in the organisation. The system will allow the registration of new employee into the organisation, after successful submission of user details, the system admin will give a unique user id and password for each new employee. An employee can login into the epic care and access to resident information and allow the new user to update. Information governance in our organisation placed by the CEO and director of nursing. They both write the policies for the company.
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They always provide a list of updated policies to all new and old employees to read and sign for the policies, information about policies given to each employee in a very well documented format. The limitations of the present system are visiting employees like Dietician, Speech and Language Therapist have no access to Epic care system. If we provide them with the user id and password like regular employees, they can access to all information of the residents. It would be data security and privacy matters since they are coming from outside to assess the residents.
The risks of this system include information security, attack on the networks, and equipment failure related to neglect. The limitations in the present Epic care system, visiting employee cannot write notes in the electronic medical record. Still, they need to write feedback on the paper. Planning to draw a new context diagram, top level DFD with a new proposed system which will help to visit employee to write notes in the Epic care and get access to the only resident's records and update in the existing system which contribute to improving patient care.
Information security is one of the most recent problem everywhere in the field of technology. There are several advantages of advanced technology. Besides, there are many challenges associated with information security for the systems. The measures we can take that to tackle the issues include: making regular backup files and keep it in safe format documents for the further use. We must be protecting the organisation against viruses by running anti-viruses’ software. Also, using the firewalls can help the organisation to protect from the threats and cyber-attack by the hackers.
Furthermore, equipment failure would be the on another important issue since the software using in health care organisation. We can find the people with various ages and could not use the technology appropriately. Organising the training would help overcome such issues so that we can make sure that everyone in the organisation would be able to use system maximum. Moreover, the usability of the system must be readily available so that employees cloud learns easily. During training sessions, a trainer must address the enormous advantages of using new technology in the organisation. Physical security also one of the other security related issue, protection of the personal, hardware and networks. Any data from natural settings can damage organisation reputation enormously. So, the organisation must place CCTV surveillance, for the safety purpose of preventing vandalism of property and any of the thefts. Fire accident can tackle by the putting the fire extinguishers in appropriate place. Those measurements can help us to mitigate the many risks which associated with information security of any kind.
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On the other hand, limitations of the system can overcome by the developer can write the programming role based accessed controls. So, we can access the information according to the privileges of individuals and occupations they hold. In the scenario of the visiting HCP employees once the HCP has changed or replaces by new visiting HCP. We can easily evoke the user ID of those individuals without any other extra work.
Part-2
The proposed system can allow the visiting HCP employees to access and update the resident notes. In the proposed system visiting employees can request the User ID for the purpose access to the resident's records and can enter the notes in the system electronically which would help us to keep the updated data and accessible whenever necessary. In the system consists of four external entities such as visiting HCP, Management, HR management and system admin, process and data stores interact each other to create new user ID. The visiting HCP usually must request for the user id through the system to management.
Management verifies the details of the application they have the right to reject the request if the details provided are insufficient and through the management only we can get the permission, from here HR also gets notify through the system once the application is accepted. Verified information must be sent to system admin who is the one organising the employee's access to the EPIC care system. After creating the new user ID. According to their occupation admin give the access resident data accordingly, admin should send to HR for the verification before we hand over the newly created user ID to the visiting HCP.
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DFD:
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TOP LEVEL DFD:
External entity-1
External data Entity
Visiting Healthcare professional (HCP)
Purpose in summary
Person who is visiting the Healthcare organisation occasionally
such as, Dietician, Dentist and Speech and Language Therapist.
Input data flow (s)
HCP personal details.
Output data flow (s)
User ID details (user id number)
Data Flow Name
User ID Request
Alias(es)
NA
Description
User details include his/her personal data.
Origin/Source
HCP visiting Health Care Professional
Destination
System (details must go organizations employee’s Database)
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Data Flow Name
Request Rejected
Alias(es)
NA
Description
More details – System may ask for more details required for
cross check user personal details.
Origin/Source
System
Destination
Visiting HCP
Data Flow Name
Approved user ID
Alias(es)
Description
Final decision after the verification done by the HR manager.
User id verified and adopted by the HR manager to visiting HCP
via the system.
Origin/Source
System (though original source is HR manger but information
goes through system)
External entity 2
External Entity Name
Management
Purpose in Summary
Management official check the details given by visiting HCP.
If some details are missing or insufficient, they may ask for
more information, and they have all the right to approve the
user ID in the organization and can reject the same.
Input Data Flow(s)
Visiting HCP details
Output Data Flow(s)
User ID details, verification, request accepted
Data Flow Name
Visiting HCP details
Alias(es)
Description
It consists of details given by visiting HCP to the system,
these details consist of personal information.
Origin/Source
System (though original source is visiting HCP but
information goes through system)
Destination
Management
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Data Flow Name
Request accepted
Alias(es)
Description
It consists of details given by visiting HCP to the system,
these details consist of personal individual information.
Origin/Source
Management
Destination
System (though original source is management but
information goes through system)
Data Flow Name
Verification
Alias(es)
Description
It consists of details given by visiting HCP to the system,
these details consist of personal individual information. For
the purpose to verification
Origin/Source
System (though original source is management but
information goes through system)
Destination
System
External entity 3
External Entity Name
System Admin
Purpose in Summary
System admin who organise the access to the employees
based on their role / designation.
Input Data Flow(s)
Received Visiting HCP details
Output Data Flow(s)
User ID send for verification, access to only notes
Data Flow Name
Received visiting HCP details
Alias(es)
Description
It consists of details given by visiting HCP to the system,
these details consist of personal information includes the
occupation of the employee and role in the organisation.
Origin/Source
System (though original source is management but
information goes through system)
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Destination
System (finally goes to Visiting HCP via system)
Data Flow Name
User ID send for verification
Alias(es)
Description
It consists of details given by visiting HCP to the system,
these details consist of personal individual information. User
ID created and send for verification.
Origin/Source
System Admin
Destination
System (finally goes to Visiting HCP via HR)
Data Flow Name
Access to only notes
Alias(es)
Description
It consists of details given by visiting HCP to the system,
these details consist of personal professional individual
information. As per the role they decided to give access to
data base such as residents notes.
Origin/Source
System Admin
Destination
Resident data base D2
External entity 4
External Entity Name
Human Resources manager (HR)
Purpose in Summary
Management official check the details given by visiting HCP.
If some details are missing or insufficient they may ask for
more details, and they have all the right to approve the user
ID in the organization and can reject the same.
Input Data Flow(s)
User ID Verification request, Notification details
Output Data Flow(s)
Verified details
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Data Flow Name
User ID Verification request
Alias(es)
Description
It consists of details given by visiting HCP to the system,
these details consist of personal individual information.
Including crated new user ID.
Origin/Source
System (though original source is system admin but
information goes through system)
Destination
System (finally goes to Visiting HCP)
Data Flow Name
Verified details
Alias(es)
Description
It consists of details given by visiting HCP to the system,
these details consist of personal individual information.
Includes verified user ID.
Origin/Source
System (though original source is system admin but
information goes through system)
Destination
System (finally goes to Visiting HCP)
Data Flow Name
Notification details
Alias(es)
Description
It consists of details given by visiting HCP to the system,
these details include personal information. Includes verified
user ID.
Origin/Source
System (though original source is system visiting HCP but
information goes through system)
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Process Number
1
Process Name
Approvals
Purpose in Summary
Receiving all the details of the visiting HCP details and
responding to them either accepted or rejected.
communication mostly between 3 external entities such as
visiting HCP, Management, HR Management
Input Data Flow(s)
HCP personal details, Request accepted, user ID approvals
Output Data Flow(s)
Request rejected, Notify HR,
Data Store(s) Used
D1 employee data base
Detailed Process
This is the first process place in the system which would be
Description
the key process for the creation of any user ID in the
organisation. It acts in between 3 external entities.
Management and visiting HCP and HR. at this process
employee details are verified and the make decision after
across check the details and it can get back with the accepted
and rejected details to the Visiting HCP and notify the HR
manager status of the request.
Process Number
2
Process Name
Generate user profile
Purpose in Summary
Generally, receive the verified details of any employee from
the external entity and receive the stored details of any
employee.
Input Data Flow(s)
Verified details of visiting HCP details, stored details
Output Data Flow(s)
Recorded details
Data Store(s) Used
D1 employee database
Detailed Process
First step in this process receive the details of any new
Description
employee details which has been verified by the
management. Moreover, receive the details from the
employee database. Furthermore, those details send to
another process for the organising the role of the employee.
Process Number
3
Process Name
Organise employee
Purpose in Summary
Organising the employee’s user ID as per their roles
connected with system admin and resident database D2
Input Data Flow(s)
Recorded details, access to only notes
Output Data Flow(s)
Access to visiting HCP,
Data Store(s) Used
Resident database D2
Detailed Process
Receive the stored employee user information and send to
Description
system admin to organise the user ID according to their and
given access to resident database accordingly.
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Process Number
4
Process Name
Verification of new user ID
Purpose in Summary
Verify the newly created user ID before we handed to the
employee
Input Data Flow(s)
New User send for verification
Output Data Flow(s)
Approved user ID, verification of user ID request
Data Store(s) Used
Verified / accepted user ID, user ID send request
Detailed Process
Usually connects the HR, system admin and visiting HCP.
Description
Received user id from system admin would send that user id
to HR for the verification purpose. Manager finally
approved new HCP user ID, then it given to new Visiting
HCP to the organisation.
TABLES
Name of Table: Visiting HCP
Name of Attribute 1
Employee Surname
Description
It consists of surname of visiting HCP
Data Type
Text
Length
Long (250)
Constraints
Can not contain any special character or numerical numbers
Name of Attribute 2
Employee Forename
Description
It consists of forename of visiting HCP
Data Type
Text
Length
Long (250)
Constraints
Can not contain any special character or numerical numbers
Name of Attribute 3
Date of birth
Description
It consists of date of birth of visiting HCP
Data Type
Date/time
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Length
Date and time
Constraints
Only numerical can be filled but no alphabets
Name of Attribute 4
Occupation
Description
It consists of visiting HCP occupation
Data Type
Text
Length
Long (250 character allowed)
Constraints
Name of Attribute 5
Nursing Home user ID
Description
It is the individual identification number given to each employee
of the organisation. It is a primary key as it is unique for each
insured person.
Data Type
Auto Number
Length
Long digit
Constraints
Name of Attribute 6
Phone Number
Description
It consists of visiting HCP phone number for contacting.
Data Type
Number
Length
Long integer
Constraints
It cannot contain any alphabet.
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Table 2: Period of Nursing Home visiting
Name of Attribute 1
Individual ID
Description
It is the individual identification number given to each
employee of the organisation. It is a primary key as it
is unique for each insured person
Data Type
Auto number
Length
Long digit
Constraints
Name of Attribute 2
Date of Joining
Description
It tells about the date of joining of the HCP into the
organization.
Data Type
Date/Time
Length
Date and time
Constraints
Date and time values only in numerals, no alphabet
allowed.
Name of Attribute 3
Date of last working day
Description
It is the date states that visiting HCP last working day
with the organisation
Data Type
Date/Time
Length
Date and time
Constraints
Date and time values only in numerical no alphabet
allowed.
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Table 3: Resident details
Name of Attribute 1
Patient ID
Description
It is the resident’s identification number given to each
resident. It is a primary key as it is unique for every
resident in the organisation
Data Type
text
Length
Long digit
Constraints
Name of Attribute 2
Resident surname
Description
It consists of Resident surname
Data Type
Text
Length
Long (250character)
Constraints
Name of Attribute 3
Resident Forename
Description
It consists of Resident forename
Data Type
Text
Length
Long (250 characters)
Constrains
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Table 4: Nursing Home details
Name of Attribute 1
Nursing user ID Home number
Description
This field is state about the unique number of the
Nursing Home
Data Type
Text
Length
Long (250 character)
Constraints
Name of Attribute 2
Name of the organization
Description
This field is state about name of the organization in
which visiting HCP going to visit by request.
Data Type
Text
Length
Long (250 character)
Constraints
Name of Attribute 3
Address of the Organisation
Description
It gives the address of the Nursing Home in which
visiting HCP going to visit by request.
Data Type
Text
Length
Long (250 character)
Constraints
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