Information Systems Description TemplateSchool of Information SystemsCurtin University21/02/2018 • v3.0Student and Workshop DetailsEnter Your DetailsStudent Name: Lu Ai ChieStudent Number: 19409683Institution / Location: Curtin University Miri, SarawakYear / Study Period: 2018 / 1Major Area of Study: Banking & FinanceWorkshop Number: 09Workshop Leader Name: Ms Anita JohariContents TOC o “1-3” h z u 1.General Description of the Information System PAGEREF _Toc412024317 h 12.External Description of the Information System PAGEREF _Toc412024318 h 23.External View of the Information System PAGEREF _Toc412024319 h 54.Internal Description of Information System PAGEREF _Toc412024320 h 65.Internal View of Information System PAGEREF _Toc412024321 h 106.Further Notes (Optional) PAGEREF _Toc412024322 h 117.References (Possibly Optional) PAGEREF _Toc412024323 h 111. General Description of the Information System1.1 Title Patients Appointment Online Booking Information System (PAOBIS)1.2 General Description PAOBIS is a system that specified for potential patients which allowed them to book their appointments online. The system will process patient’s appointment booking as customers filling in personal details as a guest or sign up to save their medical records for future information. Besides, the system will show the available time and doctors for appointment through Calendar System which provided by doctors. By using the calendar system, patients, doctors and receptionists will be able to get the latest appointment information immediately once the appointment is made. The overall purpose of the system is to help to free up the task of receptionists so that they will have more time to help those are already waiting to see a doctor. 1.3 Users and Uses Calendar systemCalendar system access the system to allow patients to view and choose which date and which doctor for their appointment.Calendar system will show the list of doctors that are available that helps to manage all doctors’ appointment.Once the appointment is made, calendar system will automatically update and reflect to the online booking system, so the receptionists and doctors are available to view it. SMS systemPatients will get an automated message as reminder 24 hours before their appointment from SMS system.SMS system will send an automated message as a reminder to the patients 24 hours before the appointment time which reminded by calendar system as patients choose their appointment from the calendar system.SMS system access to the MOBIS to get the patients’ contact details to send an automatic message which is appointment details and option for customers to cancel the appointments. PatientsPatients use the system to book and register their appointment online.a) Patients access to the system to view the available time and doctors for appointment via Calendar System.b) Patients fill in personal details as guest or sign up to save their details online for future use.C) Patients choose a suitable time and doctors to make an online appointment booking.ReceptionistsReceptionists use the system to manage and view the appointment which is booked online so they can focus more on the patients that already waiting to see a doctor.Reception staffs access this system to view and check the appointments made online by customers from the calendar system which reflected in the PAOBIS.DoctorsDoctors use the system to get their patients’ appointment online and also provide their timetable to the calendar system.Doctors access to the system to view and check their appointments day and time.b) Doctors can fill in the date and time that they are not available to appoint via calendar system that will reflect on the PAOBIS.1.3 Instance Eastbrooke Medical Centre which located at 354/356 Railway Parade, Carlton NSW 2218, Australia is using Patient Appointment Online Booking Information System (Eastbrooke 2017). They are using this system to allow their patients to book their consultation online (https://bookings.eastbrooke.com.au/booking).2. External Description of the Information SystemInputs PatientsPatients provide their personal details in order to make an appointment online which included:Full name of patients (Last name and family name)Name of patients’ parents (If the patients are below 18 years old)Date of birth (Date/ month/ year)AgeGender (Male/ female)Phone number (Cell phone/ office/ home)Email address (Gmail, Hotmail)Purpose of appointment (Medical checking / Asking for medicine)Emergency contact (Parents/ Child / Relatives)Patients should also provide their medical details which consist:Recent medical recordMedications usage (Period/ Dosage / Frequency)Allergies (Medicine/ Food)Date of last medical checking (Date/ month/ year)Surgery records if any (Type of surgery)DoctorsDoctors provide checking services to determine the health problem of the patients which consist:Asking the health problem and symptoms of illness of their patients.Conduct medical checking and diagnosis to detect their actual health condition.Record the health information on the health report of patients.Determine the type of medicines and treatment based on patients’ health problem.2.2 Outputs PatientsThe patients will receive a health report after the checking is done. The details of the health records may consist:Medical Care Details:Treatment start date (date/ month/ year)Condition of patients (Did surgery before or not/ allergic to any medicines)Place of treatment given (Hospital)Personal details:Full name (Last name and family name)Age (20 years old)Date of birth (Date/ month/ year)Nationality (Malaysian/ non-Malaysian)ManagerThe manager will receive a daily or monthly report which included:Data analysis about the daily functioning of hospital (Operate smoothly/ some emergency happened)Technological proficiency (High/ low)Trend of daily operations (Which day has more patients)2.3 System Boundary External Components PatientsDoctorsManagerInternal Components ReceptionistsAppointment filing cabinetCalendar systemRegistration filing cabinetPayment filing cabinetSMS systemPatient database3. External View of the Information Patients Appointment Online Booking Information SystemPatients-Personal details-Medical detailsPatients-Medical care details-Personal detailsDoctors-Information of patients’ actual health condition-Type of treatment and medicine needed.Manager-Daily functioning of hospital-Technological proficiency-Trend of daily operationsPatients Appointment Online Booking Information SystemPatients-Personal details-Medical detailsPatients-Medical care details-Personal detailsDoctors-Information of patients’ actual health condition-Type of treatment and medicine needed.Manager-Daily functioning of hospital-Technological proficiency-Trend of daily operationsFigure 1 – External View of the Information System4. Internal Description of Information System4.1 Information ProcessorsReceptionistsReceptionist as the non-computerized processor and their functions are to:Helps to register patients and their personal details into the Registration Filing Cabinet (For those who are already waiting to see a doctor).Helps to store the health information of patients into patient database for future use.Process the payment details (Billing/ receipt)PharmacistPharmacist will get the prescription of the patients’ condition and provide suitable medicines to the patients.Pharmacists will have prescribed medical details of:Health condition of patient (Bad/ weak/ moderate)Type of medicine be given (Pills/ liquid/ cream)Amount and dosage of medicine be given (10 pills)Pharmacists will fill in the details of prescribed medicines in patients’ health book:Type of medicine given (Pills/ liquid/ cream)Amount and dosage to be taken (1pill each day)Condition to take the medicine (Before or after meal / Twice a day)Calendar systemIt provides list of doctors available that provided by doctors which will reflect in the online booking to show what days and times each doctor is free for patients to choose their appointment. For example:Monday 8am to 11am (Dr Amy)Monday 1pm to 4pm (Dr Benny)Monday 4pm to 7pm (Dr Cherry)Calendar system will automatically update the date of appointment that has been choose by the patients, so the doctors and receptionists are able to view it. For example:Monday 8am to 8.30am (Miss Ann)Monday 8.30am to 9am (Mr Chong)SMS systemIt will send an automatic message as a reminder to the patients by access to their contact details 24 hours before the appointment time which reminded by calendar system.The message will contain the details of their appointment which consists:Location of the hospital (Example: 354/356 Railway Parade, Carlton NSW, Australia)Date of the appointment (Date/ Month/ Year)Time of the appointment (Example: 8am – 8.30 am)Name of doctor (Dr Amy)Number of room (Room 01)The message also provides the option for patients to cancel their appointment if it is no longer needed. For example:We would like to get your confirmation for tomorrow ‘s appointment. (Yes, I am coming/ No, thanks, I no longer need the appointment)4.2 Information StoresRegistration Filing Cabinet The Registration Filing Cabinet is a program that functions to:Store the details of new patients. (Example: personal detail and medical records of patients)Store the health report and record for patients after medical checking is done. (Example: Miss Amy had caught an influenza and need to take the antibiotic for one week)Store the registration form of all the patients according to the date for future use. (Example: registration form collected on 1/5/2018 store in one cabinet)Appointment Filing DatabaseThe Appointment Filing Cabinet is a program that used on computers and functions to:Registers all the appointment made by patients (booking online/ booking in the medical centre).Records and stores in the database to prevent lose or duplicate of the information.Payment Filing CabinetThe Payment Filing Cabinet is a program that used by receptionists to:Stores all the receipt and payment details after it has been paid.Medicine DatabaseThe medicine database stores:Types of medicines (pill or liquid or cream)Uses of the medicines (medicines for fever, influenza, injury)Expired date of medicines (Date / month/ year)Price of the medicines (in RM)Total amount of each type medicine (Pill: 50 types; liquid: 25 types; cream: 20 types)Patients DatabaseThis database will store anything about the patients for examples:Data of patients’ prescribed medicinePersonal details of patients (Name, age, gender)Medical records of patients (Experienced surgery before)SMS DatabaseThe SMS system will send the automated messages from the database and store the reply from patients in the SMS databaseStores the messages reply by the customers4.3 Communication NetworksInternal Communication Networks Verbal CommunicationReceptionists will communicate directly to the pharmacists based on patients’ online query about the professional part. For example, usage or sequelae of certain medicine.Online Medical RecordsOnline medical record is a system that used in the internal network of a medical centre which allows receptionists to store and retrieve patient’s health records to and from patient’s database for future use. Besides, pharmacists can check the patient’s medical records to make sure the medicine provided is correct (to avoid gave the medicine that patient allergic to).LANLocal Area Network (LAN) is used by information processors to store the data in the information storage and used in communication between internal information processors. For examples:Receptionists access to calendar system by using LAN to view and check patients’ appointments and also check the medicines’ price from the medicine database through LAN.Pharmacists access to patient database to view their medical records in order to provide a suitable medicine.External Communication NetworksOrganization Scheduler LanCalendar system inside the PAOBIS is using the organization scheduler LAN to communicate with receptionists that shows the appointments chosen by patients. Once the appointment is made, the calendar system will automatically update to represent it and send to the receptionists by organization scheduler LAN. Hospital Contact NumberPatients can communication with the hospital through their phones for any enquiry which are emergency.EmailPatients can send an email to our hospital website or email address for any enquiry that are not urgent. Receptionist will send an email monthly to manager to report the operation of hospital.Online Filling FormPatients are requested to fill in the online filling form when they are willing to book their appointment online. Patients will need to provide their personal details and medical details.Direct interactionPatients will interact face to face to the pharmacist when they received the medicines from pharmacist and the pharmacists will tell them the instruction and condition to take the medicines.Patients will interact with the receptionist when they are processing the payment.LAN SMSLAN SMS is used by SMS system to send automated text message reminder to the patients 24 hours before their appointment.Patients will send a reply for the appointment cancelation or confirmation to SMS system through LAN SMS.ManualDoctors will need to key in their timetable manually to the calendar system so that patients will able to view it.5. Internal View of Information SystemPatientsPatientsCalendar systemAppointment filing databasePharmacistsMedicine databaseOnline filling formReceptionistsLANOrganization Scheduler LANLANDoctorsVerbal communicationOnline Medical RecordLANLANLANDirect interactionLANLAN SMSLANManagerEmailLAN SMSManualLANPatientsPatientsCalendar systemAppointment filing databasePharmacistsMedicine databaseOnline filling formReceptionistsLANOrganization Scheduler LANLANDoctorsVerbal communicationOnline Medical RecordLANLANLANDirect interactionLANLAN SMSLANManagerEmailLAN SMSManualLAN756284357377900Figure 2 – Internal View of the Information System6. Further Notes (Optional)-7. References Eastbrooke Medical Centres. 2017. Online Booking System. Retrieved fromhttps://bookings.eastbrooke.com.au/bookingEnd.
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