Clinic Management System Software Computer Science Essay

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The Clinic Management System is a group of computer software products that coordinates all the activities involved in the management and operation of a healthcare facility. This system is a new technology developed to help the growing healthcare industry so that it is feasible to meet its urgent requirement for fast, tightly controlled clinical trials. The clinic management system combines data management and trial or site management to achieve an Integrated Clinical Trial Process. They must meet specified security, technology and functionality standards for managing electronic medical records and practice management information. The system functions to maintain and organize activities such as the complete patient information records, medical records, giving prescriptions, medical billing, medication supplies and many more.

COMPANY PROFILE

The Gomez Policlinic is a renowned group of clinical practitioners whose clinic branches are located at various locations in the Klang Valley. Dr. V. Gomez Lawrence was the founder of the clinic. Their first clinic opened in 2000 at Taman Delima, Cheras, Kuala Lumpur. In the present, there are currently nine clinic branches of the Gomez Policlinic which provides one of the best quality healthcare services to the Malaysian community in different parts of Kuala Lumpur and Selangor.

The Gomez Policlinic has highly experienced specialists and clinical practitioners who provide their experience and skills to all individuals seeking for their medical help. Every specialist and general practitioner of the Gomez Policlinic assures compassion as well as concern to every patient by being considerate and helpful to the patient's needs.

The lists of branches of the Gomez Policlinic in the Klang Valley are:

Headquarters Management office

Taman Dagang, Ampang, Kuala Lumpur

Clinics

Taman Dagang, Ampang, Kuala Lumpur

Bandar Puchong Jaya, Puchong, Selangor

Kota Damansara, Petaling Jaya, Selangor

Persiaran Multimedia, Cyberjaya, Selangor

DHL APIS, Cyberjaya, Selangor

Lim Kok Wing Univercity, Cyberjaya, Selangor

Taman Delima, Cheras, Kuala Lumpur

Wisma Plaza Pantai, Kuala Lumpur

SS 18/1 B, Subang Jaya, Selangor

OVERVIEW OF THE CLINIC MANAGEMENT SYSTEM

The Gomez Policlinic branches have utilized an integrated clinic management system known as the CliniSysTM. This clinic management software was developed in conjunction with the collaboration between Pharmaniaga which is the largest integrated healthcare company in Malaysia and MedexOne Sdn Bhd which is a solution driven technology service provider. This clinic software system operated by the Gomez Policlinic has a custom built software which works with the Microsoft.Net Frame Work.

The system is specifically designed for an effective clinic management service as well as for data base maintenance purposes. The CliniSysTM works closely with the graphical user interface (GUI) features which offer graphical icons and visual guides to access different types of functions relative to the clinic's management. The functions include billing information, patient details, history records and the history of the consultation given by different doctors at different branches. These functions are controlled and maintained by the customized server as a backup data. The system also utilizes the Tablet PC function which uses the WACOM technology. This feature enables the doctor to enter specific data such as consultation notes and medication issued by using their own handwriting on the monitor screen. In other words, the Tablet PC feature incorporates the latest technology advancements yet still maintaining the traditional way of how a work is done.

THE NETWORK SYSTEM

The clinic management system, CliniSysTM can be customized to act as a server as well as a client. The clinic system acts as a client when it involves the connection of networks between all the sub-branches of the Gomez Policlinic. In this case, the server will be the main branch of the clinic. The main branch connects to the sub-branches by using the Metropolitan Area Network (MAN). MAN is a high-speed network that connects local area network in metropolitan area such as a city or a town. The clinic system's main server is able to support up to 25 clients depending on the capacity of the server.

Besides that, the system in a particular clinic can also act as a server which provides a network service to the different clients within the clinic. The server and the clients are connected via the Local Area Network (LAN). LAN connects the different sections in a clinic such as the administration section, the consultation section and the pharmacy section. This unique customization can be done by editing the algorithm and the host names of the system through the system itself.

FEATURES OF THE CLINIC MANAGEMENT SYSTEM, CLINISYSTM

The clinic management system, CliniSysTM provides many elements that enhance the performance of the clinic's practices. The elements are as such:

Registration

The system provides an efficient mode to register new or existing patients using various types of identification documents such the MyKad, student card and employee passes. However, the registration is mostly done using the MyKad via the MyKad reader as it is the most legitimate source of personal identification information of a patient in Malaysia.

Appointment and Scheduling

The system is designed to organize the schedules of the patient's medical appointment effectively. The appointment of a patient can be planned up to 12 months ahead. The system sorts the appointment dates which can then be viewed by the doctor. Furthermore, the system also sends auto-reminders of the appointment dates to the patients via email and SMS.

Patient Database

The system stores the patient's records in a database that can be shared between all the branches of the Gomez Policlinic. Patient records include address, contact number, past consultation history, list of allergies and medical problems.

Consultation

The doctors are able to use the consultation features by means of the consultation interface section. The consultation interface incorporates the Tablet PC function which uses handwritten technology that enables doctors to use the traditional way of operation with the help of a more sophisticated technology.

Billing and Payment Management

The system utilizes auto-billing management. The medical fees of a patient are calculated automatically which includes the consultation fees and prescribed medicine. This makes the process of billing and payment more efficient and reduces human error.

Security

The system has an extensive security control to secure the clinic's and the patient's database. Different staffs of different levels in the administration have different level of access to the system. Only certain staffs such as the doctors are able to view the full patient records in order to protect a patient's confidential information. Besides that, it has an auto backup facility which functions to backup files in external devices such as hard disc and pen-drive. In addition, the backup files can also be written in CD or DVD discs. The system also has a recovery system to recover files during certain unfavourable circumstances.

Stock management

In this section, the drugs and medicines are monitored using a built-in mechanism to alert stock supplies. Other than that, it also has a tracking system in which the expiry dates of the drugs can be detected.

IMAGES OF THE INTERFACE OF THE SYSTEM

Initial screen:

Main Screen:

Report Screen:

Registration Screen:

DATA TRANSFER

The clinic management system is a server-orientated software with a high capacity of sharing records, details and report of the clinic's operation. There are a few parts of data that can be shared and transferred between the server and the client as well as among the clients. The sections are divided into four parts; accounting part, patient part, store part and report part.

Accounting part

The CliniSysTM has an accounting software which manages a clinic's financial activities. This includes:

Balance sheet statements

Cash collection

Payment details

Patient's finance record

Patient part

The patient records which are stored in the system can be viewed by the other clinic branches. As for that, the patient is not limited to visit just a single branch but is able to visit other clinics for consultation due to the features which involves the sharing of data among the clinics. The type of patient records includes:

Medical allergies

Past medical consultations

Appointment dates

Current medical problems

Store part

The information of the store part is transferrable to the main branch which enables them to monitor and control all the stock activities of the sub-clinics as well as provide assistance to them in order to increase the efficiency of a clinic's performance. The types of information are:

Stock supplies

Stock balance

Drug information (expiry dates, drug names)

Stock issued

Report part

The main branch is able to retrieve reports of the records of all the above parts. Reports are summarized in chart and table form. Usually, the reports are obtained monthly and annually.

SYSTEM MAINTENANCE

To improve and enhance the performance of the clinic management system, maintenance of the software is required. The Gomez Policlinic's clinic system undergoes a maintenance process once a year. For the maintenance process to proceed smoothly without losing any information or data, the system has an integrated auto-backup facility.

 

QUESTION AND ANSWER

Since when was the system implemented to the clinic? And why did the clinic decide to use the system?

The system was implemented to the clinic at about 3 years ago. The clinic decided to use the system firstly because before we had this system we were using manila card and other manual ways to record down the patient's details. So, as the number of patient in our clinic increased, it became more difficult for the nurse to search for the patient record card and it was time consuming. Secondly, we decided to use this system because sometimes the medicine prescribed by the doctor could be wrongly interpreted by the nurse due to the hand writing and this will cause serious side effects to the patient.

Do you find the system helpful for the clinic? In what ways is the system helpful?

Yes, we find the system very helpful. They were helpful in such ways like, it save lots of time when searching for the patient records as there is a search engine in the system. Human errors are minimized for example, medicine prescribed by the doctor. The work in the clinic will be more systematic without delay. By using this system, the numbers of workers are reduced. Workers will not be stressful thus they can perform well in their daily tasks. The system also helped by alerting us when a certain medicine is finishing its stock. This is helpful as we could keep a substantial amount of medicine supplies in the clinic.

Can you explain briefly about the system been used? How the system works?

Basically we are using a software called the CliniSysTM which is a custom built software specially developed for clinical management and data base maintenance.

It can be customized as server as well as client by editing the algorithm and the host named and is a user-friendly software which requires little attention to learn it and most of its features are GUI related which lets you to access different sorts of function regarding billing information, patient details, previous records, and also the history of the consultation given by different doctors at different branches.

Can you briefly explain how the system flows?

Patient approaches the counter (manually)

Patient provides IC to the nurse (manually)

Nurse searches the patient details (automated)

If the patient details is found

Nurse add the patient to the waiting list (Red Color) (automated)

The patient visits the doctor (manually)

The doctor reviews the patient history (automated)

The doctor prescribes the medication for the patient (manually)

The nurse records the information (automated)

The waiting list is updated (Yellow Color)

The patient approach the counter and make payment (manually)

The nurse provide the patient with the receipt & MC (automated)

The waiting list is updated (Green Color)

If the patient detail is not found

Nurse add new patient record (automated)

Nurse add the patient to the waiting list (Red Color) (automated)

The patient visits the doctor (manually)

The doctor reviews the patient history (automated)

The doctor prescribes the medication for the patient (manually)

The nurse records the information (automated)

The waiting list is updated (Yellow Color)

The patient approach the counter and make payment (manually)

The nurse provide the patient with the receipt & MC (automated)

The waiting list is updated (Green Color)

Is there any maintenance process required for the whole system? How frequent is the system updated?

Yes, we have it yearly once and it is during the end of the year. During the maintenance process, we will update our software to the latest and upgrade the system to a bigger capacity so that the system could store more patients' details. Besides that, every end of the year an IT technician will go to a particular clinic and do a cleaning up process such as defragment and update the anti-virus software.

Lastly, can the patient access into the system database to check their records?

No, the patients are not able to access into the database. Only authorized personnel such as doctors and IT consultants can access it. This is because we do not want any details of the patient to be revealed as that is their personal information. But the patient will receive e-mails or SMS from the clinic regularly regarding their consultation with the doctors.

RECOMMENDATION

The clinic management software provides comprehensive information between patients and doctors. It provides several benefits for clinic management and data base maintenances.

First and foremost, the clinic management system gives an effective management of outpatient healthcare benefits. It is very convenient for the clinic to track their patients' treatment history, diagnostics information and the administrative activities of a clinic with just a mouse click. An identification card such as the MyKad is used to verify the patients' personal information. Besides, this systematic management reduces the errors that may occur when clinical activities are done manually and it also saves time.

In addition, the clinic management system is very suitable for large organizations as it reduces the work load required. This clinic management software also helps in maximizing the efficiency of the clinic especially in organizing the doctor's appointment and the medical billings. The system also provides an accounting system as the main branch of the clinic can easily utilize the online features to check for their billing transactions, payment details and balance outstanding of the patient and the date for the next medical checkup. It provides a platform for in house plane clinics outside the organization as the information are sent regularly to the patients through the email or SMS. Therefore, it is an effective and reliable means of communication between the clinic, management office and patients.

Apart from that, the implementation of this software is more eco-friendly as compared to the 'traditional' paper card record. It is less troublesome on retrieving the patient diagnostics records and money is saved by reducing the usage of paper. Moreover, the great advantage of this system is the history of consultation can be shared and transferred among different branches and different doctors. Therefore, the patients do not need to go through the registration process again once they go to a different clinic.

This system gives a report part which the patients can obtain their medication reports online and the date for the next medical checkup. It is also useful for the clinic to check stock issues such as prices and amount of the drugs, company names and stock balance.

Even though, the clinic management system was said to be perfect. However, there are some flaws that need to be enhanced.

The clinic management system should include the thumbprint verification system in collaboration with the identification card verification. The identification card could be forged as technology is getting more and more advanced while thumbprint verification can precisely track the diagnostics record of the patients.

The system should also have an interconnection with the hospital for any emergency cases. Hospital can immediately access and retrieve the previous diagnostics history of the patients such as medicine allergy, current medical problems and types of medicine being used at the critical moment. This enhancement can strengthen the relationship between the hospital and clinic. Hence, the hospital can give the most suitable medicine and treatment to the patients as time is saved from the elimination of registering in the hospital. It also enlarges the coverage of its system and encourages every clinic to have such an easy method on running their clinic.

Moreover, the clinic management system should also reveal the medicine given to the patient to avoid any confusion and to allow the patient to know more about their illness. It can increase the trust of the patient towards the clinic and the doctors. It also can let the patient to get to know more about the medicine they are consuming and increase the awareness of patients on the sickness. The execution of this method can also arouse the doctors on giving the best treatment and medicine to their patients. The patients can instantly take any action if the medicine is different from what their account stated.

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