PROJECT PLAN

Project Title: New Century Health Clinic Information System

Document Version: 1
Date: August 17, 2009
Proponents: Professor Sheila Magboo
Dr. Timothy Jones – Director
Ms. Anita Davenport – Office Manager

I. Problem Statement

Currently, medical services and other transactions at New Century Health Clinic
have to be repeatedly recorded because there is no system that automatically
updates all relevant records and files after a transaction is entered. Also, reports,
especially those related to billing and insurance claims, take a long time be
prepared.

This project aims to design a system for New Century that integrates the patient
appointments, medical services, patient records, and billing processes of the
clinic.

II. Functions to be Provided

1. Create appointment/call lists

The system will enable the users to create appointment and call lists. An
appointment list contains the schedule of patient appointments per day of each
doctor or physical therapist. A call list contains the phone numbers of the patients
who have a scheduled interview.

2. Record medical services

Users of the new system will be able to enter medical services transactions.
These services need to be entered only once and automatically, the corresponding
patient and insurance claims records are updated.

3. Maintain patient, household, provider, medical procedure, and insurance

company records

The system will be able to capture information regarding patient and household
profiles and history, provider profiles, list of medical procedures offered, and
insurance company records.
 4. Generate statements, insurance claims, and other reports

New Century will be able to generate reports easily. These reports include the
Provider Report, Insurance Company Report, Claims Status Summary, and the
monthly statements that are sent out to patients.

5. Appointment scheduler and postcard printer

A system notification will be integrated in the application that will flag scheduled
appointments based on the calendar tracking of regular patient’s history of
treatments. This will also produce a postcard as a reminder to patient and will be
sent via snail mail.

III. Development Environment: Hardware/Software

Hardware requirement Server: Windows Server 2000 NT 4.0

Operating System
Software Requirement
Client: Pentium III 500 MHz 800 VGA Monitor
with 256 color
Server: Microsoft XP
Client: Windows XP SP1
Application Server: SQL 7.0
Database: SQL Server 2005
Platform: .Net 2.0

IV. User Characteristics

1. Appointments staff

The appointments clerk receives calls from patients who would like to set up an
appointment. She enters the daily appointment schedule of each provider.
Calling patients to remind them of their appointments is also the responsibility of
the appointments clerk.

2. Providers

The doctors, physical therapists, and nurses indicate the specific procedures or
treatments that were performed on patients. These procedures are the basis for the
patient charges.

3. Insurance claims staff

 The insurance processing clerk is responsible for the accurate and timely
collection of insurance claims. He is in charge of generating the various
insurance-related reports. He may also be responsible for maintaining the
insurance company profile records.

4. Patient records staff

Ensuring that patient records are updated and complete is the responsibility of the
patient records staff. He may also be in charge of maintaining the medical
services records, and the provider files.

5. Accounting staff

The accounting clerk uses information on patient payments and insurance claims
to come up with the total receivables and revenues of the clinic. He also
generates the provider reports.

V. Solution Strategy

One of the following strategies will be adopted:

1. The Linear Model (Waterfall)

All requirements analysis activities should be finished before proceeding to the

design stage. The design activities, in turn, precede the coding of the software.
Testing and support activities then follow the coding process.

2. Prototyping

Prototyping involves continuous refinement and modification of prototype until

the product becomes acceptable to the customer.

3. Rapid Application Development (RAD)

In this strategy, several teams work on the project's components. Whichever

components are developed and functioning first are implemented.

4. Incremental Model

The system is divided in increments. Each increment undergoes requirements

analysis, design, code generation, and testing. An operational product is expected
at the completion of each increment.

The New Century Health Clinic Information System project will use the
Waterfall strategy. The case has provided all the information and the project
 members will use the case to determine all the system requirements. These
system requirements will be the basis for the design specifications. The other
strategies were not selected primarily because feedback from the customers is not
possible.

VI. Product Features

1. Easy creation and displaying of appointment/call lists

Since the patient profiles and history records can be accessed immediately, the
appointments clerk will be able to easily assign the patient to the appropriate
provider. The phone number of the patient will be immediately displayed as well.

2. One-time recording of medical services and transactions

As mentioned, transactions need to be entered once only. All affected patient and
insurance claims records are updated automatically.

3. Fast generation of statements, insurance claims, and other reports

Reports can be generated by simply running the desired report program. Report
parameters can be entered so that the resulting report will only provide the
specific information needed.

4. Easy sorting of history records and appointment lists

Classification of records is straightforward with the provision to users to choose

from the preset view options (per patient, per household, per provider, per date or
per payment scheme). This will also enable the user to have an ordered list and
search filter in the data grid for easy look up and retrieval of information.

5. Printing and sharing of records and appointment logs

This replaces the log book system New Century maintains to keep track of
appointments. The sharing and emailing of virtually any data needed by each
stakeholder is easily facilitated.

VII. Team Structure

1. Project Manager – Drei Sotalbo

The project manager is responsible for developing project plans, assigning tasks
to project team members, monitoring staff and project, and assuming overall
responsibility for the successful conclusion of the project.

2. Business Analyst – Leomar Q. Cortez

The business analyst will define the to-be process and the functional
specifications of the new system. He is also expected to assist the quality
assurance analysts and developers in designing the system.

3. Systems Analyst/Programmer – Drei Sotalbo and Rafael Timan

The developer will create the interface screens that satisfy the functional
specifications.

4. Quality Assurance Analyst – Matt Ventura and Rafael Timan

The QA analyst will review the data flow diagrams and screens' design and
expected flow. They are also expected to suggest improvements in the design.

VIII. Development Schedule

The project schedule is shown after Part XI.

IX. Programming Language and Development Tools

Language: ASP.Net, HTML, CSS, C#, Javascript, XML

Configuration Management: Microsoft Visual Sourcesafe 5.0
Project Management: Microsoft Project 2007
Architecture Diagram: Microsoft Visio 2007
Development: Microsoft Visual Studio 2005
Reports: Crystal Reports

X. Documents to be Prepared

Aside from the project plan, documents containing software requirements

specifications and design will be submitted.

XI. Sources of Information

The primary information sources for this project are :

a. http://www.scsite.com/sad5e/case
b. Software Engineering Student Manual. UP Information Technology Training
Center.