Proposed Business Process for a Clinic

Description of Proposed Solution Based on my Interview, observation, questionnaire, and my personal experience of having a treatment In Clan EX., optimization of the current system is proposed. The proposed system will be moving the patients' data from paper base into computer base. As mentioned on the previous chapter, the biggest problem of the current business process in Dental Clinic EX. happened because they are still using paper based for patient data and the patient's membership is heavily depend in a human memory.Therefore, by using computerized system will reduce the human errors that often occur in a business. Moreover, the computerized system will increase the efficiency and effectiveness of the time used to find patient's data in the inventory, effort, and Inventory space to keep patients data. Furthermore, by implementing a good system and high technology, the clinic can Increase Its reputation and customers' satisfaction. The concept of the proposed system Is to keep al l patients' data In a database and give a lifetime membership for the patients.The Information system that are covered in the proposed system are Patient Database, Treatment Price, and Transaction Record 81 4. 2. Proposed Business Process 4. 2. 1 . Context Diagram Figure 28. 1 – Context Diagram of Proposed System Figure 4. 1 above shows the differences between the current data flow with the data flow after the new system is proposed. The external agents in this system are still the same (Head of Doctor, Doctor, nurse, administrator, and patient), and they are connected with the Dental Clinic EX. proposed system.In this context diagram, there are significant changes of data flow for the administrator, doctor, and nurse compared to the context diagram before using the proposed system. Here are the comparisons for Admit Current System Proposed System Get appointment request Make schedule for doctors Create or search patient data Create patient data (in database) (paper base), an d give it to nurse. Receive price the treatment from the doctor Create a bill Get the bill from the printer and give it to the patient Record payment Check paper stock to record Check paper for printer patient data Table 4. Comparison of administrator Job Doctor Receive schedule list from the Receive schedule list from the administrator administrator Receive patient data from the Open patient data in database nurse Analyze X-ray result (if any) Update patient data (write the Update patient data (including progress of the treatment) treatment note, price, prescription, and bill) Save the updated X-ray result (if Save the updated X-ray result (if any) any) List all the treatment and price the treatment Create prescription Table 5. 3 Comparison of doctor Job Nurse Receive patient data from the administrator.Give patient data to the doctor. Help patient to get X-ray. Open patient's X-ray result and Open patient's X-ray result and display it in the monitor. Display it in the monitor. Pre pare and check equipments for Prepare and check equipments the treatment. Or the treatment. Give oral report about the quality Give oral report about the quality of the equipments to head of of the equipments to head of doctor. Receive order from head of Receive order from head of doctor about the equipment (order doctor about equipment to get new equipment or call the (order to get new equipment or supplier) Table 6. Comparison of nurse Job By looking at the three tables above, we can see that by using the proposed system, the doctors, nurses, and administrator has fewer Jobs to do. The detail of the data flow in the business process will be explained on the next section about Data Flow Diagram. 4. 2. 2. Data Flow Diagram of Proposed System After implementing the proposed system, there will be some changes in the Data Flow Diagram for treatment process, update patient data, and payment process. The changes of the Data Flow Diagram will be explained on section 4. 2. 2. 1 to section. Data Flow Diagram for Treatment and Update Patient Data Figure 29. 2 DVD for Proposed Treatment and Update Patient Data Figure 4. 2 shows the changes on the process for treatment and update patient data after using the proposed system. After using the proposed system, the DVD has less recess (two processes instead of three) and four external agents; admit, patient, nurse, and doctor. For a new patient, the administrator will input the data in a database when the patient comes to the clinic. After put the data in a database, the patient will get into the treatment room to get treatment, and the doctor will update the data after the treatment.Here is the detail of the treatment process: Process 1 – Update Patient Database Administrator updates the database by creating new patient data. Before do the treatment process, the doctor will load patient data, and X-ray result (if any) to be analyzed. Then update the data after finish the treatment process (after process 2). Process 2 – Do Treatment Process While the doctor is analyzing patient data, the nurse will prepare the equipment for the doctor to do the treatment. After the nurse finished the preparation, the doctor will begin the treatment process.If it is needed to have an X-ray to see the problem clearly, the nurse will help the patient in doing the Gray. When the treatment process is done, the doctor will update patient's data. Update in here means write patient medical history (treatment note), create a prescription, and create a bill for the customer. 89 . 2. 2. 2. Data Flow Diagram for Payment System and Record Transaction Diagram O Treatment list pant Bill record Patient Do transaction Payment Pay bill Figure 30. 3 DVD for Proposed Payment System The picture above shows the Data Flow Diagram for payment system, and record the transaction in a database.This DVD consists of two processes (print bill and pay bill), and three actors (doctor, admit, and patient). After the treatment, the doctor will print the bill. The bill will be printed in double paper. The copy of the bill is for the patient, and the original bill is for the administrator. Administrator will receive the rented bill, after that patient will pay the bill. Here is the detail of the DVD for proposed payment system: Process 1 – Print Bill In this process, doctor tick all treatments given to the patient by using the new application, and insert the price of each treatment, then print the bill.The bill will be printed at the administrator's desk and in a double paper, the copy of the bill is for the patient, and the actual bill is for the Process 2 – Pay Bill After receive the bill, patient will do transaction with the administrator to pay the bill. The payment can be done by using credit card with VISA and Master Card logo, debit BCC, or by cash. 1 4. 2. 2. 3. Data Flow Diagram for Prescription Prescription Update Database Figure 31. 4 Data Flow Diagram for create prescription Figure above shows the process of creating a prescription for a patient.The DVD consists of three actors (doctor, administrator, and patient) and one process (update patient database). The process of creating a prescription is called update patient database because the prescription is saved in a bundle with patient data. 92 Here are the details of DVD for create prescription: After the treatment, the doctor will use the application to create a prescription for the patient, and then print the prescription. The prescription will be printed on the administrator desk. After that, the administrator will give the prescription to the patient. 93 4. 3.Systems Flowchart For Business Process with The Proposed System Figure 4. 5 shows the business process of Dental Clinic EX. after using the proposed system. When the patient come to the clinic, the administrator will check whether the patient has the data in the database or not. If the patient does not have a data in a database, the administrator will ask him o r her to get information to create a new data for that patient. For regular patient, his or her data will be loaded by the doctor n the treatment room (in the current system, patient data moves from administrator to nurse, and nurse will hand it over to the doctor).The treatment process is still the same with the current system, but the process in updating patient data is different. In the current system, after the treatment, the doctor will update patient data (in paper), list all treatments and price the treatments, and then give the paper to the administrator. After that, the administrator will create a bill. If the patient needs a prescription, the doctor will write a prescription, and give the prescription to the administrator. In the new system, the doctor can create bill and prescription in the treatment room.