Family Clinic Case Study Stage 1 Process Analysis

FamilyClinic Case Study Stage 1: Process Analysis

FamilyClinic Case Study Stage 1: Process Analysis

Objectivesof the study:

  1. To design a system that will enable auto generation of patient’s medical report and visit history

  2. To develop a system that will keep the clinic`s records of available doctors and nurses and all the employees in the organization

  3. To design a system that will keep record of all the resources of the clinic e.g. available medicine, number of beds available and or occupied, meals available to patients and the number of patients currently in the premises

  4. To design a system that will enable automatic notification to patients on when they should report back for a checkup and also to doctors on which patient to see or give the report. This will be achieved by Bulk SMS service sent to patients and doctors or through email notification service.

Theprocess flow at the clinic as it is now is as follows:

The patient is given a prescription and goes to the chemist to be given the drugs and given revisit date

Doctor performs 1st diagnostic and sends the patient to the lab for tests to be carried out

Receptionist take patient details and records to the Nurse or doctor in charge

Patient is given card and number and his details recorded

Patient enters the clinic and goes to receptionist

g Giveprescription

The doctor and all department use these record daily until the patient is fit to leave

The doctor contacts the ward administrators to find the ward number available depending on the patient condition and sends the patient records to the ward administrator and also to the catering and accommodation departments

Based on findings the doctor decides whether to admit the patient or give prescription and discharge him

Patient leaves the premises

The patient then goes to the accounts counter for billing based on totals on his card

If he has insurance card the insurance company is to be contacted on phone to get the patient details

The lab technician takes the patient card, performs the test and write back the result in the patient’s card and sends him back to the doctor

andallowed toleave Patientadmitted

Note:Ifthe patient is revisiting, he or she has to come with the card andalso the file left at the records department be retrieved manually.

Patient’s details are recorded to the system or retrieved from system and sent to the doctor

The‘To Be’ process flow at the clinic is as follows:

The doctor uses the system to check on the available spaces on the ward of his choice and assigns the patient bed number

The doctor and all department use these record daily until the patient is fit to leave

Patient leaves the premises

The patient then goes to the accounts counter for billing based on totals on the day’s record in the system

If he has insurance card the details are confirmed by the system using his number or ID

The patient is given a prescription and goes to the chemist to be given the drugs and given revisit date

Based on findings the doctor decides whether to admit the patient or give prescription and discharge him

The lab performs the test and sends result back to the doctor

Doctor performs 1st diagnostic and sends patient details to lab department

Patient enters the clinic and goes to receptionist

th

Note:The patient is given revisiting date by the doctor and the details ofthe date time and day is recorded in the system and scheduled so thatthe patient and the doctor can be notified by the system 3 hoursprior to the visit time by SMS or email and it continues to give areminder on an interval of 30 minutes until the time elapses.

References

AmericanSociety for Quality. Retrieved September 4th2011 fromhttp://asq.org/learn-about- quality/process-analysis-tools/overview/flowchart.html

G.G.Gable. Integrating case study and survey research methods: an examplein information

systems.European Journal of Information Systems, 3(2):112–126, 2010.

P.Helmering, Process mining of clinical workflows for quality andprocess improvement, in: Healthcare Information and ManagementSystems Society 2012 Conference (HIMSS2012), Citeseer, 2012, pp.1–7.

Rebuge,A., Ferreira, D.: Business process analysis in healthcareenvironments: A ´

methodologybased on process mining. Information Systems (2012)

Rojas,E., Munoz-Gama, J., Sepúlveda, M., Capurro, D., Process Mining inHealthcare:

Aliterature review, Journal of Biomedical Informatics (2016).Retrieved on 5th September 2016 from http://dx.doi.org/10.1016/j.jbi.2016.04.007