Case Study:

New Century Health Clinic

PART I

Organization Chart

Office Manager

Anita Davenport

PART II

1. The associates should get to know me, they would like to know about my computer experiences, and what have I done in the past. In this meeting, I should like to know about what kind of system this clinic have and how many people in the clinic, what is the requirement for this system, and how many people will be using it.

2. I think that this system is feasible because the clinic is growing and it will need this kind of system sooner or later. The questions I would ask are:

· What is the budget for this system?

· Is the current hardware and software can support this system?

· Will the new system require training for users? If so, what kind of training?

· Will the system be able to handle future transaction volume and clinic growth?

3. My plan for the investigation includes understand the request of the users, determine the project scope, identify any constraints on the system, determine the feasibility, estimate time and cost to continue development of the system, and present the results and recommendations to the management.

4. I would find out what kind of system they need, how many users, analyze organization chart, I obtain the information from the management and users. I can analyze the organization chart, conduct interview with the users, and review the documentation, observe operations and carry out a user survey.

Part III

1. See the organizational chart above.

2. I'd like to interview the people follow:

§ Anita Davenport (Office Manager)

§ Susan Gifford (Patient Records)

§ Tom Capaletti (Insurance Report)

§ Lisa Sung (Patient Appointment)

3. The questions I will asked the staff are:

Anita Davenport

§ Request the copies of all forms that are used in the office.

§ Determine the what, who, when, where, how, and why of each process.

§ Give comments or suggestions.

Susan Gifford

§ What is procedure for entering data of a new patient

§ What is procedure for entering data of the patients who was no longer in service

§ What is the process for controlling the records of patients each time they visit

§ Give comments or suggestions.

Tom Capaletti

§ What is the process for billing to insurance companies

§ What is the process for billing to patients

§ What is the process for controlling the bills in which the insurance companies refused to pay or they are patient's responsibility

§ Give comments or suggestions

Lisa Sung

§ What is the process for scheduling patients

§ How is she notified of a new patient's records

§ What is the process for controlling the amount of patients' "pay per visit"

§ Give comments or suggestions

4. The New Century Health Clinic in the process of up grading system in order to improve customer service, we need a few questionnaires from you to help us the opportunity to participate in your medical care. I like to interview the patients.

Ø Interviews:

§ What kind of process in New Clinic would you like to change?

§ What will be a better service to provide for patients?

§ What materials will New Clinic provide for a better convenience?

5. Patient answers:

§ In my opinion, New Century should provide system communication via online to patients easy to contact.

§ New Clinic needs more doctors in order to process a better service because patient numbers are growing up everyday.

§ New Clinic could stand to computerize of its actions to automate all the patient appointment scheduling, appointment reminders, and patients’ monthly statements.

6. Here is the sample of the questionnaires for the survey:

For the last six months, how often you visit New Century Health Clinic? ______________

Do you have any problems with making an appointment? ( ) Yes ( ) No

If yes, please describe the problem: __________________________________________________________

Do you have any problems with the billing? ( ) Yes ( ) No

If yes, please describe the problem: _________________________________________________________

Are you satisfied with New Century Health Clinic overall service?

( ) Satisfied ( ) Slightly satisfied ( ) Unsatisfied

What can New Century Health Clinic do to improve their service? If you have any suggestions or comments, please write in the space below.

______________________________________________________________________________________

______________________________________________________________________________________

______________________________________________________________________________________

______________________________________________________________________________________

Thank you for taking your time. We greatly appreciate it.

PART IV

1. Prepare a context diagram for New Century's information system.

2. Prepare a diagram 0 DFD for New Century. Be sure to show subsystems for handling appointment processing, payment and insurance processing, report processing, and records maintenance.

3. Prepare lower-level DFDs for the system.

4. Prepare a list of data stores and data flows needed for the system. Under each data store, list the data elements required.

Data Stores	Data Flows
Provider	Weekly Reports, Monthly Reports, Accounting Reports
Patient Information	Appointment System, Accounting System

5. Prepare a data dictionary entry and process description for one of the system's functional primitives.

New Century Health Clinic	Data Process Description
System	Payroll
Name	Payroll processing
Process	Analyze the payroll system and calculate income and deduction
Input data flows	Employee information, payroll information
Output flows	Payroll checks, weekly payroll reports, monthly payroll reports

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