SRFCP Digital Records System Guide

Here is where we can begin constructing an support/maintenance guide for the system. Add/edit/update as needed. This can also perhaps serve as a quick reference.

Original Specifications

Site Pages/Guide

  • Banner Bar - At the top of every page except the 'Log In' page.
    • This bar identifies the username in the top right corner. Next to the name there is a link to Log Out.
    • Core Links
      • Check In - Links to the 'Check In' page.
      • Enrollment - Links to the 'Enrollment' Page.
      • Pharmacy - Links to the top 'Pharmacy' page.
      • Admin - Links to the 'Administrator' page.
  • Log In
    • This is where a user will log into the system. It is password protected to ensure integrity of sensitive patient data.
    • Entry Fields
      • Username - The username given to each Clinic Team Member, currently "demo" for testing purposes.
      • Password - The password for each user as set by each Clinic Team Member, current "xxxx" for testing purposes.
  • Check In
    • This is where a Clinic Team Member will check a patient into the system and manage the virtual waiting room and print out the patient's visit planner. Doctors will use this page to access patient records and fill in the clinic visit data for storage.
    • Entry Fields
      • Patient Name - The name of the patient checking into the clinic. The field will suggest patient names as the Clinic Team Member types.
      • Chief Complaint - The concerns the patient would like to discuss with the physician. This field will suggest complaints as the Clinic Team Member types.
    • Table (Virtual Waiting Room)
      • Columns
        • Name - The name of each patient checked into the Virtual Waiting Room. This identifier is also a link to the 'Clinic Visit' page.
        • Birth Date - The birth date of each patient. This is used to identify correct patient when their are more than one patient with the same name.
        • Patient ID - Unique identifying number corresponding to a unique patient.
        • Time - A time stamp of when the patient checked in.
        • Chief Complaint - Main concern the patient has which brought them to the clinic.
        • Alerts - Any patient Alert that most immediately need attention.
        • Actions - The links can be used to 'Print Visit Planner' when the patient checks in, to 'View Patient History' as needed by Doctor, or to 'Enter Clinic Visit' after patient has been seen to update diagnoses, plan, and other relevant information.
        • Visit Status - Indicates whether the patient has been seen and the Clinic Visit has been updated???
        • Remove - Remove a patient from the Virtual Waiting Room (in the event of a mistaken or duplicate entry).
  • Enrollment
    • New Enrollment form fields
      • Basic Info - Has Fields for First Name, Middle Name, Last Name, Date of Birth (DOB), and Social Security Number (SSN).
      • Contact Info - Has fields for the patient's Address (up to 2 lines), the City, State, Zip code, and Phone Number.
      • Emergency Contact - For the patients emergency contact Name, Phone Number, and Relationship to the patient.
      • Demographics - Has radio buttons for Gender: Male, Female, or Unspecified; Also has drop boxes for Ethnicity: Hispanic, African-American, Asian-American, Caucasian, Native American, Mixed, or Unspecified, the patient's Primary Language: English, Spanish, French, Mandarin, Cantonese, Japanese, Korean, Vietnamese, Arabic, Other, the patient's Level of Education: Elementary School, Junior High School, High School, Bachelor degree, MA/PhD, Other, and Marital Status: Single, Married, Separated, Divorced, Widowed; Check boxes for Homeless...Check for Yes, Documentation...Check for Yes, Assets...Check for Yes; and Entry Fields for the Patient's Monthly Income, Number of Kids, Kids at Home, and Adults at Home.
      • Family History
        • Death Cause - Entry fields for Father cause of death, Father age of death, Mother cause of death, Mother age of Death
        • Family Diseases - Check boxes for each family member (Mother, Father, Sibling) for each disease (High Cholestoral (HL), Heart Attack, Coronary Artery Disease, High Blood Pressure-HTN, Stroke, Diabetes, Thyroid, Asthma, Breast Cancer, Other Cancer, Depression, Schizophrenia, Alcoholism, Clotting Disorder, and Sickle Cell Anemia).
      • Social History
        • Drugs' - Radio buttons indicating Past use, Present use, or Never used for each of the drugs Marijuana, Cocaine, Alcohol, Tobacco, IV Drug Use, Designer Drugs/OTC Med (Over-the-Counter drugs, Ectasy/MDMA, Acid/LSD, etc.), Heroine, and Methamphetamine.
        • Sex - Check box indictating whether the patient is Sexually Active, an Entry Field for number of Lifetime Sexual Partners, and radio buttons for Sexual Preference: Men, Women, or Unspecified.
        • Contraception - Check boxes for the methods of contraception the patient uses/used: Condoms, Birth Control Pill (BC Pill), Intrauterine Device (IUD), Diaphragm, Spermicide, Vasectomy/Tubal, None.
      • Tobacco Use - Entry Fields for number of Packs per day, and Years of Smoking
      • Alcohol Use - Entry Field for number of Drinks per day.
      • Domestic Violence - Radio buttons indicating whether the patient has experienced Domestic Violence in the Past, Present, or Never at all.
      • Diseases - Has check boxes to indicate the diseases the patient entered on their form as having. These boxes are Broken into their Categories and can be edited in the Admin page.
    • Submit Button - Will enter the patient into the database, assign them a Patient ID number, and store all the data from this current form into their history. * Note - The diseases the patients indicated that they have/had are stored seperate from any diagnoses the Doctors might make and enter into the history. On the patient history, the difference should be clearly indicated.
  • Pharmacy - The main Pharmacy page has links to Pharmacy Consultation, Pharmacy Drug Inventory, Add Drug to Inventory, File Loss Report, Audit Inventory, Expiration Reports (with red textual alert if drugs are soon to expire), Re-Order Reports (with red textual alert if drugs are running out / have passed the re-order set point).
    • Pharmacy Consultation - The Pharmacy Consultation main page has a link to View Removed Patients
      • Table Fields
        • Patient Name - The name of the patient is also a link to Patient-Specific Pharmacy Consultation Page.
        • Birth Date - The birth date of the patient is used to prevent patient confusion in the event of duplicate names.
        • Patient ID - Indicates the patient's unique identification number.
        • Time - Timestamp of when the patient was referred to the Pharmacy.
        • Status - Indicates the status of the patient's Pharmacy Visit - Needs Consult/Needs Drugs/Needs Counsel/Complete.
        • Completed - This column has buttons indicating when a patient's visit is all done and Clinic Personnel wish to remove them from the queue. When this button is clicked the patient's pharmacy information is moved to the Removed Patients list for archival or further review.
      • Patient-Specific Pharmacy Consultation Page - This is the page a Pharmacist will use prior to dispensing the medication.
        • The top part of the page is broken into three central boxes. These boxes are Chronic Problems the patient has been diagnosed with, Current Meds the patient is currently taking, and Allergies the patients has. These three central boxes are used by the Pharmacist to review if the medication is appropriate and whether there are any potential interactions or contraindications. Under these boxes is a link to View Complete History of the patient if more review is necessary.
        • Language Selection - Check box for whether the drug instruction labels should be printed in ENGLISH or in SPANISH.
        • Current Meds - Table of medications the patient currently has prescribed. The table includes information regarding Current Rx, Notes, Indication, Preferred Strength, Dose, Quantity, and Source.
        • Patient Assistance Inventory - Table of drugs the patient currently has prescribed in the Patient Assistance Program inventory. The table includes information regarding Drug name, drug Strength, Dose, Indication, Availability, Re-Order Date.
        • New Meds - This new medication section ????????????????????????????
      • View Removed Patients - This page can be used to view patients who have completed their Pharmacy Visit and have been archived.
  • Admin

Source Code Support

  • Libraries
  • Validations

Database Fields

  • Pharmacy Inventory
  • Patient Data