St.

Margarita Health Clinic

D.B. Technology Software

By: Leila Velasco

Dr. Davis C.E.O St. Margarita Health Clinic 123-45 67 Weill Ave Queens, NY 11358

Dear Dr. Davis I would like to thank you for your interest in D.B. Technology Software I believe that this business will definitely be a successful one. As the head director of the D.B. Technology Software I ensure you that I understand the needs of your productive business and the ones that your business can grow from. I have studied the companys principles and how the company operates, I personally believe I can help your business to have a better growth in the future by providing you with a software than can help you organize files more easily. I can guarantee you that the staff in D.B. Technology Software has the experience and the skills required to take any business to the next level. I believe that with this software and 8 week business model you would start seeing major positive changes in the first 3 months. I look forward to work with you in this business together.

Sincerely, Leila, Velasco D.B. Technology Software

APPENDIX
Phase I Problem Definition

Appendix A...

Phase II System representation Appendix B...

Phase III

System application design and prototype

Appendix C..

Phase IV

System application design

Appendix D...

D.B. Technology Software. designs database storage software to help users organize data files and store it digitally for a much easier use and benefit from it by using it on their businesses. The D.B Technology Software program would help businesses to extend and have a better growth for the future by organizing and updating their data more easily. It would also help users to instantly save their files easily without the need of a save button. This software would allow users to store and find their files more easily to save time without worrying about the paper work. The D.B Technology Software. program has been used by many businesses all over the New York City area. With our instant save feature it allows the user to instantly save their documents without the need to click on the save icon. We care about the needs of the user because we make sure the user feels comfortable and pleased while using our program. Our software had brought very good reviews from many of the users who have been using it because they benefit from it by using it in many ways. Leila Velasco, a New Media Technology student who started this as school project, founded D.B. Technology Software in 2006. She started with this idea after one day she had bunch of documents to store in a file cabinet and realized that storing files would take time, money and paper. She made some research on ways to save information digitally and found out that the only good way to store them was by using an online database. Thats when D.B. Technology Software was created and decided to find a way to help other people to store their data in one single file. D.B Technology Software main goal is to provide users to use this online storage program so they can not only save paper but also time and money since printing paper

costs a lot of money and also it costs time to create one single application, by using our software it would help businesses to have a better growth for the future. St. Margarita Health Clinic St. Margarita Health Clinic is a preventive medicine and traditional medical health care center that provides service to patients located in a nearby shopping mall in the busy section of Queens, NY. The clinics staff includes four doctors, three registered nurses, four physical therapists and six office staff workers that work to help in patient needs to maintain their health and fitness. The clinic currently has a patient base of 1,000 patients from 75 different employers, many of which provide insurance coverage for employee wellness and health maintenance. The St. Margarita Health Clinic was founded two years ago after a group of cardiologist; Brian Davis and Dolores Garcia combined their individual practices to help patients maintain their health and fitness by providing them with traditional medical care.

St. Margarita Health Clinic provides services to patients through: Preventive medicine service Traditional medical care Health and fitness for patients

Chain of Command Carol Smith: Supervises the staff

Fred Brown: handles office payroll, tax reporting and profit distribution

Susan Gifford: responsible for the maintenance of patient records

Tom Capaletti: handles paperwork concerning insurance reporting and accounting.

Lisa Sung: responsible for appointment book, make reminder calls to patients and prepare daily appointment lists.

Carla Herrera: organizes and orders office and clinic supplies

Organizational Chart

Office Manager

Treasurer

Insurance

Recorder

Appointment

Inventory

St. Margarita provides preventive medicine and traditional medical care to helps patients to maintain their health and fitness. They provide insurance coverage for employee wellness and health maintenance. The current system handles St Margaritas daily operation on paper form such as patient records, insurance processing and/or appointment processing. All current help requests come in the form of walk-in appointments. All patient record information and patient statements are stored manually in the form of a written document. Any documented data is predesigned by Susan Gifford, whos in charged of the maintenance of patient records. The current system hasnt changed much and in fact St Margarita is expecting to double its patient base by next year. They have been using the same document system but storing files, recording information, calling patients and recording office supplies manually takes time. Also, each of the six staff members not only performs their own individual responsibilities but they also help out whenever is necessary with the recording of patients records, insurance and appointment processing. This also takes time away for them to perform their assigned duties because not only they have to worry about one specific responsibility but a second responsibility as well. St Clarita is looking for a way to store the patients information into a newer system to make it more convenient for their staff.

SWOT ANALYSIS:

Strengths: Good location Good quality of care services Provides Insurance coverage for employee wellness & health maintenance Helps patients maintain their health and fitness. Opportunities: Helps update records instantly Better organization Helps businesses for a better growth for the future Easy file storage

Weaknesses: Lack of organization Staff tracks everything manually

Threats: Bugs, Viruses or Spam Time management Lack of jobs for staff

Many problems with the current system have been uncovered; St. Margarita doesnt have a way to record the patients information. Most of the recordings are made manually from staff such as: maintenance of patient records, paperwork concerning insurance and accounting, appointments, ordering and organization of supplies, etc. 1. Maintenance of patient records this can become a problem because while one of the staff members might need information from a current patient it would take him or her time to find the patients file on the cabinets. 2. Ordering and organization of supplies this is also important because the clinic needs to know which supplies are used and havent been used in a patient. But recording everything down manually would take time to know and remember each of the names of every clinic supply. 3. Appointments every appointment must be recorded to know which patients need to be reminded of their upcoming appointments and which patients need to be follow up by the doctor. This would take time for the appointment person to write down everything down from dates to doctors names on paper. 4. Insurance and accounting every insurance payments should be recorded, is important for the staff to know how many patients have the same insurance or which have different insurance to create a better liability for patients to pay for their appointments. Also, its also important to record the patient statements at the end of each month but recording this information takes time for the staff to do every single patient.

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5. Associates income finances. This is important to know how much employees are getting paid and every salary from all employees should be recorded manually. In each employee salary the total amount of wages, bonuses, tax reporting etc. must be included, however, doing all this would take forever and take away time to record everything manually.

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D.B. Technology Software projected completion of this goal is 6 weeks. This is how we are going to help you organize, update and record all information: Effectively keep track of organized patients records. D.B. Technology Software ensures you to keep track of all patients records well organized. Easy to connect every patient to his or her personal health information and that way theres no need to go through the cabinet filing process anymore. All patient information to insurance would be kept into a digitalized database and it would be automatically updated every time a new change is made without damaging any previous information that was already included. With this new system it would be much easier to view and store all new and old organized information through the database. Organizing and keeping track of clinic supplies. With out new system is now easy to store every single clinic supply. Now every name and usage would be stored in the database and know how much supply you have in case any supplies are running low or are soon to expire. Keeping track of patient appointments. Our database would now store a monthly calendar with dates and hours to record every patient appointment, every staff member can even label each patient with a color to know which patient needs a follow up or which patient should be reminded of their upcoming appointments. That way they dont need to go through all file cabinets to look for all recorded the appointments. Keeping track of clinical finances. With this new system is now easy to record all finances from the clinic such as insurance reporting, accounting, and patient statements. You will be able to keep track of all money to know where is going and where is coming from.

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Keeping track of staff salaries. No theres no need to record everything manually in a paper form, with this software is easy to put information in the database and add everything that is included in the salaries of all employees such as: office payrolls, tax reporting, and the profit distribution. Also, it would show the history of all employee salaries from the first payment to current payments. D.B. Technology Software specializes on insuring that businesses can take advantage of this digital software for to help them have a better growth for the future. The software package starts at $90 with a ten-security key to install and a 4-year online tech support. The software tech installation costs about $100. D.B. Technology Software understands the needs of our clients, especially when it means to save time in health care facilities. With this software theres no need to worry about that because it would help them to organize information easier and faster. With the advancement of technology at this age, I know that organizing information is important for your business but for D.B. Technology Software saving time is the key to help the business to grow for the future. I understand all your needs and how is important for your health clinic to record all information without worrying about going through all the paper work hassle. For D.B. Technology Software organization is the main key.

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Five goals that D.B. Technology Software plans to achieve and how its going to get done. 1. Effectively keep track of organized patients records. o Patient records are kept digitally o Saved data is updated automatically o Well organized patient record data

2. Organizing and keeping track of clinic supplies. o List of all available clinic supplies o List of all needed supplies o Well-organized supplies to know which ones are needed for maintenance or are about to expire. o List of all supplies with its respective names, kinds, usage etc.

3. Keeping track of patient appointments. o Digitalized monthly calendar with available hours from doctors o Colored labels to know which patient need to be reminded of his or her appointments o Digitalized appointment lists

4. Keep track of clinical finances. o Up to date guarantee insurance records o Up to date business records of all clinical expenses

5. Keep track of employee salaries. o Keep track of the amount paid to employees with the correct withholding and tax deduction o Staff income is recorded digitally

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March Weekly Project Management D.B. Technology Software St. Margarita Health Clinic

Start, Project Plan, 3/28/12 Start, Goals for the New System, 3/22/12 Start, Survey/Invtervi ew, 3/12/12 Start, System Description, 3/21/12 Start, System Overview, 3/15/12

End , Project Plan, 3/30/12 End , Goals for the New System, 3/25/12 End , Survey/Invtervi ew, 3/14/12 End , System Description, 3/27/12 End , System Overview, 3/20/12

Start

End

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April Weekly Project Management D.B. Technology Software St. Margarita Health Clinic
Phase II Start End

Start, Old System Design, 4/5/12

End, Old System Design, 4/8/12 End, New System Design, 4/13/12 End, Change the old system, 4/17/12 End, Data Dictionary, 4/24/12

May Weekly Project Management D.B. Technology Software St. Margarita Health Clinic
Start, Proposed Design, 5/7/2016 Start, File Design, 5/14/2016 Start, Menu/Screen Design, 5/21/2016 Start, Report Design, 5/26/2016 Start, Prototype Design, 5/30/2016 End, Proposed Design, 5/10/2016 End, File Design, 5/19/2016 Start End, Menu/Screen Design, 5/25/2016 End End, Report Design, 5/29/2016 End, Prototype Design, 5/31/2016

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June Weekly Project Management D.B. Technology Software St. Margarita Health Clinic
Start, Testing Plan, 6/8/2016 Start, Installation Plan, 6/13/2016 Start, Training Plan, 6/21/2016 Start, Original Specifications, 6/26/2016 Start, New Specifications, 6/30/2016 End, Testing Plan, 6/11/16 End, Installation Plan, 6/16/2016 Start End, Training Plan, 6/25/2016 End End, Original Specifications, 6/29/2016 End, New Specifications, 7/1/2016

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Structure of the New System:

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Data Dictionaries:

Login:

Patient:

Employee:

Office and Clinic Supplies:

A) D.B. Technology Software Testing Plan: D.B. Technology Software wants the product to be bug free for the client and make sure that there are no defects in this product. So we are going to spend large amount of the total software development and testing. Below is the description of the testing procedure our company is going to carryout: Accessible Login Window We will provide the user with several names and passwords to log in to the system. We will also include a Login and Cancel buttons on this window and test each window to make sure that the Login name and Password works for the user. St. Margarita Health Clinic Patient Main Window - Microsoft Visual Basic This is the Patient main window that we will use to access the database by using Visual Basic. It provides the staff to access all information about the patients, the type of insurance the patient has and even a monthly calendar to record the day the patient has his or her appointment. We will include different menus in this window such as the Staff, Patient, Appointment and Insurance drop-down menus. The window would also include a couple of buttons to add, delete and save new data for Patients and several menu tabs Included to access the Patient and Insurance information for better access. St. Margarita Health Clinic Staff Main Window - Microsoft Visual Basic To make things easier for the staff our company decided to create separate user interfaces so the person in charge of the Patient record keeping has its own database without worrying about which database is which and each staff member can manage its own database without the hassle. The Staff main window has the Employee ID, Name and

Salary all calculated in one simple textbox for the person in charged of office payroll, tax, profit etc. Like the Patient window, the Staff window would also include an add, delete and save button to insert new data for the Staff. St. Margarita Health Clinic Main Supplies Window - Microsoft Visual Basic It would include its own ID, name of Office and Clinic Supplies, also a note textbox if the person wants to add any additional information about the supplies. Menu tabs for Office and Clinic supplies would be included for better access. Drop-down list boxes to select different supplies for the clinic and office. Many of our past clients had used this software and had been pleased with our services. Our system promises to satisfy any needs by changing or modifying our system if the clients requests ask us to do so. B) D.B. Technology Software Installation plan: System and Hardware Requirements for installing Microsoft Visual Studio 2010 Professional: 1.6GHz or faster processor Windows XP 1 GB 32-bit (x86) or 2 GB 64-bit (x64) processor 3 GB of available hard disk space 5400 RPM hard disk drive Support for DirectX 9 capable video card running at 1024 x 768 or higher-resolution display DVD-ROM Drive

C) D.B. Technology Software Training Plan: To train each client to learn how to use this software our company would provide workshops for employees in St. Margarita so they can learn how to use it. It would help them to organize their data and perform their tasks much easier and faster. Even the first group who learns about this software can also teach others who are looking for a software to organize their data. Also, if employees want to organize data easier and better will provide training in normalization, which is a form of creating tables in Microsoft Word or Excel since it helps to have a guide while entering data on Visual Basic. Are you tired of having so much unorganized documents in your desk? Do you want to know how to organize your data easier and faster? Come join our workshops every Monday through Friday to teach you how to do it. Workshops start on June 4th so dont miss out because is worth it!

Hours 9am11am 12pm1pm 3pm4pm 5pm7pm

Sunday Monday Tuesday Wednesday Thursday Friday Closed Intermediate Basics I II Closed Basics I Basics I Advanced III Closed Closed Basics I Advanced III

Saturday Basics I Intermediate II Advanced III