System Design Proposal - Weebly



right457003System Design ProposalNew Century Health08089374November 2, 2013New WOrld TEchnology401 W State St, Jacksonville, FLAlex WillisBrian HarrisJeff RandallJonathan Pate1000000November 2, 2013New WOrld TEchnology401 W State St, Jacksonville, FLAlex WillisBrian HarrisJeff RandallJonathan PateSeptember 10, 2013New Century Medical Clinic 407 Main St.Brea, CA 92821Dear Dr. Timothy Jones,It is our vendor’s understanding that your company is looking to bring your business in line with state of the art technologies and processes. The use of technology in our time has integrated in every aspect of business and we feel that your request is starting on the right track into expanding many opportunities for success. Our team will ensure that all your employees will be trained on the many new devices and make sure that all the software that being used will be user friendly and HIPPA compliant for their policies regarding new technology. Our proposal will cover of all the priorities laid out by New Century Health, and benefit future operations. Please contact us if you have any questions about our proposal.Thank You,New World TechnologiesNew World Technology401 W State StJacksonville Fl 3220713 September 2013Dr. Timothy Jones, Dr. Dolores GarciaNew Century HealthNew Century Medical Clinic 407 Main St., Brea, CA 92821Dear Dr. Timothy Jones and Dr. Dolores Garcia:We at New World Technology have 15 years of experience in medical information systems. We have a standing history of HIPPA compliancy with our easy to use, comprehensive, systems. Our company is based in the United States with access to 24/7 technical support.When it comes to providing our clients, we come through. Our history of clientele exemplifies what we have to offer. As a company we make sure to follow regulations on HIPPA, as well as ensuring data is properly stored, and our systems easy for staff to use.If there are any concerns or questions, please contact New World Technology at 1-904-982-7336. We will contact you within the next three business days to ensure that you have received our information and to inquire if there are any further questions. We sincerely thank you for considering our request.Respectfully,Project Manager - Brian HarrisTable of ContentsResponsible Item #NamePage 1. Title pageCover 2. Letter to owners1 3. Introduction of your company2 4. TOC3, 4 5. Statement of problem5 6. Project scope6 7. Project constraints7 8. System requirements summary8, 9 9. Findings10 10. Time and cost estimates 11 11. Feasibility statements12 12. Organization chart13 13.Recommendations14 14. Statement of Work Signature page15 15. Overview of Proposed Computer System 16 16. Process modelsFDD18DFD 017 DFD 117 17. Statement of System Requirements 19 18. Solution candidates20, 21, 22 19. Software candidate weighted evaluations 23 20. Recommendation of software candidate24 21. Hardware / Software Costs 25 22. Revised Feasibility analysis26 23. Scalability statement for system27 24. Implementation Plan time estimate 28 25. Security plan; internal and external29 26. Risk Management Plan30 27. System changeover plan31 28. Formal System Proposal 32Statement of ProblemThe existing processes are proven, potentially reliable, methods of storing patient information, tracking appointments, and handling claims. What New World Technologies is offering, however, is a streamlined system of handling all aspects of health care management. Our software has built in error prevention, and data integrity verification, which are issues than can be over looked by even an experienced professional. The computer storage will allows faster searching of patient records, and avoid the wear and tear typical of paper documents. Replacing standard mail with email system will sharply reduce processing time of claims, and allow you to get results back to the patients in a fraction of the time. The tools available on the website will allow patients to send their records before ever walking through the door, reducing the workload on the employees and saving everyone time.Project ScopeProject ObjectiveSimple user interface and tools so all workers intuitively understand systems being usedAll systems need to be in compliance with HIPPA Set up a 24/7 help center that is based in the USOffer training for all major software upgradesSupply and set up printers, scanners, laptops, desktops, and tabletsSet up a secure network for employee emails and management files.Include an information page about New Century Clinic and their upgrades to the clinicDevelop a patient portal so that the patient can update their personal account and make schedules for their visit.Install a virus and other protection software on all devices so that everything can be secure and easier to maintain.Meet all objectives in the least expensive and most expatiate way possible.Mandatory Supply and set up printers, scanners, laptops, desktops, and tabletsDevelop a patient portal so that the patient can update their personal accountAllow patients to schedule appointments onlineSet up a secure network for employee emails and management files.All systems need to be in compliance with HIPPA Set up a 24/7 help center that is based in the USProject Management Systems need to be easy for all to understandProject ConstraintsCurrent Constraints* Solutions must be 100% HIPPA compliant (external constraint/mandatory)* Simplistic in user end for ease of use*Setup time needs to be quick*Training of staff needs to be during the time of set up so the business to decrease loss of operation hours*Procuring hardware need that meet requirements but are the least expensiveFutures Constraints*24/7 technical help based in the US*Training for system updates*Maintaining a secure databaseSystem Requirements SummaryOutputSystem must generate insurance claim to patient at end of visit, via emailSystem must send claim form to insurer at end of visitSystem must prepare insurance claim forms to be physically mailed at end of weekWebsite must generate patient information form to be reviewed and finalized in system upon visit by system userInputWebsite must allow patient to enter information, which is to be verified in-person upon their visitData entry / query forms must be uniform in style on all pages, and across all usersProcessSystem must be capable of interfacing with Insurer’s systemsAll transactions must generate an insurance claim formPerformanceThe system must support 10 users online simultaneouslyResponse time not to exceed 3 secondsSystem must be operational full-timePatient information must be updated in real timeControlUsers must provide unique login information at operating system level, as well as application levelEmployee records and security information must be managed only by approved staffDiffering security levels for users and system administrator established at OS levelDiffering security levels for users, elevated users, and system administrator established at application levelMedical records must only be accessible to approved usersComputers must all be the same model, and run the same OSComputers and laptops must run the same OSTablets and Smartphones (if applicable) must be able to properly interface with computer systemsFindingsReduce costsBy adding new technology to the company, New Century Health will be able to store records of all patients, appointments, insurance claims, employee and medical records, and payroll. Time and cost is also reduced by automating appointment reminders, streamlining patient information and saving paper and ink that the company uses.Increase revenue With the new technology being used, the company can network themselves out to increase clientele and decrease employee hours by improving work efficiency. The analysis of inventory will better serve management of medical supplies.Serve company goalsThe technology and software that will be used is in compliance with the HIPPA guidelines. There will be a 24/7 support group that is based in the United States. This is available to help troubleshoot any unforeseen problems that may occur. With the new software being introduced, New Century Health Clinic will be able to have all records backed up through a secured server. Time and CostNew World TechnologyEquipment Required??QuantityEquipmentUnit CostTotal Cost15Dell Computers$779.00 $11,685.003Laser Printers$139.99 $419.97 Schedule1Phaser 6350dx $3,400.00 $3,400.00 Time Task1Network Tower$500.00 $500.00 1 Day 15 Computers Setup1Server$1,138.76 $1,138.76 1 Day Installation1Switch$309.00 $309.00 1 Day Wiring15UPS Unit$20.60 $309.00 1 Day Network Rack Setup1Server UPS$325.00 $325.00 2 Weeks TrainingTOTAL??$17,761.73Employees RequiredNumber Types of employeesHourly PayHours per WeekContract WeeksTotal Amount1Project Manger$45.00 401$1,800 1Analyst$35.00 401$1,400 3Trainer$20.00 402$4,800 3Installation Tech$10.00 401$1,200 1Web Developer$24.04 4052$50,000 TOTAL????$59,200.00TOTAL PROJECT???76961.73Feasibility StatementOperational FeasibilityNew Century Health is starting with a new I.T. setup as it doesn't have any currently. There will be training provided so that the staff will be proficient with the software they will be interfacing with.Technical FeasibilityHardware and software will be installed with respect to the clinic’s needs. Our company will be providing technical assistance with unforeseen problems as they arise, once the installation is complete.Economic FeasibilityThe usage of an integrated health management software suite that allows for appointment making, automated appointment reminder, accounting and supply ordering will save the company a significant amount of money in labor in avoiding redundancy and correction of anization ChartRecommendationsNew world technology recommends implementing a new intergraded system for Century Health. This system will benefit the practice as a whole by offering stream lined work processes with an intergraded medical records, medical supply and accounting solution. Outlined in this package are our recommendations for software and hardware needs. Statement of WorkThis work is being done by New World Technology Inc. to improve and upgrade records and efficiency for New Century Health Clinic. Our goal is to have computers in each room and a secured network to make sure all records and information is backed up and user friendly.This is an agreement and work statement between New World Technology and New Century Health Clinic. If need to be contact, call 1-(904)-982-7336. This is to insure all of the work being done by both companies and to notify the state of the upgrades.__________________ __________________Client Name Service Provider__________________ __________________Full Name Full Name__________________ __________________Title Title__________________ __________________Date DateOverview of Proposed Computer System FunctionsThe system implemented will replace the current system in use and will be a more efficient system than the current one. Its functions include: paperless charting, paperless insurance claims and submissions, electronic accounting, electronic storage for medical charts and also banking and insurance data, which includes offsite backup for and lastly power redundancy. Paperless charting using an electronic medical recordsPaperless insurance claim submissionsIntegrated appointment booking within medical recordsAutomated appointment remindersElectronic accountingElectronic storage for all of the clinics operations which includes secure offsite storagePower redundancy using battery uninterruptable power supplies unitsDFD-0/DFD-1FDDStatement of System RequirementsHardware??????????? Our system design proposal will help reduce the amount of time spent recording information by hand. For this to happen we will be setting up a new computer based system to handle the daily operations of the company.Software??????????? A practice management software suite will be deployed onto the systems which will help maintain electronic health records (EHR), patient demographics,?schedule appointments, insurance claims, perform?billing, and generate reports. Accounting software which includes employee payroll, and practice financials will be included on the systems. Supply management will be handled by relational database server management software, which will be installed on a dedicated physical server. With this software we are expecting an increase of employee productivity and patient flow.Security??????????? Bitdefender Business along with the integrated features of Windows Group Policy Management will serve as the overall systems security solution. This will help minimize threats from outside sources as well we as protect internal systems which house sensitive patient and company data.Server??????????? Web, database and file server software will be installed on a single computer called a server. The server’s electrical power will be maintained via a single rack mount uninterruptible power supply (UPS) unit.Solution Candidates (hardware)WorkstationPrecision Workstation T1700Intel? Xeon? processor E3-1200 v3 or 4th Generation Intel? Core? processorsISV Certified15’ monitorQuad core, up to 32gb of RAMPrintersDell? 1260dn Mono Laser PrinterPrints up to 28 ppm600 x 600 dpi print resolutionNetwork Ready; Ethernet 10/100 base TX and Hi-Speed USB 2.0251 Maximum Paper InputXerox Phaser 6350DXLaser and Color PrinterPrint up to 36 ppmMax Resolution 2400 dpi x 600 dpi 2400 x 600 dpiSwitchCisco Catalyst 2960-24TC-S 24 ports + 2x combo Gigabit SFPSwitch Capacity 16 Gbps Forwarding, 6.5 MppsSpeed 10/100Mbps+1000MbpsUPS UnitCyberPower Office Rackmount LCD Series OR1500LCDRM2U UPS - 900 Watt - Lead acid 7 Ah8 Outlit6 minute battery (full load)Dell?UPS Rack?1920 Watt 120v with NEMA 5-20pNetwork ServerAPC Smart-UPS X 2000 Rack/Tower LCD UPS - 1800 Watt - Lead acidSoftwareSecurityBitdefender AntivirusId theft protectionAnti-theftTwo way FirewallOffice SuiteOffice 365 Workstation Operating SystemsWindows 7 64 ProfessionalServer SoftwareWindows Server 2012SQL Server 2012Internet Information Services (IIS) 8.0 in Windows Server 2012 Accounting/FinancingQuickBooksQuickBooks assisted payroll service Practice Management Software (Appointments, Scheduling, Billing, EHR)MediTOuch PM by HealthFusionUPS Management Power Panel Business EditionSoftware Candidate Weighted EvaluationsSoftware TypeSoftwareWeightSecurityBitdefender1Security Essentials3Norton Small Business 20132OfficeOffice 365Open Office12Workstation OSWindows 7 64 ProfessionalOS X12AccountingQuickBooks1QuickBooks assisted payroll service ($79/month + $2/employee per payroll)1UPS ManagementPower Panel Business Edition1Practice Management(Appointments, Scheduling, Billing, EHR)MediTouch PM by HealthFusion1Kareo3Medios PM2DatabaseSQL Server 20121Oracle2MySQL3ServerWindows Server 20121Web ServerIIS 8.0 in Windows Server 20121Apache Server2Recommendation of Software CandidateWorkstation Operating System - Windows 7 64 Professional: Windows is recommended since it is the most widely used Operating System, which makes it easier for us to have programs developed for this project, as well as any future additions. Its familiarity also will ease the staff into its frequent use. This particular version (Windows 7) is more maintained than the older version, Windows XP, which is the most commonly used version, which is in the process of being sunsetted; and more stable than the recently released Windows 8.Office Software - Microsoft Office 365: The Microsoft Office software suite will allows employees to create and edit forms, reports, or infographics on the fly, if a situation arises that would require any non-conventional forms to be generated.Accounting Software – Quickbooks and Quickbooks Assisted Payroll Service: This encompassing software will handle all payroll needs in a user-friendly and intuitive, yet secure, way.Practice Management Software - MediTouch PM by HealthFusion: MediTouch will streamline patient appointments, scheduling, billing and Electronic Health Record in one integrated software suite.Antivirus Software - Bitdefender Antivirus Business Pack: Bitdefender is frequently rated top, or near top, across several different publications. This, along with comparable cost to other software, puts Bitdefender ahead of other options.Server Operating System - Microsoft Windows Server 2012 Standard 64-bit: This recent release grants more features and support than prior releases, and since the cost is comparable, this version will gives us the greatest value.Database – SQL Server 2012: SQL Server 2012 is the most widely deployed and supported database systems. SQL 2012 integrates well with server 2012 and IIS 8.0 as a total platform solution.Web Services – IIS 8.0: IIS 8.0 is included in Windows Server 2012.Hardware and Software CostHardware CostsEquipmentQuantityUnit CostTotal CostDell Computers15$779.00$11,685.00Laser Printers3$139.99$419.97Phaser 6350dx 1$3,400.00$3,400.00Network Tower1$500.00$500.00Server1$1,138.76$1,138.76Switch1$309.00$309.00UPS Unit15$20.60$309.00Server UPS1$325.00$325.00Total$18,086.73Software CostsEquipmentQuantityYearly Unit CostYearly Total CostBitdefender15$749.25$11,238.75Windows Office 36515$2,700.00$40,500.00Windows 715$0.00$0.00QuickBooks assisted payroll service1$948.00$948.00Power Panel Business Edition1$0.00$0.00Total$52,686.75TOTAL HARDWARE AND SOFTWARE COSTS?$70,773.48Revised Feasibility StatementOperational FeasibilityNew technology that will allow the company to increase efficiency and allow for future growth will be installed and updated, as necessary. Training on the new software that will allow greater understanding on how to use the tools available will be done with consideration to New Century Health Clinic’s employee schedule. All users will finish training with in depth knowledge that will allow them to minimize effort, while maximizing output.Technical FeasibilityOur I.T. employees will manage installation of the personal workstations, network infrastructure, and server for the company. All technical issues thereafter will be referred to our I.T. consultant to resolve any issues on a 24/7 basis. Economic FeasibilityOur introduction of new technology for your company will bring a faster and efficient way of doing everyday tasks. Employees will have a much faster system for filing, claims reporting, and inventory management. This will allow for more time to handle individual patients, as well as increasing the number of patients seen, thanks to the new systems that our company will install and instruct in the use of.Schedule Feasibility All of the in-house installation can be completed in a period of 9 days, in order to minimize interruptions of normal business operations. Training will require 2 additional weeks in order to account for varying user experience levels and to ensure that employees are familiar with all new systems before the project is complete.Scalability Statement For SystemNew Century Health system is designed to serve a two doctor practice. However, it is able to scale to more providers as needed. With the addition of more workstations and software licenses, the system will be able to expand to support the work load needs that come with the additional providers and their patientsWhen the need to scale arises there are a few steps in doing so. For hardware we would add more workstations as needed to the direct proportion of providers and support staff that have come aboard. The network can scale to 25 users as it is now. More users can be added with additional network hardware and software client licenses.Implementation Plan Time EstimateTaskDurationBegin DateEnd DateOrder/Obtain Supplies7 days11/01/201311/08/2013Install Wiring7 days11/08/201311/15/2013Install Desktops<1 day11/16/201311/16/2013Install Server<1 day11/16/201311/16/2013Connect Hardware<1 day11/16/201311/16/2013Install Software1 day11/17/201311/17/2013Training2 weeks11/18/201312/02/2013Security PlanExternal SecurityThe only external security threats would generally be hackers.Internal SecurityNetwork: Bitdefender will be setup with a firewall for protection on the servers.Users: Passwords should only be given to authorized personnel and should be changed between two to three months at the manager’s discretion.Password: Passwords will be enforced by Windows Group Policy Management.Programs: Managers should set programs to only be operated by authorized personnel.Physical SecurityThe server will be housed in a secure location that requires a badge to enter, so that only authorized personnel may enter and physically access and maintain the server.The server rack will be elevated to anticipate a flood or any natural disaster that can cause a flood.Risk ManagementRiskDetailsLikelihoodConsequencesImpactInstillationDelayed time due to clinic business and hours.LowModerateMediumServer/Power SupplySever/Power supply has 15 minute back-upLowHighHighTrainingEmployees need sufficient time to train on the new technology being introduced.HighMediumHighMoneyExpenses not met due to software and hardware needs.LowModerateHighSystem Changeover PlanWe suggest a phase change over for New Century Health's conversion. This is due to the time needed to scan and upload the medical records into a digital format for future use. With that being stated the following is the phased process for the changeover. Training:The staff of the clinic will go in two rounds leaving a skeleton crew to handle any urgent matters that might arise for the clinic during this time. Each group will have a full work day to go over the workings of the system. The ratio for training is one technician to two New Century Health. We will also have one float person to assist if needed. Training is specific to the users’ needs such as accounting software for accounting and software for appointment scheduling for the clinic's secretary.Initial Use:While the staff is being trained our company will be installing the hardware and software during working hours alongside the skeleton crew. This will start on the weekend while the clinic is closed and follow through into two business days. This gives our company apt time to work out any unforeseen issues while connecting the system and setting everything up. It also allows us to test the system while running normal operations.Once the training is over the Clinic will have access to everything outlined. However the EMR will be utilized alongside paper records until all records have been uploaded into the database. This process is done by a third party at the New Century Health clinics discretion. Formal System ProposalNew World Technology would like to thank you for considering us to work with you on this project. We look forward to hearing back from you.We hope that the information contained in this proposal will satisfy all requirements and add efficiency by updating your systems to a paperless one.We plan to bring New Century Health into HIPPA compliance, and not only to mitigate penalties, but to add value by -Creating a comprehensive claims portal to automatically bring up to date billing information in a robust, easy to navigate user interface.Employee training to reduce, and potentially eliminate, errors in the claims reporting to speed up payment and reimbursement processes.A patient registration form on the website to make adding new patients easier and faster, leading to a better customer experience.High capacity storage server to keep past patient appointments to make a more complete picture of patient records.In signing below, you agree to our proposal and allow New World Technology to begin operations to bring your operations to their full potential.Thank you, ................
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