Information Technology Project Management Assignment New Century Health Clinic o
ID: 3810155 • Letter: I
Question
Information Technology Project Management Assignment
New Century Health Clinic offers preventive medicine and traditional medical care. In your role as an IT project manager, you will help New Century to develop a new information system.
Background
Five years ago, cardiologists Timothy Jones and Dolores Garcia decided to combine their individual practices in Auckland, Christchurch, to form New Century Health Clinic. They wanted to concentrate on preventive medicine by helping patients maintain health and fitness and by providing traditional medical care. Dr Jones recently asked you to work with him as an IT project manager. He wants you to help New Century manage the development of an information system that will support the clinic’s operations and future growth. At your initial meeting, he provided you with some background information and asked for your suggestions about how to begin. At your desk, you begin to review New Century’s situation. The clinic is located near a new shopping mall in a busy section of the city.
New Century’s staff includes four doctors, three registered nurses, four physical therapists, and six office staff workers. The clinic currently has a patient base of 3,500 patients from 275 different employers, many of which provide insurance coverage for employee wellness and health maintenance. Currently, New Century accepts 34 different insurance policies. Anita Davenport, who has been with New Century since its inception, is the office manager. She supervises the staff, including Fred Brown, Susan Gifford, Tom Capaletti, Lisa Sung, and Carla Herrera.
Fred Brown handles office payroll, tax reporting, and profit distribution among the associates. Susan Gifford is responsible for the maintenance of patient records. Tom Capaletti handles most of the paperwork concerning insurance reporting and accounting. Lisa Sung has the primary responsibility for the appointment book, and her duties include making reminder calls to patients and preparing daily appointment lists. Carla Herrera is concerned primarily with ordering and organizing office and clinic supplies. Each of the six office staff people has one or more primary responsibilities; however, all members of the staff help out whenever necessary with patient records, insurance processing, and appointment processing. In addition to their regular responsibilities, all six office workers are involved in the preparation of patient statements at the end of each month.
Dr. Jones believes that a new information system is required to support its business and health information management needs. The new system would replace a mix of paper-based and fragmented computer systems. Dr. Jones wishes an information system to support the scheduling, billing, accounting and payroll functions of the practice as well as a system to support the clinical applications of Electronic Medical Records (EMR), Computerized Provider Order Entry (CPOE) and a Clinical Decision Support System (CDSS).
Dr. Jones explains that they are looking for a system from the perspective of a patient who comes into the office. Lisa Sung schedules a patient’s appointment and the patient comes into the office for the first time. On this appointment, an EMR is started for the patient that includes the patient’s demo-graphic information, medical history, and insurance information. A patient may be coming in to see any one of the health care providers, including a physician, nurse practitioner, physical therapist or the nutritionist. These providers would entry any orders or prescriptions into the EMR with the CPOE system. The providers who use the EMR and CPOE system are supported by the CDSS. Patients often schedules a follow-up appointment before leaving the practice office. After a patient’s visit, Susan Glifford, who maintains the patient medical records, reviews the record to ensure they are complete. Carla Herrera orders any supplies needed to replaces items used by the patient. Tammy Alipio begins billing the patient’s insurance provider for services that were rendered to the patient. Tom Capaletti follows up on the billing to ensure the practice is getting paid for all claims.
An estimate of costs for the entire project is $675,000. The company decide the discount rate of 7.5% for the financial analysis. The initial cost estimate also includes $40,000 for purchasing software and services from suppliers. Annual maintenance costs of $50,000 is also included. After three years of regular maintenance, the company also gets a 50% discount in the maintenance cost for the coming years. Projected benefits of this project would be approximately $300,000 per year.
Dr. Jones successfully convinced Dolores Garcia, the CEO who would sponsor this project which they think could be completed within ten months and the new system will have a useful life of at least seven years after the deployment. However, they also realise some potential issues like security, process orders, payments and so on, that can cause serious problem in the success of this project. Dr. Jones asked you and your team to manage the project.
1. prepare project scope statement
2. identify five potential risks in the project and prepare risk register for this project
Explanation / Answer
Project Scope and Potential Risk factors;
Project Title
New Century Health Care System
Prepared By
Date : 04/03/2017
Project Summary and Justification: New Century Healthcare clinic holds a very good name in the field of preventive medicine and traditional medical care. This project will reduce the distance between the patients and therapist connection, one can easily schedule their appointment and process it. Also will be highly helpful the staff members to record the patient information, payment information and processing it.
Product categories and requirements:
8. Security: The project includes payment info, patient info and various other info that are uncompromising data so special module included for security.
Project Deliverables:
Business case : 04/06/2017
Team Contract : 04/16/2017
Cost Baseline : 04/30/2017
Project Presentation_1 : 07/31/2017
Project Presentation_2 : 10/31/2017
Project Final Report : 11/20/2017
Product Deliverables:
GUI for all modules: The user end will confirmed with the client for easy to understand approach of the product, will necessary details required in the action page.
EMR format and Database Design: Since EMR is moving across all modules for the collecting the entering data at various stages it will be developed and will get approval from the client and database design will be confirmed.
Payroll and billing module: The way in which the bill is to be generated and payment processing will created and will get test run from both the clinic and insurance providers.
Inventory Management: Since patient may or may not consume product, it was checked during the record completeness and will throw the info to inventory management, which will ensure availability of product.
Security : Once the product is built and test run will check for the secure nature of the data and will use preventive mechanism based on the risk factor analysis.
Risk Register:
No
Risk
Description
Category
Root Cause
Triggers
Potential Response
Probability
Impact
Status
1
Patient safety and medical error’s risk
Need to reroute the patient to correct service provider in the clinic and medical record shared with patient should have clear and correct info.
Patients
No initial screening and system error
System errors
Will deliver wrong medical solution to the patient
Very Low
High
Preventive measures taken.
Risk closed.
2
Financial Risk
Unusual stop in flow of fund for the product development.
Clinic
No proper estimation and funding source.
Flow of process
Will hold the product development temporarily, will delay delivery of product.
Medium
High
Proper planning and enough funding resource gathered.
3.
Product Failure
Once after implementing the product and it was going well suddenly if it was stop working.
Application users
Unexpected errors in system
Entire process
System Crash
Low
High
Alternative server maintenance and support provided to the product.
4.
Security
Threat of sensible information leakage
Product Success and patients.
Weakley secured and info attack by hijackers.
Product
Fail to protect sensible information.
Low
High
End to End various security mechanism are included and provided various check point on granting privilege for the different level of application users.
Project Title
New Century Health Care System
Prepared By
Date : 04/03/2017
Project Summary and Justification: New Century Healthcare clinic holds a very good name in the field of preventive medicine and traditional medical care. This project will reduce the distance between the patients and therapist connection, one can easily schedule their appointment and process it. Also will be highly helpful the staff members to record the patient information, payment information and processing it.
Product categories and requirements:
- Scheduling the appointment : The patient will approach the office and staff will schedule an appointment for the patient with their choice of time and meeting person.
- Record Creation: Once patient reached the venue an EMR(electronic medical record) will created for the patient with all information like demographic, medical history, insurance.
- EMR entry: The patient may meet any of the health provider in the clinic, like therapist, nutritionist. The provider will include the details to the EMR with the help of CPOE(Computer provided order entry).
- Record Maintenance: Once the details are entered the EMR the office staff will check for the completeness of the case else will create follow up schedule for the patient, once complete will save it permanently.
- Inventory: The concerned office staff will purchase and replace the products used for the patients.
- Billing: Once the patient’s record entered in EMR, this concerned team will generate a bill for the patient visit and will forward to Insurance providers.
- Payment: Payroll team will follow up on the bills that has been sent for approval to insurance providers and will collect bill amounts.
8. Security: The project includes payment info, patient info and various other info that are uncompromising data so special module included for security.
Project Deliverables:
Business case : 04/06/2017
Team Contract : 04/16/2017
Cost Baseline : 04/30/2017
Project Presentation_1 : 07/31/2017
Project Presentation_2 : 10/31/2017
Project Final Report : 11/20/2017
Product Deliverables:
GUI for all modules: The user end will confirmed with the client for easy to understand approach of the product, will necessary details required in the action page.
EMR format and Database Design: Since EMR is moving across all modules for the collecting the entering data at various stages it will be developed and will get approval from the client and database design will be confirmed.
Payroll and billing module: The way in which the bill is to be generated and payment processing will created and will get test run from both the clinic and insurance providers.
Inventory Management: Since patient may or may not consume product, it was checked during the record completeness and will throw the info to inventory management, which will ensure availability of product.
Security : Once the product is built and test run will check for the secure nature of the data and will use preventive mechanism based on the risk factor analysis.