Transcript Grant Proposal for Project Name

Doctor’s Office Information
System
May06-22 team:
Adam Oberhaus
Kevin Schmidt
Srdjan Pudar
Saalini Sekar
2/16/2006
Faculty advisor:
Dr. Clive Woods
Client:
Senior Design
1
Agenda
Introduction
 Project Activities
 Resources & Schedules
 Closing Material
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Definitions
EMR: Electronic medical record
 IVR: Interactive voice response
 RFID: Radio frequency identification
 SQL: Structured query language
 GUI: Graphical user interface
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Problem Statement
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Medical patients often miss or forget crucial
information during/after doctor visits.
This information should be presented to the
patients in another manner or presented again
so the patients are more likely to remember the
most important information.
Any solution must be easy to use for most
medical patients and should not require
computer literacy.
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Solution Approach
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Innovative solutions that a wide base of patients can
utilize
Research current doctor-patient communication
procedures
Focus on one clinic
Focus further narrowed to prescription information
Provide way for patients to review information outside of
doctor’s office
Create easy to use kiosks where patients can print out
desired information
Research feasibility and design requirements for
automated phone system
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Operating Environment
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Kiosk
 Pharmacy/drug
stores
 Controlled temperature 60˚-80˚ F
 High traffic area
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Phone System
 Controlled
central location
 Controlled temperature 50˚-70˚ F
 Physically accessible only to administrators
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Intended Users and Uses
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Kiosk
 Used
to review pertinent prescription information
outside of doctor’s office by nearly any patient
(elderly, young adults) who picks up prescriptions
from a pharmacy/drug store
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Automated phone system
 Used
to review pertinent prescription information from
home or any phone by any patient able to use a
phone (non-hearing impaired).
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Assumptions
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Prescription procedures will be definable and
available in some manner
Access to medical software used by clinic
Access to specifications which allow
interfacing the end product systems with an
EMR system
Design completed by second semester
EMR database will have SQL interface
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Limitations
No access to actual records
 Prescription bottles must remain compact
 Cost must be minimal for patients
 Quick and easy to use for patients and
doctors
 Access to information must be readily
available
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End Product and Deliverables
Proof of concept of stand alone kiosk
using RFID tags to view prescription
information
 Detailed requirements and specifications
for successful automated phone system
with IVR
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Present Accomplishments
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Familiarized with current doctor-patient
communication procedures at McFarland Clinic
in Ames
Familiarized with current medical information
system at McFarland
Obtained RFID evaluation kit
Started testing RFID reader and software
capabilities
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Milestones
Task
Due
Project Plan
23-Sept-05
100
Design Report
11-Nov-05
100
Design Review
12-Dec-05
100
Poster
28-Feb-06
65
Software Development
10-Mar-06
25
Software Testing
24-Mar-06
--
Final Report
31-Mar-06
--
IRP Presentation
25-Apr-06
--
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% Complete
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Research Activities
Current medical information practices
 Electronic medical records (EMR)
 Barcode/RFID Comparison
 Automated phone systems
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Current medical information
practices
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Interviewed Director of Medical Records
Services at McFarland Clinic in Ames, IA
 Paper
version of entire record stored
 Parts of medical records stored/created electronically
(i.e. radiology, doctor’s notes)
 Currently researching electronic medical record
software
 Hoping to propose a particular solution soon
 Use of printed materials (i.e. brochures)
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Electronic medical records
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Government support and push for electronic
medical record systems within 10 years
EMR makes information sharing easier and
faster than paper records
Some allow for customized print-outs
EMR system could allow remote access to
records with proper authentication
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Technologies Chosen
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Low-frequency RFID
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Automated IVR phone system
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RFID vs. Barcode
RFID
 Does not require line of sight
 Read distance limited to a few
feet for some tags
 Scan accuracy near 100%; not
prone to peeling/tearing/etc
Barcodes
 Barcodes are line of sight
technology. Scanners have to
“see” the barcode to read it.
 Bar code stickers may peel or
tear off, making a barcode
unusable
 Easier to locate for reading (just  Scan accuracy near 100% for
needs to be in range of the
undamaged barcodes
reader)
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Automated phone systems
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Researched systems offered by various
companies
 Price
ranges ($5,000+)
 Features (Max users, voice/keypad interaction,
customizability)
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Decided system would be too expensive for
senior design to purchase
Requirements for implementing such a system
will be created instead
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Overall system block diagram
RFID
information
RFID
tag
Pharmacy RFID Reader
User
Database
read interface
RFID
tag
EMR Database Environment
Pharmacy RFID Encoder
Database
Read /write
interface
Pharmacist
Patient
Database
Medicine Information
Database
Database
read interface
Automated
Phone
System
Phone
User
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Interactive voice response system
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Provides a phone-based interface to the EMR
database
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SQL interface
Ties into the same database as the RFID
solution
Patient information is retrieved via key presses
or spoken word
Would be purchased and then customized by
implementing team
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Interactive voice response system
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Advantages
 Ease
of use by patient
 Access from any phone
 Easy to maintain
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Disadvantages
– roughly $10k for a basic system
 Authentication
 More difficult to use by the hearing impaired
 Cost
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IVR system block diagram
Patient ID
Phone
line
Patient PIN
Server
Patient’s
phone
Database
read interface
EMR Database Environment
Patient
Database
Medicine Information
Database
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RFID / touch-screen system
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Reads authentication information from an RFID tag
Accesses a central EMR database
Presents the information to the patient via a touch-screen
interface
Clinics and pharmacies equipped with these systems
Terminal allows patients to print information
Images courtesy of (respectively):
http://news.softpedia.com/news/RFID-between-spying-and-utility-868.shtml
http://www.barcoding.com/rfid/choosing_rfid_reader.shtml
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RFID / touch-screen system
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Advantages:
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Low cost to patients
Relatively simple to use
Access mechanism (prescription bottle) unlikely to be lost
Not time-intensive for doctors
Provides anonymity to answer medical questions
Disadvantages:
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Pharmacy would have to purchase system
Information from tag can be read only at pharmacy
Some users may have trouble with the computer interface
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RFID tag data breakdown
RFID tag
Hospital ID
Patient ID
SN of the pill
bottle
text
Patient name
and address
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Pill usage
information
EMR database
connection data
Six data fields
First three contain information used to access the EMR database
Last three contain additional patient information to validate and
connect with EMR database
All six fields encoded to maintain patient privacy
This is an idealized tag breakdown which requires cost prohibitive
technology for a proof-of-concept
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RFID tag data breakdown
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Similar to bank checking system:
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Hospital ID : Bank ID
Patient ID : User account number
Bottle number : Check number
Used solely to get records from the EMR database
Records contain important information for the patient
With proper standardization, patients could access their
records nationwide
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RFID system block diagram
RFID
information
RFID
tag
Pharmacy RFID Reader
User
Database
read interface
RFID
tag
EMR Database Environment
Pharmacy RFID Encoder
Pharmacist
Database
Read /write
interface
Patient
Database
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Medicine Information
Database
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RFID evaluation kit
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Donated by Texas Instruments to senior design
Consists of:
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RFID Reader S2000 with RS232 interface
Several RFID tags RO, RW
Evaluation software and manual
Antenna
Cables, power supply
Images courtesy of Texas Instruments
http://www.ti.com/rfid/docs/products/products.shtml
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Patient Access
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Team-developed software that implements RFID/touch
screen system
Utilizes RFID evaluation kit
Windows GUI application
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Coded in .NET 2005
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Simple interface
Straightforward GUI design
Easy communication with reader board
Accessible for elderly and ill patients
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Color themes
Large font
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Patient Access - Screenshot
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Difficulties
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Problem statement was difficult to define properly
Possible solution space was dependent on clarifying the
problem statement
Some solutions already being researched by other
institutions and are outside the scope of the project
Some solutions already considered by McFarland Clinic
Solutions limited by time and background constraints
Necessary resources beyond the scope of the project
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Total Personal Effort
Personal Effort (Hours)
142
162
157
148
Kevin
Srdjan
Saalini
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Adam
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Financial Requirements
Item
Without
Labor
With Labor
Poster
$60
$60
RFID Kit
$0 (Donated)
$0 (Donated)
Subtotal
$60
$60
Materials:
Labor at $10.00 per hour:
Kevin Schmidt
$1,620
Saalini Sekar
$1,570
Srdjan Pudar
$1,480
Adam Oberhaus
$1,420
Subtotal
$5,990
Total
$60
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$6,050
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Project Schedule (Original vs. Revised)
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Closing Material
Commercialization
 Recommendations
 Risks and Risk Management
 Summary
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Commercialization
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Need to find best solution for security issues
Convince pharmacies/drug stores of need for
kiosks
Gather details on EMR systems used by many
clinics
Create possibility for checking from many
remote locations across the country/across the
world
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Recommendations for Future Work
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Kiosk
 Continue
to define standard tag data fields for
use across the country with multiple
hospitals/clinics
 Implement encoding of RFID tags
 Interface with actual EMR database
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Phone System
 Find
best way to integrate with EMR
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Risks and Risk Management
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Loss of a team member
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Inadequate budget
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Solution: Team will concentrate on detailed design specifications for end products
instead of developing proof-of-concept code.
Usable RFID tags contain less data than required
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Solution: Between four team members, work can be distributed efficiently so
each member has work they are comfortable doing. Much of the first semester
was also dedicated to research to fill the knowledge gap.
Loss of RFID reader
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Solution: Team members may contribute personal funds or seek outside funding.
Insufficient knowledge/background
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Solution: Tasks would be spread out appropriately between remaining members.
Solution: Include less information on tags than initially proposed (eg hospital
code and patient ID only).
Can’t interface with EMR
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Solution: Create an emulated database to show a proof-of-concept design until
software can be interfaced with an actual EMR database.
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Closing Summary
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Problem Summary
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Patients often miss or forget crucial medical information during/after
visits to the doctor’s office
 This problem is being considered already by local clinics, but the same
is not being done with prescription information
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Approach Used
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Focus on a local hospital/clinic (McFarland Clinic)
Design two end products, which together would serve a broad range of
users/patients
RFID/Touch-screen Kiosk and Automated Phone System chosen
Solution Summary
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Products will be created that will provide patients with the information
they need, on demand, with minimal technical background or time
required.
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Questions/comments?
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