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Assignment 2: ICT in Organisations
Portfolio Assignment (2b)
TDR Dental Clinic
Introduction
TD Rea’s dental surgery uses a local area network to connect their PC’s
together. There are two PC’s available in the reception area and one in each
of the three treatment rooms including the practice managers office. All PC’s
have Internet access and everyone has their own username and password so
that they can only access the parts of the system that relate to them. You can
see in the diagram below how the system links together.
A1 A2 Practice
manager
Web Page
with online
Server booking
Internet for
Broad checkups.
Band
TR1 link
TR2 TR3
A= Administration
TR = Treatment Room
Hardware Specification
Description Unit Price Qty
15’’ Monitor (13.7” VIS) 66.60 7
PC-1100C Eli C 20a/128SD IA IXF C” W98 SB CD 320.04 7
Windows 2000 Server with 6 user licence 300.45 1
MS Windows 2000 Professional Single Client 80.00 6
KODAK DX3900 Laser 250.00 1
LX-300+ 9 pin 80 Col 75.20 1
Lexmark Z23 Colour inkjet printer 120.00 3
Network Hub Router with 8 ports 55.00 1
CAT 5 cabling to link PC’s to server 10.00 8
______________
Total excl VAT 4307.13
Total incl VAT 5039.34
Full Description
15’’ Monitor (13.7” VIS)
15’’ o.28 mm dot pitch low emission (MPRII)
13.7 ‘’ viewable area
ergonomic 800 x 600 resolution at 85Hz refresh rate
3 years on site warranty
PC-1100C Eli C 20a/128SD IA IXF C” W98 SB CD
Intel Celeron processor 1.1.GHz
Intel Chipset mainboard with:
o 3PCI expansion slots
o Enhanced parallel port and 16550 serial port
o 2USB ports
10GB IDE Hard disc drive – 5400 rpm (except for the server station
which will have 30GB)
128MB 133MHz SD RAM
Integrated AGP Graphics
2 Button PS/2 mouse
3.5” floppy disc drive
All workstations link back to the file server and although the operating system
is run from their hard disk they all share the MS Office 2000 suite and the
Dental Clinic software from the server.
One of the treatment rooms is actually used as an x-ray room and it contains
the following additional hardware.
CDMx Size #2 Sensor
CDMx USB Capture Board
CDMx Digital X-Ray Imaging Software
This means that the patients x-rays can now be stored with their treatment
details held in the Dental Clinic package.
Printers
KODAK DX3900 Laser in the practice manager’s office for production of
professional looking correspondence to external agencies.
LX-300+ 9 pin 80 Col dot matrix printer in the reception area.
Lexmark Z23 Colour inkjet printer – 1 in each treatment room.
Software Specification
Administration Software
Dental Clinic – Treatment Administration Software. This is a software
package designed to assist general administrative duties in a dental practice.
This software organises patients under each dentist name so that only that
dentist can see those patients. Patient treatments can be updated using this
software and a booking system is available which takes into consideration the
type of treatment the patient is going to need and works out the time the
dentist will need with them. It has a graphic interface that looks like a mouth
layout and the dentist can click on each tooth type in turn and record details of
the treatment they did on it. It also has a function that will calculate the cost of
treatment and return the balance the patient still has to pay.
MS Word
The secretarial staffs need to send out reminder letters to patients who need
checkups at the end of each week. The also send out statements to patients
on a monthly basis if they still have fees outstanding. They do this by
exporting the relevant details from the Dental Clinic program and creating a
mail merged statement that is printed onto pre-printed stationary.
MS Excel
This spreadsheet program is used by the office manager to keep track of the
company accounts. This is done by entering details into cells and using
formulas to carry out calculations automatically.
Email
Short for electronic mail. This allows us to transmit messages over long
distances quickly and cheaply. Messages can be in the form of text, graphics,
sound or videos, or even PDF attachments. The advantage of email is that
provided you have typed in the correct address the other person will get the
message when they log on to their system again. Unlike a telephone call,
where if the person is not in, they will not receive the message. The
disadvantage is that if the message is urgent you have no guarantee that the
other person will have received the message. You can easily send the same
message to a group of people at the same time and after reading your email if
you decide it is important you can either save it or print it out for future
reference, otherwise it can be deleted from your system.
Using the Hardware and Software to meet the needs of TD Rea’s
Dental Clinic
Purpose for Explanation Hardware / Evaluation
which ICT is Software used
used
1 Booking / Patients can Using one of the This software is
rescheduling phone in to PC’s in the specially
appointments make reception area the designed for
appointments / secretary will use Dental clinics and
change the Dental Clinic – appointment
appointments Administration scheduling is one
or do this in Software package aspect of this so
person at to check who the it is a very
reception. patients dentist is effective method
and when they are of handling
free to take their appointments.
appointment. If
they are returning
for continued
treatment they can
select the type of
treatment and the
software calculates
roughly how much
time they need for
the treatment.
2 Up-dating The treatment The software Again because
patient nurse can do contains an the software is
records after this during onscreen layout of especially
treatment. treatment time. a patient’s teeth designed for this
Details of any structure. Similar type of work it is
work done on to the one dentist ideal for what the
the patient’s use on hard copy dentist needs to
teeth or any records. Clicking on do.
medication the tooth and
prescribed entering the details
needs to be into a free format
recorded. text entry section
can record details
of treatments to
each tooth.
3 Accept and Payment can The Dental Clinic Very efficient. A
process be made at the Administrative record is kept on
payment for end of a Software program computer of all
treatment. treatment in fullcontains a section transactions and
or in for managing the patients copy
instalments. patient bill payment is produced at
and issuing minimum cost as
receipts. A the dot matrix is
statement is printed not expensive to
for each patient on use.
a monthly basis
when the secretary
searches for those
with bills
outstanding. The
statement / receipt
is printed on pre-
printed stationary
using the dot-matrix
printer.
4 Access The dentist The patient’s The changes can
treatment needs to see a records can be be saved
notes for a record of opened up using automatically and
patients previous the file in one of the time is saved as
appointment. treatments and treatment rooms. the files do not
needs access The treatment have to be filed
to the patient’s nurse can make away like in a
records to changes as manual system.
make changes treatment is being
to their file. carried out.
5 Keep track of The treatment This is done using This is an easy to
stock items. nurse needs to a spreadsheet. use system that
keep track of Each item is listed warns the user
how much of in the spreadsheet when an item of
each medicine, along with details of stock needs to be
etc they have in how much is in reordered. The
stock. stock, the minimum treatment nurse
stock level, a for each dentist
reorder flag and will check his or
reorder quantity. her stock levels
on a weekly
basis.
6 Take x rays. The treatment The patients Saves storage
nurse will do records are loaded space and
this using the up on the computer means a patients
CDMx Digital using the Dental x-rays are easily
X-ray system in Clinic accessible and
a dedicated Administrative easy to view
treatment Software, the x rays during treatment.
room. are taken with the
digital x-ray camera
and the x-ray can
be stored on the
PC with the rest of
the patient’s
records.
7 Keeping track The practice This is done using When a bill is
of bills and manager keeps a spreadsheet paid or an order
receipts to see tracks of bills package, which has made details of
if the practice and their been set up to the payment is
is making a payments. record details of all updated in all
profit. their suppliers, files linked back
accounts and stock to to the
requirements. accounts
Orders are spreadsheet.
produced using This means that
mail-merge facilities files are
to a template order automatically up-
form stored on the dated; it reduces
practice managers the practice
PC. They are managers’
printed on the workload and
practice managers’ reduces the
laser printer. chances of
mistakes being
made.
8 Keep track of The practice The hours worked Staff are paid on
hour’s staff manager by all staff and are time and no
work and records hours input them into a mistakes are
make sure worked and payroll spreadsheet made in the
they are paid. calculates how program, this processing of
much they are calculates how their pay.
to be paid. much they are to
get paid, how much
tax they have to
pay etc.
9 Keeping track The practice This form is filled in Claims can e
of NHS work manager fills in on the computer made quickly and
and making a form to claim and submitted to money can be
sure they are back money for the NHS using an refunded to them
paid for it. NHS treatment. EDI system via the at a quicker rate.
practice managers’ The practice
broadband manager can
connection through also keep a copy
the network server. of the claim form
without taking up
a lot of storage
space.
