medistem 2000 technical manual

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Noble Digital Services Limited

Medical Information Management SystemVersion 8.0 Release 321.


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Information in this document is subject to change without notice. Companies, names

and data used in examples herein are fictitious unless otherwise noted. No part of this

document may be reproduced or transmitted in any form or by any means, electronic

or mechanical, for any purpose, without the express written permission of Noble

Digital Services Limited.

2001 Noble Digital Services Limited. All rights reserved.

NDSL, AutoPharm and MediStem are registered trademarks of Digital Services

Limited in Nigeria.

ODBC and Windows are registered trademarks of Microsoft Corporation.

Oracle and SQL Plus are registered trademarks of Oracle Corporation.

Document Number ND100MD2000-01TM

PRINTED IN NIGERIA.


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MediStem 2000 Technical Manual

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MAIN MENU

1 MEDISTEM OVRVIEW ............................................................................ 11.1 Introduction 1

1.2 PACKAGE FEATURES.............................................................................. 2

1.2.1 Automatic Tracking of Drug Movements...................................... 2

1.2.2 Detection of expired drugs............................................................ 21.2.3 Detection of Stock Items Below Minimum Stocking Level............ 21.2.4 Automatic Financial Reports ........................................................ 3

1.2.5 Periodic Stock Reports and BIN Cards ........................................ 3

1.2.6 Drug Dispensing ........................................................................... 3

1.2.7 On-line Requisition System........................................................... 41.2.8 Automated Medical Records Department..................................... 5

1.2.9 Automated Consulting & Prescription System ............................. 5

1.2.10 Medical Administration ................................................................ 51.2.11 Event Log of Transactions ............................................................ 6

1.2.12 Networking Facilities.................................................................... 6

2 INSTALLINGMEDISTEM........................................................................ 332.1. INTRODUCTION 9

2.2. SYSTEM INFORMATION 122.3. INSTALLATION............................... ERROR!BOOKMARK NOT DEFINED.

2.3.1 Installing Medistem Client Software 12

2.3.2 Installing Medistem Database 19

2.3.3 Configuring End-user workstation 222.4 STARTING UP (RUNNING MEDISTEM FOR THE FIRST TIME).................. 33

2.5. USING MEDISTEM 33

2.5.1 Starting Up 332.5.2 Issuing Commands ................................................................. 36

2.5.2.1 Pull-Down Menus............................................................. 362.5.2.2 The MediStem Toolbar ..................................................... 37

2.5.3 General Form Commands /Activities 39

2.5.3.1 Entering New Records...................................................... 40

2.5.3.2 Locating Records In A Table............................................ 402.3.4.3 Modifying Existing Data .................................................. 41

2.3.4.4 Deleting Records .............................................................. 42

2.3.4.5 Closing The Currently Displayed Form/Window........... 4422.3.5 Getting Help From MediStem................................................ 43


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2.3.5.1Context-Sensitive Help....................................................... 43

2.3.5.2General Help...................................................................... 43

3 USERMANAGEMENT.............................................................................. 393.1. CHANGING YOURPASSWORD 47

3.2 SETTING THE PASSWORD EXPIRATION POLICY 48

3.3 USERGROUP ADMINISTRATION 493.3.1 Creating User Groups 503.4 GRANTING/REVOKING ACCESS TO MEDISTEM MODULES 523.5 SETTING UP USERS 55

3.6 RESETING PASSWORDS FOREND-USERS 57


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1 MediStem Overview


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1.1 Introduction

MediStem(Hospital Management Information System) is a relational database

application developed for management of hospitals and company staff clinics.The software was developed around a modern hospital and has, therefore,

taken into consideration all minute details of activities that may be required inthe business of managing modern-day hospitals and clinics.

One feature which makesMediStemvery attractive to users is the fact that it

was developed for the Microsoft

Windows environment, a very user-friendly and easy-to-use operating environment which makes computing a

delight. MediStem is fully menu-driven with an interface that closely

resembles all other Windows applications. As a result, people who are

already familiar with the Windows operating environment will need little orno training before becoming power users ofMediStem.

MediStem is a multi-user system designed to run on a Local Area Network(LAN) with all the hospitals data stored in a central database from which all

modifications and additions are made by various system users from remote

personal computers or terminals. Each user is assigned a security access levelwhich decides what part of the database he has access to as well as what

modifications he is allowed (or not allowed) to make to the database. It also

has provision for a general system administrator (who may be the head of the

hospital if he so pleases or computer support staff). This system administratorhas access to all parts of the database and application and it is his duty to

assign passwords to users and decide what access level should be assigned to

each.

Another important feature ofMediStem is that it can be used to manage the

pharmaceutical records of more than one pharmacy at a time. It could beconfigured to have a main pharmacy unit connected to several satellite

stations, all of whose data could be managed centrally from the central

pharmacy or remotely from their individual locations. It could also be

configured to have a main pharmacy store connected to a dispensary store thatin turn will be connected to several dispensing units.


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1.2 Package Features

Automatic Tracking of Drug Movements

MediStem immediately registers newly acquired drug items, allocations to

subsidiary pharmacies, dispensaries or satellite stations as well as manualadjustments to general stock levels. Each time a new transaction is entered,

the central database is updated to reflect this new entry. As a result, the systemcan supply, at any given point, a list of available drugs in the system, the

quantity available of each item as well as an event log of all transactions thatmay have taken place on any particular drug item.

Detection of expired drugs

When a new batch of drugs is entered intoMediStem, the system queries the

user for the expiration date of this new batch of items. If at the specified date,the batch or part of it is still unused, the system notifies the SystemAdministrator that certain drugs have expired and inquires if the expired drugs

should be written off. If the System Administrator gives the go-ahead, the

system automatically writes off the affected items and modifies all databasesto reflect new stock levels. It also makes a note in the Event log that such a

transaction has occurred.

Detection of Stock Items Below Minimum Stocking Level

When setting up MediStem for the first time, the user has the option ofspecifying the minimum stocking level and re-order quantity for each drug

item. If these are properly specified for each drug, the system will, wheneverrequired, supply a list of all drug items whose present levels are below the

minimum stocking levels as well as the reorder quantity for each item. This is

a particularly useful feature for people involved in replenishing thepharmacys supplies from time to time. It also ensures that drug levels never

fall below a certain minimum at any time and, as such, seeks to eliminate the


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Out-Of-Stock (O/S) syndrome that has become very common in many

hospitals and pharmacies in the developing and underdeveloped world today.

Automatic Financial Reports

In most organizations around the world today, reports are generated

periodically, mostly at month ends, to show details of all financial transactionsthat may have taken place within the period. MediStem automatically

generates most of these reports for you. More importantly, it allows you to

customize these reports to suit your own tastes and environment.

Periodic Stock Reports and BIN Cards

In managing any pharmacy store, it is necessary to know exactly what is going

on in the system. This includes being able to trace the movement of aparticular drug item from the supplier to the end user, or being able to

determine what drugs have been allocated to a particular satellite station or

dispensed to a particular patient within a given period. These, and many more,could be obtained from MediStemby the mere click of a mouse or a single

keystroke from the computer keyboard.

Drug Dispensing

In hospital pharmacies, drugs are allocated in bulk from the central store to the

hospital dispensary. These drugs are now dispensed in small quantities fromthe dispensary to the hospitals patients. Keeping track of drugs dispensed insuch little quantities could be a Herculean task. MediStem can keep track of

these allocations if the drug dispenser is provided with a personal computer or

a terminal connected to the central database from which he can make entries

into the system.

Whenever required, MediStem provides a list of dispensed drugs, which

medical doctor prescribed such drugs, the patient to which the drug was


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dispensed, as well as the balance of drugs in the dispensary. In this way, the

system keeps track of drug movements within the dispensary and ensures thatall drugs allocated in bulk to the dispensary from the central pharmacy are

properly accounted for.

To facilitate this function, MediStem keeps a database of all the hospitalspatients, referring to them by Medical Records Registration Numbers. This

central database is updated each time drugs are dispensed to a new patient.

MediStem could also be configured to provide detailed prescription for certain

drugs to aid the dispensing clerk or pharmacist in interpreting doctors

prescriptions to patients. For example, each time Chloroquine is dispensed toa patient MediStem could be made to print out the following directive on a

slip of paper that could be attached to the envelopes containing the drugs:

TAKE FOUR TABLETS INITIALLY, THEN TWO TABLETS AFTER

SIX-HOURS AND THEN TWO TABLETS DAILY FOR TWO DAYS.

This directive is flexible and can be altered by the dispensing clerk in case the

presiding medical doctor has counter directives.

On-line Requisition System

With MediStem, drug requests from a dispensary to the dispensary store or

from the dispensary store or satellite station to the central store can now be

made on-line from the comfort of your armchair. Apart from reducing the

amount of paper and legwork required, this also affords the requester theopportunity of knowing, while making the request, whether or not what he/she

is requesting is immediately available in the store. The administrative work

for these requests can also be serviced on-line, thus providing a fast andreliable system.


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Automated Medical Records Department

WithMediStem, you can keep detailed medical records of your patients. This

enables fast tracking of case histories and also assists in dispatching patientsto relevant consultants. You can also use the system to keep details of

appointments for each patient, thus enabling medical records staff to have, at afirst glance, an idea of how many patients to expect every day, as well as the

likely world load for each consultant.

Automated Consulting & Prescription System

Another very important feature ofMediStem is the Automated Consulting &

Prescription System. If every doctor/consultant in the hospital is providedwith a computer, case histories of patients can now be entered directly into the

MediStem database. This completely eliminates the use of case cards that are

today becoming very difficult to store and index. Drug prescription is alsoautomated. All the doctor needs to do now is enter the code of the drug item

he wants to recommend for a patient, and the recommended dosage is

automatically displayed. He can now accept or modify this dosage as required.The moment the doctor finishes with a patient, the prescription is sent

automatically to the dispensary, thus eliminating the need for the doctor to

write out the prescriptions on a slip of paper for the patient to hand-carry tothe dispensary, as is currently the case. All that will now be required is for the

patient to walk across to the dispensary and pick up his drugs. Soon as this

done,MediStem automatically updates all dispensary stock balances to reflect

the new transaction.

Medical Administration

MediStem manages the medical procurement process. Right from budgeting

through to LPO and work orders handling. It keeps tab of what Vote headsare for, and how the sub vote-heads are utilised. All the approval processes are

logged down and reports can be made on them any time.


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Event Log of Transactions

To guard against falsification of the stock records, any action executed by

MediStem is time and date-tagged and logged in a central event log file

against the name of the user who initiated such action. This event log is notmodifiable and could be called up by the system administrator whenever

required to show the details of all transactions within a given period. In thisway, any unauthorized modifications in the stock level could be traced

immediately to the initiator.

Networking Facilities

MediStem could be configured to run as a multi-user application. In this

configuration, the application could run on a Local Area Network (LAN),

Wide Area Network via any connection interface e.g Wired or WirelessFidelity Network (WiFi) and could allow several users to work on the same

files simultaneously from different terminals and personal computers. In this

way, computer files do not have to be replicated on all the companyscomputers. Also, updates to drug levels from any part of the hospital or

pharmacy are automatically reflected by the system, thus providing dispensers

and store keepers with accurate and up-to-date information about stock levelsand allocations at all times.


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2 Installation


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2.1 Introduction

MediStem 2000 is shipped in one CD containing the following:

Run-time version of the application, and

MediStem 2000 Database Installer.

MediStem 2000 is also shipped in two sets of diskettes; one set of four

containing the run-time version of the application, and the other set containing

the of three containing theMediStem 2000 Database Installer installation files.

Two options are available for the installation of MediStem 2000. These

include:

Distributed client installation, and

Central Server installation.

InDistributed Clientinstallations, the entireMediStem 2000 client software is

installed on each desktop from which the application is to be accessed, whiletheMediStem database resides on a central database server. This is illustrated

in Fig. 2.0(a). In this way, each workstation functions independently, the only

connection to all other systems being the central database.


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Fig. 2.0(a) MediStem 2000 Distributed Client Installation

With Central Serverinstallation, the entireMediStem 2000 client software is

installed centrally on an application server, and short cuts are created from

end-user workstations to this central installation. This mode of installation isillustrated in Fig. 2.0(b). It should be noted here that in situations where the

MediStem database is hosted on a Windows NT or Windows 2000 server, the

database server could also double as the application server where systemresources are considered adequate.

MEDISTEM 2000CENTRAL DATABASE

MEDISTEM 2000END-USER WORKSTATIONS

TCP/IP


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Fig. 2.0(b) MediStem 2000 Central Server Installation

In terms of application functionality, there is no advantage of one method of

installation over the other. The choice of which option to use should be basedon local parameters such as speed of your local area network (LAN),

availability and capacity of application servers, available disk space on client

desktops, etc.

If your local area network is slow, it is recommended that you use the

distributed client installation option so that the only delay introduced by thenetwork will be that of accessing the database over the network. However,

over fast local area networks, the central server installation option is

recommended. This option has the advantage that updates, bug fixes, etc. to

the application are carried out just on one machine, as against the full clientoption where these will have to be carried out on every single machine on

MEDISTEM 2000CENTRALDATABASE

MEDISTEM 2000APPLICATIONSERVER

MEDISTEM 2000END-USERWORKSTATIONS

TCP/I


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which the software is installed. This option also saves hard disk space on end-

user workstations.

2.2 System Information

MediStem 2000 was developed using PowerBuilder 6.5 and supports a widevariety of relational database management systems. The system has been fully

tested on Oracle 7.3.4., Oracle 8.0, Oracle 8i, Oracle 9i and Oracle 10g.

It is a 32 bit native application that requires Windows 9x, Windows NT,

Windows 2000, Windows 2003 and Windows Xp operating system.

For client installations, the minimum resource requirements are as follows:

Hard disk space 15MB

RAM 16 MB

2.3 Installation Procedure

Whether you choose the distributed client architecture or you choose theCentral Server option, the installation procedure is the same, requiring the

following three steps:

1. Install theMediStem 2000 client software

2. Install theMediStem database on a relational database server3. Configure each client workstation to connect to theMediStem database.

2.3.1Installing the MediStem 2000 Client Software

To install theMediStem 2000 client software, perform the following steps:


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1. Insert the MediStem 2000 CD into the CDROM drive of the machine(application server or client workstation) onto which you wish to installthe software. The CD should load automatically. It will display the

Installation Menu Dialogue as shown in figure 2.1 below.

Fig. 2.1. Medistem Installation Menu Dialog

Select the option to install from the menu and follow the installation

instructions to complete the installation.

2. If the CD does not autoload, from the Windows Start menu, choose Runto display the Windows Command Dialog shown in Fig. 2.1. Into the box

labeled Open, type D:\Install (where D: is the drive letter of your


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CDROM drive). You can also navigate to the appropriate drive using the

Browse button in this command window.

Fig. 2.2. Windows Command Dialog

3. Click OK to commence installation. The MediStem 2000 installationdialogue shown in Fig. 2.1 will now be displayed. Click on Install

MediStem to start to the installation or click on Exit to return to Windows

without further action.

4. When you click on Install MediStem It should load the MedistemIstallation screen as showl in Figure 2.3. ClickInstall to Install Medistem

or Click Dont Install to return to the Installation menu. Your systemwon't be changed in any way.


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Fig. 23. MediStem 2000 Installation Window

5. If you had clicked on Install in Step 3 above, the MediStem UserInformation dialog shown in Fig. 2.3 will now be displayed. Enter yourdepartment name (e.g.Medical Services) in the box labeled User Name,

and your company name in the box labeled Company Name, then click

on OKto proceed.


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Fig. 2.3 User Information Dialog

The user name you enter must be at least four characters long. You can

also click on Cancel at this point to abort the installation.

6. The Target directory dialog shown in Fig. 2.4 will now be displayed. Enter

the directory into which you wish to install MediStem. You will beprompted with c:\medistem. You can also click on Browse to graphically

navigate to this directory.

Fig. 2.4 Target Information Dialog

7. Installation will now commence. A progress bar as indicated in Fig. 2.5will indicate installation progress.


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Fig. 2.5 Installation Progress

8. If you are installing from diskettes, you will be requested from time totime to insert the next diskette in line. At the end of installation, theProgram Group dialog shown in Fig. 2.6 will now be displayed, requesting

you to indicate the Windows program group in which the MediStem short

cuts should be placed. You will be prompted with MediStem 2000. It is

recommended that you accept this. Click on OK to proceed.

Fig. 2.6. Program Group dialog

MediStem 2000 will now proceed to create the application short cuts inthe program group indicated as shown in Fig. 2.7. Short cuts to the

application will also be added to the Windows Start menu.


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Fig. 2.7. MediStem 2000 shortcuts

9. The Installation Success dialog shown in Fig. 2.8 will now be displayed tosignify completion of installation. Congratulations! You have just installedthe worlds leading medical automation software on your system. Next

step is to install the MediStem database and configure your system toconnect to this database. Click OK to proceed.

Fig. 2.8. Installation Success dialog


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2.3.2Installing the MediStem 2000 Database

The MediStem 2000 database is supplied alongside the MediStem clientsoftware and contains all tables and views that the application uses to store

and manipulate data. It also contains static data like drug and diseaseinformation, measuring units, etc. which are supplied with the application.

Note that only appropriately authorized database administrators can setup the

MediStem database. Also, this step can only be carried out once that, that is at

the time the system is being set up for the first time. Afterwards, any attemptto re-install the database will result in data loss.

If you are an appropriately authorized database administrator, you can set up

theMediStem database as follows:

1. Log on as a database administrator to the relational database management

system on which you wish to install your database.

2. Create a new account (schema) forMediStem. This is the schema ontowhich allMediStem database objects (tables, views, etc) will be installed.

You can use any name for this schema, but we recommend MediStem forease of identification. Assign any password of your choice to this schema.

3. Exit the relational database management system. If this is a Windows-based computer, you can install the MediStem database from the same

machine, otherwise proceed to a Windows-based system on the same local

area network as the database server to perform the remaining steps.

4. Insert theMediStem 2000 CD into the CDROM drive of the machine(application server or client workstation).

5. Proceed to install the MediStem 2000 Database installation files asexplained under Section 2.1.1 above. On completion of installation, now

proceed to set up your database as explained below:


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6. On the Windows Start menu, choose Programs. From the resultingPrograms menu, locate the Program group tagged Database Installer.This group will surely be present if your installation in (1) above was

successful.

7. From the Database Installer program group, click onMediStemDatabase Installer.

8. Follow the instructions on the screen to set up your database.

Note: For Oracle relational database management systems, the MediStem

database is also supplied as a single Oracle database export file named

auto.dmp. Experienced Oracle users can import this file straight into the

schema created in Step 2 above without having to use the Database

Installation program referenced above.


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To do this, perform the following steps:

1. Copy the supplied export file into a known directory on your system.

2. From the Windows Start menu, choose Run to display the Windows

command dialog as shown in Fig. 2.9 below.

Fig. 2.9 Importing MediStem Database objects straight from the supplied

export file

3. Into the textbox labeled Open, type in the following command, then clickOKto proceed.

imp/@

file=auto.dmp fromuser=autopharm touser=medistem

log=

where:

= Name of schema created in Step 2 aboveforMediStem database

= Password assigned to schema referenced

above

= The SQL*NET connect string for

accessing your database. This connect


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string must have been set up previously

using SQL*NET easy configuration, orby direct editing of the Oracle

tnsnames.ora file.

= Fully qualified path representing thedirectory to which you copied the export

file auto.dmp in Step 1 above e.g.

c:\medistem.

= Name of log file into which all system

messages should be written duringimport

Note: For Oracle 7.3 databases, substitute imp73 forimp and for

Oracle 8.0 databases, substitute imp80 forimp in the command above.

4. The exported MediStem database will now be imported into your Oracledatabase.

5.

2.3.3 Configuring end-user workstations for connection to the

MediStem 2000 database

For any client workstation or application server to be able to access the

MediStem database installed above, such a client must be configured to

recognize and access this database.

Client workstation configuration involves the following steps:

1. Installation of Oracle client for connection to remote Oracle databases,and

2. Creation of a database alias (a short and easy-to-remember name enablesyou to request for a connection to a remote database). This can be done

using Oracle Net Easy configuration.


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Oracle Net Easy Configuration is supplied along with your Oracle relationaldatabase management system. If you have installed SQL*Net on the

workstation or server from which you wish to connect to the MediStem

database, perform the following steps:

1. From the Windows Start menu, choose Programs to locate the Oracleprogram group on the menu.

2. From the Oracle program group, choose SQL*Net Easy Configurationto display the configuration screen shown in Fig. 2.10 below.

Fig. 2.10 SQL*Net Easy Configuration Screen

3. Choose Add new service in the Choose Action group. Under the ChooseService name, the textbox labeled New Service Name, type in the Service

name (also known as database connect string) you wish to assign to your


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MediStem database. We suggestMediStem. Click Next to continue.

Fig. 2.11 SQL*Net Choose Service Name

4. ClickOKto proceed. The Choose Protocol dialog shown in Fig. 2.13will now be displayed. Choose TCP/IP, and then click OK to proceed.


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Fig. 2.12 SQL*Net Choose Protocol Dialog

5. ClickNext to proceed. The Choose TCP/IP Hostname and Port Numberdialog will now be displayed.


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Fig. 2.13 SQL* Choose TCP/IP Hostname and Port Number Dialog

6. Type the name of the server in which your database resides in the boxlabeled Host Name. If the server does not have a name, type in its IPAddress in this box. Into the box labeled PortNumber, Accept the

supplied value which is 1521. ClickNext to continue.


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Fig. 2.14 SQL* System Identifier Dialog

7. The System Identifier (SID) Dialogue will now be displayed. Into the boxlabeled Database SID, type in the database SID on which your MediStem

database is installed. The Oracle Database Admininstrator (DBA) will

supply this information. ClickNext to proceed.


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Fig. 2.15 SQL* Test Service Dialog

The Test Service dialog (shown in figure 2.16 below) will now be displayed.

You can decide to skip this step by clicking Next if you are sure of the

parameters provided otherwise click on the Test Service Button to proceed.The Connection test will now be displayed. In the box labeled Username type

the database name, and in the box labeled Password, type in the database

password. Click Test. Oracle tries to test the connection. If it succeeds, it willdisplay Connection Successful in the empty space provided below the test

button otherwise, Connection Failed will be displayed with correspondingerror message. ClickDone to continue.


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Fig. 2.16 SQL* Connection Test Dialog

8. You will be returned to Figure 2.15. Click Next to proceed. You will beshown the last page. Click Finish to close the dialogue.


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Fig. 2.15 SQL*Net Finish Adding Database Service.

Note: In a central server MediStem installation, all participating

workstations MUST have the same database Service name for connecting to

the central database, otherwise connectivity problems may be encountered

workstations using different aliases.

2.4 RunningMediStem for the first time after installation

Each time MediStem 2000 is executed either from a workstation or from an

application server, it first checks its initialization files to find out the name and

type of database to connect to as well as other connection parameters like the

MediStem username and password in the database.


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The very first time you runMediStem 2000 after installation, the system is not

yet aware of the database connectivity parameters you have set up. Thesystem does not also know the name of the database schema in which the

MediStem database objects are stored. It tries to connect to the database, but

because these parameters have not been set, pops up the MediStem 2000

database log in window shown in Fig. 2.15. It is at this point that you letMediStem know where to find its database.

1. Into the box labeled System Userid, type in the name of the databaseschema in which theMediStem database objects were created.

2. Type in theMediStem schema password in the box labeled SystemPassword.

Fig. 2.15 MediStem 2000 Database Log in Window

3. From the drop-down list labeled Database, choose the RelationalDatabase Management System (RRDMS) on which your database ishosted. You are prompted with Oracle 7.3, but can choose any of the

RDBMS listed.


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4. Into the box labeled connect string, type in @ followed by the databasealias (connect string) you have set up from this particular workstation orapplication server. For example, if you has given theMediStem database

the alias medistem, type @medistem in this box.

5. Click the button labeled Test to test this connection. If an error occurs, itmeans you either entered a wrong database userid or password, or that theconnect string specified does not exist.

6. If the connection tests okay, click on OKto save these parameters in theinitialization files. The next timeMediStem is run, the system will

proceed directly to the application and will not display this configurationscreen again, unless database password is changed, or there is a problem

with the tnsnames.ora file on the client.


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2.5 Using MediStem

2.5.1Starting Up

1. From the Windows Start menu, choose Programs2. Locate theMediStem 2000 program group, and click on the shortcut

labeledMediStem 2000.Program loading will commence, after which the

MediStem Log in screen shown in Fig. 2.16 will be displayed. Now youcan get to work!

Fig.2.16. MediStemLog-on screen

If this is the first timeMediStem is being executed in your organization, Type SUPERVISOR in the space provided forUser ID.

Type SUPERVISE in the space provided forPassword. Note that this isa non-displaying field and so care should be taken to type in the correct

password.

However, if this is not the first time the program is being executed and

necessary user IDs and passwords have been assigned, type in the user ID andpassword already assigned to you. The screen shown in Fig. 2.17(a) will now


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be displayed. This is the main interface menu forMediStem. It provides

access to the following eleven modules that make up the application.

Fig. 2.17(a) Main MediStem 2000 Interface Window

1. Central Store2. Dispensary Store3. Dispensary4. Medical Administration5. Non Drug-Store Management6. Medical Records7. Consulting8. Eye Clinic9. Investigation10.Maternal and child care11.Nursing


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12.Organisation13.Medical Billing14.System Administration

It is at this point that you will be required to select what module you intend to

work on. To select a module to work on, perform the following steps:

Command Toolbar Approach

1. Point to the short cut icon for the menu you wish to work on, then clickthe left mouse.

Pull-down Menu Approach

1. Draw down the File menu as shown as shown in Fig. 2.17(b) to display alist of all the modules to which the System Administrator has granted you

access

2. Click on the option you wish to work on.


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Fig. 2.17(b)MediStemMain Interface Menu Drawdown Menu View

2.5.2Issuing Commands

2.5.2.1 Pull-Down Menus

Each module ofMediStem is equipped with a pull-down menu interface and a

command toolbar. It from these that major commands are applied to the

system. Apart from the System Administration module, the pull-down menu

for each module comprises basically six menu units: File, Edit, Setup,

Reports and Help. These menu units are described below:


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1. File menu: For executing day-to-day clinical and pharmacy operations,e.g. registering out-patients, dispatching patients to doctors, writing off

expired drugs, viewing and attending to drug requisitions, registering new

stock items, stock allocation, dispensing of drugs, etc.

2. Edit menu: For general data manipulation operations like viewing dataalready entered into database tables, searching for specific items in the

database, as well as text editing functions like cut, copy, paste etc.

3. Setup menu: Used for initial configuration and periodic activities likesetting up drug information, disease definitions and classification,definition of regular vendors and suppliers, initial registration of patients,

drug codification, etc.

4. ReportsMenu: Used for generating and printing reports.

5. Help Menu: General on-line Help system.

To execute any of the menus, use the mouse to point to that menu option, andthen click the left mouse button. This will now drop down a sub-menu, from

which you can select the command you wish to issue.

2.5.2.2 The MediStem Toolbar

Each module ofMediStem is provided with a command toolbar. Each item on

the toolbar corresponds to a draw down menu item. The toolbar provides a

single click method of executing a menu function. The toolbar can be movedaround on the screen by pointing the mouse on its title and holding down and

dragging it to a different position.

Two toolbars are available. These are theMediStem Command bar (Fig.2.18(a)) and the Module bar (Fig. 2.18(b)).


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The MediStem Command Bar allows you to change from one module of the

application to another while the Module Bar is used for executing functionswithin the active module.

Fig. 2.18 (a) The MediStem Command Bar

Fig. 2.18 MediStem Module BarThe appearance and position of the toolbar is controlled the from Configure

Toolbar menu item available under File menu in all modules. If the mouse

pointer stays on a toolbar item for up to two seconds a text message pops

stating the action that can be carried out with that tool bar item. This text canbe made to show permanently on the toolbar item by the choosingShow text

radio button on the Configure toolbardialog box.

First Record Used to move to the first record in a

form.

Previous Record Used to move to the record just before

the current record displayed in a form.

Next Record Used to move to the record just after the

currently displayed record in a form.

Last Record Used to move to the very last record in aform.

New Record Used to add a new record to a form.


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Commands requesting you to click on buttons refer to the icons available intheMediStem Module Bar.

2.5.3.1

Entering New Records

When a data entry form is open, you can enter a new record to the database asfollows:

1.Click on the New record Module Toolbar icon. This will clear

all the entry fields and make room for the new entry.

2. Type in the necessary data in the spaces provided, hitting or

at the end of each entry.

3.Click on Update Record to commit this new entry to disk

2.5.3.2 Locating Records In A Table

To locate a record in the database, perform the following steps:

With the data manipulation form for source data displayed, draw down the

Edit menu of the module you are currently working on, and select Find. This

will launch theMediStem Search dialogue box illustrated in Fig. 2.19.


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1.

Fig. 2.19. TheMediStem Search Dialogue

2. From the list box, select the database field in which you wantMediStem tosearch for the parameter typed in. Enter the condition to be used in searching.

And the parameter you want to Search for.

3. Click on the button labelled Find to proceed. If the search is successful, thefound record will be displayed on the currently loaded form, otherwise, a

message will be displayed to the contrary.

2.5.3.3 Modifying Existing Data

With the data manipulation form for the data you wish to modify displayed,

1. Locate the data you wish using either the Find action or the record browse

actions (Next Record, Previous Record, First Record orLast Record).

2. Type in the necessary corrections

3.Click on Update Record to save your changes or on Undo to discard

changes.


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2.5.3.4 Deleting Records

With the data manipulation form for the data you wish to delete displayed,

1. Locate the data you wish using either the Find action or the record browseactions (Next Record, Previous Record, First Record orLast Record).

2.Click the Delete Record toolbar icon to delete the record. This willpop up the message: Are you sure you want to delete this record?

Process is irreversible. Choose Yes to continue orNo to abandon.

Choosing Yes will permanently erase the currently displayed record fromthe system while choosing No will terminate the deleting process.

2.5.3.5 Closing The Currently Displayed Form/Window

1.Click on the Close Active Window toolbar icon.

Or

Pull down the File menu and choose Close from this menu.

2. If you have not saved the record on display,MediStem will pop up amessage box with the poser"You have made changes to the current record.Save these changes?" Click on Yes if you want the changes to be saved or

No if you think the changes were inadvertent or incorrect.MediStem will

then proceed to close the form and return you to the main system menu.


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2.5.4 Getting Help From MediStem

2.5.4.1 Context-Sensitive Help

Context-sensitive help can be obtained fromMediStem by pressing the F1

function key.

If you press F1 while a data manipulation form, dialogue box, or report isloaded;MediStem displays help information pertaining to the currently loaded

module. If, however, no module is loaded when F1 is pressed, the MediStem

Help Index will be displayed and you can then go on to select the Help topicyou are interested in.

2.5.4.2 General Help

Obtain general Help from MediStem by selecting Help from the pull-down

menu currently displayed. This will display the MediStem Help System. Ifyou are not used to Windows-styled helped systems, select Help from the

MediStem Help System menu. A detailed explanation on how to use this help

system will be presented.


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Exercise 2

1. InstallMediStem 2000 on your workstation

2. Create a database alias named MEDISTEM on this workstation. This alias

should have the following parameters:

Server Name: server1Database Instance: ORCL

3. The instructor will supply the Medistem user ID and database on theexisting MediStem database. Configure your MediStem 2000 installation

to connect to this database using the alias you just created and the user ID

and password supplied by the instructor.


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3 User Management


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3.1 Changing Your Password

The System Administrators initial password is SUPERVISE and is assigned

automatically by the system during installation. Using this initial password,the system administrator can log on toMediStem and can now assign unique

user IDs and passwords to other users.

However, be you the system administrator or any other user of the system, it isrecommended that the initial password assigned to you be changed before you

start usingMediStem.

To change your password, perform the following:

1. From the Setup menu, choose Change Password. This will launch the

form displayed in Fig. 3.0 (a). You will then be requested to enter your

current User ID and Password. Type in the information requested in the

spaces provided and click on the button labelled OKto proceed to thenext step.

2. The form of Fig. 3.0 (b) will now be displayed. Type in your new

password in the space provided and then repeat same in the text boxNew password again.

3. Click on OKto proceed to the next step. If the two passwords typed in

are the same,MediStem will proceed to change the password,otherwise, a message will be displayed to the contrary and you will be

expected to repeat the process.


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Fig. 3.0a: Entering Your Current User ID and Password

Fig. 3.0b. Entering Your New Password

3.2 Setting the Password Expiration Policy

For enhanced security, MediStem is setup in such a way that passwordsassigned to end-users must expire after a certain number of days. The number

of days after which passwords must expired is flexible. By default, this

number is set to 30, but can be adjusted by the system administrator. Tochange the password expiration days, carry out the following steps:


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Fig. 3.1. Password Expiration Policy

1. Connect to the System Administration module.

2. From the System Administration Setup menu, choose PasswordExpiration Days. This will cause the Password Expiry Days setup screen

shown in Fig.3.1 to display. The current password expiry days setting willbe displayed in the textbox labeled No of Days. Overwrite the number in

this box with the new setting.

3. Click on the button labeled Save to update this setting.

4. Click on Close to close the window.

3.3 User Group Administration

MediStem 2000 users are classified according to user groups. Each user is

assigned specific roles as well as application and data access levels. For

complete flexibility, creation of user groups, assignment of roles to these aswell as assignment users to these groups is left entirely to the MediStem 2000

system administrator.


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Examples of user groups that can be created using MediStem 2000 are

Pharmacy, Consulting, Medical Administration, Medical Records, Laboratory,etc. Once a new user group is created, such group is denied access to all

modules ofMediStem. It is now left for the System Administrator to grant

access to application modules and menu items to these groups.

3.3.1 Creating User Groups

Fig. 3.2. MediStem 2000 User Group Setup

To create a new user group, perform the following steps:

1. Connect to theMediStem 2000 System Administration module.

2. From the System Administration Setup menu, choose User Group tolaunch the user group setup window shown in Fig. 3.2. A list of all user

groups already set up in the system will be displayed in the window.


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3. To add a new user group, click on the New Record button . A blankrow will now be added at the end of the list.

4. Type in the name of the new group in this blank row, then click on

Update Record to save this entry.

5. To edit an existing entry, scroll to that entry, type in the necessary

changes, then click on Update Record to save these changes.

6. To delete an existing user group, scroll to that entry, and then click the

Delete Record button to delete the record.

7. To close this window, click on the Close Window button on the

MediStem command toolbar.


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3.4 Granting/Revoking Access toMediStem Modules &Menus

Fig. 3.3 The MediStem 2000 Module/Menu Access Control System

After creating aMediStem 2000 user group, the next step is to assign module

and menu access levels to this group. Also, for existing groups, access toadditional menus can also be provided from time to time. Similarly, the

System Administrator can revoke access to modules and menus for existing

groups.

The whole business of granting and revoking access to application modules

and menus is carried out via the MediStem 2000 menu assignment window

shown above. To access and use this system, perform the following steps.


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1. Connect to the System Administration module ofMediStem 2000.

2. From the System Administration File menu, choose Menu Assignment

(or click on the Menu Assignment button on the System

Administration toolbar).

3. The Menu Assignment window shown in Fig. 3.3 above will now bedisplayed. A list of all existing user groups will be displayed on the left

panel. A + sign will be displayed beside each entry. Clicking on the + sign

for any user group will cause an expanded list of all MediStem 2000modules to display below the group highlighted. The module names will

also be preceded by a + sign. Clicking on this + sign for any module name

will cause a list of all menu items available in that module to display.

4. Also, if you highlight any of the module names, a list of all menus,

submenus and sub-submenus available in that module will be displayed onthe right-hand panel. Beside each menu, submenu or sub-submenu name

two exclusive option buttons, one for Yes and one No will also bedisplayed. These buttons are used for indicating whether or not the listed

menu, submenu or sub-submenu should be visible to the highlighted user

group. Now you can start controlling access!

5. To deny access to a whole module for the highlighted user group, selectthe No button on the topmost menu name. This will deny access to themodule, and to all submenus and sub-submenus underneath. For example,

to deny access to the Central Store module to a particular group, expandthat group using the preceding + sign as explained above, then click on

Central Store on the left hand side. On the right-hand side, select the No

option against Central Store.


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6. To grant access to a listed menu, submenu or sub-submenu item, select theYes option against that menu, submenu or sub-submenu name.

7. Repeat the above steps for all modules until you have granted (or denied)access to all the modules you wish to be affected by the highlighted user

group.


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3.5 Setting up Users

After creating user groups the next thing that should be done is to define the

members of your staff who should have access to MediStem and assign UserIds, passwords and user group to these users. This task can only be performed

by persons with access to the system administration module.

If you are theMediStem System Administrator, you can:1. View/edit existing users of the application,

2. Locate any existing user in the database

3. Define new users and assign initial passwords to these,4. Modify particulars of existing users

5. Remove an existing user from the table of authorized users.6. Change password to any user.

To activate this module ofMediStem, perform the following actions:

1. If you are not currently logged on to MediStem as the systemadministrator, exit the current module, and log on as the System

Administrator.


3. From the System Administration Setup menu, choose Users. The usersetup window shown in Fig. 3.4 will now be displayed. You can now use

the Record Navigation Tool bar provided on every data entry form to see

other users already defined in the system.


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Fig. 3.2 Setting up users

8. To add a new user, click on the New Record button . The entry fieldswill now be blanked out to enable you enter the new record.

9. Type in the surname and first name of the new user in the spaces provided,then type in a unique login name for this user in the textbox labeled

Login.

10.From the dropdown list labeled UserGroup, choose the user group thatthis new user should belong. This user group must have been set up

previously setup as explained underUser Group Setup in the preceding

section.

11.Into the textbox labeled Lock-out Date, enter a date after which thisaccount should be locked out. After this date, the account must be re-opened by a System Administrator to be able to access the system. This


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setting is especially important for temporary staff, locum doctors, etc.

because it ensures that such temporary/peripheral staff do not access yoursystem after their contracts with your organization must have expired.

12.The password Expiry Date is automatically calculated based on the

password expiry policy defined by the system administrator as explainedunderSetting Password Expiry Policy above.

13.Enter an initial password for the user in the textbox labeled Password.Repeat this password in the textbox labeled Re-enterPassword. Note that

both Password and Re-enter Password are non-displaying fields and will

only display asterisks as you type.

14.Click on the Update Record button to save this entry.

15.To delete an existing user, navigate to this users entry, and then click the

Delete Record button to delete the record.

16.To close this window, click on the Close Window button on theMediStem command toolbar.

3.6 Resetting Passwords for End-Users

From time to time, some end-users will forget their passwords, and approachthe system administrator to reset these passwords for them. To reset an end-

user password, proceed as follows:


2. From the System Administration File menu choose Set Password. Thiswill cause the Set Password window shown in Fig. 3.3 to be displayed.


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Fig. 3.3 Re-setting user passwords

3. From the dropdown list labeled Name, choose the name of the user whosepassword you wish to change. This users login name will now be

displayed in the textbox labeled Login Name.

4. Enter the new password you wish to assign to this user in the box labeledNew Password. Re-enter this password in the Re-enter Password

textbox. Note that these are non-displaying fields.

5. Click on Set Password to save the new password.

6. Click on Close to close this window.


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Exercise 3

1. The course instructor will supply you with a user ID and password withsystem administration privileges on theMediStem 2000 system. Connectto the system using this user ID and password.

2. Create a new user group of your choice.

3. Grant this user group access to the followingMediStem 2000 modules:

Central StorePurchase Requests

Approve Purchase Requests

Local Purchase OrderDrug Categories Setup

Drug Item Information

OrganisationCompany Setup

Department Setup

Employee Information SetupWorksites

Zones

System AdministrationMenu Assignment

Set Password

User GroupUser

4. Create aMediStem 2000 user account for yourself. Give this account anypassword you desire and as much as access to the system as you please.


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medistem 2000 technical manual

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