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System Design Proposal

New Century Health

NOVEMBER 2, 2013New WOrld TEchnology

401 W State St, Jacksonville, FLAlex Willis

Brian HarrisJeff Randall

Jonathan Pate


September 10, 2013

New Century Medical Clinic

407 Main St.

Brea, CA 92821

Dear 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 Technologies

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New World Technology

401 W State St

Jacksonville Fl 32207

13 September 2013

Dr. Timothy Jones, Dr. Dolores Garcia

New Century Health

New Century Medical Clinic

407 Main St., Brea, CA 92821

Dear 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 Harris

Table of Contents2


Responsible Item #Name Page

1. Title page Cover 2. Letter to owners 1 3. Introduction of your company 2 4. TOC 3, 4 5. Statement of problem 5 6. Project scope 6 7. Project constraints 7 8. System requirements summary 8, 9 9. Findings 10 10. Time and cost estimates 11 11. Feasibility statements 12 12. Organization chart 13 13. Recommendations 14 14. Statement of Work Signature page 15 15. Overview of Proposed Computer System 16 16. Process models

FDD 18DFD 0 17

DFD 1 17 17. Statement of System Requirements 19 18. Solution candidates 20, 21, 22 19. Software candidate weighted evaluations 23 20. Recommendation of software candidate 24 21. Hardware / Software Costs 25 22. Revised Feasibility analysis 26 23. Scalability statement for system 27 24. Implementation Plan time estimate 28

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25. Security plan; internal and external 29 26. Risk Management Plan 30 27. System changeover plan 31 28. Formal System Proposal 32

Statement of Problem4


The 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 Objective

• Simple user interface and tools so all workers intuitively understand systems being used

• All systems need to be in compliance with HIPPA

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• Set up a 24/7 help center that is based in the US

• Offer training for all major software upgrades

• Supply and set up printers, scanners, laptops, desktops, and tablets

• Set up a secure network for employee emails and management files.

• Include an information page about New Century Clinic and their upgrades to the clinic

• Develop 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 tablets

• Develop a patient portal so that the patient can update their personal account

• Allow patients to schedule appointments online

• Set 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 US

• Project Management Systems need to be easy for all to understand

Project Constraints

Current Constraints* Solutions must be 100% HIPPA compliant (external constraint/mandatory)

* Simplistic in user end for ease of use

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*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 expensive

Futures Constraints*24/7 technical help based in the US

*Training for system updates

*Maintaining a secure database

System Requirements Summary

Output● System must generate insurance claim to patient at end of visit, via email● System must send claim form to insurer at end of visit● System must prepare insurance claim forms to be physically mailed at end of

week

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● Website must generate patient information form to be reviewed and finalized in system upon visit by system user

Input● Website must allow patient to enter information, which is to be verified in-

person upon their visit● Data entry / query forms must be uniform in style on all pages, and across all

users

Process● System must be capable of interfacing with Insurer’s systems● All transactions must generate an insurance claim form

Performance● The system must support 10 users online simultaneously● Response time not to exceed 3 seconds● System must be operational full-time● Patient information must be updated in real time

Control● Users must provide unique login information at operating system level, as

well as application level● Employee records and security information must be managed only by

approved staff● Differing security levels for users and system administrator established at OS

level● Differing security levels for users, elevated users, and system administrator

established at application level● Medical records must only be accessible to approved users

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● Computers must all be the same model, and run the same OS● Computers and laptops must run the same OS● Tablets and Smartphones (if applicable) must be able to properly interface

with computer systems

FindingsReduce 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.

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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 Cost

New World

Technology

Equipment Required Quantity Equipmen

tUnit Cost

Total Cost

15 Dell Computers $779.00 $11,685.0

03 Laser

Printers $139.99 $419.97

Schedule 1 Phaser 6350dx

$3,400.00 $3,400.00

Time Task 1 Network $500.00 $500.00

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Tower 1 Day 15 Computers

Setup 1 Server $1,138.76 $1,138.76

1 Day Installation 1 Switch $309.00 $309.00 1 Day Wiring 15 UPS Unit $20.60 $309.00 1 Day Network Rack

Setup 1 Server UPS $325.00 $325.00

2 Weeks Training TOTAL $17,761.

73Employees Required

Number Types of employees Hourly Pay Hours per

WeekContract Weeks

Total Amount

1 Project Manger $45.00 40 1 $1,800 1 Analyst $35.00 40 1 $1,400 3 Trainer $20.00 40 2 $4,800 3 Installation

Tech $10.00 40 1 $1,200 1 Web Developer $24.04 40 52 $50,000

TOTAL $59,200.

00TOTAL PROJECT 76961.73

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Feasibility StatementOperational Feasibility

New 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 Feasibility

Hardware 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 Feasibility

The 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 mistakes.

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Organization Chart

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RecommendationsNew 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 Work14


This 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 Date

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Overview of Proposed Computer System Functions

The 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 records

• Paperless insurance claim submissions

• Integrated appointment booking within medical records

• Automated appointment reminders

• Electronic accounting

• Electronic storage for all of the clinics operations which includes secure

offsite storage

• Power redundancy using battery uninterruptable power supplies units

DFD-0/DFD-1

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FDD17


Statement of System RequirementsHardware

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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 T1700

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Intel® Xeon® processor E3-1200 v3 or 4th Generation Intel® Core™ processors

ISV Certified 15’ monitor Quad core, up to 32gb of RAM

Printers

Dell™ 1260dn Mono Laser Printer Prints up to 28 ppm 600 x 600 dpi print resolution Network Ready; Ethernet 10/100 base TX and Hi-Speed USB 2.0 251 Maximum Paper Input

Xerox Phaser 6350DX Laser and Color Printer Print up to 36 ppm Max Resolution 2400 dpi x 600 dpi 2400 x 600 dpi

SwitchCisco Catalyst 2960-24TC-S

24 ports + 2x combo Gigabit SFP Switch Capacity 16 Gbps Forwarding, 6.5 Mpps Speed 10/100Mbps+1000Mbps

UPS Unit

CyberPower Office Rackmount LCD Series OR1500LCDRM2U UPS - 900 Watt - Lead acid 7 Ah

8 Outlit 6 minute battery (full load)

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Dell UPS Rack 1920 Watt 120v with NEMA 5-20p

Network ServerAPC Smart-UPS X 2000 Rack/Tower LCD UPS - 1800 Watt - Lead acid

Software

SecurityBitdefender

• Antivirus• Id theft protection

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• Anti-theft• Two way Firewall

Office Suite• Office 365

Workstation Operating Systems• Windows 7 64 Professional

Server Software• Windows Server 2012• SQL Server 2012• Internet Information Services (IIS) 8.0 in Windows Server 2012

Accounting/Financing• QuickBooks• QuickBooks assisted payroll service

Practice Management Software (Appointments, Scheduling, Billing, EHR)• MediTOuch PM by HealthFusion

UPS Management• Power Panel Business Edition

Software Candidate Weighted Evaluations

Software Type Software WeightSecurity Bitdefender 1

Security Essentials 3

Norton Small Business 2013

2

Office Office 365 1

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Open Office 2Workstation OS Windows 7 64 Professional

OS X12

Accounting QuickBooks 1QuickBooks assisted payroll service ($79/month + $2/employee per payroll)

1

UPS Management Power Panel Business Edition

1

Practice Management(Appointments, Scheduling, Billing, EHR)

MediTouch PM by HealthFusion

1

Kareo 3

Medios PM 2

Database SQL Server 2012 1Oracle 2MySQL 3

Server Windows Server 2012 1

Web Server IIS 8.0 in Windows Server 2012

1

Apache Server 2

Recommendation of Software Candidate

Workstation 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

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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 Costs

EquipmentQuantity Unit Cost

Total Cost

Dell Computers 15 $779.00$11,685.0

0Laser Printers 3 $139.99 $419.97Phaser 6350dx 1 $3,400.00 $3,400.00Network Tower 1 $500.00 $500.00Server 1 $1,138.76 $1,138.76

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Switch 1 $309.00 $309.00UPS Unit 15 $20.60 $309.00Server UPS 1 $325.00 $325.00

Total$18,086.

73Software Costs

EquipmentQuantity

Yearly Unit Cost

Yearly Total Cost

Bitdefender 15 $749.25$11,238.7

5

Windows Office 365 15 $2,700.00$40,500.0

0

Windows 7 15 $0.00 $0.00QuickBooks assisted payroll service 1 $948.00 $948.00Power Panel Business Edition 1 $0.00 $0.00

Total$52,686.

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TOTAL HARDWARE AND SOFTWARE COSTS $70,773.

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Revised Feasibility StatementOperational Feasibility

New 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

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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 Feasibility

Our 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 Feasibility

Our 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 System

New 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 patients

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When 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 EstimateTask Duration Begin Date End Date

Order/Obtain Supplies 7 days 11/01/2013 11/08/2013

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Install Wiring 7 days 11/08/201311/15/2013

Install Desktops <1 day 11/16/2013 11/16/2013

Install Server <1 day 11/16/201311/16/2013

Connect Hardware <1 day 11/16/2013 11/16/2013

Install Software 1 day 11/17/2013 11/17/2013

Training 2 weeks 11/18/2013 12/02/2013

Security PlanExternal Security

The only external security threats would generally be hackers.Internal Security

Network: 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.

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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 ManagementRisk Details Likelihood Consequence

sImpact

Instillation Delayed time due to clinic business and

Low Moderate Medium

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hours.Server/Power Supply

Sever/Power supply has 15 minute back-up

Low High High

Training Employees need sufficient time to train on the new technology being introduced.

High Medium High

Money Expenses not met due to software and hardware needs.

Low Moderate High

System 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:

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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 -

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• 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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