OSCAR 14

Consultation Module Use Case

Final Version

Status Completed

Created on: November 25, 2013

Last update on: December 13, 2013

Ready for general release

Download file in Microsoft Word  format:

Oscar14ConsultationModuleUseCase_v.1.7_Final.doc

Document Revision History

1. Overview

1.1 Introduction

This Use Case document is structured to describe each Use Case Model per the existing system in terms of:

• Summary

• Users

• Relationships

• Activity Diagrams

• Flows of Events

The purpose of this document is to describe and identify steps and actions between a user and software system. The Objective of this document represents scenario and functionality of the “Consultation” Module and it’s interaction with OSCAR system

1.2 Reference/Inputs

1.3 Glossary

1.4 Use Case Purpose

• To hold Functional Requirements in an easy to read, easy to track text format.

• Represent the goal of an interaction between users and the system. The goal represents a meaningful and measurable objective for the user.

• Record a set of paths (scenarios) that traverse an user from a trigger event (start of the use case) to the goal (success scenarios).

• Record a set of scenarios that traverse an user from a trigger event toward a goal but fall short of the goal (failure scenarios).

• Multi-level: one use case can use/extend the functionality of another.

2. Consultation module Use Case model

2.1 Summary

2.1.1 Business Need

Defined users:

• MRP doctors, residents, nurses, receptionist, ALLIED Health, students, team assistants and other medical staff with the credentials to access OSCAR. General user is given rights to manage patient’s case.

• Super User/Administrator with full rights:

• Add/Edit/Delete

• Reactivate account

• Access admin part of OSCAR

Medical doctors or any other general OSCAR users are using Consultation module to create consultation request for their patients. Once electronic version of Consultation request is filled out and submitted to the system, Consultation request can be printed out and sent by fax to the clinic to book consultation appointment with the specialist. Main purpose of the Consultation module is to create an electronic record in the system.

2.1.2 Description

Consultation Module use case is presenting the summary of the business flow, outlining user’s roles and presenting numerous scenarios of using Consultation Module. It also includes Business Flow diagram, preconditions/post conditions and detailed flow of events.

Business need of the Consultation Protocol is to send the patient for additional consultation or test. This protocol is also providing access to the following modules: Consultation Request, Consultation Specialist, eChart, Master Record, Forms, eForms, MSG, X-Ray, Labs, Documents.

2.1.3 Basic scenario and functionality

Basic Scenario:

• General user with the correct credentials (MRP doctor, residents, nurses, team assistants, receptionist, ALLIED Health, interns/students) login in OSCAR and opening consultation protocol to book a consultation.

• First appointment of the patient in the clinic will be with MRP doctor only. After the first appointment, all other appointments will be scheduled with any available doctor or team assistant

• Once User is activating Consultation Protocol, he/she is getting fool access to the patient information. They are also getting access to the numerous services offered by OSCAR.

• When user is opening consultation form, he/she is filling out the form by inputting information.

• Only MRP doctors can fill out bottom part of the Consultation request e-form “Reason for Consultation” only. Rest of the e-form “Patient clinical information”, “Significant concurrent problems”, “Current Medication”, “Allergies” could be done by team assistants

• Form is filled out and successfully saved/submitted.

• Form can be easily printed out and faxed out to book a consultation.

Available accessibility:

OSCAR is accessible; Consultation List opened from the top menu navigation bar by clicking on Consultation.

• Consultation List opens and displays appropriate list of consultations, based on applicable filter

• Consultation List displays:

• Patient

• Consultant

• Service

• Provider

• Team

• Appointment Day

• Status

• Available function/view:

• Select number of records to preview per page

• Search Function

• Navigation between pages

• Filter/Sort by

• Color indication of urgency/important information

Form the Consultation -> active main list user can navigate to:

• Consultation Specialist (Add/Edit/Delete):

  • Specialist

  • Service

  • Institution

  • Department

  • Services

Consultation module is interacting with the other modules of OSCAR:

• Master Record:

  • Demographic,

  • Contact Information,

  • Appointment History,

  • Billing information

  • Clinical Modules,

  • Resources

• eChart:
  Preventions, Tickler, Disease, Registry, Forms, eForms, Document,s Lab, Result, Messenger, Measurements, Consultations,
   HRM Documents, MyOsca,r Social History, Ongoing Concerns, Medical History, Remainders, Allergies, Medication,
  Other Meds, Risk Factors, Family History, Unresolved Issues.
  
  Available functionality:
  OSCAR is accessible; consultation form can be opened from the top menu bar by clicking on Consultation.

• 1. The following functions (buttons) are available on list screen

  • Add New

  • Update Status

  • Manage Specialist

                 2. The following statuses are available for the Consultation request form:

  • Not Complete

  • Pending Callback

  • Preliminary Pending Specialist

  • Cancelled

  • Appointment Booked

  • Complete

  • Deleted

                  3.“Pending Patient Callback” status only needed when “Patient will book”. If clinic is booking consultation then “Pending Consultant Callback” is the status.

                  4.From the Consultation request screen user can navigate to:

  • Master record

  • Encounter

  • Referral History

  • Messenger

Main sections and functionality of the Consultation request from:

                         1. Print version is available for Consultation request form.

• Letterhead selection appears at the top of screen

• Patient information is easily observed at the top of screen

                 2. “Save” functionality is available for the Consultation request form. Once form is filled out user click Save button to submit Consultation request.

                 3. “Cancel” functionality allows user to cancel Consultation request without saving. Warning message will be presented on the screen to notify user that data will be lost if form  is cancelled.

4. User enter Letterhead (title) for the consultation

                        5.“Find Specialist to send this request” section: Selection of specialists is presented for the user as a drop-down list. Specialist are grouped by Specialty

                        6. Referral section:

• Referral Date

• Urgency

  • Non-Urgent

  • Semi-Urgent

  • Urgent

• Notes
               7.Appointment section:

• Patient will book (check box)

• Appointment date (calendar)

• Appointment time (dropdown selection)

• Appointment location (dropdown selection)

• Appointment Notes (free text field)

• Last follow up date (calendar)

NOTE: “Appointment date” field not available if “Pending Callback” is the selected status. This field is disabled until the status is changed from “Pending Callback” to any other status.

                9. Create Clinical Notes section:

• Add button opens section for the information to be inserted

• Add title

• Create note.

NOTE: To create a Clinical Note user can use Medical Summaries buttons to the right. It will help to create note with data from the patient’s chart

                10. Attachment functions:

• List

• Remove

• Preview

• Import all

3. Conditions/Assumptions

3.1 Assumptions

• Users login have been established within the system

• List of medical specialists and medical clinics is already in putted into system as seed data

• Teams are defined in the system

3.2 Successful End Condition

Once Consultation request is filled out and status is changed to “Completed” consultation is considered to be booked and confirmed.

3.3 Failed End Condition

For a few reasons consultation request might not have an option to be submitted.

1. Application Server is down, application doesn’t respond

2. Slow performance, application doesn’t respond

3. If user edited Consultation Form and didn’t save the information by applying “Update Consultation Request”, or button is grayed out, then all new information will be lost

3.4 Preconditions

To log into Consultation module with the right credentials.

• If User is not entering proper credentials (user name / password) then Account is temporary suspended after a few attempts. In this case user has to contact OSCAR Administrator

OSCAR server or OSCAR database is up and running.

• In a case of sudden interruption of the connection to the OSCAR server of database, user can experience “frozen” interface of grayed out buttons of fields. In this case user has to wait until connection to the server is re-established. Then user has to verify if the record is saved (to avoid duplicate records). If record is no saved – then redo the whole record. If record is saved partially – then to add or edit information.

3.5 Post conditions

Once Consultation request form is in status “Completed” and filled out, printable version is available. Consultation request is printed out and sent by fax

3.6 Validation

The following fields on the Consultation form are validated:

• Service

• Consultant

• Contact Address

• Phone

• Fax

3.7 Required fields and functions:

The following fields are required fields on the Consultation form

• Service

• Consultant

• Contact Address

• Phone

• Fax

4Users/Systems

4.1Systems

Patient information is located in eChart and Master Records protocols.

The following modules of OSCAR are actively interacting with the Consultation Module:

• Consultation List

• Edit Specialists Listing

• MSG

• eChart

• Master Record

• Forms

• eForms

• X-Ray

4.2 Users

• OSCAR, Consultation module users are mainly (MRP doctors, residents, nurses, team assistants, receptionist, ALLIED Health, students who work in the clinic) with the correct credentials and administrative rights. They are using system to create medical e-records and book consultation for their patients.

• Super-User or Administrator with full rights:

• Add/Edit/Delete

• Reactivate account

• Access admin part of OSCAR

4.3 Use Case Relationships

To be Determined

4.3.1 Use Case Relationship Diagram

To be Determined

4.3.2 Use Case Relationship Description

To be Determined

6 Flow of Events

6.1 Main Flow

This section describes the main flow of the Use Case and system responses.

User Consultation module as tracking tool to follow with consultations requests in status “ND” (not done)

6.2 Alternate Flows of Events

This section describes the alternative flow of events based on variations in the main Use Case scenario that still result in a Successful End Condition at completion of the Use Case.

6.2.1Alternate Flow 1

Create Consultation request by using the eChart Module

6.2.2Alternate Flow 2

Use Master Demographic Record to create consultation request

6.2.3Alternative Flow 4

Consultation request is edited and saved

6.3 Exception Flows of Events (Negative)

This section describes the exception flow of events based on variations in the main Use Case scenario that result in a Failed End Condition for completion of the Use Case.

6.3.1 Exception Flow 1

Login with the wrong credentials

6.3.2Exception Flow 2

Consultation request is edited and not saved