Description of Use Case Diagrams Explaining User Interfaces with the Electronic Register, Tracking and Management System

The Use Case Diagram is used to describe the sequence o f events that occur in the tracking and management system o f the Childhood Immunisation Programme. The

key actors represent the GP and the Practice Nurse with Secretarial staff support. The Use Cases described are the result o f the information gathered at the interviewing stage. A diagrammatic representation is given in Appendices M and N.

5.10.1 Log On

Each user is issued with a unique username and password, which will allow the user to gain access to the system. To gain entry into the system the user clicks on an icon on the computer screen. The system will then prompt the user to enter their username and password. The username will be typed in and will be in a readable form but the password will be encrypted and made up o f both letters and numbers.

5.10.2 Verify User

Only the user verified by the system will have access to it. The system checks the

username and password before allowing access to it. This ensures that no

unauthorised user has access to the data stored in the Practice Information Management System (PIMS).

5.10.3 Schedule Appointment

The system will allow the Secretary to schedule appointments according to the recommendations o f the RCPI Immunisation Guidelines and the practice work

schedule.

5.10.4 Capture Patient Details

Two key users have been identified who will capture the patient’s clinical details, the GP and the Practice Nurse. The system will prompt the user to open a new record.

However, if the patient is already entered into the system the user can access the record by entering the Unique Identifier o f that patient. Where the child’s parent has nominated the practice for administration o f vaccines to the National Register, the practice computer will have captured the child’s details. Where a child is not

attending the nominated practice, the parent will produce the child’s bar-coded details on the children’s allowance book for capture by the bar code scanner.

5.10.5 Scan Unit Dose Information

Before the vaccine(s) are administered to the patient the details o f the unit dose vaccine products are scanned by the bar code reader into the system. The system will alert the vaccinator where the expiry date predates the actual date recorded in the system. The product details should be checked against previous vaccine record for brand compatibility. The user will confirm the products for administration. Once verified and safe to use the vaccine product details including the manufacturer’s name, batch number and expiry date are recorded in the patient’s medical record.

5.10.6 Record Site of Administration

The site o f administration will be recorded by clicking on the appropriate icon in the electronic record for the particular site utilised, for example Right Thigh or Left Thigh. As two products are frequently co-administered the site for each will be recorded separately. In the event o f a localised reaction to a vaccine product the record will show which vaccine product was given on that site. The action of

clicking on the site o f administration will result in the vaccine details, the time and data o f the vaccine administered being entered into the child’s Electronic healthcare record.

5.10.7 Scan New Stock

The user logs onto the system and records the details o f the vaccine product delivered including the number o f unit doses o f each product, the product name, manufacturer, batch number and expiry date. This information will be captured by the bar code scanner except for the total number o f unit doses, which will be entered separately by the user using the keyboard. The fridge temperature will also be recorded at this time.

5.10.8 Capture New Product Details

The new product details will be captured from the National Register or will be entered into the system by the GP according to the systems requirements and

instruction. The system will prompt the GP to read the product data supplied with the new product. The new details will be entered manually and the new bar code will be scanned into the system.

5.10.9 Capture New Schedule Guidelines

When new schedule guidelines are advised on or where new vaccines are added to

the schedule these requirements will be entered into the system by the GP either from a CD from the Royal College o f Physician’s of Ireland or directly from the National

Register.

5.10.10 Produce Reports

The system will allow the GP or Practice Nurse review the practice immunisation

records in order to establish the vaccine status o f all the children currently on the

Childhood Immunisation Programme. The system will also produce a list of

defaulters according to the practice protocol. For example, a child will not be deemed to be in default when public holidays or staff holidays result in the child’s scheduled immunisation date being delayed. Having reviewed the vaccine status

report the GP or Practice Nurse will instruct the system to generate reminder letters to the parents o f the children who are deemed to be significantly overdue their

Immunisation Schedule.

5.10.11 Print Reports

5.10.12 Send Return/Invoice Report

The system will automatically generate reports o f all the children vaccinated in the General Practice, which will be automatically forwarded to the Health Board’s

com puter system. The Health Board will use this information to record the

immunisation data for each child in the National Register and monitor the uptake of the vaccines as a percentage for the community it serves. The Health Boards will alert the Public Health Doctors o f the risk o f local epidemics where the uptake falls below a critical level. The Health Board’s computer system will on receipt o f the vaccine data from the GP, invoice its financial department for the appropriate fee due to the GP, which should instantly be recorded in the G P’s financial statement. The financial statement showing the fees due to the GP should be accessible to the GP at all times.

5.10.13 Log Off

When the GP or practice Nurse chooses to exit the PIMS the system prompts the user

to save the data, which is then updated, saved and stored in the system. The user can then log off and close the system.