Medical Information Management System Version 8.0 Release 321.

Noble Digital Services Limited

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 ______________________________________________________________ MAIN MENU 1 MEDISTEM OVRVIEW ............................................................................ 1 1.1 Introduction 1 1.2 PACKAGE FEATURES .............................................................................. 2 1.2.1 Automatic Tracking of Drug Movements...................................... 2 1.2.2 Detection of expired drugs............................................................ 2 1.2.3 Detection of Stock Items Below Minimum Stocking Level............ 2 1.2.4 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 ........................................................... 4 1.2.8 Automated Medical Records Department..................................... 5 1.2.9 Automated Consulting & Prescription System ............................. 5 1.2.10 Medical Administration ................................................................ 5 1.2.11 Event Log of Transactions ............................................................ 6 1.2.12 Networking Facilities.................................................................... 6 2 INSTALLING MEDISTEM ........................................................................ 33 2.1. INTRODUCTION 9 2.2. SYSTEM INFORMATION 12 2.3. 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 22 2.4 STARTING UP (RUNNING MEDISTEM FOR THE FIRST TIME).................. 33 2.5. USING MEDISTEM 33 2.5.1 Starting Up 33 2.5.2 Issuing Commands ................................................................. 36 2.5.2.1 Pull-Down Menus............................................................. 36 2.5.2.2 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............................................ 40 2.3.4.3 Modifying Existing Data .................................................. 41 2.3.4.4 Deleting Records .............................................................. 42 2.3.4.5 Closing The Currently Displayed Form/Window........... 442 2.3.5 Getting Help From MediStem................................................ 43 iii

2.3.5.1Context-Sensitive Help....................................................... 43 2.3.5.2General Help...................................................................... 43 3 USER MANAGEMENT.............................................................................. 39 47 3.1. CHANGING YOUR PASSWORD 3.2 SETTING THE PASSWORD EXPIRATION POLICY 48 3.3 USER GROUP ADMINISTRATION 49 3.3.1 Creating User Groups 50 3.4 GRANTING/REVOKING ACCESS TO MEDISTEM MODULES 52 55 3.5 SETTING UP USERS 3.6 RESETING PASSWORDS FOR END-USERS 57

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MediStem 2000 Technical Manual ______________________________________________________________

1 MediStem Overview

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 in the business of managing modern-day hospitals and clinics. One feature which makes MediStem very attractive to users is the fact that it was developed for the Microsoft Windows environment, a very userfriendly 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 or no training before becoming power users of MediStem. 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 level which 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 administrator has 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 of MediStem is that it can be used to manage the pharmaceutical records of more than one pharmacy at a time. It could be configured 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 that in turn will be connected to several dispensing units.

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 manual adjustments 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 system can 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 that may have taken place on any particular drug item.

Detection of expired drugs

When a new batch of drugs is entered into MediStem, 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 System Administrator 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 databases to 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 of specifying the minimum stocking level and re-order quantity for each drug item. If these are properly specified for each drug, the system will, whenever required, 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 the pharmacys 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

MediStem 2000 Technical Manual ______________________________________________________________ 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 transactions that 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 a particular 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 MediStem by 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 from the dispensary to the hospitals patients. Keeping track of drugs dispensed in such 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 3

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 that all 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 hospitals patients, 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 to a 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 the opportunity 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 and reliable system.

MediStem 2000 Technical Manual ______________________________________________________________

Automated Medical Records Department

With MediStem, you can keep detailed medical records of your patients. This enables fast tracking of case histories and also assists in dispatching patients to relevant consultants. You can also use the system to keep details of appointments for each patient, thus enabling medical records staff to have, at a first 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 of MediStem is the Automated Consulting & Prescription System. If every doctor/consultant in the hospital is provided with 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 also automated. 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 to the 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 heads are 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.

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 not modifiable and could be called up by the system administrator whenever required to show the details of all transactions within a given period. In this way, 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 Wireless Fidelity 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 companys computers. 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 levels and allocations at all times.

MediStem 2000 Technical Manual ______________________________________________________________

2 Installation

MediStem 2000 Technical Manual ______________________________________________________________

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 the MediStem 2000 Database Installer installation files. Two options are available for the installation of MediStem 2000. These include: Distributed client installation, and Central Server installation. In Distributed Client installations, the entire MediStem 2000 client software is installed on each desktop from which the application is to be accessed, while the MediStem 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.

MEDISTEM 2000 END-USER WORKSTATIONS

TCP/IP

MEDISTEM 2000 CENTRAL DATABASE

Fig. 2.0(a) MediStem 2000 Distributed Client Installation With Central Server installation, the entire MediStem 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 is illustrated 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 system resources are considered adequate.

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MEDISTEM 2000 END-USER WORKSTATIONS

MEDISTEM 2000 APPLICATION SERVER

TCP/I

MEDISTEM 2000 CENTRAL DATABASE

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 based on 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 the network 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 client option where these will have to be carried out on every single machine on

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which the software is installed. This option also saves hard disk space on enduser workstations.

2.2

System Information

MediStem 2000 was developed using PowerBuilder 6.5 and supports a wide variety 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 the Central Server option, the installation procedure is the same, requiring the following three steps: 1. Install the MediStem 2000 client software 2. Install the MediStem database on a relational database server 3. Configure each client workstation to connect to the MediStem database.

2.3.1 Installing the MediStem 2000 Client Software

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

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MediStem 2000 Technical Manual ______________________________________________________________ 1. Insert the MediStem 2000 CD into the CDROM drive of the machine (application server or client workstation) onto which you wish to install the 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 Run to 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 installation dialogue 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 Medistem Istallation screen as showl in Figure 2.3. Click Install to Install Medistem or Click Dont Install to return to the Installation menu. Your system won't be changed in any way.

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MediStem 2000 Technical Manual ______________________________________________________________

Fig. 23. MediStem 2000 Installation Window 5. If you had clicked on Install in Step 3 above, the MediStem User Information dialog shown in Fig. 2.3 will now be displayed. Enter your department name (e.g. Medical Services) in the box labeled User Name, and your company name in the box labeled Company Name, then click on OK to 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 be prompted 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. 2.5 will 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 to time to insert the next diskette in line. At the end of installation, the Program 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 in the 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 to signify completion of installation. Congratulations! You have just installed the worlds leading medical automation software on your system. Next step is to install the MediStem database and configure your system to connect to this database. Click OK to proceed.

Fig. 2.8. Installation Success dialog

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2.3.2 Installing the MediStem 2000 Database

The MediStem 2000 database is supplied alongside the MediStem client software and contains all tables and views that the application uses to store and manipulate data. It also contains static data like drug and disease information, 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 attempt to re-install the database will result in data loss. If you are an appropriately authorized database administrator, you can set up the MediStem 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) for MediStem. This is the schema onto which all MediStem database objects (tables, views, etc) will be installed. You can use any name for this schema, but we recommend MediStem for ease of identification. Assign any password of your choice to this schema. 3. Exit the relational database management system. If this is a Windowsbased 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 the MediStem 2000 CD into the CDROM drive of the machine (application server or client workstation). 5. Proceed to install the MediStem 2000 Database installation files as explained 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 resulting Programs 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 on MediStem Database 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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MediStem 2000 Technical Manual ______________________________________________________________ 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 click OK to proceed. imp <medistem schema>/<medistem password>@<connect_string> file=<dump_path>auto.dmp fromuser=autopharm touser=medistem log=<logfile name> where: <medistem schema> <medistem password> <connect_string> = Name of schema created in Step 2 above for MediStem 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, or by direct editing of the Oracle tnsnames.ora file. <dump_path> = Fully qualified path representing the directory 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 during import

<logfile name>

Note: For Oracle 7.3 databases, substitute imp73 for imp and for Oracle 8.0 databases, substitute imp80 for imp in the command above. 4. The exported MediStem database will now be imported into your Oracle database. 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 enables you to request for a connection to a remote database). This can be done using Oracle Net Easy configuration. 22

MediStem 2000 Technical Manual ______________________________________________________________ Oracle Net Easy Configuration is supplied along with your Oracle relational database 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 Oracle program group on the menu. 2. From the Oracle program group, choose SQL*Net Easy Configuration to 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 Choose Service name, the textbox labeled New Service Name, type in the Service name (also known as database connect string) you wish to assign to your 23

MediStem database. We suggest MediStem. Click Next to continue.

Fig. 2.11 SQL*Net Choose Service Name 4. Click OK to proceed. The Choose Protocol dialog shown in Fig. 2.13 will now be displayed. Choose TCP/IP, and then click OK to proceed.

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MediStem 2000 Technical Manual ______________________________________________________________

Fig. 2.12 SQL*Net Choose Protocol Dialog 5. Click Next to proceed. The Choose TCP/IP Hostname and Port Number dialog 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 box labeled Host Name. If the server does not have a name, type in its IP Address in this box. Into the box labeled PortNumber, Accept the supplied value which is 1521. Click Next to continue.

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MediStem 2000 Technical Manual ______________________________________________________________

Fig. 2.14 SQL* System Identifier Dialog 7. The System Identifier (SID) Dialogue will now be displayed. Into the box labeled Database SID, type in the database SID on which your MediStem database is installed. The Oracle Database Admininstrator (DBA) will supply this information. Click Next 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 will display Connection Successful in the empty space provided below the test button otherwise, Connection Failed will be displayed with corresponding error message. Click Done to continue.

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MediStem 2000 Technical Manual ______________________________________________________________

Fig. 2.16 SQL* Connection Test Dialog 8. You will be returned to Figure 2.15. Click Next to proceed. You will be shown 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

Running MediStem 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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MediStem 2000 Technical Manual ______________________________________________________________ The very first time you run MediStem 2000 after installation, the system is not yet aware of the database connectivity parameters you have set up. The system 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 let MediStem know where to find its database. 1. Into the box labeled System Userid, type in the name of the database schema in which the MediStem database objects were created. 2. Type in the MediStem schema password in the box labeled System Password.

Fig. 2.15 MediStem 2000 Database Log in Window 3. From the drop-down list labeled Database, choose the Relational Database Management System (RRDMS) on which your database is hosted. 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 database alias (connect string) you have set up from this particular workstation or application server. For example, if you has given the MediStem database the alias medistem, type @medistem in this box. 5. Click the button labeled Test to test this connection. If an error occurs, it means you either entered a wrong database userid or password, or that the connect string specified does not exist. 6. If the connection tests okay, click on OK to save these parameters in the initialization files. The next time MediStem is run, the system will proceed directly to the application and will not display this configuration screen again, unless database password is changed, or there is a problem with the tnsnames.ora file on the client.

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MediStem 2000 Technical Manual ______________________________________________________________

2.5

Using MediStem

2.5.1 Starting Up
1. From the Windows Start menu, choose Programs 2. Locate the MediStem 2000 program group, and click on the shortcut labeled MediStem 2000. Program loading will commence, after which the MediStem Log in screen shown in Fig. 2.16 will be displayed. Now you can get to work!

Fig.2.16. MediStem Log-on screen If this is the first time MediStem is being executed in your organization, Type SUPERVISOR in the space provided for User ID. Type SUPERVISE in the space provided for Password. Note that this is a 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 and password already assigned to you. The screen shown in Fig. 2.17(a) will now 33

be displayed. This is the main interface menu for MediStem. It provides access to the following eleven modules that make up the application.

Fig. 2.17(a) Main MediStem 2000 Interface Window 1. Central Store 2. Dispensary Store 3. Dispensary 4. Medical Administration 5. Non Drug-Store Management 6. Medical Records 7. Consulting 8. Eye Clinic 9. Investigation 10. Maternal and child care 11. Nursing 34

MediStem 2000 Technical Manual ______________________________________________________________ 12. Organisation 13. Medical Billing 14. 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 click the left mouse. Pull-down Menu Approach 1. Draw down the File menu as shown as shown in Fig. 2.17(b) to display a list 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) MediStem Main Interface Menu Drawdown Menu View

2.5.2 Issuing Commands

2.5.2.1 Pull-Down Menus Each module of MediStem 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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MediStem 2000 Technical Manual ______________________________________________________________

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 data
already 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 like
setting up drug information, disease definitions and classification, definition of regular vendors and suppliers, initial registration of patients, drug codification, etc.

4. 5.

Reports Menu: Used for generating and printing reports. Help Menu: General on-line Help system.

To execute any of the menus, use the mouse to point to that menu option, and then 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 of MediStem 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 moved around 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 the MediStem 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 functions within the active module.

Fig. 2.18 (a) The MediStem Command Bar

Fig. 2.18 MediStem Module Bar The 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 can be made to show permanently on the toolbar item by the choosing Show text radio button on the Configure toolbar dialog box. First Record Used to move to the first record in a form. Used to move to the record just before the current record displayed in a form. Used to move to the record just after the currently displayed record in a form. Used to move to the very last record in a form. Used to add a new record to a form. 38

Previous Record

Next Record

Last Record New Record

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Save/Update Record Delete Record

Used to commit changes made to data on a form to disk. Remove the current record

Close Active Window Used to exit a form and return to a previously opened form or to MediStems main interface Cut This removes any highlighted text and copies it the Memory (Clipboard) This copies any highlighted text to the Memory (Clipboard ) without removing the original text Inserts the content of the Clipboard to the position of the cursor

Copy:

Paste

Note: These commands are also available in the Edit Menu of all modules. You can therefore issue the commands from the pull-down menu if preferred.

2.5.3 General Form Commands/Activities

This section describes commands and actions that are common to all modules of MediStem. The commands described are mainly those used for controlling the action of data manipulation forms (data entry, modification, display, etc). They can only be executed when one of such forms is open.

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Commands requesting you to click on buttons refer to the icons available in the MediStem 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 as follows: 1. Module Toolbar icon. This will clear Click on the New record all the entry fields and make room for the new entry. Type in the necessary data in the spaces provided, hitting <TAB> or <ENTER> at the end of each entry. Click on Update Record to commit this new entry to disk

2. 3.

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 the MediStem Search dialogue box illustrated in Fig. 2.19.

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MediStem 2000 Technical Manual ______________________________________________________________ 1.

Fig. 2.19. The MediStem Search Dialogue 2. From the list box, select the database field in which you want MediStem to search 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, the found 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. 2. 3. Locate the data you wish using either the Find action or the record browse actions (Next Record, Previous Record, First Record or Last Record). Type in the necessary corrections Click on Update Record changes. to save your changes or on Undo to discard

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2.5.3.4 Deleting Records With the data manipulation form for the data you wish to delete displayed, 1. 2. Locate the data you wish using either the Find action or the record browse actions (Next Record, Previous Record, First Record or Last Record). Click the Delete Record toolbar icon to delete the record. This will pop up the message: Are you sure you want to delete this record? Process is irreversible. Choose Yes to continue or No to abandon. Choosing Yes will permanently erase the currently displayed record from the system while choosing No will terminate the deleting process.

2.5.3.5 1.

Closing The Currently Displayed Form/Window Click on the Close Active Window Or Pull down the File menu and choose Close from this menu. toolbar icon.

2.

If you have not saved the record on display, MediStem will pop up a message 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 from MediStem by pressing the F1 function key. If you press F1 while a data manipulation form, dialogue box, or report is loaded; 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 topic you 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. If you 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. Install MediStem 2000 on your workstation 2. Create a database alias named MEDISTEM on this workstation. This alias should have the following parameters: Server Name: server1 Database Instance: ORCL 3. The instructor will supply the Medistem user ID and database on the existing 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 to MediStem 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 is recommended that the initial password assigned to you be changed before you start using MediStem. 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 OK to proceed to the next step. 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 box New password again. Click on OK to 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.

2. 3.

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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 passwords assigned 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. To change 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 Password Expiration Days. This will cause the Password Expiry Days setup screen shown in Fig.3.1 to display. The current password expiry days setting will be 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 as well 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 of MediStem. 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 the MediStem 2000 System Administration module. 2. From the System Administration Setup menu, choose User Group to launch 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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MediStem 2000 Technical Manual ______________________________________________________________ 3. To add a new user group, click on the New Record button row will now be added at the end of the list. . A blank

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. on the

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

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3.4

Granting/Revoking Access to MediStem Modules & Menus

Fig. 3.3 The MediStem 2000 Module/Menu Access Control System After creating a MediStem 2000 user group, the next step is to assign module and menu access levels to this group. Also, for existing groups, access to additional 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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MediStem 2000 Technical Manual ______________________________________________________________ 1. Connect to the System Administration module of MediStem 2000. 2. From the System Administration File menu, choose Menu Assignment (or click on the Menu Assignment button Administration toolbar). on the System

3. The Menu Assignment window shown in Fig. 3.3 above will now be displayed. 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 2000 modules 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 on the right-hand panel. Beside each menu, submenu or sub-submenu name two exclusive option buttons, one for Yes and one No will also be displayed. 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, select the No button on the topmost menu name. This will deny access to the module, and to all submenus and sub-submenus underneath. For example, to deny access to the Central Store module to a particular group, expand that 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 the Yes 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 User Ids, 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 the MediStem 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 of MediStem, perform the following actions: 1. If you are not currently logged on to MediStem as the system administrator, exit the current module, and log on as the System Administrator. 2. Connect to the System Administration module. 3. From the System Administration Setup menu, choose Users. The user setup 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 . The entry fields 8. To add a new user, click on the New Record button will 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 User Group, choose the user group that this new user should belong. This user group must have been set up previously setup as explained under User Group Setup in the preceding section. 11. Into the textbox labeled Lock-out Date, enter a date after which this account should be locked out. After this date, the account must be reopened by a System Administrator to be able to access the system. This

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MediStem 2000 Technical Manual ______________________________________________________________ setting is especially important for temporary staff, locum doctors, etc. because it ensures that such temporary/peripheral staff do not access your system 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 explained under Setting 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-enter Password. 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. on the

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

3.6

Resetting Passwords for End-Users

From time to time, some end-users will forget their passwords, and approach the system administrator to reset these passwords for them. To reset an enduser password, proceed as follows: 1. Connect to the System Administration module. 2. From the System Administration File menu choose Set Password. This will 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 whose password 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 labeled New 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 with system administration privileges on the MediStem 2000 system. Connect to 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 following MediStem 2000 modules: Central Store Purchase Requests Approve Purchase Requests Local Purchase Order Drug Categories Setup Drug Item Information Organisation Company Setup Department Setup Employee Information Setup Worksites Zones System Administration Menu Assignment Set Password User Group User 4. Create a MediStem 2000 user account for yourself. Give this account any password you desire and as much as access to the system as you please.

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