Preparation for the January 2016 Exam Scenario: Appleside Doctors’ Practice

Scenario Doctors often work together in a practice. Doctors’ practices employ office staff who do administrative tasks. (Scenario 1) If an emergency arises when the practice is closed, patients are able to ask for an out-of-hours home visit. Practices employ an out-of-hours telephone operator who deals with these requests and passes on the details to the doctor who is on call. (Scenario 2) Scenario 1 Appleside Doctors’ Practice is run by a small team of doctors. It serves approximately 10,000 people and employs six administration staff, one of whom acts as Office Manager. The practice is open between the hours of 8a.m. to 6p.m. from Monday to Friday and from 8a.m. to 2p.m. on Saturdays. People who want to register with the practice have to complete a questionnaire on paper. The completed questionnaires allow the practice to track down each patients’ previous medical records as well as identify any other potential health issues. A digital copy of each questionnaire is created and stored. All patients’ details are stored in a database. When a new patient joins the practice, one of the administration staff adds their data to the relevant fields on the database. All data held by the practice is extremely important. The Office Manager has set up the computer system so that a complete back-up of all data held on the system is made every night. This is currently backed up to an external hard drive, but the practice is considering alternative storage media that may be used to store data that has been backed up. The office manager has also installed anti-virus software on all computers used in the practice. The Office Manager has set the options on the anti-virus software so they it updates automatically. The practice uses its broadband internet connection to provide Wi-Fi access in the waiting room for patients to use their own devices whilst they are waiting. Scenario 2 A new doctor, Tamsin, has just joined the practice. Tamsin provides out-of-hours cover once a week. She is given a laptop computer by the practice, which she uses to access patients’ records during her visits. Due to security risks, Tamsin has to use a strong password as well as a USB security key to log onto her laptop computer. Tamsin’s laptop computer has the same anti-virus software settings as all other computers used in the practice. Once a month, Tamsin has to return her laptop to the Office Manager for routine maintenance. The Office Manager uses some of the system tools on her laptop computer for this purpose. As a new colleague, Tamsin has been asked for suggestions that would make Appleside Doctors’ practice more efficient. She has suggested that the practice replace the paper based questionnaire used to collect patients’ details with a digital form.

Preparation Advice from OCR To prepare for the exam, you should research the use of information systems in a doctors’ practice including systems which support doctors who have to visit patients’ homes. This should include: Methods by which details of out-of-hours emergency visits can be passed to the doctor on call Methods by which data may be collected from patients and the benefits and drawbacks of these The use of a database including forms, queries and reports Possible risks to data of providing doctors with laptop computers with access to patients’ records and methods by which laptop computers can be protected from unauthorised access The hardware and software used by administrative staff You should research: Possible impacts of providing access to Wi-Fi within an organisation that holds sensitive data The use of the defragmentation tool, and other system tools, to perform routine maintenance tasks on computers The range of devices and media for storing data and the benefits and drawbacks of each

Appleside doctors practice Methods by which details of out-of-hours emergency visits can be passed to the doctor on call Appleside doctors practice

Learning Objectives LO 1: To be able to explain methods by which details of out-of-hours emergency visits can be passed to the doctor on call. LO 2: To be able to explain the possible risks to data of providing doctors with laptop computers with access to patients’ records and suggest ways to prevent it. LO3 : To be able to explain methods by which laptop computers can be protected from unauthorised access.

Methods by which details of out-of-hours emergency visits can be passed to the doctor on call Data can be transferred between computing devices by networking them together. Homes, schools and companies have their own computer networks. Remember that the Doctors have laptops as well. 3G and 4G Email File sharing Smart Phone Pager Diary Management Software

Mobile Communication Mobile phones, smartphones and other portable devices can also use the mobile phone telecommunications networks to connect to networks and the internet. 3G = third generation 4G = forth generation Often much slower speed than wired or wireless networks. The doctors’ practice could use this to transfer data to the doctors and the doctor to upload data back about the emergency call out.

Email Emails are sent from a desktop or portable device to an email server which sends the emails to other servers and then to the email inbox of the recipient. Using portable devices and wireless technology or mobile communication networks allows a person to send and receive emails wherever they are. Emails can have a message and attachments.

File Sharing Files can be shared using a server. The file is uploaded to the server where it is stored until another person accesses and opens it. The doctors’ practice could upload emergency call out details as a file to the server where the doctor could access it. Allows editing and re-upload of the document. Connection made through WIFI, 3G or 4G.

Smartphones Smartphone is a portable or mobile computer system that combines features such as telephone, text messaging, PDA, web browser, media player, digital cameral, GPS system, apps, etc. Benefits: Small, light and portable Ideal for communication while away from the doctors’ practice. Can be used to research Disadvantages Cannot carry out many office tasks Too small for easy typing and viewing documents More care needs to be taken to keep data secure Can be easily lost or stolen

Pagers A small radio device, activated from a central point, which emits a series of bleeps or vibrates to inform the wearer that someone wishes to contact them or that it has received a short text message. Benefits: Longer battery life than a smartphone More personal for the practice Can be tracked Harder to ignore Less likely to be stolen Disadvantages: Not widely used Not as versatile as a smartphone; no apps, messages, etc Cannot put in too much detail.

Data Transfer Questions What methods of data transfer could Appleside Doctors Practice use to give emergency call outs to Doctors? (Pick 3 out of the five we have just looked at). 3G and 4G Email File sharing Smart Phone Pager Write your answer into your books. Full sentences, spelling and grammar error free. Full date: Friday 19th November. Title: Exam Preparation.

Diary Management Software Diary Management Software (DMS) is an electronic planner/calendar. It can be very useful to employees as they are able to see everyone's diaries and coordinate them to ensure everyone who is needed can attend the appointment/meeting.

Diary Management Software Software tasks: Create appointments/emergency call outs – DMS will allow the creation and storage of a list of appointments and who will be attending. It will show clashes between appointments and may suggest alternative times. Administrators will be able to put emergency call outs onto the Doctors’ diaries so they can see where they need to go and the practice will be able to monitor where all the Doctors are. Individual participants – When an appointment is created the DMS will be able to invite, by email, the people who need to attend it. Doctors will receive emails when new appointments have been added to their diary. They will need to make sure they have a sound notification so they know when one has been added.

Diary Management Software Software tasks ctd: Create tasks/projects– DMS can provide a task list which could include who is to complete each task and the deadline for each task. Administrators will be able to see an overview of all the appointments, priority listing and which Doctor is calling out to them. Set reminders– DMS can automatically remind people of an appointment. Doctors can receive reminders of another call out they need to attend if they have been on one for too long.

Diary Management Software The software Many DMS are now cloud software applications and can be accessed through a web browser or mobile application. A mobile application (app) can be run on a smartphone and tablet computers. Some mobile apps can be downloaded onto laptops and desktop PCs. The DMS would be stored and accessed through servers at a remote location to the Doctors surgery – the cloud.

Diary Management Software Examples

Diary Management Software Examples

Diary Management Software Examples

DMS Benefits Disadvantages: Easy to manage at the doctors surgery Live updates to appointments Can be used remotely Can be tracked Can attach confidential files Disadvantages: Need training to use it Needs secure log ins and passwords Needs updating on a regular basis Unsecure for confidential information

Diary Management Software Questions What is Diary Management Software? How could Appleside Doctors Practice use a Diary Management Software (DMS)? What are the benefits and drawbacks of using DMS? Write your answer into your books. Full sentences, spelling and grammar error free.

APPLESIDE DOCTORS PRACTICE Possible risks to data of providing doctors with laptop computers with access to patients’ records and methods by which laptop computers can be protected from unauthorised access APPLESIDE DOCTORS PRACTICE

Possible risks to data of providing doctors with laptop computers with access to patients’ records Computer virus Worm Trojan Horse Phishing Adware Hacking Denial of Service Attack Physical Threats

Computer Virus Something which is designed to replicate and cause damage or harm to a computer system. They are malicious programs designed to delete, destroy, alter or corrupt data. This could be patient records which could lead to serious risks to people’s health if they are lost, deleted, etc. Threat to the Doctors’ practice because they do not want any data destroyed, deleted, compromising, stolen, etc. How protect against it? Use anti-virus software and make sure it is regularly updated. Regular scans of the computers by the anti-virus software.

Worm A virus which is designed to cause an annoyance but not damage any files. E.g. slow down your computer or cause pop-ups. This would interrupt the administrator/doctor and could lead to files being accidently closed down without saving, deleting files, corrupting files etc. How protect against it? Use anti-virus software and make sure it is regularly updated. Regular scans of the computers by the anti-virus software.

Trojan Horse A virus which pretends to be something good like a game but is actually causing harm to your computer and letting other things in. This could be a threat to the data within the surgery because as with viruses, destroying, breaking, stealing, deleting. How protect against it? Use anti-virus software and make sure it is regularly updated. Regular scans of the computers by the anti-virus software.

Phishing Something like an email which pretends to be from a real company, trying to persuade you to do something like visit a website and enter your computer and letting other things in. Email often impersonal, poor spelling and grammar, trying to pose as a company, have a link that is different when you see the actual hyperlink address, sense of urgency to provide details. This is a threat to the Surgery Data because confidential information could be compromised, deleted, altered or stolen. How protect against it? Do not respond to requests for information online. Report and delete emails. Train all staff so they are aware of threats to data.

Adware Malware which causes adverts to constantly appear on your computer. This would interrupt the administrator/doctor and could lead to files being accidently closed down without saving, deleting files, corrupting files etc. How protect against it? Ensure spyware protection is installed and firewall is switched on.

Hacking Someone attempts to gain access to your computer system. This would allow someone to access confidential materials in the hope of selling, blackmailing, abusing etc How protect against it? Ensure spyware protection is installed and firewall is switched on.

Denial of Service Attack Where a computer system is attacked by a large number of computers trying to access it any one time (e.g. 1 million attempts a second); causing the computer to deny access to any services. This would interrupt the administrator/doctor and could lead to files not being saved properly, system crashing so files cannot be accessed. How protect against it? Ensure the business has a good firewall is switched on.

Physical Threats Things like data stolen, computers removed or people accessing data they should not be and selling it on. How protect against it? Appropriate physical protection (SAD FLABS C): Serial numbers on everything Alarms on Doors locked Fire protection Lock windows and bars on them Avoid ground floor Blinds closed. Security badges CCTV/Cameras

Threats to data Explain the possible threats to data with using laptops. Suggest how the Doctors Practice can keep their data secure.

Methods by which laptop computers can be protected from unauthorised access Log in and password USB security key Access rights and permissions Timed screen saver locks WEP and WPA Internet and Network logs Key logging Encryption

Log in and Password Making sure every device has a log on screen and that every employee has an individual log on and password. Forcing a password change every so often Password protected screen locks Training on effective use of passwords Mixture of CaSe Symbols, numeric and alpha characters A#2!*d Longer than 8 characters Not related to them

USB Security Key Used to prove the user’s identity electronically The key is used in addition to or in place of a password to prove that the customer is who they claim to be. It acts like an electronic key to access something. Some may contain digital signature or biometric data. USB generates a transfer of a generated key number sequence to a client system.

USB Security Key Process of logging on with it: Plug in the key Wait for it to be recognised Use finger print scanning Logs into the system The key must be present at all times and cannot be used on a smartphone.

Access rights and permissions Give people different levels of access A Doctors practice may only allow Doctors to change a patient’s medical records. Whereas an administrator can only view them and a senior administrator can change things such as their address.

Timed Screen Saver Locks When the laptop/desktop PC is inactive for longer than a set period then the computer locks. Prevent someone using it if they are away from their desk.

Internet and Network logs Can be used at work and remotely. Every website you visit is logged with your name, date and time. Logging websites that are accessed Time spent visiting it Search history Actions on the site This is then checked by your employer to ensure you are working and not just browsing online.

Key logging This is a small program which logs every key you type, including passwords. This can be used to ensure employees are only using the computer for what is meant to be. If your parents could see everything you type on your phone, chances are you would use it differently.

Encryption Helps prevent data being used by unauthorised people. Data can be scrambled using data encryption software when it is stored or transmitted between computers over networks. It uses an encryption code or key to scramble (encrypt) the content of data files. The proper code is needed to unscramble (Decrypt) it so it can be read and used. This can be used for when issuing emergency call outs to Doctors.

WEP and WPA WEP – Wireless Encryption Protocol The original encryption protocol developed for wireless networks. As its name implies, WEP was designed to provide the same level of security as wired networks. However, WEP has many well-known security flaws, is difficult to configure, and is easily broken. WPA – Wireless Protected Access Introduced as an interim security enhancement over WEP. Most current WPA implementations use a preshared key (PSK) to access it.

Preventing Unauthorised Accessed Questions Explain the methods in which Appleside Doctors Practice can prevent their computers from having unauthorised access. Write your answer into your books. Full sentences, spelling and grammar error free. Full date: Friday 19th November. Title: Exam Preparation.

The use of a database including forms, queries and reports Appleside doctors practice Booklet 2

What is a database? A database is a software that allows entry, storage, editing, processing and retrieval of data. The Doctors Practice can store all the patients medical records in a table. Each patient will be a separate record in the table. Each piece of data in the record about that patient is called a field e.g. name.

Databases Before computers were around, organisations kept information on record cards in card boxes, or on sheets of paper in files and filing cabinets. J. Vincent Address: 6 Broad Lane, Winsford Telephone: 0987 654675 Date of Birth: 02.05.1980 Filing cabinet Files Record

Databases These days, databases are created and stored on a computer. File Record

Database structure A database is made up of: Tables – Tables are composed of all the records in a database. Records – Records are usually the rows in a database, they are divided into fields for ease of use. Microsoft product screen shot reprinted with permission from Microsoft Corporation. Fields – Fields are normally the columns. Each record is made up of many fields (like name, address etc.) to enable searches to be performed more easily.

Database Fields Each record is made up of fields – categories of information. The fields that are listed in this database are: Name Surname Address Telephone Date of Birth

Data types When creating your fields, you also need to specify the data types that will go in these fields. The data types which you are most likely to use are: Text – For inputting text. Number – For numbers, decimals and percentages. Date/Time – For dates and times. Currency – For financial sums and amounts. AutoNumber – Automatically adds in a sequential number. Yes/No – For selecting yes/no or true/false entries. Teacher’s note: Other data types are also available depending on the software being used. In Access Lookup Wizard allows you to create list boxes which display a set list of answers from which users can choose. Photos: © 2010 Photos.com

Data Types We need to specify a data type for each field. Name, Surname and Address are text fields. Telephone number is a number field. Date of birth is a date field. Other data types can include currency, time and fractions.

Validation Most database programs allow users to create their own validation checks, by setting the rules or limits for certain fields, such as: character type (number or letter or both) length of field (how many characters, for example a title between 2 and 4 characters) range (specify from and to, for example an exam mark from 0 to 100). If the data that is entered is not valid, an error message will appear on the screen to inform you.

Searching and sorting A database program is very useful for searching stored data. When you search, you may want to find a particular record. You can search for more than one record. For example, all records where the field Surname equals (=) Vincent. You can search for records using a combination of fields. For example, search for all the records where the field Surname = Vincent AND the Initial = J.

Get sorted! Sorting is another useful feature of a database. You may want to sort by a particular field. Sorting by “Surname” will put your list into alphabetical order by Surname.

Get sorted! You can sort by more than one field. You can sort by field “Surname”and then by field “Forename”.

Get sorted! You can choose which order you would like the sort. It can be in ascending order: starting with the letter A, or smallest number, and going up. Or it can be in descending order; starting with the letter Z, or largest number, and going down.

Forms Forms are sometimes referred to as "data entry screens." They are the interfaces you use to work with your data, and they often contain command buttons that perform various commands. Forms provide an easy-to-use format for working with the data, and you can also add functional elements, such as command buttons, to them. You can program the buttons to determine which data appears on the form, open other forms or reports, or perform a variety of other tasks. For example, you might have a form named “Patient Form" in which you work with patient data. The patient form might have a button which opens an appointment form where you can enter a new appointment for that patient. Forms also allow you to control how other users interact with the data in the database. For example, you can create a form that shows only certain fields and allows only certain operations to be performed. This helps protect data and to ensure that the data is entered properly

Using data forms Electronic data entry forms make data entry easier, and provide an attractive interface for your database. Electronic forms are designed like paper forms, except they automatically enter the data into your database. Teacher’s note: Electronic forms are commonly used for adding user data, such as member lists, memberships, personnel data. Similar to database electronic forms, web forms are used all over the World Wide Web for storing member details, address data and processing payments. Often though these will have a Web-based front-end that will feed results into a database. Microsoft product screen shots reprinted with permission from Microsoft Corporation.

Answering options When designing your form you can chose to add in the following answer options: List boxes present the user with a fixed list of answers. Combo boxes also do this, and allow other answers to be input. Option groups have a fixed set of options from which the user can select. Toggle buttons and option buttons can also be used to input data to your database. Microsoft product screen shots reprinted with permission from Microsoft Corporation.

Queries Databases are used for searching and sorting vast quantities of data and producing results that match criteria. To search or sort a database in this way requires the creation of a query. A query is a method of searching a database that can retrieve precise information Search criteria is used with the use of symbols > More than < Less than >= More than or equal to <= Less than or equal to AND OR The doctors surgery can create a query to find out how many emergency appointments that happened over the weekend or how many new patients have joined the surgery in the past four weeks.

Reports Reports are what you use to summarise and present data in the tables. A report usually answers a specific question, such as "How many new patients have joined our practice this year?" or “How many emergency call outs have there been this month?" Each report can be formatted to present the information in the most readable way possible. A report can be run at any time, and will always reflect the current data in the database. Reports are generally formatted to be printed out, but they can also be viewed on the screen, exported to another program, or sent as e-mail message.

Reports Having all of your data in one big table can make printing and comprehending data a difficult task. Teacher’s note: Reports are often used as a paper reference from a database query. For example, a library report of all the users with overdue books, or a business report of all customers still awaiting orders/invoices. Reports are also commonly used for analysis and strategy. For example, identifying customers who purchased 6 or more of a specific product to see if there are any trends, looking at the biggest spending customers to identify trends, looking at the genres of most requested books/DVDs in a library to help with forecasting and future stock purchases. A report can help to make all this data clearer and it also gives a paper-based reference which can be marked up by the user without affecting the database. Database programs can automatically produce user-friendly reports which will only include the information you require.

Different types of report You can use the different options in the report wizard to create a number of different styles of report. Selecting columnar will display the results record by record within one column. Selecting tabular will display the results in a list format. Selecting justified displays the results record by record across the page.

The use of a database including forms, queries and reports 1. Look at the Doddle tasks I have sent to you. Read the presentations then take the quiz to test your knowledge. 2. Explain how Appleside Doctors Practice can use the following: Database form Database queries Database reports Write your answer into your books. Full sentences, spelling and grammar error free. Full date: Tuesday 24th November. Title: Exam Preparation - Databases.

Appleside doctors practice Booklet 3 The use of the defragmentation tool, and other system tools, to perform routine maintenance tasks on computers Appleside doctors practice Booklet 3

The use of the defragmentation tool, and other system tools, to perform routine maintenance tasks on computers Task: Research the following, state what they are and how the Doctors practice would use them: Defragmentation tool System restore Scandisk Backups Write your answer into your books. Full sentences, spelling and grammar error free. Full date: Friday 27th November. Title: Exam Preparation – System Tools.

Defragmentation Tool Disk defragmenter – scans the computer’s hard drive and rearranges the files so it frees up space, to increase the computer’s performance. The doctors practice would use this to speed up their devices so they can access files quicker and increase their computer’s performance.

System Restore Is a Windows utility that allows a user to restore their computer data to a specific former state (known as a restore point), undoing changes made since that time. The user's personal data saved since that time (such as new files, new e-mail messages, and changes to documents) remains intact, but system changes are undone. Doctors Practice could restore their data from their backups.

Scan Disk ScanDisk is a Windows utility used to check your hard disk for errors and to correct problems that are found. These errors often occur when Windows locks up and must be restarted. The doctors practice would use this to prevent data being lost or corrupted.

Appleside doctors practice Booklet 3 Possible impacts of providing access to Wi-Fi within an organisation that holds sensitive data Appleside doctors practice Booklet 3

Possible impacts of providing access to Wi-Fi within an organisation that holds sensitive data Task: Research the following, state what they are and the impacts of them to the Doctors Practice: Internet usage Hacking Illegal activity Intranet Write your answer into your books. Full sentences, spelling and grammar error free. Full date: Friday 27th November. Title: Exam Preparation – WiFi.

Internet Usage Internet usage is the amount of data (in bytes, kilobytes, megabytes or gigabytes) transferred between your computer and the Internet in a given period of time. Heavy usage of the internet by patients could slow down the internet for the employees at the Doctors Practice who need it to do their jobs. Prevent an important job being done quickly due to patients using it for their leisure whilst in the waiting room.

Hacking Hacking is when someone seeks and exploits weaknesses in a computer system or computer network. Hackers may be motivated for profit, protest, challenge, enjoyment, blackmail, etc.  The doctors practice does not want anyone to get into their system as they hold confidential medical records. Data Protection Act must be followed.

Illegal Activity As a provider of public Wi-Fi the business are responsible for what people do when they use their Wi-Fi. This means they are also responsible for any legal issues that may arise.  Businesses are legally required to ‘take reasonable steps’ to identify the person(s) responsible for illegal activity. The doctors practice would have to monitor the use of their Wi-Fi in order to comply with the law.

Intranet An intranet is an internal network of information that can be accessed from within the surgery. The information can be confidential as it can only be accessed from within the building using secure log in names and passwords. Information can be restricted to the users. Good way to store central information such as the Doctors Practice policies, job vacancies, common notices, etc.