preparation for the january 2016 exam

SCENARIO: APPLESIDE DOCTORS’ PRACTICE

Preparation for the January 2016 Exam

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

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 4GEmailFile sharingSmart PhonePagerDiary 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 generation4G = forth generationOften 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

1. 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).

Write your answer into your books. Full sentences, spelling and grammar error

free.Full date: Friday 19th November.

Title: Exam Preparation.

3G and 4GEmailFile sharingSmart PhonePager

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.


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.


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.


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

SoftwareExamples

Diary Management Software Examples

DMS

Benefits 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

1. What is Diary Management Software?

2. How could Appleside Doctors Practice use a Diary Management Software (DMS)?

3. What are the benefits and drawbacks of using DMS?


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

Possible risks to data of providing doctors with laptop computers with access to

patients’ records

Computer virusWormTrojan HorsePhishingAdwareHackingDenial of Service AttackPhysical 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

1. Explain the possible threats to data with using laptops.

2. Suggest how the Doctors Practice can keep their data secure.

Methods by which laptop computers can be protected from unauthorised access

Log in and passwordUSB security keyAccess rights and permissionsTimed screen saver locksWEP and WPAInternet and Network logsKey loggingEncryption

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 oftenPassword protected screen locksTraining 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.

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

1. Explain the methods in which Appleside Doctors Practice can prevent their computers from having unauthorised access.


free.Full date: Friday 19th November.

Title: Exam Preparation.

APPLESIDE DOCTORS PRACTICEBOOKLET 2

The use of a database including forms, queries and reports

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. VincentAddress: 6 Broad Lane, WinsfordTelephone: 0987 654675Date of Birth: 02.05.1980

Files RecordFiling cabinet

Databases

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

File

Record

Computer

Database structure

A database is made up of:

Tables – Tables are composed of all the records in a database.

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.

Records – Records are usually the rows in a database, they are divided into fields for ease of use.

Database Fields

Each record is made up of fields – categories of information.

The fields that are listed in this database are:NameSurnameAddress

TelephoneDate 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.

Data Types

Other data types can include currency, time and fractions.

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.

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.

A database program is very useful for searching stored data.

When you search, you may want to find a particular record.

For example, search for all the records where the field Surname = Vincent AND the Initial = J.

Searching and sorting

You can search for records using a combination of fields.

You can search for more than one record.For example, all records where the field Surname equals (=) Vincent.

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.

Get sorted!

You can sort by field “Surname”and then by field “Forename”.

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.

Get sorted!

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.

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.

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.

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:

1. Database form2. Database queries3. Database reports

Write your answer into your books. Full

sentences, spelling and grammar error free.

Full date: Tuesday 24th November.Title: Exam

Preparation - Databases.


The use of the defragmentation tool, and other system tools, to perform routine

maintenance tasks on computers

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 toolSystem restoreScandiskBackups

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.


Possible impacts of providing access to Wi-Fi within an organisation that

holds sensitive data

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 usageHackingIllegal activityIntranet 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.

preparation for the january 2016 exam

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