Five doctor offices have decided to join each of their buildings to a network. With this, each office will have access to each of the other four offices’ information. This would greatly benefit them and their patients, allowing them to pull up a patient’s medical and billing information from a central server for easy access. However the central, east and west offices are each on their own LAN. The three LANs are similar in design for connecting each workstation and for hardware and software.
The eastern and western offices have already been in a partnership with their own peer-to-peer with remote access network along with shared billing and insurance management software. The north and south locations are running standalone workstations that are various ages. Each office has no kind of network compatible hardware and runs the billing and insurance software on one dedicated computer, each with its own attached printer. Patient information is stored on several computers throughout the offices and patient records are filed manually on paper.
Future Growth All five doctors hope to have their new business setup to grow. They hope to have added up to four more doctors, a number of nurses and an office manager to watch over the administrative operations of all five offices to add to their current team. Since the doctors are concerned with the maintenance of their technology, it may be a good idea to have a small IT staff at the ready for maintenance, updates and troubleshooting. The doctors have also discussed using PDAs to view any patient records wirelessly.
Proposed Solution Despite having their own computer setup in each office, to create a properly working WAN, each building would have to have all of their hardware and software completely replaced with new, network compatible workstations. Each doctor, nurse and member of the office team would have their own workstation that would connect to one of several servers that host the information and applications they would need. There would also be a few extra workstations available for any potential growth taking place in the future.
Each workstation would be connected to a server that will manage each person’s login account along with managing those accounts into groups and granting the individual account or group specific privileges based on their tasks. There would also be a connection to a server that would host either the business applications such as accounting or human resources, or the server that hosts the medical manager software that would contain the patient information, bills, and insurance.
To prevent the wrong users from accessing applications that are not relevant to their assignments, the users can be placed into groups that will prevent, for example, one of the nursing staff from accessing the business applications. Wireless Features Their new WAN would also have wireless abilities for their billing and office managers’ laptops, so they can work at one of the various five offices. Each location would also have wireless printers so that the laptops can print off the network if need be.
The printers would also be connected to a print server that would print out any print requests sent out by the workstations to the print server. The printers can also serve as the copiers, scanners and fax machines for the offices. The wireless abilities can also be used for any future PDA use by the doctors. Setting up the Network Servers The servers will each be a Dell PowerEdge T110 II, with each one having Mircosoft Windows Server 2008 Enterprise as an operating system.
Each system will cost $1,709 along with a volume license Microsoft Windows Server 2008 that will cost $3,536 each for 10 copies. Since one office is in the center of the WAN, it would be the most logical location for the main server headquarters. This main location would be home to six servers, two of them being print servers and the other four each hosting their own specific applications to all of the workstations in the network. The first of the four servers would hold the business management applications needed by any of the accountants or human resource teams.
The second would hold the medical managing software that would hold all patient information, insurance, and bills that could be accessed from any of the 5 office locations in the network for both doctor and patient convenience. The third will be used to host a web server and the final system will be used as a domain controller that will manage the users and groups on the network. Workstations Each doctor, nurse and member of the staff will have access to their own workstation, a Dell Vostro 260 Slim. These desktops will come with their own twenty-four inch wide monitor and one year of Dell ProSupport all at a cost of $654 for each.
Each of the five buildings was specified to have 10 workstations; however each building will have fifteen workstations instead. This way there will be spare systems in case of any potential growth to take place in any of the offices. The spares can also be used as a replacement workstation if the original workstation is down, this way no work will be lost due to a single workstation’s problems. Each of the fifteen workstations will be connected to a print server located in each separate building. They will also be connected to each of the four servers located in the center of the network.
These workstations will be able to access the files and applications that each server will host to each of the five locations. In order to prevent anyone from accessing applications that they have no business with, the server acting as the domain controller will place each user’s account into a specific group that will have certain rights and privileges to applications related to their daily tasks. This way, only users who have business accessing certain files can do so. Printers The network would also require printers, scanners, copiers and fax machines.
Having these four pieces of hardware for each building would not only take up room but raise costs to purchase all of these separately. Fortunately, the Dell V525w All-in-One Wireless Inkjet Printer combines all four pieces of hardware into one machine. This combination of a printer, scanner, copier and fax machine would cost $89. 99 each. Two of these would be placed in each of the four surrounding offices and the remaining three would be placed in the central office. Each of these printers would be connected to a print server that would queue any incoming print jobs from any of the several workstations in the network.
These printers also have wireless capabilities, so any laptops connected to the network still have the ability to print out any documents directly. Network Connections In order to have several users on the network and on the internet, each of the offices will be home to a switch and a wireless router for any laptop connections and future PDA use after further growth. The switches that will be used for each office will be the PowerConnect 3524P and each switch will come with a three year tech support plan, all costing $1,446 for each.
The Cisco 320W Wireless Router – IEEE 802. 11n will act as the wireless router for each office and each will cost $682. 95. Each workstation will be connected to the switch along with the internet connection. Each building’s print server will be connected to the switch so that it can send any print requests through the print server first. This will then be connected to the main servers in the central office that will host all the needed applications. Finally, each switch will be connected to the wireless router for any laptop or PDA use on the network.
The laptops used for this network will be used by the billing and office managers who will be working between each of the five buildings. Two laptops are required but three will be bought in case any unexpected technical problems occur. The laptops to purchase will be the Dell Vostro 3550 at the cost of $808 each. This package will include two years of Dell ProSupport and two years of accidental damage coverage. Hardware and Software Setup Each of the workstations used by the staff will be running Windows 7 Professional.
They will also have Microsoft Office 2010 Professional installed, which will include Microsoft Word, Excel, Access, and Outlook. The workstations will also come with the latest form of Internet Explorer for any needed internet access. The servers will have Windows Server 2008 installed as an operating system. The servers will be installed with various components that will define that particular server, for example the domain controller will be home to active directory and the application server will be home to the Medical Manager applications.
As stated, the main servers will be located inside the main central building. The servers will all be kept in a room out of the way of the doctor’s equipment, such as a room at the back end of the building. This room should be windowless and easily air-conditioned so that the room can be cool enough where the servers will not overheat. This room will also have locks that only select people will have access to in order to prevent any kind of unauthorized access. This will also be the switches and wireless routers that will be connected to that building along with connecting the remote workstations to the network.
The workstations will be located in various offices for easy access of the doctors, business staff and nursing staff. Finally, all workstations will come installed with a three year subscription to Trend Micro Antivirus which will also double as firewall security. Back Up System For the sake of any unforeseen circumstances, the idea of having a sound backup plan would be wise for such an important field. For this, the network would back up each of their four main servers in the central office and move those backups offsite in case anything was to happen to the building.
The backups will be made on a PV LTO3-080 Int Tape Drive that each server will have connected to it. Each tape drive will cost about $1,840 for each main server. Backups will be made once every week, at the end of the week so that all data will be current and more easily restored for any data that was not saved. This way all patient, billing and business information will be safe in case of any type of emergency. Services and Monthly Charges Certain services are required to start the network and keep it running smoothly.
First, a team will be made in order to set up all the workstations, cabling, and other hardware equipment. This team will need to be paid for their services. Next, a smaller team will be needed in order to connect each workstation to each of the central servers. After all of the hardware is set up, phone and internet services will need to be established. Comcast supplies business with phone and voice mail services for $14. 95 per month. They also have an internet plan for businesses for $59. 95 per month.
Email service will be provided by Gmail. Gmail’s business email plan starts at $5 per user, per month. With an approximate number of 100 members on the staff, the total expense would be around $500 per month. Planning Phases Phase One The first part of setting up the new network would be to salvage any kind of current data. Each office currently has data on current patient, billing and other various forms of information. This information would need to be gathered either in file or paper form in order to be transferred to the new system.
During this phase in the set up, the leaders of this operation can begin screening out potential workers to help set up the hardware and cabling of the network. Each building would have anywhere from ten to fifteen people setting up the workstations, running cable through the false ceiling to the switch, and making the proper connections to the switch. The office will have one workstation for each room for easy access and the receptionist area will have one to three workstations based on the number of people working in that area at one time.
The print server will be in a back room along with the wireless router and switch. The printer will be located in the front of the building near the receptionist area for easy access by all members of the office staff. Phase Two Once the hardware is set up, all of the software would be installed. A team of ten people would be made and split up into the five buildings, all overseen by the office manager and networking staff. This team would first install Microsoft Windows Server 2008 onto all of the main servers.
Once that is completed, the appropriate applications would be installed onto each the servers such as the domain controller applications such as active directory, DHCP and DNS, the Medical Manager software, and the business application software. After the main applications are installed, the records and information that was salvaged from the old hardware can be inputted into the new applications. User accounts will be made on the domain controller and those accounts will be put into groups and those groups will be given access to the proper applications needed for the staff to complete their own daily tasks.
As a security measure, all members of the staff will be required to set up their own password that must be a certain length, and must contain a combination of letters, numbers and symbols. This password would be changed monthly and the same one could not be used again for a period of two to three months. This would make unauthorized access into the network far more difficult. Once the servers are up and running, the other workstations in each of the five buildings will be connected to the newly created domain.
The laptops used by the billing and office managers would also run on a similar system setup as the desktops. Phase Three The third and final phase would first begin once all of the old data has been put into the new application systems. First, the network would be tested to be sure that the users can access their own accounts and can only access what applications they are allowed to access. If there was any kind of error in the test phases, these would go under troubleshooting until the errors were fixed.
Once the network is running smoothly as planned with no errors, the first backup of the main central servers would be made. This would be done in case anything was to happen within the time from the first backup to the next scheduled backup after one full week. Future Planning Future Wireless Use With the accounts and hardware linked up to the network, the office and billing managers can now connect their laptops to any of the five offices effortlessly. In the near future, doctors can discuss using the wireless network for PDA use.
With the wireless routers and switches in place, doctors can have the freedom of checking patient information conveniently, without being tied to a workstation. To prevent anyone from accessing the wireless network, security measures can be taken in order to keep any leechers off of the network. With firewalls already installed as part of the antivirus plan, strong security passwords can be used so that only people with the proper knowledge can connect their wireless devices to access the network.
The wireless routers in each office would all have different passwords, with each password containing a combination of letters, symbols, and numbers. It would also be made so that the wireless devices cannot connect automatically, this would be used as a security measure so that nobody can access the network should the device be left alone for a moment. Feedback After a month or so after the new network has been established, it could be beneficial to hold a meeting in order to hear any feedback on the new system.
Getting this feedback would be an important step in order to hear any possible issues some of the staff may have encountered over time. Errors don’t always show up after the first use, so gathering feedback after enough time for issues to occur can be essential. This feedback could tell us what works well, what doesn’t and what can be done in an update for the servers. Positive and negative feedback can tells us greatly about how well the new network is working and how easily manageable it is for the general staff and the managers.