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OPTIMA

Case Study - Redesign a dental management system

Background

Optima is a Dentistry management software, adaptable to any type of health clinic (such as Dentistry / Physiotherapy / Ophthalmology/ X-ray and etc.). The software was developed in 1985 and is currently used by approximately 10,000 clinics in Israel.

Optima uses CLIENT-SERVER method using SQL and is based on a multi simultaneous method of windows and themes.

 

The software main modules enable patient file management, appointments scheduling, accounting, treatment plans, issue prescriptions, marketing and telemarketing systems, attendance clocks, oral photo archive, and more.

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The Challenge

Optima is a complex system, with a large number of modules and features that are difficult to navigate.

It was planned and designed in an outdated approach that is characterized by opening multiple windows to display large amounts of data.

 

The main challenge is improving its usability and ease of using its functionalities. Thus providing an efficient, effective and satisfactory system for the user.

Research- System Usability

As part of the research, in order to deeply understand the system and its daily usage, I experienced practical work with the system in a dental clinic in real time - both working in real time with clients and with dentists. Working with the system first hands, and my conversations with the clinic’s staff provided me with various insights.

Insights- Main Problems

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Users

The system’s users are the owners and employees of dental clinics, Varying in size from private clinics with a total of 1-3 dentists to larger dentistry chains with over 10 doctors per  clinic. Depending on the size of the clinic and its capabilities the users are typically:

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Dentist

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Secretary

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Assistant

System Layout Mapping

As part of the new characterization process, I re-examined the system data map. The toolbar in the current system includes 25 buttons in the main menu, while most users do not use the majority of  the features.

The current mapping:

Division of features to longtail users and common users:

A new system map,  includes frequently used features for easy access:

Inspirations

Wireframes Sketches

The most used system’s module is scheduling appointments. This required examination of a solution that will allow to switch and display calendars of several doctors in one system.

The system has been redesigned to a dashboard, including an integral and reduced main menu. The menu includes the most frequently used features, with the option to add features for long tail users.

The calendars were designed as tabs for quick transition between the various doctors, with the option of displaying a split window with multiple calendars.

Side Menu

In the purpose of gaining a wide screen for the appointment calendar, which was found to be the main used functionality, a vertical narrow side menu with simple and easy to learn icons was designed to replace the old menu. Also, a tagline which appears in hover mode provides additional information to the users.

Search Bar

New features that were added and designed:

A search bar- which allows to easily locate customer profiles.

Tasks

A feature that is designed as a cartridge system, where tasks are added and removed once performed. This feature includes tasks such as returning calls to customers, notes that were manually written on papers, accounting issues, etc.

High Fidelity sketches

Until now the system worked with the method of opening multiple windows, now the whole interface is one unit. The new design incorporates a close unit, allowing users to switch between screens without closing them. A navigation bar has been added at the top for user-friendly accessibility.

Every patient in the system has a medical record, which includes an option to document dental images with their teeth serial number. Images can be sorted or searched according to the number, saving valuable time for the users.

Redesign of the screen emphasized the main user goal - by enlarging the screen space for the image.

I reduced the wide menu to a dedicated relevant interface, that includes new functionalities such as adding an image and enlarging the image.

Comparing images and changing histogram settings as needed as well as adding and removing photos and commenting on images per specific teethe serial number. 

filter photos in the library by the teeth’s serial number.

Before & After

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