0717657 - Web Based Hospital Management System for Gunarathna Private Hospital

WEB BASED HOSPITAL MANAGEMENT SYSTEM

FOR

GUNARATHNA PRIVATE HOSPITAL

H.K.K.C. MADHURANGA

BIT Registration No: R071765

Index No: 0717657

Name of supervisors: Dr. L.D.R.D.Perera

Mr. V. P.Jayawardena

Academic year 2010/2011 April 20, 2011

This interim report is submitted in partial fulfillment of the requirement of the Degree of Bachelor of Information Technology (External) of the

University of Colombo School of Computing.

Interim Report – Hospital Management System

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Abstract

Gunarathna s Hospital is a leading private hospital that provides health care facility to people in Kuliyapitya . Employees of this hospital have to face lot of problems when they manually handle their day to day transactions. They are challenged to respond quickly and accurately with patient’s requirements. This “Hospital Management System for Gunarathna Private Hospital” going to provide an efficient and an accurate way to generate bills, generate reports and handle information about the doctor details, patient details, employee details, billing details. This system will provide the employees of Gunarathna hospital, an easy way to access records, save accurate data, update information, and produce accurate reports and better record keeping. It saves their time and money.

The system is to be designed to improve the quality and management of Gunarathna Hospital management in the areas of clinical process analysis and activity-based costing. Managing the key processes efficiently is critical to the success of the hospital.

The system consists of all the functionalities in the hospital including patient’s management, Diagnostic reports, Laboratory and operation theater records. It excludes accounts management of the hospital. The developing technology is Web based technology and language used here is PHP which is a powerful server side scripting language and run on Apache server. The database used is MySQL Database Management System while WAMP package is used for easy management of above components. Designing system interfaces is the current status of the project.


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Acknowledgments

First, I wish to thank my supervisor Mr.Viraj Pinto Jayawardana who helped me to do this project

in successful manner and supervised me . And of course I should give my thankfulness to Dr. LDRD

Perera who gave the knowledge of report writing and project systems.

I also wish to express my gratitude towards Matrix Institute of Information Technology (Pvt.)

Ltd and the lecture panel of it who guided me through the BIT degree program.

I wish to thank Dr .Palitha Gunarathna, managing director of Gunarathna Private Hospital for

all the assistance given me throughout the completion of the project.And of course I give my

thankfulness to the staff of Gunarathna Hospital.

I am grateful to my family for providing me with good education, necessary equipments and helping me throughout my life.


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Table of Contents

Abstract………………………………………………………………………………2

Acknowledgment…………………………………………………………………….3

Table of Contents…………………………………………………………………….4

1 . Chapter 1: Introduction…………………………………………………………... 5

2. Chapter 2 : Analysis………………………………………………………………6

2.1 Requirement Elicitation………………………………………………………6

2.2 Existing System………………………………………………………………6.

2.2.1 Categorized major activities of the system……………………………7

2.3 Problem Definition……………………………………………………...……8

2.4 Requirement Catalogue……………………………………………………….9

2.5 Basic Infrastructure of the System…………………………………….……..10

3. Chapter 3: Design………………………………………………………….……....12

3.1 Introduction………………………………………………………………......12

3.2 System Design Options…………………………………………………...….12

3.2.1 System Option 1………………………………………………..………12

3.2.2 System Option 2………………………………………………..………13

3.2.3 Selected System Option and the justification………………..…………14

3.3 System Design……………………………………………………..…………14

3.3.1 Class Diagram…………………………………………………………..15

3.3.2 Sequence Diagrams……………………………………………………..15

3.3.3 User Interfaces………………………………………………….….……19

3.3.4 Conclusion……………………………………………………………...20

4. References……………………………………………………………………..……20


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Chapter 1: Introduction

As mention in the abstract “Gunarathna Hospital” is a leading private hospital that provides

health care facility to people in Kuliyapitiya. This is fast growing institute which handles nearly

hundred and fifty transactions per day. It consists five sections namely, channeling, outpatient

(OPD), inpatient (resident patient), services and pharmacy. All the clerical works and cashiering

(collection of money and payments) works perform by two receptionists in a shift basis. Hospital

needs store data, update records, generate bills and reports for their day to day transactions. At

present they handle all their transactions manually.

Employees of this hospital have to face lot of problems when they manually handle their day to

day transactions. They are challenged to respond quickly and accurately with patient’s

requirements.

In my side of view I select this Hospital management system because this hospital is situated in

my residential area. When developing I can easily reach the hospital to do requirements

gathering and also ease of meet the client. Rather than developing a standalone system I

understood a web based system can achieve more requirements of the client. So this client-server

system supports for many client machines in the hospital premises and many other computers

located outside of the premises .That helps to managers of the hospital to get a decisional

overview of the hospital.

As an outline following chapters consists of requirement elicitation, a description of the existing

manual system, problem and requirement analysis, functional and non-functional requirements

and descriptive paragraphs and diagrams for the Design of Solution.


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Chapter 2: Analysis

2.1 Requirement Elicitation

This is the phase of system development that requires high efforts from the persons involved and

it is one of the most time consuming task. The success of the whole project depends on this

initial step. When considering my context it was difficult because of lack of knowledge on the

problem domain.

For this project, basic requirements were gathered through a series of interviews. Interviews are one

of the basic methods of requirements elicitation and proved to be effective in this case. And several

observational requirement gatherings were happened. The functions like registering a patient, making

bills, consulting doctors and issuing medical reports were observed it was decided to first implement

those basic hospital functions and then work through requirement change. As the second step

relevant documents were studied.

In the next step a descriptive overview of the existing manual system was made. From that the

drawbacks of the system was identified and the problem definition was developed.

After the requirement elicitation, a requirement validation was also carried out. In this process

gathered requirements were presented to the customer and validated. Some requirements were

eliminated and some were enhanced while many gathered requirements remained unchanged.

2.2 Existing System

When a patient request for a treatment, receptionist records patient’s details according to the

channeling, OPD or inpatient. Receptionist checks the availability of doctor for channeling

before record the patient details. Then receptionist prepares the bill and collects money. Patient

can meet doctor on due date by showing the bill for the in charge channeling.


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Patient can directly meet doctor when patient want to get OPD treatments. After collecting the

bill patient meet the doctor and can get prescriptions.

When patient wishes to admit hospital receptionist check the availability of rooms. Then allocate

a room and send patient details to the ward in charge. Ward in charge assign a nurse after

checking the nurses’ records. Ward assistant records each patient’s treatments services and

meals daily. Summary of these records are sent to the receptionist when patient is discharged.

Finally receptionist prepares the bill and collects money.

Receptionist prepares daily reports to send to the general manager end of the each day. Number

of patient admitted, number of patient discharged, number of OPD patients, number of

channeling patients, amount of collected money, amount paid to doctors are some of reports.

2.2.1 Categorized major activities of the system.

Five main activities can be identified when considering the all activities in the hospital. They are

• Recording patient’s details

Receptionist records patient’s details when patient wants to get treatments. Receptionist records these details according to the Channeling, OPD and Inpatient requirements.

• Recording patients’ treatments

Patient’s treatments, services and meals which gets when stay in ward is recorded against patients name. These details are needed for preparing patient’s bill when discharging from hospital. Furthermore OPD treatments and channeling treatments also recorded against patient’s name.

• Recording doctors’ details

Doctors’ details, treatments hours, consulting hours, treatment types are recorded.When appointment is made that will be recorded against doctor name.

• Preparing bills


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Patient’s channeling bill, OPD bill and inpatient bill prepared by the receptionist. Channeling

bill is prepared while making the appointment. OPD bill is prepared after getting treatments.

Inpatient bill is prepared when patient discharge from the hospital.

• Preparing reports

Receptionist prepares daily reports on daily collections and payments, number of cancelled and

postponed appointments, number of patients get treatments, number of patients admitted and

discharged. These reports should send to general manager at end of the each day.

2.3 Problem Definition

There are lots of problems faced by the hospital because of its manual system. Some of these

identified issues which should be addressed in a development project in order to gain more

benefits while providing better and quality service to public.

Low patient satisfaction

The manual transaction is caused for low patient satisfaction. Receptionist needs more time to

complete one transaction because she has to write all the things. This task needs more time than

typing.

Heavy work load

The number of employees in the reception is two. There is a heavy work load for a single

employee, who may produce less productivity and stress. Receptionist who worked in the

counter also has to look cashier work too. Also there are lengthy daily reports to produce for the

management.

High cost

Cost associate with manual system is very high. Hospital has to bear expenses for papers which

need to maintain patient, doctor and employees details, store these document and to access them.

Security issues


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It is hard to keep track of who has used or copied which paper documents. Paper documents are

often maintained with very low security control. Hospital risks leaking critical information to

unauthorized personnel.

Hard to share

Paper-based filing systems allow paper documents to reside in only one place at a time. To share

documents, office workers generally make their own copies.

Lost and missing document

Documents can be lost, missing or destroy when store them or reuse them. This dramatically

increases the risks and costs associated with paper filing systems.

Slow access

Finding and retrieving a document using a paper-based system is slow. In situations where

information contained in a document is required immediately to response to a customer’s

request, the delay may cause customer dissatisfaction. In addition, re-filing paper documents

wastes time and may result in misplacement of the files.

2.4 Requirement Catalogue

Requirement catalogue consists of a collection of problems which have been identified in the current system, together with a set of requirements for the new system.

Functional Requirements

ID Description 01 Shall be able to keep information about patient 02 Shall be able to keep information about doctor 03 Shall be able to keep information about employees 04 Shall be able to set/update system properties 05 Shall be able to record new appointments 06 Shall be able to check the availability of doctors 07 Shall be able to cancel/postpone the appointment


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08 Shall be able to keep information about treatments 09 Shall be able to keep information about rooms 10 Should be able to provide a bills/invoices 11 Shall be able to calculate bill at any moment 12 Shall be able to prepare bill reminders 13 Shall be able to provide clear and legible printed bills 14 Should be able to check patient’s bill 15 Shall be able to provide treatment report to patient 16 Should be able to obtain patients’ history records 17 Shall be able to get treatment details obtained by patient 18 Shall be able to obtain daily collection reports 19 Shall be able to obtain daily payment to doctors 20 Shall be able to obtain annual reports

Table 2.4.1: Functional Requirements

Non Functional Requirements

ID Description 01 Shall be attractive 02 Shall provide a user friendly graphical user interface 03 Shall provide Searching facilities throughout the system and its database 04 Users should be able to login to and logoff from the system

05 Shall categorize users into different authority levels and will be given access to the system accordingly

06 The Administrator should have the capability of adding new users to the system 07 The Administrator should have the capability of deleting users from the system 08 Should be able to recover transactions after system failures 09 Should be able to add new facilities to the system 10 Shall be able to access to the system concurrently

11 Should have satisfied level of portability to deploy from the developing environment to the user environment.

Table 2.4.2: Non Functional Requirements

2.5 Basic Infrastructure of the System

The system consists of mainly five users. They will have different privileges according to their

role in the hospital system.

1. Receptionist

2. Nurse


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3. Doctor

4. System Operator

5. Director /Manager

The below diagram (Figure 2.5.1) shows the top level use case diagram for the proposed system.

Figure 2.5.1

Further the system can be categorized into main three parts.

1. Interactive user interface(Web interface)

2. The Database

3. Server side PHP application

The detailed descriptions are in the Design chapter.

Gunarathna Hospital Management System


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Chapter 3: Design

3.1 Introduction

The design phase consists of

• Identification of sub systems • Identifying software components and architecture • Data design and interface design

When developing a web system use of templates can make a ease of development while it enhances the reusability. Object Oriented Analyze Design is selected here to develop the system.

3.2 System Design Options

Two system options are discussed here .They show the ways in which the requirements may be

satisfied, excluding consideration of hardware and software constrains. This decided what

approach should be taken to solve the identified problems in the existing system. The use of

manual system is not considered here as an option because of the need of computerized system.

3.2.1 System Option 1.

First option is computerized the hospital transactions system with a single computer. This

automation System will satisfy most of the essential requirements of the hospital. This is a

standalone system consists of a single user application with the database located in the same

computer. Hospital can use only one computer to record all the transaction. In addition a printer

can be used to print bills and other documents.

Benefits

• Can provide printed bills and reports

• Employee can find data easily

• It avoids writing errors and illegible of handwriting


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• Records can be backed up readily to protect from damage from water and tear, fire, water,

etc.

• Need lower space for store records

• Records can be regularly updated

Drawbacks

• Sometimes patients have to wait until finish another task

• Only one employee can operate system in same time

• Two transactions cannot perform at the same time

3.2.2 System Option 2.

Next option is improved web based system. One or more users can log in to this system

simultaneously. In here a computer will provide for each section. So employees can perform

transaction separately without any disruptions. Further management can log into the site and get

reports from any location where internet facilities are available.

Benefits

• Can provide necessary information without delays

• Can provide printed bills and reports

• Employee can find data easily

• It avoids writing errors and illegible of handwriting

• Records can be backed up readily to protect from damage from water and tear, fire, water,

etc.

• Need lower space for store records

• Records can be regularly updated

• Employees can use system simultaneously

• Server is located in a safe and secure place, so physical threat to data is minimum.


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Drawbacks

• Costly comparing to the other options because of using several computers and network

system.

3.2.3 Selected System Option and the justification

Though the “system option 1” can satisfy almost all the functional requirements there are very

important non functional requirements which can be satisfied only by implementing the “system

option 2”. The numbered non functional requirements (Table 2.4.2) like 03, 08, 10 and 11 cannot

be satisfied by the “system option 1”.

So “System Option 2”- Web Based System is selected to develop .The only drawback of

“System Option 2”, implementing cost because of increased number of computers can be

neglected considering the benefits.

3.3 System Design

Unified Modeling Language (UML) was used to model static and dynamic behavior of the

system. The UML offers standard semantics and notation for describing object structure and

behavior and has emerged as the design medium of choice for developing large-scale distributed

object applications. ArgoUML was used to design Use-case diagrams, Class diagrams and

Sequence diagrams.

Use Case diagrams are used to represent the functionality provided by an organization as a

whole. Top level use case diagram for this system was presented in the previous chapter.


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3.3.1 Class Diagram

Class diagrams show the interactions between classes in the system. Classes can be seen as the

blueprint for objects. Class diagrams are used to illustrate the static behavior of the system.The

whole system is divided into several classes and the interaction between them is illustrated below

in Figure 3.3.1.

Figure 3.3.1 Class Diagram of Gunarathna Hospital Management System

3.3.2 Sequence Diagrams

Sequence diagrams are used to show the flow of functionality through a use case. Several Sequence diagrams can be created for this system. Some of them are

• Login (Figure 3.3.2.1)


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• Admissions (Figure 3.3.2.2) • Doctor Appointment (Figure 3.3.2.3) • Test Appointment (Figure 3.3.2.4) • Admission /Discharge Reports (Figure 3.3.2.5)

There are many sequence diagrams to be added, all of them are included in the final dissertation. Visual paradigm for UML was used to develop sequence diagrams.

Figure 3.3.2.1


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Figure 3.3.2.2

Figure 3.3.2.3


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Figure 3.3.2.4

Figure 3.3.2.5


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3.3.3 User Interfaces

Interactive user interfaces makes the system more user friendly. There are extractions of two user interfaces of the system given below. Those are to be developed more in the future.

Figure 3.3.3.1 Register Patient Interface

Figure 3.3.3.2 User Login Interface


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3.3.4 Conclusion

The current state of the project is Interface and Database designing. Implementation using PHP and integration are to be done.

References

1. HiTech Hospital Manager : http://www.hitech-on-web.com/hospitals/ 2. LCS-Hospital management Information System

http://www.grapevyne.com.sg/html/Products_HMIS.html 3. Caloris Planita Technologies http://www.calorisplanitia.com/hospital-management-

system.aspx 4. Mushroom Softech http://www.mushroomsoftech.com/Mushroom/emed.htm

http://www.hitech-on-web.com/hospitals/�

http://www.grapevyne.com.sg/html/Products_HMIS.html�

http://www.calorisplanitia.com/hospital-management-system.aspx�

http://www.calorisplanitia.com/hospital-management-system.aspx�

http://www.mushroomsoftech.com/Mushroom/emed.htm�