1.    Overview of the Project

1.1.        Purpose

The basic motive of this project is to develop a system that could control the different departments in medical facility or hospital and can regulate different tasks without any minor error. The system is meant to provide updated information to different departments so that everyone controlling or using the system could get his hands on the updated information about patients, medical facility, doctors, medical labs and accounts. The project is meant to provide the accurate and exact information so that the patients could be provided better treatment and have a healthy life.

1.2.        Roles and responsibilities

The team members involved in this project are (NAMES). All the members are well informed about the subject of this project and have contributed equally in the completion of this project. Everyone contributed equally to attain the final product that could be implemented in hospital to meet the basic motive and requirements.

1.3.        Introduction

The Hospital Management System was designed in order to totally convert the processing in facility digital and manage records in a better and efficient way. The system was not developed for a new hospital or medical facility but was designed to take control of already running hospital and manage its records in digital form. The major component of this project is our software product that is Hospital Management system, it will also include basic hardware like computer systems that could provide a platform to run our system digitally.

The system will be integrated to all the departments of hospital through a central database that will allow the users from different departments to access it and make use of it. Mainly the system will be implemented for Drug Administration, Appointment Management, Medical Record Management, Patient Affairs Department and Medical Lab Management.  These departments have central role in every medical facility so they would be connected to central database holding all the data about doctor, patients and accounts. All the reports would be generated through this system related to any department.

2.    System Capabilities

2.1.        Hospital

The hospital that we developed a system for consists of main 5 department where our system will be implemented. This system will enable the hospital to digitally keep record of all the activities and manage their daily reports as well. The system will be centrally managed with a connected database for all systems.

2.2.        Drug Administration System

Drug administration system will let the hospital to keep a track of all the medication given to every patient within the hospital during their stay or in emergency. It will enable the doctors and hospital facility to have updated information about the treatment being given to every patient so that they could analyze and deduct what future treatment should be given. This system will also allow the facility to view all the drug administration records, edit the information or drug administered. The users of the system will be able to enter the drug administered by search for a specific patient. It will allow ease in managing this information in a better way.

2.3.        Appointment Management System

The other aspect of this hospital management system is linked with the appointment handling for patients against the doctors. The person at reception will be able to view the visiting hours of every doctors and also view their schedules. The schedules displayed to the receptionist or person managing appointments will also highlight the available time slots for doctors during the day. This aspect of project will also allow the user to cancel the appointment if the patient has to cancel the appointment for any reason. The cancelled appointments management will allow other patients to book their appointment.

2.4.        Medical Record Management

Medical Record management system will let the users or hospital facility to take good care of complete medical history and complete treatment. This information is very sensitive but it has to be available to doctors and other paramedical staff so that they can view it even in case of emergency. This will also help the hospital to manage records in less space as whole data will be stored in a database electronically. The user will also be able to edit or add new medical records for an existing patient who has been discharged from hospital or visited a doctor registered with hospital. In short it can be said that every patient visiting hospital will be holding his medical records with hospital so that he can be treated in much better way.

2.5.        Patient Affairs Department

Patient affairs department system also holds the information related to the patients who will be visiting for treatment or get admitted on the instruction of doctors for operation or emergency. It will cover the registration of patient for staying, booking rooms for patients and also covering their overall expenses. This central system will let the administration to take record of all expenses that patient has done during his treatment in hospital and he will not have to get clearance from all departments before discharge.

2.6.        Medical Lab Management

This system of our project will also help the hospital administration to take care of their medical equipment’s that might be used in surgery or for other test procedure. The system will contain the information about all the medical instruments, their condition, status and the user will also be able to enter information about new equipment’s.

2.7.        Assumptions and Limitations

The system will be covering the important departments in hospital.

The system will keep record of everyday transaction in hospital in soft from that can be printed as well.

The system will not allow every use to view medical history of patients without privileges or authentication process.

Emergency situation for system is not discussed here.

The system will not be able to take automatic backup of database on daily basis.

3.    Capability Analysis

While designing a system it is important to find out what are the basic requirements that an organization or most of the organizations are looking for. It can be called as requirement gathering that is more important and difficult task while designing and developing a system. There are some people who have a thinking to start designing and gathering requirements with it. This approach can be a waste of money and time because once the requirements are not clear, the development process will take longer than expected because there will be new and new changes when the requirements will keep on adding to list.

The best way to tackle this issue is to start from requirement gathering and focusing on system capabilities. It can be a good start as we have already gone through the system capabilities that can work as our requirement gathering process that what an ideal system for hospital may look like and what functionalities it can offer. The next step is to find out either our proposed system will be able to fulfill the required goals or not. Capability analysis is the best tool to find out either to go for the proposed system or look for an alternate. In this section will be doing our capability analysis for different aspect of our hospital management systems categorically.

3.1.        Capability Analysis for Drug Administration System

In capability analysis for drug administration system we will focus on why we need a system that can manage the drug administered to a patient in a hospital. It can only be clear one we come to know the impacts to a patient health and its likelihood to happen to a patient. We will start from pointing out the impacts that a patient can have if the wrong drug is administered.

3.1.1.Impacts of Drug administered

3.1.2 Likelihood

Now we will be using impact and likelihood matrix to find out risk associated with wrong drug administration.

3.1.3.Risk Matrix

Following the risk matrix for its impact and likelihood we come to the following conclusions that highlight the risk factors that can be alarming in hospitals.

1.2.        Capability Analysis for Appointment Management System

3.2.1.Impact

3.2.2. Likelihood

3.2.3. Risk Matrix

3.3.        Capability Analysis for Medical Record Management

3.3.1.Likelihood

3.3.2. Impact

3.3.3 Risk Matrix

3.4.        Capability Analysis for Patient Affairs Management

3.4.1.Likelihood

3.4.2. Impact

3.4.3 Risk Factor

3.5.        Capability Analysis for Medical Lab Management

3.5.1.Impact

3.5.2. Likelihood

3.5.3. Risk Factor

4.    UML Models

4.1.        Drug Administration

Use Case Narrative

User access the drug administration system, searches for a patient, submit drugs administered to the patient, submit the name of doctor who prescribed the drugs and saves the drugs administered to system.

Assumptions:

  • The system should be logged in
  • The actor should be able to access the system
  • The patient should be registered in the system
  • The doctor should be registered in the system
  • The system should be able to edit the information

The actor should provide complete information required by system

MSS System Response
1.      The actor will login to system. 1a) The system should verify the credentials from user database.

1b) The system shall display all options to actor

2.      The actor will search for patient 2a) The system shall display search option to the actor
3.      The actor will submit drugs administered to patient with time. 3a) The system shall able actor to select a patient from all results.

3b) System shall display options relevant to selected patient and its complete details

3c)  The system will store the medicine administered to patient.

4.      The actor will submit name of doctor who prescribed drugs for patient. 4a) System will display all the doctors in medical facility.

4b) System will store the name of doctor that prescribed medicine.

5.      Edit Drug Administrations 5a) System shall display edit option to actor.

5b) System shall save edited information in the database.

6.      The actor will be able to edit drug administration that he entered last against patient. 6a) System shall display edit option against each patient to actor.

6b) System shall save edited information against each patient in database.

7.      The actor will logout of the system 7a) System shall logout actor.

Activity Diagram

Sequence Diagram

4.1.        Appointment Management

Use Case Narrative

User access the appointment management system, look for available appointment to relevant doctor, get information about patient, store it in the system and book appointment.

Assumptions:

  • The system should be logged in
  • The actor should be able to access the system
  • All the available doctors should be registered in the system
  • The user should be able to look for all appointment of doctor
  • The user should be able to submit information about the patient
MSS System Response
1.       The actor will login to system 1a) The system should verify the credentials from user database.

1b) The system shall display appointment management system to actor

2.      The actor will search for doctor for patient 2a) The system shall display all available doctors in medical facility

 

3.      The actor will look for appointment times available for relevant doctor. 3a) The system shall show available time slots for patients
4.      The actor will make an appointment for patient relevant to selected doctor. 4a) System shall let the actor to select a doctor from available doctors

4b) System will book an appointment against selected doctor for patient

5.      Cancel Appointment 5a) System will cancel the booked appointment
6.      The actor will be able to cancel appointment for a patient so that some other appointment can be made in the same time slot for other patients. 6a) System will cancel the appointment and make it available for the next patient
7.      Review Appointment 7a) System will display all the appointments made against each doctor.
8.      The actor will be able to view all appointments for a day in medical facility. 8a) System will display all the appointments made against each doctor.

 

Use Case Model

Activity Diagram

Sequence Diagram

4.3.        Medical Record Management

Use Case Narrative

User access medical records of patient, view previous records, enters new records including medical history, reports, and logs out of the system.

Assumptions:

  • The system should be logged in
  • The actor should be able to access the system
  • The patient should be registered in the system
  • The actor should only be able to view limited medical record files of patient
  • The actor should have access to enter new records of patient
  • The doctor should be given full access to view medical records
MSS System Response
1.      The actor will login to system. 1a) The system should verify the credentials from user database.

1b) The system shall display appointment management system to actor.

2.      The user will search for a specific patient. 2a) The system shall display search option to the actor.
3.      The user will enter new medical records of patient. 3a) The system shall able actor to select a patient from all results.

3b) System shall display options relevant to selected patient and its complete details

3c)  The system will store new medical records relevant to selected patient.

4.      The user will review recently added medical records for confirmation. 4a) System shows recently added medical records in database.
5.      Success message will be displayed to user. 5a) System will display success message to actor after saving of information to database.
6.      The doctor will be able to view complete updated records of patients. 6a) System shall let the doctor to search for a specific patient

6b) System shall show updated records of selected patient.

Use Case Model

Activity Diagram

Sequence Diagram

4.4.        Patient Affairs

Use case narrative

User access patient affair management system, the user will perform admission procedure of patient, coordination with doctors and will perform discharge procedure for patient once the treatment is done. The use of this system will be allowed to this after the doctor updates the system with final recommendations.

Assumptions:

  • The system should be logged in
  • The actor should be able to access the system
  • The actor or user of system should be allowed to admit a patient in hospital
  • The actor should be able to coordinate with doctor via different communication channels
  • The actor should be able to perform discharge procedure of patients
MSS System Response
1.      The actor will login to system. 1a) The system should verify the credentials from user database.

1b) The system shall display appointment management system to actor.

2.      The actor will get all the required information of patient 2a) System shall display all the information relevant to the patient.
3.      The actor will input information in database and ask for doctor of relevant department 3a) System shall store information in database.

3b) System shall also ask for relevant doctor to store along with patient.

4.      The actor will further assign a room for patient 4a) System shall display available rooms for patients.

4b) System shall save the assigned room for selected patient.

5.      The actor will provide information of the doctor; the patient will be consulting. 5a) System shall store information of doctor and patient as well.
6.      The patient will be able to discharge patient after the doctor has recommended. 6a) System shall check all records and balance of patient.

6b) System shall issue discharge slip to patient.

Use Case Model

Activity Diagram

Sequence Diagram

4.5.        Medical Lab Management

Use case narrative

User access the medical lab management system, review the medical equipment reports, checks for conditions marked in system and present report to the authorities about equipment that needs to be replaced or repaired.

Assumptions:

  • The system should be logged in
  • The actor should be able to access the system
  • The actor should be able to access medical lab management system and view the reports submitted about lab equipment
  • The actor should be able to print reports of lab equipment’s that need to be replaced.
  • The actor should be able to print reports of lab equipment’s that need to be repaired.

Use Case Model

Activity Diagram

5.    Requirements/Goals & Scenarios

5.1.        Goals and Scenarios

Use cases aforementioned are helpful in finding out that what possibilities can happen with the use of system in order to achieve the objectives of system. It can be said that it is helpful in finding out requirements for development phase. Here are some of the goals and scenarios of hospital management system.

Goal 1: The actor should be able to edit the medicine administered to patient in drug management system.

Scenario 1.1: The actor wants to change the name of medicine or quantity.

Scenario 1.2: Thea actor wants to change the name of doctor who prescribed medication for patient.

Goal 2: The actor should be able to search the name of doctor and patient.

Scenarios 2.1: The actor wants to search the patient if he wants to enter information in drug administration system.

Scenario 2.2: The actor wants to search the doctor that was checking or treating patient.

Goal 3: The actor should be able to send reminder messages to patients who booked an appointment.

Scenario 3.1: The actor requires to send a message to remind patient about his appointment with doctor.

Scenario 3.2: The actor should be notified by the system for upcoming appointments as well.

Goal 4: The actor should be able to cancel an appointment.

Scenario 4.1: The patient calls the actor for cancelling appointment.

Scenario 4.2: Actor asks patient for confirmation about appointment.

Goal 5: The system should allow users to view medical records of patients.

Scenario 5.1: Doctor wants to view medical history of patient before treatment.

Scenario 5.2: The admin wants to view medical records.

Goal 6: New medical records should be entered in hospital database against each patient.

Scenario 6.1: Actor adds new medical records to existing patient file.

Scenario 6.2: Actor add medical records for new patient in hospital.

Goal 7: The user wants to assign a room to patient in hospital.

Scenario 7.1: The actor looks for available rooms in hospital.

Scenario 7.2: The actor enters information for patient and assigns a room as well.

Goal 8: Actor should have full access to view patient’s expenses.

Scenario: Actor needs to create discharge slip for patient.

Scenario: Actor wants to inform patient about exceeding expenses.

5.2.        Requirements

  1. The System should be connect to central database.
    1. All the sub systems should be connected to database.
    2. The database should hold all the information related to patients, doctors and expenses.
  2. The database should allow to retrieve and write information.
    1. The users should be allowed to retrieve information from database according to their privileges.
    2. The users or actors should be allowed to enter new information in database.
  3. The system should take routine backup of system.
    1. The database should be schedule at the end of day.
    2. A copy of backup should be stored in a separate and secure place.
  4. The system should be programmed in a way that it could alarm actor or admin about upcoming appointment.
    1. The system should show an alert to user of appointment management system about confirming patients for appointment 1 or 2 days before appointment day.
    2. The system should also send a text message in order to remind patients for appointment date.
  5. The users should be restricted to view information that is allowed to them only.
    1. The system should define privileges for each of the user.
  6. System should display success message on completion of each operation.
    1. The system should display message on a confirmed appointment.
    2. The system should display message on cancellation of appointment.
    3. The system should ask user before deletion or altering a record.

 

6.    Conclusion

The motive of this project was to design a system that could take control of a working hospital with its staff and digitally keep record of all information in hospital. It started from requirement gathering and capability analysis of those requirements highlighting that why such a system should be implemented in hospital and what possible advantages it could bring to hospital. We have done work on every aspect of the system from initial design to capability analysis, UML diagrams demonstrating how the system will be working and allowing its users to make use of this system in order to manage the hospital system.

This system design provides all the basic functionality that a hospital would require starting from patient and doctor information and covering different departments like appointment management system and medical lab management system. We have divided the whole system into sub-systems that could be utilized for different departments according to the requirements in that specific department.