STI COLLEGE BALAYAN

Patient information and Billing System for

Northern Balayan Hospital

In Partial Fulfillment
of the Requirements for the Degree
of Bachelor of Science in Information Technology

By:
Cahayon, Erold
Chan, Cyrus Chan
Macalindong, Blessing
Rivera, Babylyn

Mrs. Richelle Q. Abiad

IT Special Project Adviser

August 2019
1. INTRODUCTION

A Hospital Management system is a software-based solution used to simultaneously

trackrecordsand billing activity. The Hospital and patient can both benefits from thorough
solutions, where records will easily see by the doctors and will be easily pass to the patient and
the billing will be easily computed.Using computerized hospital management system allows for
much greater accuracy in tracking records and computing the bill of the patient. Computerized
hospital management systems save time for business by speeding up transactions while raising
accuracy.

The Project is produced at the culmination of the analysis task. The function and
performance allocated to software as part of the system engineering and refined by establishing a
complete information description, a detailed functional description, a representation of system
behavior, indication of performance requirements and design constrains, appropriate validation
criteria and the other information related to requirements.

The Project is technical specification of requirements of Hospital Management system.

This specification describes what the proposed system should do without describing how it will
do it. It also describes complete external behavior of proposed system.

This chapter presents the background of the study, problem and objectives, its
significance, scope and limitation of the study.

1.1 BACKGROUND OF THE STUDY

Today, computer has become a part of life. It is evident that most of the country’s
institutions still do not use high technology. One of the example of that institution is hospitals,
tracking records and billing are sometimes still done on paper. People know that modern
hospitals are now operating at great place striving to serve as many patients as possible with the
best of their abilities. But as the years goes by, the number of patients has grown and various
cases arise that manual method of managing patient’s records, billing and updating patient’s
record is no longer practical.
 In this study, researchers hope to develop a system that will minimize all works of
manual methods. A system that is fully automated, user friendly, time effective and efficient.

The Northern Balayan Hospital was established on 1987 where located in Caloocan,
Balayan, Batangas and the founder is Dr. Noah Fernandez. The Hospital is a two -story building,
the facilities like the Laboratory, X-ray Department, Delivery Room, Dental, Dietary, Social
Service, Out-Patient Department and Operating Room where in a first floor. It has 6 private
room and 6 recovery room, and it has 38 total room in 1997 and they expanded their hospital to
serve and treat more patients.

Dr. Chris Hemsworth who is currently managed the Hospital, he was a Physician that
graduated in Harvard University. And he is mostly leaded in a medical mission these past few
years in a remote community to give a medical assistance that a community needed. In managing
the hospital, he has 75 employee that help him in giving their patient a good service there are 15
maintenance support, 20 nurses, 10 ancillary, 20 medical resident and 10 administrative
personnel.

The Northern Balayan Hospital is embracing the modern technology to give a good and
fast service to their clients/patients.

1.2 STATEMENT OF THE PROBLEMS

The proponents now endorse our proposal which can help to implement good and
accurate system to the company. The proponents gave their best to satisfy the needs of the
business by making a computerized hospital management system that will help them in their
business. Develop and implement computerized hospital management system for Northern
Balayan Hospital that will enhance the company’s operation.

1.2.1.1 GENERAL PROBLEM

 How to develop a Patient Information and Billing System for Northern

Balayan Hospital?

The Northern Balayan Hospital is using manual record for their patients.
That is their one main problem when there is so many discharge patients.
When the information of the patient needs to review, they had to find the
files in a filling cabinet that have a number in an index card. There is a lot
of process when the patient has a discount like PhilHealth.
 1.2.1.2 SPECIFIC PROBLEMS

 How to develop a module that will enhance the recording and retrieving of
patient admission information?

The personnel in admission is responsible for keeping the patient’s

information by the assign number in an index card. That serve as the
unique identifier of a patient. When the patient discharge, they is a lot
consuming time to find the file.

 How to develop a module that will enhance the recording and retrieving
patient medical information for the insurance of medical certification?

The in charge for the retrieval of the patient medical information was the
record personnel. When the patient lost their identification number the
assign personnel will search in an index card where the summary of the
patient information indicated then search in a filing cabinet to compute
how much the patient discount and less in their bill.

 How to develop a module that will improve the recording of patient consumed
medicine and medical supplies?

In recording the patient consumed medicine the personnel will record in

the patient form slip to avoid confliction. In medical supplies the
personnel record in form to summarize the total medicine and which one is
almost out of stock to avoid shortage in the Hospital.

1.3 OBJECTIVES OF THE STUDY

1.3.1 GENERAL OBJECTIVE

 How to develop a Patient Information and Billing System for Northern

Balayan Hospital?
 The system will help the Northern Balayan Hospital to cope in a modern
industry. It will improve their services in terms their patients admission,
discharge and billing that makes fast and easy to the both parties.

1.3.2 SPECIFIC OBJECTIVES

 How to develop a module that will enhance the recording and retrieving of
patient admission information?

The admission personnel that has struggling to easy find the patient’s
information because of the manual system it will help them to find and
work fast the needed information.

 How to develop a module that will enhance the recording and retrieving
patient medical information for the insurance of medical certification?

The record personnel do not need to struggle in computing how much will
lessen in the patient record because the system will compute directly and
put in the summary of the billing of the patient.

 How to develop a module that will improve the recording of patient consumed
medicine and medical supplies?

The system will help the personnel in terms of sorting the medical supplies
and for recording the patient consumed medicine without changing in
patient’s information.

1.4 SIGNIFICANCE OF THE STUDY

The significance of the study to Northern Balayan Hospital is that it will provide easyto-use
and easy-accessed system thus; transactions will be more reliable and faster that they do not have
to hire another employer to do the job. It gives more accurate and secure records of sales and list
of products.

1.5 SCOPE AND LIMITATION

 The proponents proposed system for Northern Balayan Hospital can do file maintenance,
billing transaction, tracking records, updating records, create an account and reports.

Scope

 Patient’s Module

o In this module indicate patient information such as name,

address and contact number and birth date to identify the
patient.

 Explanation Facility Form

o Maintenance
 The system has a User’s Maintenance Form wherein the
administrator can access for adding, editing or deleting
doctors who can access the system.

o Audit Trial
 The system will be provided by an Audit Trail wherein
the system administrator can review the activities of the
users.

 Head Doctor’s Module

o Accounting Setting
 The Doctor will be provided by an Account Settings
page wherein the Doctor can change his or her
password.

o Search Patient
 The head doctor is provided by a page wherein he or
she can search for a patient’s record which can be also
printed.

o Homepage Maintenance
 The administrator can update the information displayed
in the homepage.

o Hospital Information Maintenance

 The information displayed about the Hospital.
 o Gallery Maintenance
 The system will be provided by a Gallery Maintenance
wherein the system administrator can add, update or
delete images to be displayed in the Gallery Section.

o Organizational Chart Maintenance

 The system will be provided by an Organizational Chart
Maintenance wherein the system administrator can
update Organizational Chart to be displayed.

 Doctor’s Module

o Accounting Setting
 The Doctor will be provided by an Account Settings
page wherein the Doctor can change his or her
password.

 Head Doctor and Doctor

o Reports

 Patients
 Summary of patients who used the system is
generated

 List of Symptoms
 The list of symptoms of each disease is
generated.

 Inquiry
 Summary of daily inquiry, weekly inquiry,
monthly inquiry and yearly inquiry by the
system.

 Summary of Diseases
 Summary of diseases and its statistics is
generated by the system.

 Cashier
  Updated information about the amount of the
patients.

 Cashier’s Module

o Reports

 Patients
 Computation of patient’s receipt

 Doctors
 Doctor’s information about the amount that
patients should pay.

 Admin
 Admin updated the cashier about the new
patients or if there are changes about the old
patient amount.

Limitations

 The study does not allow the patient access about their information.

 The study does not involve the doctor personal information for their safety.

 Doctors must not have access to the billing and adding, editing or deleting
files or information of their patients to avoid conflicts.

 The cashier must not have access to the patient information.

2. METHODOLOGY
The methodology that the developers used is the Rapid Application Development (RAD) is a
software development methodology that uses minimal planning in a favor of rapid prototyping.
The “planning” of software developed using RAD is interleave with writing the software itself.
The lack of extensive pre-planning generally allows software to be written much faster, and
makes it easier to change requirements. RAD is not appropriate when technical risks are high.
 Requirements Planning

User Design Construction

Cutover

Figure 2.1 Rapid Application Design

 Requirement Planning Phase

Requirements Planning Phase combines elements of the system planning and
system analysis phase of the System Development Life Cycle (SDLC), Users, managers,
and IT staff members discuss and agree on business needs, project scope, constraints, and
system requirements. It ends when the team agrees on the key issues and obtains
management authorization to continue.

In this phase, the developers discuss what system will make the Patient Information
and Billing System for Northern Balayan Hospital better.

 User Design
During this phase, users interact with system analysis and develop models and
prototypes that represents all system processes, inputs and outputs. The RAD groups or
subgroups typically use a combination of Joint Application Development (JAD)
techniques and CASE tool to translate user needs into working models. User design is
continuous interactive process that allows user to understand, modify and eventually
approve a working model of the system that meets their needs.
 The developers in this phase focus to develop an easy to use or easy to understand but
in a professional way. And it must approve by the clients before they start to do a design.

 Construction Phase
Construction Phase focuses on program and application development task similar to
the SDLC. In RAD, however, users continue to participate and can still suggest changes
or improvements as actual screens or reports are developed. Its tasks are programming
and application development, coding, unit integration and system testing.

In this phase, the developers have a construction and testing the system but it can be
charge or it can add an improvement in the system that suggest by the clients.

 Cutover Phase
Cutover Phase resembles the final tasks in the SDLC implementation phase,
including data conversion, testing, changeover to the new system, and user training.
Compared with traditional methods, the entire processed is compressed. As a result, the
new system is built, delivered, and placed in operation much sooner.

In this phase, the developers are focus on a testing system, if there are something
wrong or their will must have an improvement in a system. And in the user will train in
this phase.

3. GATHERING DATA AND OUTPUTS

Q: What is the complete name of the institution?

A: Northern Balayan Hospital.

Q: Where the hospital located?

A: Caloocan, Balayan, Batangas.

Q: Who will fill out the form for the patient that will admit?
A: The relative of the patient will fill out the form and that must include the previous
medical history.

Q: How will the employee will identify the patient to avoid in consuming time?
A: We, the admission personnel will give them a hospital number that is different to each
other and they must keep it when they will admit again.

Q: What if the patient lost their hospital number?

A: The Admission personnel ask the patient who lost the number and search in an index
card.
 Q: What index card serves in the employee?
A: It serves as the summary of the patient information and as I said in your previous
question it will make easy to the admission personnel if the patient lost their hospital number.

Q: What do you do if the patient presented a discount card like PhilHealth?

A: The cashier personnel will manually compute on how much is the patient discount and
they will less in the patient summary bill.

Q: How do you do a Patient Record?

A: We basis the patient personal information in the form that their relative fill out that
includes their medical history.

Q: Do you use computer?

A: No.

Q: How do you compute a summary of your patient bill?

A: We manually compute it that need a lot of time to about confliction in our patient.