HOSPITAL MANAGEMENT SYSTEM SOFTWARE

CREATED BY:
111- RAKSHT JHUNJHUNWALA
117- HARSH MEHTA
123- NIKESH SOLANKI

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ë The Software is for the automation of Hospital Management.

ë It maintains two levels of users:-

è Administrator Level
è User Level

ë The Software includes:-

è Maintaining Patient records.
è Providing Prescription, Precautions and Diet advice.
è Providing and maintaining all kinds of tests for a patient.
è Billing and Report generation.
è Doctor Records
è Medicine Inventory
è Bed availability

ë The purpose of this document is to describe all the requirements for the Hospital
Management System (HMS). The intended audience includes all stakeholders in the
potential system. These include, but are not necessarily limited to, the following:
administrative staff, doctors, nurses, surgeons and developers.

ë Developers should consult this document and its revisions as the only source of
requirements for the project. They should not consider any requirements statements,
written or verbal as valid until they appear in this document or its revision.

ë The hospital management and its team members should use this document and its
revisions as the primary means to communicate confirmed requirements to the
development team. The development team expects many face-to-face conversations
that will undoubtedly be about requirements and ideas for requirements.

EXISTING SYSTEM:

Before the construction of this Hospital Management system there also exists another system
that is used by the Hospital. However this existing system is more of a manual system. This
includes writing all the details of the doctors and the patients in registers. The current system in
use is a paper-based system. It is too slow and cannot provide updated lists of patients within a
reasonable timeframe. Doctors must make rounds to pick up patients͛ treatment cards in order
to know whether they have cases to treat or not. However this method was not efficient since:

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 è It involves a lot of manual work.

è Managing such systems is very difficult because it is not flexible to update the doctor
information every time.

è The data is very bulky.

è Human resources also increase so that data can be maintained.

è Because of the manual system human errors can be introduced.

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1. Planned approach towards working: - The working in the organization will be well
planned and organized. The data will be stored properly in data stores, which will help in
retrieval of information as well as its storage.

2. Accuracy: - The level of accuracy in the proposed system will be higher. All operation
would be done correctly and it ensures that whatever information is coming from the
center is accurate.

3. Reliability: - The reliability of the proposed system will be high due to the above stated
reasons. The reason for the increased reliability of the system is that now there would
be proper storage of information.

4. No Redundancy: - In the proposed system utmost care would be that no information is

repeated anywhere, in storage or otherwise. This would assure economic use of storage
space and consistency in the data stored.

5. Storage of information: - In manual system there are many problems to store the largest
amount of information.

6. Easy to Operate: - The system should be easy to operate and should be such that it can
be developed within a short period of time and fit in the limited budget of the user.

7. User friendly :- Ease of use with user friendly environment.

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OTHER OBJECTIVES:

è Maintaining a record of all the patients.

è To keep a track of all the treatments given to the patient.

è To keep a track of all the doctors working in the hospital.

è To keep a track on medicine inventory in the hospital.

è To manage activities of the hospital as bed assignment.

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Registration:

Add patients

The HMS shall allow front-desk staff to add new patients to the system.

Assign ID

The HMS shall allow front-desk staff to give each patient an ID and add it to the patient͛s
record. This ID shall be used by the patient throughout his/her stay in hospital.

Consultation:

Assign to waiting list

The consulting nurse shall use HPMS to assign Patient to a waiting list if no bed is available.

Medical matter management

Assign Doctor

The administrative staff in the ward shall use HMS to assign a doctor to a given patient.

Assign Nurse

The administration staff in the ward shall use HMS to assign a nurse to a given patient.

Inform Doctors

The HMS shall inform doctors of new patients.

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Inform Nurses

The HMS shall inform nurses of new patients.

Emergency Case

In an emergency case, the administrative staff shall use HMS to assign an emergency room,
doctors and nurses to the patient immediately.

Surgery case

In a surgery case, the administrative staff shall use HMS to assign a surgery room, surgeon and
nurses to the patient.

Record procedure

The whole treatment procedure for the patient shall be recorded by the system.

Inform patient

The HMS shall automatically inform the patients who are on the bed waiting list of available
beds whenever they become available.

Check Out

Delete Patient ID

The administrative staff in the ward shall be allowed to delete the ID of the patient from the
system when the patient checks out.

Add to beds-available list

The administrative staff in the ward shall be allowed to put the beds just evacuated in beds-
available list.

Report Generation
Patient information

Every six hours the HPMS shall generate reports on patients about the following information:
patient͛s PHN, patient͛s name, ward name, bed number and the doctor͛s name.

Bed Availability

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Every six hours the HPMS shall generate reports on bed availability about the following
information: ward name, bed number, occupied/unoccupied

Staff Schedule

Every six hours the HPMS shall generate reports on staff schedule about the following
information: staff ID, staff name, staff type, duty shift.

Database
Patient Mandatory Information

Each patient shall have the following mandatory information: first name, last name, phone
number, personal health number, address, postal code, city, country, patient identification
number.

Update Patient Information

Search for Patient

The HMS shall allow the user to search for patient͛s information by last name or PHN or patient
ID.

Staff Mandatory Information

Each staff in hospital shall have the following mandatory information: identification number,
first name, last name, phone number, address, postal code, city, country, employee type, duty
schedule.

Update Staff Information

The HPMS shall allow the user to update any of the staff͛s information.

Employee Information

The HPMS shall allow the user to search for employee information by last name, or ID number.

Ward Types

The ward is categorized into four types: Maternity, Surgical, Cancer and Cardiac.

Ward Information

Each ward in HMS shall include the following mandatory information: ward name, ward
number, list of rooms in ward.

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Room Information

Each room in HMS shall include the following mandatory information: room number, list of
beds in room, full/not full.

Bed Information

Each bed in HMS shall include the following information: bed number, occupied/unoccupied,
patient PHN.

Ward Search

The HMS shall allow users to search the ward, room, and bed directly by ward number, room
number and bed number respectively, or by hierarchal hyperlinks from ward to bed.

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1. Doctor/Staff
2. Administrator
3. Patient

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A Scenario is an instance of a use-case , and represents a single path through the use-
case.

1. Updating Doctor, Patient and Medicine Inventory records and Modifying them.
2. Generating the Bills
3. Bed Allotment

è 
A Use ʹ Case defines a goal oriented set of interactions between external actors and
system under consideration.

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Admin has the authority to update the database , he can update and modify the
patient/doctor/medicine inventory records. The patient/doctor can interact directly with the
system. The patient is prohibited from updating and modifying the database.



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Security

Patient Identification

The system requires the patient to identify himself /herself using PHN

Login ID

Any user who uses the system shall have a Logon ID and Password.

Modification

Any modification (insert, delete, and update) for the Database shall be synchronized and done
only by the administrator in the ward.

Compliance

The system must comply with the Regional Health Authority Regulations concerning privacy.

Front Desk staff Rights

Front Desk staff shall be able to view all information in HMS, add new patients to HMS but shall
not be able to modify any information in it.

Administrators' Rights

Administrators shall be able to view and modify all information in HMS

Nurses' Rights

Nurses shall only be able to view all information in HMS.

Doctors Rights

Doctors shall only be able to view all information in HMS.

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ë It can be used in any :

è Hospital,
è Dispensary
è Pathology labs

ë For maintaining patient details and their test results.

ë The system will be used to allocate beds to patients on a priority basis, and to assign
doctors to patients in designated wards as need arises. Doctors will also use the system
to keep track of the patients assigned to them. Nurses who are in direct contact with the
patients will use the system to keep track of available beds, and the types of medication
required for each patient.

ë The current system in use is a paper-based system. It is too slow and cannot provide
updated lists of patients within a reasonable timeframe. Doctors must make rounds to
pick up patients͛ treatment cards in order to know whether they have cases to treat or
not. The intentions of the system are to reduce over-time pay and increase the number
of patients that can be treated accurately. Requirements statements in this document
are both functional and non-functional.

OPERATING ENVIRONMENT:

SOFTWARE INTERFACE & REQUIREMENTS:

This software is built in C++/C# language and MS Access.

HARDWARE REQUIREMENTS :

A computer running Windows 95, Windows 98, Windows SE, Windows NT, Windows XP or
Windows Vista. A minimum RAM of 64 MB.

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The project Hospital Management System (HMS) is for computerizing the working in a hospital.
The software takes care of all the requirements of an average hospital and is capable to provide
easy and effective storage of information related to patients that come up to the hospital.

It generates test reports; provide prescription details including various tests, diet advice, and
medicines prescribed to patient and doctor. It also provides injection details and billing facility
on the basis of patient͛s status whether it is an indoor or outdoor patient.

The system also provides the facility of backup as per the requirement.

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