Database Report

Hospital Management System

Computer Applications I
 AGA KHAN UNIVERSITY HOSPITAL

HOSPITAL MANAGEMENT SYSTEM

PATIENT DETAILS

2
Database Report
Context Page

Introduction 4

Database 5

Tables 6

Relationships 23

Queries 24

Forms 49

Reports 59

Switchboard 62

Macro 65

3
Database Report
Introduction
Established in 1985 as the primary teaching site of the Aga Khan University‟s
(AKU) Faculty of Health Sciences, Aga Khan University Hospital (AKUH) is
committed to providing diagnosis of disease and team management of patient
care. These services are backed up by the highest doctor-to-patient and nurse-
to-patient ratios and support services. The Hospital‟s multidisciplinary approach
to diagnosis and care ensures a continuum of safe and high quality care for
patients - with all services under one roof.

A broad range of secondary and tertiary care is available in the 500-bed

University Hospital to all patients in need. Those who are unable to pay for
treatment receive generous assistance through a variety of subsidies and the
Hospital Patient Welfare Programme.

In 2000, AKUH became the first teaching hospital in Pakistan to be completely

ISO 9002 certified. It has since received IS0 9001 certification. The AKUH quality
assurance Programme serves as a model for other health institutions in the
private and public sectors and in the Aga Khan Development Network.

The Aga Khan Hospitals are part of an international referral network providing
primary, secondary and tertiary level care. Doctors need not be affiliated to the
Aga Khan Hospitals to refer patients to its comprehensive healthcare network.

Mission Statement

"To provide compassionate, ethical and high quality information services that
enables our customers to enhance their knowledge about safe and effective use
of medicines."

4
Database Report
Database

Data management systems are used to access and manipulate data in a

database. A database management system is a software package that enables
users to edit, link, and update files as needs dictate

We have created a database on hospital management system. This database

created by us is an example of how data and information is organized and
managed in hospitals. We made the database using the software Microsoft
Access.

Relational Database

Relational databases work on the principle that each table has a key field that
uniquely identifies each row, and that these key fields can be used to connect
one table of data to another.

5
Database Report
Tables
The Database consists of 8 tables. The tables are as follows:
1. Doctor Details: This table contains all relevant data related to the
doctors that work in the hospital.

2. Patient Admission Details: This table consists of admission details of

the patients in the hospital.

3. Patient Bill Details: This table shows all the data regarding the bills
paid by the patient.

4. Patient Details: This table shows all relevant basic details of the
patients that came to the hospital.

5. Patients Illness Details: This table contains the illness details of the
patient admitted in the hospital.

6. Patient Record Update: This table shows the data of staff in the
hospital by which the patient records were updated in other tables.

7. Room Details: This table shows information about the rooms in the
hospital.

8. Staff Details: This table shows all details of the staff working in the
hospital.

6
Database Report
Each table has several fields to enter data, and all fields have several field
properties.

Doctor Details

Field Name Data Type Field Properties

ID Text Field size – 9
Input mask – “DOC-”LL000
Caption – Doctor ID
Required – Yes

Doctor Name Text Field size – 100

Caption – Doctor‟s Full Name

Gender Text Display control – Combo Box

Row source type – Value List
Row source – Male;Female

Speciality Text Field size – 255

Status Text Display control – Combo Box

Row source type – Value List
Row source – Part Time;Full
Time

Credentials Text Field size – 255

Number Text Input mask – “+”00“ (0) ”000“

”000“ ”0000;;#
Caption – Contact Number

7
Database Report
This is the Doctor Details table in the design view.

This is the Doctors Details Table in the datasheet view with the records.

8
Database Report
Patient Admission Details

Field Name Data Type Field Properties

ID Text Field size – 11
Input Mask – “AD-”00000099
Caption – Admit ID
Required - Yes

Patient ID Text Field size – 8

Input mask – “P”0000000
Caption – Patient ID
Required – Yes

P First Name Text Field size – 50

Caption – Patient First Name

P Last Name Text Field size – 30

Caption – Patient Last Name

Room ID Text Field size – 8

Input mask – “ROOM-”000
Caption – Room ID
Required – Yes

Room No Number Input mask – 000

Caption – Room Number
Date Admitted Date/Time -

Date Discharged Date/Time -

9
Database Report
This is the design view of the Patients
Admission Details Table.

This below is the datasheet view of the Patients Admission Details with the
records.

10
Database Report
Patient Bills Details

Field Name Data Type Field Properties

ID Text Field size – 11
Input mask – “B-”LLL000000
Caption – Bill ID
Required – Yes

Patient ID Text Field size – 8

Input mask – “P”0000000
Caption – Patient ID
Required – Yes

Amount Currency Caption – Bill Amount

Date paid Date/Time -

Payment Method Text Caption – Bill Payment

Method
Display control – Combo Box
Row source type – Value list
Row source – Cash;Credit
card;Debit
card;Cheque;Payorder

11
Database Report
This is the design view of the Patients Bill
Details tables.

Shown below is the datasheet view of the Patients Bill Details table with
records.

12
Database Report
Patient Details

Field Name Data Type Field Properties

ID Text Field size – 8
Input mask – “P”0000000
Caption – Patient ID
Required – Yes

First Name Text Field size – 50

Caption – First Name

Last Name Text Field size – 30

Caption – Last Name
Title Text Display control – Combo Box
Row source type – Value list
Row source – Mr;Mrs;Ms.

DOB Date/Time Caption – Date of Birth

Gender Text Display control – Combo Box

Row source type – Value List
Row source – Male;Female

Phone Number Text Input mask – “+”00“ (0) ”000“

”000“ ”0000;;#
Caption –Phone Number

Address Text Field size – 255

Contact Number Text Input mask – “+”00“ (0) ”000“
”000“ ”0000;;#
Caption – Emergency Contact
Number

13
Database Report
This is the design view of the Patients
Details table.

This below is the datasheet view of the Patients Details table with the records.

14
Database Report
Patient Illness Details

Field Name Data Type Field Properties

ID Text Field size – 10
Input mask – “ILL”LL00099
Caption – Illness ID
Required - Yes

Patient ID Text Field size – 8

Input mask – “P”0000000
Caption – Patient ID
Required – Yes

Doctor ID Text Field size – 9

Input mask – “DOC-”LL000
Caption – Doctor ID
Required – Yes

Room No Number Input mask – 000

Caption – Room Number
Validation Rule – Between
100 And 600
Validation Text – ERROR!
Invalid room number!

Diagnosis Memo -

15
Database Report
This is the design view of the Patients
Illness Details table.

This below is the datasheet view of the Patients Illness Details table with
records.

16
Database Report
Patient Record Update

Field Name Data Type Field Properties

ID Text Field size – 8
Input mask – “UPR”00099
Caption – Record ID
Required – Yes

Patient ID Text Field size – 8

Input mask – “P”0000000
Caption – Patient ID
Required – Yes

Staff ID Text Field size – 10

Input mask – “EMP-”00“-”000
Caption – Staff ID
Required – Yes

Updated Day Date/Time -

17
Database Report
This is the design view of the Patients
Record Update table.

Below is the datasheet view of the Patients Record Update table with records.

18
Database Report
Room Details

Field Name Data Type Field Properties

ID Text Field size – 8
Input mask – “ROOM-”000
Caption – Room ID
Required – Yes

Room no Number Input mask – 000

Caption – Room Number
Validation Rule – Between
100 And 600
Validation Text – ERROR!
Invalid room number!

Patient ID Text Field size – 8

Input mask – “P”0000000
Caption – Patient ID
Required – Yes

Room Size Text Display control –Combo Box

Row source type – Value list
Row source – General ward(5
bed ward);General ward(air
conditioned);Semi Private(2
bed ward);Private(single
room);VIP(double room)

Date Occupied Date/Time -

Date Left Date/Time -

19
Database Report
This is the design view of the Room
Details table.

This is the datasheet view of the Rooms Details table shown below.

20
Database Report
Staff Details

Field Name Data Type Field Properties

ID Text Field size – 10
Input mask – “EMP-”00“-”000
Caption – Staff ID
Required – Yes

First name Text Field size – 50

Caption – First Name

Last name Text Field size – 30

Caption – Last Name

Gender Text Display control – Combo Box

Row source type – Value List
Row source – Male;Female

Age Number Validation rule - >=0

Validation text – Age should
not be less than 0.

Phone no Text Input mask – “+”00“ (0) ”000“

”000“ ”0000;;#
Caption –Phone Number

Address Text Field size – 255

Designation Text Display control – Combo Box

Row source type – Value List
Row source – Nurse;Ward
Boy;Receptionist

Days Duty Text Display control – Combo Box

Row source type – Value List
Row source – Monday –
Thursday;Friday - Sunday

Shift Text Display control – Combo Box

Row source type – Value List
Row source –
Morning;Noon;Evening;Night

21
Database Report
This show below is the design view of
the Staff Details table.

This is the datasheet view of the Staff Details table with records, below.

22
Database Report
Relationships
After creating the queries the relationship was created between the tables. The
diagram below shows the relationships created.

23
Database Report
Queries
After the tables are made, we made 15 different queries. Query is a question
you ask the database and it responds according by presenting the relevant
records.

 Query 1 – This query shows all part time female doctors.

Table Selected Doctors Details

Fields Selected Field–Status
Table – Doctors Details
Criteria - Like “*Part Time*”
Show – Yes

Field –Gender
Table – Doctors Details
Criteria - Like “*Females*”
Show – Yes

Doctor Names
Table – Doctors Details
Show – Yes

24
Database Report
This is the design view in which Query 1 was created.

Shown below is the datasheet view of Query 1.

25
Database Report
 Query 2 – All patients admitted between 1st February 2012 to 1st
June 2012

Table Selected Patient Admission Details

Field Selected Field - Date Admitted
Table – Patient Admission Details
Criteria - Between #2/1/2012# And
#6/1/2012
Show – Yes

Field – ID
Table – Patient Admission Details
Show - Yes

Field - P First Name

Table – Patient Admission Details
Show – Yes

Field – P Last Name

Table – Patient Admission Details
Show – Yes

26
Database Report
This is the design view of Query 2.

This is the datasheet view of Query 2.

27
Database Report
 Query 3 – This query shows patient bills greater than 1000 and
paid by cash.

Table Selected Patient Bill Details

Fields Selected Field – Amount
Table – Patient Bills Details
Criteria - >=1000
Show - Yes

Field – Payment Method

Table – Patient Bills Details
Criteria – Like “*Cash*”
Show – Yes

Field – ID
Table – Patient Bills Details
Show – Yes

Field – Patient ID
Table – Patient Bills Details
Show – Yes

28
Database Report
This is the design view of Query 3.

This below is the datasheet view of Query 3.

29
Database Report
 Query 4 – This query shows all female patients living in DHA.

Table Selected Patient Details

Field Selected Field – Gender
Table – Patient Details
Criteria – Like “*Female*”
Show – Yes

Field – Address
Table – Patient Details
Criteria – Like “*DHA*”
Show – Yes

Field – ID
Table – Patient Details
Show – Yes

Field – First name

Table – Patient Details
Show – Yes

Field – Last Name

Table – Patient Details
Show – Yes

30
Database Report
This is the design view of Query 4.

This below is the datasheet view of Query 4.

31
Database Report
  Query 5 – This query displays the result of all patients diagnosed
with dengue.

Table Selected Patient Illness Details

Field Selected Field – Diagnoses
Table – Patient Illness Details
Criteria – Like “*Dengue*”
Show – Yes

Field – Patient ID
Table - Patient Illness Details
Show – Yes

This below is the design view of Query 5.

This below is the datasheet view of Query 5.

32
Database Report
 Query 6 – This query shows the result of all staff whose name
begin with ‘A’ and age is greater than 30.

Table Selected Staff Details

Field Selected Field – First Name
Table – Staff Details
Criteria – Like “A*”
Show – Yes

Field – Age
Table – Staff Details
Criteria - >=30
Show – Yes

Field – ID
Table – Staff Details
Show – Yes

Field – Last Name

Table – Staff Details
Show – Yes

33
Database Report
This is the design view of Query 6.

This below is the datasheet view of Query 6.

34
Database Report
 Query 7 – This query shows all nurses who have a morning shift.

Table Selected Staff Details

Field Selected Field – Shift
Table – Staff Details
Criteria – Like “*Morning*”
Show – Yes

Field – Designation
Table – Staff Details
Criteria – Like “*Nurse*”
Show – Yes

Field – ID
Table – Staff Details
Show – Yes

Field – First Name

Table – Staff Details
Show – Yes

Field – Last Name

Table – Staff Details
Show – Yes

35
Database Report
This is the design view of Query 7.

This below is the datasheet view of Query 7.

36
Database Report
 Query 8 – This query shows all VIP rooms occupied between 1st
January 2012 to 1st August 2012.

Table Selected Room Details

Field Selected Field – Room size
Table – Room Details
Criteria – Like “*VIP*”
Show – Yes

Field – Date occupied

Table – Room Details
Criteria – Between #1/1/2012#
And #1/8/2012#
Show – Yes

Field – ID
Table – Room Details
Show - Yes
Field – Room no
Table – Room Details
Show – Yes

Field – Patient ID
Table – Room Details
Show – Yes

37
Database Report
This is the design view of Query 8.

This is the datasheet view of Query 8.

38
Database Report
 Query 9 – This query shows the total number of staff at each day
set of the duty that is from Monday to Thursday and Friday to
Sunday.

Table Selected Staff Details

Field Selected Field – Days Duty
Table – Staff Details
Total – Group By
Show – Yes

Field – Designation
Table – Staff Details
Total – Count
Show – Yes

This is the design view of Query 9.

This below is the datasheet view of Query 9.

39
Database Report
  Query 10 – This query shows how many total numbers of staff are
working in each duty shift.

Table Selected Staff Details

Field Selected Field – Shift
Table – Staff Details
Total – Group By
Show – Yes

Field – Designation
Table – Staff Details
Total – Count
Show – Yes

This is the design view of Query 10.

This below is the datasheet view of Query 10.

40
Database Report
 Query 11 – This query displays the Patient ID, Patient Name, Title
and Date of Birth.

Table Selected Patient Details

Field Selected Field – ID
Table – Patient Details
Show – Yes

Field - Patient Name: [Patient

Details].[First Name] & “ ” &
[Patient Details].[Last Name]
Show – Yes

Field – Title
Table – Patient Details
Show – Yes

Field – DOB
Table – Patient Details
Show – Yes

41
Database Report
This is the design view of Query 11.

Below is the datasheet view of Query 11.

42
Database Report
 Query 12 – This query shows female staffs only displaying their
Staff ID, Staff Full Name, Gender and Age.

Table Selected Staff Details

Field Selected Field – ID
Table – Staff Details
Show – Yes

Field – Staff Name: [Staff

Details].[Last Name] & “, ” & [Staff
Details].[First Name]
Show – Yes

Field – Gender
Table – Staff Details
Criteria – Like “*Female*”
Show – Yes

Field – Age
Table – Staff Details
Show – Yes

43
Database Report
This is the design view of Query 12.

This below is the design view of Query 12.

44
Database Report
  Query 13 – This query shows the total number of patients
admitted each month in the year 2012.

Tables Selected Patients Details

Patient Admission Details
Field Selected Field – Month:
MonthName(DatePart(„m‟,[Date
Admitted]))
Total – Group By
Show – Yes

Field – ID
Table – Patient Details
Total – Count
Show – Yes

This is the design view of Query 13.

This below is the datasheet view of Query 13.

45
Database Report
 Query 14 – This query gives the result for the duration of
admission of each patient by displaying the fields; Duration
Admitted, ID, Patient ID and Patient’s full name.

Table Selected Patient Admission Details

Field Selected Field – Duration Admitted:
DateDiff(„d‟,[Date Admitted],[Date
Discharged])
Show – Yes

Field – ID
Table - Patient Admission Details
Show – Yes

Field – Patient ID
Table - Patient Admission Details
Show – Yes

Field - Patient Name: [Patient

Details].[First Name] & “ ” &
[Patient Details].[Last Name]
Show – Yes

46
Database Report
This is the design view of Query 14.

This below is the datasheet view of Query 14.

47
Database Report
 Query 15 – This query shows the total number of patients paying
by each payment method.

Tables Selected Patient Details

Patient Bill Details
Field Selected Field – Payment Method
Table – Patient Bill Details
Total – Group By
Show – Yes

Field – ID
Table – Patient Details
Total – Count
Show – Yes

This is the design view of Query 15.

This below is the datasheet view of

Query 15.

48
Database Report
Forms
Database forms are basically forms through which you can enter information in
your database.

In our database we created forms for every table and queries (except for the
query for which we generated a report). These screen shots of the forms are
shown below.

Doctor Details

49
Database Report
Patient Admission Details

Patient Bill Details

50
Database Report
Patient Details

Patient Illness Details

51
Database Report
Patient Record Update

Room Details

52
Database Report
Staff Details

53
Database Report
Query 1

Query 2

54
Database Report
Query 3

Query 4

55
Database Report
Query 5

Query 6

56
Database Report
Query 7

Query 8

57
Database Report
Query 11

Query 12

58
Database Report
Reports
Just as forms can be based on queries, so can reports. A report is printed
information that, like a query result, is assembled by gathering data based to
user-supplied criteria. In fact, report generation in most DBMSs creates reports
from queries.

Report 1 base on Query 9

Report 2 based on Query 10

59
Database Report
Report 3 based on Query 13

60
Database Report
Report 4 based on Query 14

Report 5 based on Query 15

61
Database Report
Switchboard
A switchboard is a form that allows you to navigate around your Access
database. The switchboard is made of buttons that you click. You can program
these buttons to open forms, reports, queries, etc.

We too in out database created a switchboard, which allows us to navigate

around our Access database.

This below is the switchboards main page.

This window below is the screen that appears when we select the Queries option
from the switchboard main page. Selecting any one of the options would take you
to the desired query.

62
Database Report
This window below is the screen that appears when we select the Reports option
from the switchboard main page. Selecting any one of the options would take you
to the desired report.

This window below is the screen that appears when we select the Tables option
from the switchboard main page. Selecting any one of the options would take you
to the desired table.

63
Database Report
This window below is the screen that appears when we select the Tables (Tables
Continued) option from the switchboard main page. This page contains the
remaining tables. Selecting any one of the options would take you to the desired
table.

This window below is the screen that appears when we select the Queries
(Queries Continued) option from the switchboard main page. This page contains
the remaining queries. Selecting any one of the options would take you to the
desired query.

64
Database Report
Macro
Microsoft Access provides the ability for you to create
macros. A macro refers to a set of actions that can be
run automatically, and on demand. You could make a
macro run when a user presses a certain key, or you
could make a macro run every time your database is opened.

Here‟s how we created a Macro.

1. Ensuring the "Macros" tab is selected.

2. This window will appear. Use the dropdown menu to select your first
action - choose "OpenForm". In the bottom pane, select the form name
you wish to open - choose "Switchboard".

3. We are now ready to save your macro. To do this, click on the "Save" icon
and enter a name for the macro. Make sure you name this macro
"Autoexec". By naming it Autoexec, we are instructing Access to run this
macro every time we open the database. Now every time you open your
database the switchboard main page will appear automatically.

65
Database Report