Background of the study

Rosendo O. Diagan Memorial Hospital now R.O Diagan Cooperative Hospital started as Diagans Clinic fronting the present hospital along Quezon Avenue, General Santos City in 1963 in one of the room in the second floor of the house were the patients are admitted, which was also the residence of Diagans Family. In 1987 the Diagans Hospital was only a primary hospital, but performing secondary level surgeries, the hospital applied to be a secondary hospital but took time due to the inconsistent requirements of the different inspectors of the department of health causing a nonsubstantial revisions, financial constraints was foremost in non-compliance for an ideal building standard. In 1999 the hospital was been approved by the DOH and upgraded its status to secondary level. In year 2002 the institution adopted a new paradigm of cooperativising under the influence of the MMG Davao experience, this includes an in-house MMG Healthcare insurance, credit and a cafeteria operating as a part of the cooperative. The name was change then to R.O Diagan Cooperative Hospital.

Its being sympathetic to the financial condition of its patients was its good will to the community during these times of economic crisis. Its participation to the governments and other NGOs program has defined its network in serving the community particularly the depressed. To furthermore expand their project in helping the depressed communities the Diagans Hospital created a medical foundation that enables them to outreach onto remote places by helping them to improve their living like teaching and giving them seedlings and also cater their medical needs.

The R.O Diagans Cooperative hospital upgrades its services by renovating its building into a two storey hospital with 40 beds, 2 operating rooms, 1 delivery room and 1 nursery to accommodate more patients that needs a medical care with a cheaper cost but has the same treatments like the other private hospital.

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Statement of the Problem

General Problem

How will the organization locate the files easier?

How could they minimize the time they consume in making progress reports?

How would the organization provide a managerial type of report?

How will the organization provide its patient with an accurate bill?

Specific Problem

How will important patients file can be easily access?

How will the updating of files be stored without any loss of data?

How will the losing data files be prevented?

What reports should be make for guidelines in decision making?

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Objectives of the Study

The project aims to develop a fully operating Admitting and Billing, Statistical Management Information System with the following objectives:

To developed an accurate billing statement

To produce accurate management reports

To generate reports that could have an impact not only in the organization but as well as in the

community.

To prevent higher loss of files due to organized data storage

To developed a faster admission process

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Scope and Limitation

Diagan Hospital Admission and Billing, Statistical Monitoring and Information System (DHABSMIS) contain three softwares with different functions in order to satisfy the needs of the users; social worker, billing officer and HR officer. The system will extremely affect the admission, billing and HR department. This will serve as an important tool for recording and storing patients datum, calculating bills and enabling the people who will pay to see the bills, producing statistical report with the use of graphs and making it printable.

The system also includes keeping track for the diseases that the organization meets. This will help the organization to keep track of their medicines and decision about what to do on that scenario. By providing graphical reports, this will help them to decide easier.

The inputs required patient data that will be recorded to a file and combined with other inputs to form a patient record. Thus, from those inputs, the system can generate trends and reports that are useful for the organization.

The system does produce billing statement but on the ground that it allows the patient or the payer to view the current bills and allows the billing office user in editing the entries in the billing statement. It calculates all the expenses that the patient accumulated on that certain time.

By reducing the time wasted for searching bunch of papers, the employees and staff will have more time focusing on more useful work. The system has the capacity to easily collect data and easily generate report in just seconds.

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The systems limitation is on the status quo of the processes involved inside the admission department and billing office that helps the flow of information gathering and retrieval. In the HR Department, the system is limited only in storing and verifying the log-in details for the users.

The system is limited in the processes of the admission department that admits the patient to be admitted, store patient records, receive and store medical records for the retrieval from the billing office to generate patient statement of accounts, and the system does not cover the field of monitoring or attending to the patients medical needs.

The system helps the billing office by allowing them to retrieve the medical records that are necessary in generating the statement of accounts. The system also allows the billing office user to edit the entries in the statement of accounts for changes decided by the user. Receiving payments, issuing receipts, and solving for expenses of the hospital are not covered by the system.

Finally, the system will not be developed to interfere in the decision making of the top management but instead the reports generated by the system will just be a guide for the top management in their decision making process. It is still in the power of the top management to impose their decisions and making the stand for it.

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Significance of the Study

With the present technological advancements and social awareness in the use of personal computers, hospitals are bound to upgrade or develop computerized systems that can help them in managing information gathering, retrieval, and processing conveniently.

The current way of living of people also affects the need for a timely manner of saving, that entails that time should be spent wisely on useful, productive, and helpful things. It is not practical anymore that we follow the old style of transferring information especially when the destination is far more than what the eyes can see. Proper use of information also will result to outputs that can help the top management in managing their human resources in attending visitors or patients needs, awareness in what is really happening to their hospital about service related tasks including the proper billing and proper recording of the medical progress of a patient, in tracking their monetary flow that they need for the hospital to keep running, and in guidance for them in coming up with their decisions for the advancement of their hospital.

The information within a hospital also will help the whole population as a whole. It is in the sense that they can access their records and pass it through to the higher authorities for massive information collection and gathering for the use of allowing the general public to be aware what is happening in the medical world, that there are diseases that the people should be aware of, for them to prevent or also gain knowledge about it. Also, for the people to be aware that there are hospitals that are not income generating but are service oriented ones.

Following manual processes in being a service oriented establishment gives the impression that they waste a lot of time that they can use in serving more people and serving them conveniently. So,

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with this study it can offer the benefit of saving time and managing information flow for the hospital to use their resources in the right and correct manner.

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Methodology We use a top-down approach in developing this management information system. First step was identifying the problems, and then understanding the status quo inside the organization to consider the most suitable solutions to the problems. The following are the methods we use during the development of the proposed system: Interview and Data Gathering In this phase, we use a pyramid structure to let the interviewee at ease in answering our questions.

July 21, 2010- The first formal interview of our team that we conducted. First, we interviewed Mr. Lester Supapo the head of accounting department, we stated to him what is our purpose and how could we help them? Gladly Mr. Lester Supapo tells us about the organizations main problem and show to us how the chain of command in their organization works. After a brief overview of their organizational work, we started to focus our interview to the very basic part of hospital procedure, which is the patients admission. Mr. Lester Supapo takes us to the admission department, where there we meet Mrs. Marjorie Bastareche finance officer shows us how the patients been admitted and classified. Next stop, the billing section where tons and tons of files were seen everywhere, she tells us that all the patients miscellaneous including its medicine, service, laboratory fee, food and rate per room was submitted to this department. Our team also finds out that they have no working system because they do it manually by using Ms Excel.

August 17, 2010- The second formal interview, in this interview we tend to get all the specific forms and other data we needed to have a clearer solution to their problem, as well as what reports

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would should we make to help the organizations, By the second interview Mrs. Marjorie Bastareche lend us the different forms that they use in their everyday business activity and she also explain to us further about the billing and admission process that they undergo, and also she emphasize the need of a system to ease them on their workloads.

Systems Development Life Cycle This methodology contains seven phases in developing a system. An SDLC phase serves as the developers guide in developing the system. Its phases involves identifying problems, opportunities and objectives, determining information requirements, analyzing system needs, designing the recommended system, developing and documenting software, testing and maintaining the system and implementing and evaluating the system, it is stated clearly what should be done. Prototyping We use patched-up prototype in designing the system, so we are able to know what is still needed to improve and what is lacking in certain features that we build. Extreme Programming Extreme programming practices every aspect of the development with much intensity and more determination in the part of the developers. It encourages quick system scheduling so the system may be installed right away with well-designed features. We use XP, along with the other methodology to make our work fast and efficient.

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System Diagrams Entity Relationship Diagram

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Result and Discussion R. O. Diagan Cooperative Hospital needs a system that will handle the patient and staff data with accuracy to deliver real controls of data into the advanced level of administration. Statistical reports needs raw data that are uniform in quantity and quality. Since a patients population changes every time, storage of data is not easy. In addition, to the limited labor force and time to complete the essential reports required by the management. Finding and verifying information from time to time consume the time allocated for more essential tasks. In simple terms, insufficient resources, wasted time and inconsistencies of inputs are the main problems that demand the installation of a system. Application of DHABSMIS will be of a great help to the cooperative innovation in storing, retrieving, updating patients data. This type of innovation is not new to the staff of the hospital for the reason that they have already experienced it before the said system crashed. The system that we developed may not have features like their previous system that they have. Our system might not cater all the forms that they need because it takes a lot of time to construct a system and we have inadequate information from the hospital, but then in any case, problems were visibly defined by them to be our basis in developing the system.

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Systems Alternatives Presently, the hospital is using the MS Excel or spreadsheet, a kind of COTS Commercial Off-The-Shelf Software. Staff in-charge uses it in storing data for billing and admission of patients. The billing and admission staff that uses it simply enters the data and routinely by the encoded formula the desired result will be displayed and ready for printing. The printed output will be submitted to the HR department, where the reports would be verified before it will be submitted to the decision-maker. If the reports have errors, therefore it will be send back to the department who prepares it. The HR department will be responsible for keeping the patients information and data. The current market price of license for the package where Microsoft Excel is included (Microsoft Office 2007) ranges from PHP. 5000.00 to PHP. 5500.00. Having a license for multiple computers can require costs that the hospital cannot provide. Other alternatives that could help speed up and advance the organizations operation offers a better advantage. Systems that are produced with certain features for hospital are designed related to the needs of the user. These system alternatives examples are as follows: Diagan Hospital Admission and Billing Statistical, Monitoring and Information System, custom in-house system intentionally created to provide the need of a hospital. This system gives an observable advantage because the study in developing the system is focused on the hospital directly which means that specific solutions are intended to solve the specific problems. Certain innovations are included into the system which gives an extra impact giving the organization a competitive edge over other. Tangible benefits of the system are as follows: DHABSMIS allows the hospital staffs to have a dependable storage of data and data that are accurate and consistent. The staff could add, update, monitor, retrieve patient information, produce

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reports, and generate graphs. The HR staff could consolidate reports coming from the billing and admission department more suitably with the existence of features that has an automatic access to the source of data. The data will always be available and be ready for consolidation. HR staff hastens given that half the time would be saved compared to the traditional admission of patients. The automation of the operational tasks of the staffs also covers the billing, admission, and monitoring of admitted patients until they will be discharged, transferred, or even deceased. With these, a safety measure of keeping the information is also included, given that the HR has the access to register a user. The decision maker is able to view important reports that would help him make a decision because it will always be available every time he wants it. An analysis of reports, in figures and graphs, impacts a necessary factor for decision-making. System Hardware Requirements: o Personal Computers (Normal User Package, and one Server Package) 4 units at PHP 11,000.00 each o Wirings (UTP, Power) o Network Hardware (Switches, Router) o Uninterrupted Power Supply (Optional) o Computer Tables and chairs - PHP 44,000.00 - PHP 3,000.00 - PHP 8,000.00 - PHP 20,000.00 - PHP 6,000.00

DHABSMIS System Package and Installation

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o DHABSMIS Total Package (Inclusive of Documentations and Manuals) PHP45,000.00

System Training and Professional Support o Staff Training and Seminar (Materials, and Tools Inclusive) FREE

o Technical Support (Monthly Basis, three(3) visits per month) One Year Per month - FREE - PHP 1570.00

y Maintenance and Upgrade o Systems Maintenance (Monthly) One Year Per month o Systems Upgrades (Annual, per module) First Installation Year - FREE - FREE - PHP 4,300.00

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Estimated Total Costs (One Year Run): System Hardware Requirements DHABSMIS Package and Installation Training and Professional Support Maintenance and Upgrade Total: - PHP 81,000.00 - PHP 45,000.00 - PHP 18,840.00 - PHP 51,600.00 PHP 196,440.00

There are also accessible alternatives that are designed for hospitals, which can be downloaded in the internet, which is similar to DHABSMIS, such that the alternatives may have various features upon the integration of a hospital information system.

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Break-Even Analysis:

1000000 900000 800000 700000 600000 Benefit 500000 Cost 400000 300000 200000 100000 0 1 2 3 4 5 6 7 8 9 10

The setting up of DHABSMIS at the start is much higher, since the installation and system hardware requires to be networked, so all the departments can have access to the system.

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Conclusion and Recommendation The proposed system has effectively covered most of the input forms of the system in the areas of admission, billing, and human resource, as declared in the objectives of the system based on the request of the staff of the hospital, which comprises of the TPS part of the system. The general objective of the study is to monitor, standardize and manage the billing statement, most reasons of admitted and deceased patients. The system can also track the records of patients, who cater their needs, their medication records since the first day of admission and all the records the database allows such capabilities. The current study specifies only on a limited scope, but its database has been designed to be flexible in future use and versions of the system. Though, the team has already set-up and maintained the system in the organization, the concentration of the work will be on the maintenance of the system. The back-end part of the system has been normalized to be ready for the future complexities. This task prepares for the programmers of the system to make updates on the systems functionalities, provided that, the system is ready for the changes that may take place. As results of the interview, most of the staff wanted to use this system as soon as the system is installed to lighten their workloads. The developer of the system would provide orientation about the system on its usage and with the required computer hardware and networking equipments that would be needed to make the system operational, and will only provide short training program because graphical user interface is made simple and user-friendly

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Appendices Staff Log-in

Admission Home

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Add New Patient Information

Update Patient Information

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Add New Staff Information

Edit Staff Position Information

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Add New Staff Position Information

Add New Staff Department

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Add New Service List

Set Service Price

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Add New Bed Information

Add New Room Information

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Add Room Category

Add Hospital Information

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Edit Hospital Information

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Bibliography Kendall and Kendall, System Analysis and Design, Sixth Edition Elmasri and Navathe, Fundamentals of Database Systems, Fifth Edition History of R. O. Diagan Cooperative Hospital http://www.codeproject.com
www.advancedhospitalmanagementsystem.com

y y y y
y

www.softlist.net

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