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Hospital Automation System

1.1.Project Proposal Information Technology Project 2010

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2. Abstract
The team has planned to develop a Hospital Automation System for the well known hospital called Pannipitiya Nursing Home. Currently the client company depends on an error – prone software system and a large amount of manual work. Development of a new system will help the client company to minimize the work load they handle manually and to eliminate the faults and errors of the existing software system. This proposed system handles the entire hospital work load under seven major functions namely; OPD, IPD, Medical laboratory, Pharmacy and stores, Doctor services, Alert system and report generation and Billing system. The new system will be having key benefits over existing system such as; high performance due to the immediate updating service provided by the system, reduce errors of putting unnecessary purchase orders, access to fully detailed description about the patient regarding their medical reports, doctors will be pre alerted about the appointment details of the day and thus the doctor can manage visiting time, reduce human effort and the cost spends to train new employees etc.

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...................................3 4..................... Introduction and description of the project 3 ..................................Budget............................................................................................................7 5..........................Objectives.............................5 4..18 9.........................................................................20 4.................1.......................Table of contents ............3 4........................................................................................................................................................................... References.................................................................................................................................................................19 10........................................................................................................................11 6...... Solution Outline.... Table of contents Contents Hospital Automation System.......................17 8..............................................................................................................................................4 4................1 Flow of the project..........................................11 6...............Hardware........3.................1 2............................... Problem Specification..................................................................................Personnel and facilities....................................................Abstract...15 7................3.........................................................................................Procedures............................................................................................................................2 3..........Introduction and description of the project......2.................. Key Benefits ................... Software Requirements........................................2 Project Plan...............................................................8 6............................................................................

it contains lots of errors.4. When that particular doctor changed his arriving time they need to update it in the book first and after that they are inserting it to the system when they get confirmed. When they need to take the time schedule for a doctor who is working in this hospital the staff is maintaining a book to store this data. When a report is very urgent they used to write it in that relevant book. so that it needs a system to handle the daily tasks. Our team is planning to develop a new Hospital Automation System for the hospital.1. It can be an effect to the total income of this nursing home. In this case the operators who use this system face difficulties when they forget to open both systems together. So the updating of the data is very difficult at the moment. because Doctor details are really important for a hospital. Otherwise they do not have a way to update channelling details. indoor pharmacy and medical stores. They need a efficient system to overcome that problem as well as to handle doctors details. medical laboratory. For this matter they have to maintain several books to store report details. That record totally disappears from their accounts. When we consider about the laboratory the system is containing several errors there for instead of using the system they work with books by keeping records of the reports in books. The hospital handles lots of patients per day. At present the hospital has over 50 specialists from leading hospitals from Sri Lanka visiting hospital’s channelling chamber. Because of that. Having a staff over one hundred. Problem Specification The team has planned to develop a software system for the well known hospital called Pannipitiya Nursing Home which was founded in 1995. It is really a difficult thing to refer more than one book for this laboratory works. Therefore laboratory needs a system to 4 . When the operator wants to add a patient detail the operator has to open two different systems which are running concurrently in order to get that record to their hospital ledger. daily. Though the staffs use the existing system. Addition of a new doctor who is going to register in the hospital is also difficult and it these records should be directly added through the server. most of the official works are done manually with the aid of books and other hardcopies. the hospital consists of an OPD. IPD. But the hospital already has a system and also the staffs of that hospital use that system for their daily official work.

So they are really in difficulty when using the existing system and also handling details in books. So this seem to be very much complex than what they expected. 5 . It consists of lot of functions that users of that system have never used. There is a medical store which issues drugs to the pharmacy which they issue medicines to the OPD and IPD. 4. They used to do this by maintain all these drug quantities in books. To handle patients we are going to add OPD and IPD units to the system separately. For a totally manual handled function can be handled by adding a new function to that system to manage medical laboratory.2. But with their current system they can’t achieve that requirement. In that medical store also there is a system they use. It will be easy to handle the medical store and indoor pharmacy by introducing an alert system to. Furthermore they wanted to update the chemical quantity after a releasing a lab report and that facility is not in this existing system. It is a big issue for them otherwise that entry will not go to the database. Solution Outline This Nursing home faces lot of difficulties because of the existing system has lot of errors. Therefore to get familiar to this system for a new user is very difficult and to train a officer to this system is also very time consuming. They are printing that number as the contact number temporary. Mainly there is a system to calculate all the payments and there is another system to print bills called billing system. So that there is no need to maintain books or files in order to complete that task. Then they can be able to know the quantity in the medical store for a specific drug. Therefore to insert a new record they have to open both two systems. From these two systems they will be able to handle all the patient details without faults. That is totally a difficult task for the officer who is handling the medical store. So the solution is a modified system with exact functions that they need. Finally we consider about the existing system in the Pannipitiya Nursing home. Therefore the officer of that laboratory will be able to take the report details of the specific patient by entering the report number to the system. When they are registering a patient in the ETU they need to get the registration number in the form to the system and they need to have the receipt according to that number.handle lab details properly. but that system needs an alert function for them to keep track on the drug quantity.

Doctor services. Pharmacy and stores.1 indicates a high level architechture diagram of the proposed Hospital Automation System. Report generation and it consists of a well implemented database. Our team is aiming to develop a system which is easily understandable to non IT persons as well as to IT persons. To achieve this goal our team is planning to develop Reporting and an Alert system. It helps the management when training new users/employees for this new system and the cost for the training will be reduced.The director needs to take reports of total income and a summary report from the system. The system manages OPD. IPD. Medical Laboratory. Figure 1: High level Architechture of Hospital Automation System 6 . The figure 1.

They can take this as an advantage.4. 7 . • Doctors will be benefited as. This will reduce human effort and also the cost they spend to train a member for the system will be reduced. • Cashiers can improve the efficiency with the newly automated system when issuing receipts.3. Key Benefits Currently client is working with a system which is having lot of errors. It’s very time consuming because maintain a system and manual process together is a very difficult task. And also system bears some more benefits to the hospital such as. So this nursing home has to maintain series of books to handle there data and records. By automating this Hospital management system they will be having lot of benefits. Medical store can have high performance due to the immediate updating service provided by the system when the drug quantity is reduced. By implementing a new system we hope to give our best to our client and from that system that company will be able to perform better than earlier. So that they can focus the condition of the system. • • Administration can take summary reports whenever they need from the system. before the doctor visits the hospital they will be able to know how many patients have put appointments. income and their services. So that the doctor can manage his time before visiting. Laboratory staff can get a fully detailed description about the patient regarding to his / her report by the new system. • • Can reduce errors of putting unnecessary purchase orders.

Handling doctor information is one of the major functions of this Hospital automation system. Billing.5. So it will be handled by the OPD function. IPD (Indoor patient Department) is also a major function of the “ Hospital Automation System” .For this OPD we are going to develop a function to add patient details. nursing charges and etc. And there is a special feature that they requested is Vaccination. Such as room rent. There are Indoor patient registration. Search for a doctor . Not only is the registration of the patient but also channeling handled by the operator who is handling the OPD. Update doctor details. Identify the patient. It consists several sub functions such as Add new doctor. Objectives The planned Hospital Automation System mainly consists of seven functions. by Inserting doctor details 8 . When the patient is going to discharge from the hospital. and SMS Reminders to the doctors. operations. This module used to keep all records of the charges of the services and facilities used by the patient during their treatment. Indoor patient management and discharge. Discharge summary is used to maintain all the details of the bills and documents at the time of discharge of patient. medicines. the billing details will automatically generate by the system. whether that patient is registered patient in this hospital or not and after that that patient is sent to the relevant unit. Indoor patient department process is divided into three main categories. Then that patient has to fill a form in the OPD (Outdoor Patient Unit). store patient details. They need to have a special entry for this feature in the OPD. Here. In indoor patient management according to the patient request the patient will be sent to either ward or special rooms. In this case each and every patient treated in the ward will be given unique BHT number (Bed Head Ticket). This function is designed to maintain all the activities including to Inpatient management. That part is also maintained by our new system and because of that Indoor Patient Department is again divided to two subparts called Ward management and room management. consultation. Registration will commence when the patient is being registered by giving their personal information to our system and allocated a bed in the hospital ward. Therefore the channeling will be implemented. Firstly a patient who comes to the hospital is sent to the ETU (Emergency Treatment Unit). laboratory test charges.

OPD. Update Doctor details also one of a sub in handling doctor information. Finally this Laboratory function will be an advantage for a long time manual process. Before requesting drugs the officer who is responsible of the medical store must put a purchase order which is generated by the system. And here also there will be an alert system to alert whenever the report is ready. There it will be able to update the appointment list for the doctors. There will be sub functions such as search. This reporting function will be responsible for generating summary reports for laboratory. There will be a way to give an alert to the patient about the report status whether it is available or not. update channeling time tables. And here we are going to develop a laboratory report counter and also operator of this function can be able to take the patient details by typing the receipt number and patientID. Patient’s bills will generate from this reporting system. Handling reports is also a function of this “Hospital automation system”. In Pannipitiya nursing home Laboratory is also a main function and it is a very important function. weekly and monthly from the system. This system will manage the indoor medical store completely. and Director. And this function will contain a sub function to update chemical stock and also this will be able to alert a message whenever the drug quantity goes down than their drug quantity limits.system will be able to add new doctor’s details to the database and it can be only done by the director or the administrator. OPD. It will contain a sub function to issue drugs to the sections such as IPD. This function will keep track on the chemical quantity after a patient has requested for a test. When the chemical amount is low it will sent a message to the medical stores from this function. It can be done only through administrator login. This will maintain orders as another sub function of the Indoor medical store. When the purchase order is sent to the vender the vender will sent a receipt and those transactions are credit basis. 9 . Whenever a wrong purchase order is been sent the officer who sent that cannot delete it from the system. Maintaining Indoor medical store and pharmacy has several sub functions. Here the administrator will be able to take reports daily. IPD. permanent time tables and weekly schedules. and Laboratory etc. So the other staff will not be able to access this function. Income Report can be taken section wise according to the date and time or a given period. and Stores. updates and delete patient’s bills which can be accessed only by the audit and the administration. Furthermore this function also has SMS alert system for doctors to convey messages to doctors about his / her appointments. And t this function can be accessed only by the audit administrator.

IPD . Medical Store and Other parts of the Pannipitiya Nursing home. and Registration of patients in the system. Laboratory this function will handle laboratory bills. In the OPD this function has to handle all the payments of ETU . Billing system will handle payments of the OPD . 10 .Billing system is one of the major functions in this system because it is responsible for the total income calculation of this nursing home. OPD – Channelling . X –rays etc also will handle by the billing function of the Hospital automation system. In the other parts such as dental services. Laboratory . In the medical store this billing function will handle all the purchases and calculate the income of the indoor pharmacy. In IPD this function will handle Hospital bills and Agreement fee of the patients.

In addition to that a Prototype will be developed as required. Following problems were identified in the current procedure: • Handling doctor schedules and allocating rooms for them is done manually using paper based system and this was not so accurate.  Feasibility Study In order to see whether the project is feasible we monitored the activities done throughout the Hospital Management System.1 Flow of the project All major functions of the project is divided between the 7 group members. The functions of the group members are as follows:  Managing OPD  Managing IPD  Indoor medical store and pharmacy  Managing medical laboratory  Managing doctor services  Report generation and alert system  Billing System - The team has planned to develop the software using Classical Waterfall model. The functions were well understood at the hospital and the necessary information is gathered for the relevant function by the group members.6. The members were given functions according to their interests and their skill level by the group leader so that the functions will be well-developed. Procedures 6. 11 .

       Patient Details Login Data Payment Details Appointment Details Storage Details Income Details The database will be developed using SQL 2005. But this will vary from the final output of the project by the group members.  Design These are the tables of the database we are implementing for the system. Also we carefully monitored the main functions of the system. As we implement the system along with the database we can reduce most of errors and make the procedures faster to make the patients more satisfied. When a patient wants a medical report from the laboratory some medical person has to carry patient information from cashier to laboratory and this was time-consuming. Our system will require lesser number of users and it will be more user friendly than the existing system. reports and the services provided by the hospital to the patients. Also the group checked the receipts. We did interviews and questionnaires with them.  Gathering Requirements All of our group members visited the hospital premises to meet the officers and the workers to gather the requirements. Notes: 12 . We came to a conclusion that our proposed project is operationally feasible. Hospital has the required hardware components to run the system because it does not need any high technological equipment.• • • • • • Storing drugs in the inventory is done using an existing computer system and sometimes it does produce wrong results.

 Summary reports can be generated for the labs daily which include all the details of patients and tests in a day.  Patient Details will be the initial interface which the user will see and it will follow some other interfaces which will be described here.  All the payments made by the patients will be going to a table and a person in the administrating department can generate monthly income reports and pay slips for the doctors.  SMS alert system will take phone numbers as input and send alerts to the person needed. 13 . Managing OPD and Managing IPD will share this function. select a doctor.  All medicine in the drug store will be shown in another interface when user clicks a button. update doctor details.  This interface will allow the user to add patient details to the database. Second function will allow the user to add new doctor details. make an appointment and print a receipt.  Coding Coding will be done by the each member to develop the function given to them and the interfaces will be developed prior to the coding by the whole team to make the system eye-catching for the customer. Managing doctor services. • First function above mentioned will allow the user to add patient details into the database and update delete and search any record of the patient.  There is a SMS alert system in the system so that patients and the doctors will be reminded of their appointments and to collect lab reports.  Testing Testing will be done before the finished product is given to the customer and also after the implementation. nurses and other medical staff. If a particular quantity of drug is under the required amount it will be shown in red color so that the user can reorder them easily. Coding of this function will be done by the appointed member by the group leader. delete and search any detail about a relevant doctor.

14 . Maintenance Maintenance is done to ensure the system performs well after implementation and the customer is satisfied for the whole time period which they will use the system.

2 Project Plan Figure 2: Gantte chart 15 .6.

Figure 3: Gantte chart 16 .

Personnel and facilities Member Contribution Resources Involved 17 .7.

Software Requirements There are number of hardware components connected with this system. Software  SQL 2005 – Database Development  Visual Studio 2005 – System Development The above mentioned software requires. Hardware. Hardware  Desktop personal computers Pentium Dual Core 2. The Dot Matrix Printer and the Bubble Jet Printer are for printing appointments. income reports and laboratory reports.2 GHz 512 MB RAM 17” LCD Monitor / CRT Monitor 100 GB Hard disk drive UPS 18 .2 GHz 512 MB RAM 17” LCD Monitor 100 GB Hard disk drive UPS  Internet Modems and Dongles Wireless Wired  Cables  Printers Dot Matrix Printer Bubble Jet Printer Desktop PC’s are used to run the system and to keep records about the data. • • • • • Pentium Dual Core 2. Cables are used to make a LAN in the hospital premises.8. To make the software system more efficient these components are needed. Modems and Dongles are used to send SMS alerts to the required persons.

9.00 Subtotal Rs.00 Rs. The required software are already available in the client premises.10000. Personal expenses • • Traveling Communication Rs. 1000. 6500. Since those equipments are expensive. 8000. 1000. Budget This Hospital Automation System involves with some high performed and expensive equipments. 500.00 Subtotal Project expenses • • • Internet Dongle Printouts Stationary Rs.00 1000.00 19 .00 Rs. Rs.00 Rs. the Administrative officers of the Hospital bares the financial expenditure on those equipments. 2000.00 Total Rs.

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