MAYO CLINIC

CBAP PROJECT FOR BUSINESS ANALYSIS PROGRAM

Project Objective:

The Mayo Clinic is ranked number #1 non-profit academic hospitals in USA. The
vast number of patients taken care of makes hospital management challenging and
tedious. To streamline the patient records, beds availability, billing and
appointments as well as to promote coordination among various departments,
Mayo Clinic has chosen to adopt Hospital Management System (HMS), a software
system to manage the hospital operations.

Project Aim:

To develop software that meets all the needs of the clinic to manage their work
load efficiently and also to increase their productivity.

Business Analysis Core Concept Model:

Business Analysis Core Concept Model (BACCM) is a framework consisting of 6

core concepts which are discussed in detail below.

Change:
With growing business and increasing demands on day to day operations puts
stress on the employees and management to change how they function.
Need:
There is a need for a central management system that’s accessible to all tiers of
employees for smooth and efficient tracking of information as well as functioning
of the hospital. All the patients’ records are saved securely on cloud; generate
reports as required for timely and effective decision making.
Solution:
The Hospital Management System (HMS) requires 3 different portals – patient,
admin and Employee portals. Separate portals are necessary to ensure easy
accessibility to various stakeholders without compromising on security. This
Assuming all the non-medical employees use admin portal, while doctors, nurses
and Laboratory/Radiology technicians use employee portal to login. This will
ensure compliance with HITECH Act to enforce HIPAA regulations.
Senior management have the following expectations from the developed software:
1. Patient’s appointment management: The timings of all available hospital
doctors should be displayed on the website. Patients can select the doctor they
would like to visit based on the appointment slot available for that particular
doctor. The system shall book the appointment for that patient with the doctor
selected.

2. Appointment Reminders: System shall send email and SMS reminders to the
patient one day prior to the appointment date.

3. Patient registration: When a new patient comes to the hospital, they are
registered in the system. The registration staff will give each patient a patient
ID. This ID will be used by the patient throughout their stay in hospital and
will be deleted from the system when the patient is discharged.

4. Bed occupancy: Tracks all the beds in the hospitably showing the list of all the
occupied and unoccupied beds in the hospital. The person in charge for the
hospital floor will update the bed occupancy every 6 hours.

5. Billing: HMS will sum up the expenses of a patient and produce a complete bill
at the end of the consultation or at discharge.

6. Laboratory, blood bank, and radiation departments to be managed: Doctor will

enter any prescribed tests for any patient in HMS. This will be received by the
laboratory or radiation department directly and when the patient’s tests are
done and the reports are uploaded to the HMS. The doctor can log in the
system and enter the patient ID to access them.

7. Reports: Hospital’s revenue, expenses, bed occupancy and other reports are
generated from the HMS for senior management for decision making.

8. Staff Management: Saves staff roster of the nurses and ward boys on duty with
their respective ward numbers.

9. Instructions for patients: All the instructions given by the doctors for the nurse
to follow for each patient.

10. Insurance: If any of patients have insurance, all the details are to be stored in
the HMS for claim processing.

11. Management would like the following reports:

  Bed occupancy for each day
 Doctors’ appointments and revenue generated through OPDs.
 Total number of OPD patients and admitted patients
 Which doctors generate the maximum revenue
 Total amount of earnings through OPD and admitted patients
 Total amount of earnings generated through laboratory and radiology
 
System Requirement:
Database: MySQL Database
Operating System: Windows 2016
Web-Based: Web-based application
Response Time: 1 second
Capacity: 500 users at a given time
Errors: log all errors
Availability: Available all the time
Usability: The screens should be self-explanatory and very user friendly

Stakeholder:
The figure below shows the stakeholders that have a significant role in either
developing or using the HMS.
 Figure 1 Stakeholders

Value:
HMS reduces operational costs, documentation time which in turn increases
productivity of the employees and boosts morale. Patients can make appointments
at their convenience which gives them some degree of control and flexibility.

Context:
HMS will change how the patient books an appointment, patients’ records are
saved, and occupancy is updated. It will also impact how the senior management
level decisions are made.
Requirement
Classification Schema:

Requirements schema is
classified in to 4 types and
each category describes
what each requirement
needs are.

Figure 2 BACCM FRAMEWORK

Figure 3 Requirement Schema

Knowledge Areas:

Knowledge
Tasks Inputs Techniques Outputs
Areas
Plan Business  Brainstorming Adaptive
Analysis  Document Analysis Approach –
Approach  Estimation Agile
Define needs – Design Methodology
 Scope Modelling
HMS for Mayo Clinic
 Interviews
Plan Identify roles and  Stakeholder List Stakeholder list
Stakeholder responsibilities of all the  Mind Mapping
Engagement stakeholders and BA  Interviews
Business Approach
Analysis Plan BA Stakeholder list and BA  Process modelling Governance
Planning and Governance Approach Approach
 Document Analysis
Monitoring
 Lessons Learned
Plan BA BA Approach/  Lessons Learned Information
Information Governance Approach/  Process Modelling Management
Management Stakeholder list  Brainstorming Approach

Identify BA BA Approach/  Metrics and Key BA Performance

Performance Performance objectives Performance Indicators Assessment
Improvements (KPIs)
 Reviews

Elicitation & Prepare for Design HMS  Document Analysis Elicitation

Collaboration Elicitation  Interviews Activity Plan
 Stakeholder List
 Estimation
Conduct Needs, Stakeholder list  Benchmarking and Unconfirmed
Elicitation Market Analysis Elicitation
 Concept modelling Results
 Process Modelling
 Data Mining

Confirm Elicitation Activity Plan  Reviews Confirmed

Elicitation  Interviews Elicitation
Results
Communicate Unconfirmed Elicitation  Reviews Business
Business Results Analysis
Analysis Information –
Information communicated
Manage BA Information/  Collaborative Games Stakeholder
Stakeholder Stakeholder Engagement
 Collaboration Engagement Approach  Stakeholder List

Trace Requirements, design  Process Modelling Traced

Requirements Requirements
and Design
Maintain Traced Requirements,  Data Modelling Maintained
Requirements design Requirements
and Design
Requirements Prioritize Maintained Design  Backlog Management Prioritized
Lifecycle Requirements Requirements Requirements
Management and Design
Assess Prioritized  Business Cases Requirements
Requirements Requirements, Design  Decision Analysis and Design
Changes and Proposed Change Assessment
Approve Verified Requirements  Acceptance and Approved
Requirements and Design Evaluation Criteria Requirements
and Design

Analyse Needs and Confirmed  Benchmarking and Current State

Current State Elicitation Results Market Analysis Description and
Business
Requirements
Define Future Business Requirements  Acceptance and Business
State Evaluation Criteria Objectives,
 Balanced Score Card Future State
Description,
Potential value
Strategy Assess Risks Influences, Confirmed  Risk Analysis Risk Analysis
Analysis Elicitation Results,  Root Cause Analysis Results
Prioritized Designs and
Requirements, Business
Objectives, potential
values
Define Change Stakeholder  Balanced Scorecard Change Strategy
Strategy Engagement Approach,  Business Cases And Solution
Current and Future Scope
State Description, RA
Results

Requirements Specify & Elicitation Results  Acceptance and Specified and

Analysis & Model evaluation Criteria Modelled
Design Requirements  Business Capability Requirements
Definition Analysis
 Verify Specified and Modelled  Acceptance and Verified
Requirements Requirements Evaluation Criteria Requirements

Validate Specified and Modelled  Document Analysis Validated

Requirements Requirements Requirements

Define Requirements,  Organizational Requirement

Requirements Information Modelling Architecture
Architecture Management Approach,
Solution Scope

Define Design Requirements, Change  Mind Mapping Design Options

Options Strategy and
Requirements
Architecture
Analyse Design options and  Backlog Solution
Potential Potential Value Management Recommendatio
Value & n
Recommend
Solution

Measure Implemented Solution  Acceptance and Solution

Solution and Business Objectives Evaluation Criteria Performance
Performance Measures
Analyse Potential Value and  Metrics and Key Solution
Performance Solution Performance Performance Indicators performance
Measures Measures (KPIs) Analysis
 Observation
Assess Implemented Solution  Data mining Solution
Solution Solution and Solution Limitation
Evaluation Limitations Performance Analysis
Assess Implemented Solution,  Benchmarking and Enterprise
Enterprise Current State and Market Analysis Limitation
Limitations Solution Analysis
Performance
Recommend Solution and Enterprise  Focus Groups Recommended
Actions to Limitation  Surveys or Actions
Increase Questionnaire
Solution Value

Proposed System’s Workflow:

Proposed Hospital Management System is shown below:

 Figure 4 Proposed System Workflow

Scope:
Limitations of this project are given below:

In Scope:

1. Patient Portal – Book Appointments

2. Admin Portal – Generate reports for expenses, registering new patient, create new patient
ID per visit, storage of insurance claim details for processing, bed occupancy, personnel
shift roster

3. Employee Portal – Doctors can add lab/radiology scripts, views reports, assuming they
already have access to patient history (visits)

4. Employee Portal – Nurses can login to view patient care notes and add notes

5. Employee Portal - Laboratory/ Radiology can view doctor’s scripts and upload reports

6. Maintenance Log – Keeps records of all errors

7. Storage – Setup Cloud accounts to store all the data

Out of Scope:

1. Patient Portal – View/download lab/radiology reports, paying bills, visit history,

treatment/medication details, book appointments for lab/radiology

2. Admin Portal – Search patients, book appointments for patients on their behalf (eg: who
don’t know how to use a computer or have access to one), faxing prescription scripts to
pharmacies

3. Employee Portal – Doctor cannot add prescription scripts, specialist referral form

Context Diagram:

Context Diagram is the highest level of data flow diagram which is used in this
project to show entire system and how the data flows.
Figure 5 Context Diagram
Entity Relationship Diagram:

Figure 6 Entity Relationship Diagram

Draw a data flow diagram for HMS
Patient Portal: Flowchart given below explains the process for patient account register, login and
booking appointments.

Figure 7 Patient Portal

Admin Portal: Flowchart given below explains the process for Admin account register, login and
view patient information, bed occupancy – check/update/print reports, departments – appoints
made for all departments, revenue/expense reports – department/doctor, patients
admitted/discharged, staff details – who is on duty and where, login time, scheduled time off.

Figure 8 Admin Portal

Employee Portal for Doctors: Flowchart given below explains the process for doctors to register
account, login and view patient information, update patient charts, view reports, add laboratory/
radiology scripts.

Figure 9 Doctor Portal

Employee Portal for Nurses: Flowchart given below explains the process for nurses to register
account, login and view patient care instructions (un-editable), add any comments if required and
save.

Figure 10 Nurse Portal

Employee Portal for Laboratory/Radiology Department: Flowchart given below explains the
process for laboratory/radiology technicians to register account, login and view doctor’s scripts
and upload reports to patient’s portal.

Figure 11 Laboratory/ Radiology Portal

Patient Admission:

Figure 12 Patient Admission Flowchart

Mock screens of Main features:

Figure 13 Home Page

Figure 14 Login Page on Home Screen
Figure 15 Admin Login Page
Figure 16 Employee Login Page
Figure 17 Patient Login Page