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

Identify BA BA Approach/  Metrics and Key BA

Performanc Performance Performance Performance
e objectives Indicators (KPIs) Assessment
Improveme  Reviews
nts

Prepare for Design HMS  Document Elicitation

Elicitation Analysis Activity Plan
 Interviews
 Stakeholder List
 Estimation
Conduct Needs,  Benchmarking Unconfirmed
Elicitation Stakeholder list and Market Elicitation
Analysis Results
 Concept
modelling
 Process
Modelling
Elicitation
 Data Mining
&
Collaborati
Confirm Elicitation Activity  Reviews Confirmed
on
Elicitation Plan  Interviews Elicitation
Results
Communica Unconfirmed  Reviews Business
te Business Elicitation Results Analysis
Analysis Information –
Information communicate
d
Manage BA Information/  Collaborative Stakeholder
Stakeholder Stakeholder Games Engagement
Collaborati Engagement  Stakeholder List
on Approach

Requireme Trace Requirements,  Process Modelling Traced

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

Analyse Needs and  Benchmarking Current

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

Requireme Specify & Elicitation Results  Acceptance and Specified and

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

Validate Specified and  Document Validated

Requireme Modelled Analysis Requirement
nts Requirements s

Define Requirements,  Organizational Requirement

Requireme Information Modelling Architecture
nts Management
Architectur
Approach, Solution
e
Scope

Define Requirements,  Mind Mapping Design

Design Change Strategy Options
Options and Requirements
Architecture
Analyse Design options and  Backlog Solution
Potential Potential Value Management Recommenda
Value & tion
Recommen
d Solution

Solution Measure Implemented  Acceptance and Solution

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