Republic of the Philippines

DON HONORIO VENTURA STATE

UNIVERSITY COLLEGE OF COMPUTING STUDIES
Cabambangan, Bacolor, Pampanga Email: ccs@dhvsu.edu.ph
(6345) 458 0021 Local 211
http://dhvsu.edu.ph

Analysis of Hospital Management System

Male, Emmanuel

Lulu, Johnjie

Mallo, Anfernee Cedric

Manalo, John Carlo

Manalang, Harold

Lugtu, April Joy

Lotivio, Noriel Marwin

Mallari, Nathaniel

SAD223: System Analysis and Design

Mrs. Mary Rose Valencia

March 31, 2023

 Republic of the Philippines
DON HONORIO VENTURA STATE
UNIVERSITY COLLEGE OF COMPUTING STUDIES
Cabambangan, Bacolor, Pampanga Email: ccs@dhvsu.edu.ph
(6345) 458 0021 Local 211
http://dhvsu.edu.ph

Introduction

The innovation for the healthcare industry is rapidly growing with the development of

new technologies, advanced medical equipment, and treatment procedures. One of the

challenges faced by healthcare providers is the management of patient records and medical

data, which are crucial for delivering effective healthcare services. The selected system for

this analysis and design project is a hospital management system, which is an integrated

software application that supports the management of patient data, medical records, and

administrative tasks in a hospital setting.

Requirements Gathering

In the first phase of the waterfall model, the requirements gathering process involved

several techniques, including interviews with hospital administrators and medical staff,

observation of the existing system, and analysis of documentation related to hospital

management systems.

Interview & Documentation

First Respondent
 Republic of the Philippines
DON HONORIO VENTURA STATE
UNIVERSITY COLLEGE OF COMPUTING STUDIES
Cabambangan, Bacolor, Pampanga Email: ccs@dhvsu.edu.ph
(6345) 458 0021 Local 211
http://dhvsu.edu.ph

Interviewer:

1. What do you think needs to be improved or added to the hospital management

system?

Interviewee:

Usually, here in our hospital, we have different departments, so in our case, because

we are Med tech, we are under the laboratory, so I think that we need to improve is to have

only one system that we use, what is received by the nurses and doctors is also received by

the patients as well. And that’s what I think needs to be improved.

Interviewer:

2. Have you ever encountered any errors or glitches while using the HMS? If so, how

were they solved?

Interviewee:

Almost every week there are errors and glitches because we have many patients, we

have in-patients, outpatients and HMO. We have glitches usually because there are too

many of them, it's overloaded. Especially in the laboratory, the urine, blood, pharmacy is

different, the x-ray is different, so most probably every week we have glitches.

When we solve it, we will restart all our computers. Then we will call the IT, the IT will restart

the internal system itself, because they are the only ones who can restart it.

Interviewer:

3. How does the hospital management system handle patient scheduling,

appointment, booking, and patient flow management?

Interviewee:

With us, we can only schedule an appointment through email, but in other

departments, like for example insurances, they have a way like a queuing system, so that's

our patient flow management, but regarding scheduling, we do appointments through email.

Interviewer:
 Republic of the Philippines
DON HONORIO VENTURA STATE
UNIVERSITY COLLEGE OF COMPUTING STUDIES
Cabambangan, Bacolor, Pampanga Email: ccs@dhvsu.edu.ph
(6345) 458 0021 Local 211
http://dhvsu.edu.ph

4. How does the hospital management system provide insights and analytics to

hospital management to inform decision making and strategic planning?

Interviewee:

When it comes to hospital management, it's usually the supervisors and team

leaders who raise concerns, so what concerns in a section we raise with the supervisors

then they raise with the ITs. Will go from supervisor to supervisor of IT.

Interviewer:

5. Can you discuss any future developments or updates planned for the hospital

management system?

Interviewee:

In our hospital, we usually have a LIS and Bits box, as of now because it is renewed

every year, so they say that they are going to buy a system, it is unlimited. That's why the

hospital planned to buy a system to avoid glitches or restarts.

Second Respondent

Interviewer:

1. What do you think needs to be improved 0r add in the hospital management

system?

Interviewee:

What needs to be improved is the one in the Bits box. It should be faster because

when you use it, it often lags or crashes, so there are errors, the results are slow to come

out, especially our tests, they only have a time limit. So, the system we use needs to be fast.

Interviewer:

2. Have you ever encountered any errors or glitches while using the HMS? If so, how

were they solved?

Interviewee:

There are often glitches especially when the system is upgraded, then it takes a long

time to wait especially when the LIS is broken because those two are like twins, if the LIS is
 Republic of the Philippines
DON HONORIO VENTURA STATE
UNIVERSITY COLLEGE OF COMPUTING STUDIES
Cabambangan, Bacolor, Pampanga Email: ccs@dhvsu.edu.ph
(6345) 458 0021 Local 211
http://dhvsu.edu.ph

not usable the Bitsbox cannot be used. In the molecular lab, we only use the Bitsbox, so

when the Bitsbox is broken, we have nothing to use. We were able to resolve it because we

call IT or our team leader calls the IT.

Interviewer:

3. How does the hospital management system handle patient scheduling,

appointment, booking, and patient flow management?

Interviewee:

Actually, here in our system there is no patient scheduling, appointment and booking.

They often talk to people so they take notes.

Interviewer:

4. How does the hospital management system provide insights and analytics to

hospital management to inform decision making and strategic planning?

Interviewee:

With the supervisor and the head of IT because we don't know much about decision

making when it comes to this, they are the ones who talk regarding it.

Interviewer:

5. Can you discuss any future developments or updates planned for the hospital

management system?

Interviewee:

They plan to buy a new system that is more upgraded, faster compared to the one

we use now and everything should be there, not the many that need to be opened because

in case of emergency, it will be resolved faster and better.

Third Respondent

Interviewer:

1. What do you think needs to be improved 0r add in the hospital management

system?

Interviewee:
 Republic of the Philippines
DON HONORIO VENTURA STATE
UNIVERSITY COLLEGE OF COMPUTING STUDIES
Cabambangan, Bacolor, Pampanga Email: ccs@dhvsu.edu.ph
(6345) 458 0021 Local 211
http://dhvsu.edu.ph

Scheduling appointments and booking I think this is a good addition to system

management if they improve that. And the stability of the program because it often crashes

and there are many bugs so hopefully, they can fix even that to increase the efficiency of

work.

Interviewer:

2. Have you ever encountered any errors or glitches while using the HMS? If so, how

were they solved?

Interviewee:

Our most problem is when our system generates a QRcode sometimes there are

glitches or sometimes the QR code does not exist which is the primary reason our patients

avail our other tests because they have access to our QRcode or digital result , sometimes

our other results did not send through email, so they were sent manually. We solve this

problem prior to fixes only to bugs and updates to the system.

Interviewer:

3. How does the hospital management system handle patient scheduling,

appointment, booking, and patient flow management?

Interviewee:

Actually on behalf of the hospital our system is not capable of scheduling

appointments and booking, so if there is a feature like that maybe it would be better.

Interviewer:

4. How does the hospital management system provide insights and analytics to

hospital management to inform decision making and strategic planning?

Interviewee:

We have internal arrangements as a group, so when there are concerns and

improvements can be made, we bring them up to our head or supervisor, then they talk to

the Supervisor of the department in charge of our system and usually IT.

Interviewer:
 Republic of the Philippines
DON HONORIO VENTURA STATE
UNIVERSITY COLLEGE OF COMPUTING STUDIES
Cabambangan, Bacolor, Pampanga Email: ccs@dhvsu.edu.ph
(6345) 458 0021 Local 211
http://dhvsu.edu.ph

5. Can you discuss any future developments or updates planned for the hospital

management system?

Interviewee:

They are planning to purchase a new system or they will improve our existing one so

that we can also accommodate our other machines. If they buy a new system, hopefully one

that is more stable and doesn't glitch, efficiency will definitely increase and our workflow will

be better.

Functional Requirements

Registration and admission of patients

The system should allow the registration and admission of patients, which includes

capturing and storing their personal and medical information, as well as assigning them a

unique identifier for tracking and management purposes.

Scheduling of appointments and procedures

The system should enable the scheduling of appointments and medical procedures

for patients, which includes selecting the appropriate medical staff and equipment, allocating

the necessary time and resources, and notifying the relevant parties.

Management of medical records and test results

The system should support the management of medical records and test results,

which includes storing and retrieving patient information, tracking test results and medical

history, and providing easy access to authorized healthcare providers.

Billing and payment processing

The system should provide a billing and payment processing feature, which includes

generating invoices, tracking payments, and updating patient accounts.

Inventory management of medical supplies and equipment

The system should allow for the management of medical supplies and equipment,

which includes tracking inventory levels, ordering new supplies, and ensuring that the

necessary equipment is available for medical procedures.

 Republic of the Philippines
DON HONORIO VENTURA STATE
UNIVERSITY COLLEGE OF COMPUTING STUDIES
Cabambangan, Bacolor, Pampanga Email: ccs@dhvsu.edu.ph
(6345) 458 0021 Local 211
http://dhvsu.edu.ph

Staff management and scheduling

The system should enable staff management and scheduling, which includes

managing shifts and workloads, assigning tasks and responsibilities, and ensuring that the

necessary staff is available for patient care.

Communication and collaboration between healthcare providers

The system should support communication and collaboration between healthcare

providers, which includes sharing patient information, coordinating care, and ensuring that all

relevant parties are informed about the patient's condition and treatment.

Patient monitoring and reporting

The system should provide patient monitoring and reporting capabilities, which

includes tracking patient progress, generating reports and alerts, and ensuring that patients

receive appropriate care.

Non-functional Requirements:

Security and privacy of patient data

The system should provide appropriate security and privacy measures to protect

patient data from unauthorized access, misuse, or disclosure.

Scalability and flexibility of the system

The system should be designed to be scalable and flexible, allowing for future growth

and expansion, as well as the addition of new features and functionalities.

Availability and reliability of the system

The system should be highly available and reliable, with minimal downtime or system

failures, to ensure that patient care is not compromised.

User-friendly and intuitive interface design

The system should have a user-friendly and intuitive interface design, with easy-to-

use features and functionalities that can be accessed by all authorized users.

Integration with existing hospital systems and software

 Republic of the Philippines
DON HONORIO VENTURA STATE
UNIVERSITY COLLEGE OF COMPUTING STUDIES
Cabambangan, Bacolor, Pampanga Email: ccs@dhvsu.edu.ph
(6345) 458 0021 Local 211
http://dhvsu.edu.ph

The system should be designed to integrate with existing hospital systems and

software, ensuring that data can be shared and accessed across different systems.

Compliance with industry regulations and standards

The system should comply with relevant industry regulations and standards, such as

HIPAA, ensuring that patient data is handled in a compliant and ethical manner.

Efficient data storage and retrieval

The system should provide efficient data storage and retrieval capabilities, ensuring

that patient data can be accessed quickly and accurately by authorized healthcare providers.

Conceptual Modeling

In the second phase, the conceptual modeling of the hospital management system

was created using various modeling techniques, including use case diagrams, activity

diagrams, and class diagrams. The use case diagram depicted the system's functional

requirements and the interactions between different actors and the system. The activity

diagram illustrated the different activities and processes involved in hospital management,

such as patient registration, medical testing, and billing. The class diagram represented the

different classes of objects and their relationships in the system, such as patients, doctors,

medical equipment, and medical records.

Use Case Diagram

Patients’ Management Use Case This function allows the admin to have access to

the patient information. Their information was used in monitoring the patient’s status, bills,

and diagnosis. Hospital Rooms and Physicians Management Use Case This use case

allows the hospital management to monitor the availability of their rooms and wards. They

also have to keep track of the physician’s schedule and appointments. These tasks are

shown in the illustration. Hospital Rooms and Physicians Management Use Case This use

case allows the hospital management to monitor the availability of their rooms and wards.
 Republic of the Philippines
DON HONORIO VENTURA STATE
UNIVERSITY COLLEGE OF COMPUTING STUDIES
Cabambangan, Bacolor, Pampanga Email: ccs@dhvsu.edu.ph
(6345) 458 0021 Local 211
http://dhvsu.edu.ph

They also have to keep track of the physician’s schedule and appointments. These tasks are

shown in the illustration.

Activity Diagram

In this Activity Diagram it consists of how a patient gets assistance and shows the

process of how they would get served. This also gives information to the Lab

(recent/encoder/clerk) what action they must take by gathering information. It also guides the

Medical Staff in what must be done by the information that has been gathered. This method

of activity creates a window for the doctors and medical staff to be ready.

Tasks are shown in this illustration on the diagram that the medical staff follow. Hospitals

room and Medical Staff are assigned to monitor and observe for further treatment, which

decides if a patient is being treated or discharged.

 Republic of the Philippines
DON HONORIO VENTURA STATE
UNIVERSITY COLLEGE OF COMPUTING STUDIES
Cabambangan, Bacolor, Pampanga Email: ccs@dhvsu.edu.ph
(6345) 458 0021 Local 211
http://dhvsu.edu.ph

Class Diagram

Patient: This class represents a patient who is receiving care at the hospital. It

contains information about the patient, such as their name, age, medical history, and current

condition.

DiagnosticTest: This class represents a diagnostic test that can be performed on a

patient. It contains information about the test, such as its name, description, and cost.

Surgeon: This class represents a surgeon who performs surgical procedures. It

contains information about the surgeon, such as their name, specialty, and availability.

SurgerySchedule/Surgery waiting list: This class represents the schedule of

surgical procedures that a surgeon is assigned to perform. It contains information about the

surgery schedule, such as the date, time, and location of each procedure.

Referral: This class represents a referral made by a referring specialist or specialist

for a certain surgeon. It contains information about the referral, such as the date, time, and

reason for the referral.

 Republic of the Philippines
DON HONORIO VENTURA STATE
UNIVERSITY COLLEGE OF COMPUTING STUDIES
Cabambangan, Bacolor, Pampanga Email: ccs@dhvsu.edu.ph
(6345) 458 0021 Local 211
http://dhvsu.edu.ph

Detailed Design

In the third phase, the detailed design of the hospital management system was

developed. The data model was designed using a relational database model, which included

tables for patients, doctors, medical procedures, medical equipment, and medical records.

The system architecture was designed as a client-server model, with the client application

providing a user-friendly interface for accessing and managing patient data, and the server

application managing the data storage, processing, and retrieval. The user interface design

was developed to be intuitive, user-friendly, and accessible, with features such as

appointment scheduling, medical record viewing, and report generation.

Conclusion

The hospital management system is an essential tool for healthcare providers to

manage patient data, medical records, and administrative tasks efficiently. The analysis and

design process involved the identification of functional and non-functional requirements, the

development of a conceptual model, and the detailed design of the system. The proposed

system is expected to improve the quality of healthcare services, enhance patient

satisfaction, and streamline hospital management processes. The waterfall model

methodology was used in the analysis and design process to ensure a structured approach

to developing the hospital management system.