The Project Objective:

The Mayo Clinic has decided to develop software system that

meets all the needs of the organization to interface with patients,
manage their workload efficiently and also to increase their
productivity create. The goal is to create a Hospital Management
System (“HMS”) software system that is modernized for the
health care markets of which the Mayo Clinic operates and
competes. Mayo HMS software is expected to interface across
the organization to manage all hospital operations. The Mayo
Clinic recognizes the need for online communications to its
patients, the imperatives for coordination across different
departments, as well as the necessities of quantifiable data to
manage a complete modern hospital eco-system for their
organization and down to theirs hospitals, clinics and affiliates,
worldwide.

To accomplish this, the HMS is planned to be a web-based

application, information secured and accessed from cloud-based
storage. Various advantages to an HMS of record management
and across organization coordination includes:
 The reduction of operating costs of the hospital.
 Providing reports to senior management for better decision-
making.
 Enhancing patient services; appointment management,
billing and insurance, instructions and education.
 Efficient securing, storing, and controlled recalling of
patient medical, and hospital records,
 Keeping track of key hospital operational metrics (i.e. empty
and filled beds).
 Easy access to patient data across the organization.
 Reducing paper documentation within the organization.
 Tracking key risk management metrics.

Given the plan of such a wide breath of transformative change,

this plan will adopt the Business Analysis Core Concept Model.

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 the rapidly expanding demand for quality healthcare and

increasing business demands on day to day health care eco-
system, hospitals’ and their healthcare providers as well as
management teams are challenged with constant functional
adaptions within the modern patient centric environment.

Need:

There is a critical need for a central management system that

has controlled accessibility to all tiers of the hospital system and
employees for smooth and efficient tracking of information as
well as functioning of the hospital. The need for patients’ records
that are saved securely, rapidly retrievable, as well as the ability
generate various reporting be they diagnostic, operational or risk
management in nature, is a natural requirement for accurate,
timely, efficient and effective, decision making within the
organization. Patients and internal Mayo Clinic end users should
be able to interact with the web based application.

Solution:

The creation of The Hospital Management System (HMS) as a

centralize interface system and to ensure easy accessibility to
various stakeholders without compromising on the organizations
cybersecurity, patient information security, ensuring compliance
to HIPAA and other privacy laws rules or regulations.
Stakeholders:
The figure below shows the stakeholders that have a significant
role in either development or future interfacing with the new
HMS.
Value: the worth, importance, or usefulness of something to a
stakeholder within a context.
The HMS will provide enhanced efficiencies to external
customers as well as internal end user with service
improvements; ease of appointment creation and appointment
auto-reminders. Transfer of medical history and ease of access to
patients’ files- insurance provider and benefits current medical
condition, ongoing treatments, and medical history. Streamlining
processes, will increase scale and capacity, increasing
productivity which in turn will accelerate revenues and cut costs.
An accessible to quantifiable data base will help senior
management make quicker business decisions to management
the organization’s production operations and risk management.

Context:
As global demographics continue to demand greater access to
high quality health care, service to the patients remains
paramount. In order to make sound decisions and deliver as a
world leader in quality health care, Mayo Clinic HMS needs to
continue to evolve to handle the mass amount of patient records,
operational data, and manage risk for customers, end users and
the organization

Current State Analysis

Mayo Clinic Facts: (Reference Mayo Clinic- as of December of 2019)
In 2019, 1.2 million people from all 50 states and more than 135
countries came to Mayo Clinic for care.

Mayo Personnel:
• Site Consultants and Clinical Residents: 6,900
• Administrative and allied health staff and others: 63,100
• Total: 70,000 (rounded numbers)
Research personnel:
• Full-time scientific faculty: 252
• Physicians actively involved in research: 794
• Full-time research personnel: 4,221
Mayo Clinic School of Graduate Medical Education:
Mayo trains doctors in more than 300 residency and fellowship
programs, representing virtually all medical specialties.
• Enrollment: 1,791
• Graduates: 738

Mayo Clinic School of Continuous Professional Development

• Total participants: 84,082

Financial information (2019 in millions)

• Total revenue from current activity: $13,819
• Income from current activities: $1,063

Disclosed conflict of interest:

Mayo Clinic and its staff often collaborate with industry to
improve patient care through research agreements, invention
licenses and consulting activities. The Mayo Clinic Conflict of
Interest Review Board oversees all such activities. Mayo Clinic
and its staff members do not receive any royalties for inventions
or technology developed at Mayo and subsequently prescribed
for Mayo Clinic patients.

Mayo Clinic Health System in Minnesota

Mayo Clinic Health System in Iowa

Mayo Clinic Health System in Wisconsin

Mayo Expansion Efforts into key states with accelerated high
quality health care demand, high population growth as well as
key retirement areas within the United States – Arizona and
Florida.
Mayo Clinic will spend nearly $800 million to expand in Arizona
and Florida, two growing regions with high demand for hospitals.
Over the next three years, Mayo Clinic is making significant
investments in both the physical and technological future of
health care, through doubling the size of the Mayo Clinic campus
in Phoenix Arizona, inclusive of practice, education, and research
activities. The “Arizona Forward” project represents a pivotal and
strategic step in accelerating growth and continuing to provide
exceptional service to patients in the state and nationally. Mayo
Clinic's two campuses in Arizona are located in Phoenix and
Scottsdale.
In Jacksonville Florida, is where Mayo has 7 hospitals including a
400-acre campus, where Mayo will add a five-story medical
building, a 1,000-slot parking garage and connecting structures.
The 120,000-square-foot medical building will connect to the
campus’s existing Mayo and Cannaday buildings. Construction
should be completed in 2021.
Demand for US health care professionals in the next 10 years is
conservatively project at 15% by US Depart Labor predictive
models
The past 15 years has demonstrated a historical trend.

The Mayo Clinic the need for a HMS extends beyond the borders
of the United States.
The current understanding of the proposed system with the
initial requirements is that patients’ generated and historical
data and the process in providing health care to those patients
during their visit to Mayo is the center core of the process. Every
patience is elementary different and thus the events within the
system can appear to be random or ad-hoc depending on
specifics of testing and diagnosis
However, the first event is that same for all patients, an
appointment is scheduled for the patience. After the initial
appointment is schedule and a temporary id is assigned to the
patient, the ad-hoc characteristics of health care is administered
( diagnosis testing, imaging, pharmacology etc.) comes to the
forefront of the process and human health care or admins are
responsible for the input the data. The second component of the
system’s structured application will be secured and store data
for a controlled access and recall.
Future State Defined
Propose systems work flow
HMS Software System Initial Requirements:
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

Mayo senior management/project sponsor representative have

the following initial expectations for the HSM software.
1. Patient’s appointment management: The availability 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 doctor or specialist. The system shall book
the appointment for that patient with the doctor selected.

2. Patients scheduled appointment reminders with directions to

the appropriate hospital site are to be sent 24 hrs. prior to the
appointment time. Reminders can be preference selected,
auto phone call message, email or text.

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

personnel on duty with their respective ward numbers.

9. Instructions for patients: Any instructions given by the

doctors for the nurse to follow for each patient.

10. Insurance: patients insurance details, are to be stored in the

HMS for claim processing.

11. Management would initially 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

The Hospital Management System requirements,

classification schema: will identify levels or types of
requirements that assist all stakeholders in categorizing
requirements of the HMS.

 Business Requirements:
Given the health care ecosystem in which the Mayo Clinic
competes and in order to keep up with the growing demand and
complexity of the Mayo Clinic’s mission to provide quality health
care, a hospital management system is to be created using a
web-based application for ease of use for patients and customers,
as well Mayo clinic internal end users. The HMS application
should be able to interface with all hospital services and
operations and be able to generate quantitative data to help in
management decisions.

 Design in Stakeholder Requirements: Patience access to

appoint scheduling and centralized data for enterprise wide
hospital operations

 Design in Solution Requirements:

o Functional Requirements
o Non-Functional Requirement

 Design in Transition Requirements

Upload current patient medical records. Upload current Mayo
staff certifications and competencies. Upload operational details
per hospital or clinic i.e. services capacities equipment
capacities, medical professional capacities..
Data Flow Chart