CHAPTER ONE

INTRODUCTION

1.1 Introduction

The project Clinical Information Management system will include registration of

patients, storing their details into the system, and also computerized billing in the
pharmacy, and labs. The software will have the facility to give a unique ID for every
patient and stores the details of every patient and the staff automatically. User can search
availability of a doctor and the details of a patient using the ID. The Clinical Information
Management System can be entered using a username and password. It will be accessible
either by an administrator, doctor or patient. Only will be able to add data into the
database of this system. The data can be retrieved easily. The interface will be designed
in such a well that it will be user-friendly.

It will be designed for multispeciality hospitals, to cover a wide range of hospital

administration and management processes. It will develop as an integrated end-to-end
Hospital Management System that provides relevant information across the hospital to
support effective decision making for patient care, hospital administration and critical
financial accounting, in a seamless flow.

Clinical Information Management System is a software product suite which will be

designed to improve the quality and management of hospital management in the areas of
clinical process analysis and activity-based costing. Clinical Information Management
System enables you to develop your organization and improve its effectiveness and
quality of work. Managing the key processes efficiently is critical to the success of the
hospital helps you manage your processes.

1.2 Background of the study

Federal Polytechnic Nekede Medical Centre which is the case study of this project is
based upon is a hospital located inside of Federal Polytechnic Nekede Owerri, Imo State.

1
The clinical centre records huge number of patients on daily bases for different forms of
treatments. With the increasing number of patients in the hospital, the existing methods
of keeping patients records is becoming increasingly inconveniencing to the
management.

For instance, it takes a lot of time to locate patients folder as the ward maids will have to
search through huge pile of folders to locate such file. The absence of a well-established
information management system to keep patient records, employee records, specialist and
other recordable information has led to inconveniences. This is tantamount to the loss of
records. It is basically because of the weakness of the existing system which includes
over reliance on paper work. Paper files consume a lot of the office space, slow
recording, processing and retrieving of data, accessing and sharing of information by
different department is difficult due to poor information management.

Due to the effectiveness to health treatment and proper medication in Federal Polytechnic
Nekede Medical Centre, it is observed that patients visiting the medical centre are more
large especially students of the institution. New students are been admitted into the
institution on yearly basics, making it cumbersome to maintain good information
management system, sometimes doctors find it difficult to attend to their patient
immediately due to problems of finding their folders manually.

It is against this background that this project was initiated with the view if designing an
automated system for keeping patients records.

1.3 Statement of the problem

The problem facing the existing system is enumerated as follows:

2
 1. Information is very difficult to retrieve data - E.g. - To find out about the patient’s
history, the staff has to go through various registers. This results in inconvenience
and wastage of time.

2. The information generated by various transactions takes time and efforts to be

stored at right place.

3. Various changes to information like patient details are difficult to make as paper
work is involved.

4. Time taking to manage the activities of the system in much.

1.4 Objective of the study

The aim of the study is to design and implementation of a clinical information

management system. The objectives of the system are as follows:
a. Keep of patient data and ensuring that necessary follow up of the treatment of the
patient is maintained by using computer to update and modify the medical record.
b. To ensure that the confidentiality and security of patients data are strictly
maintained.
c. The system will be used in the reduction of patient waiting time appointment or
follow up.
d. To reduce time wastage by patients especially in searching for patients records.

1.5 Significance of the study

On completion and implementation of this system, Federal Polytechnic Nekede Clinical

Centre and other Clinical Centre will benefit from this system because it will help them
in monitoring and controlling the hospital’s daily activities as well as performance, it also
will also help to address critical requirement of the hospital. Besides the study will serve
as reference material for subsequent researchers in the field.

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1.6 Scope of the study

This project work, design and implementation of clinical information management

system is limited to Federal Polytechnic Nekede Clinical Centre. This became necessary
because it will be easy to me to present a comprehensive software only if it is confirm to
limited area.

1.7 Limitations

The basic challenges and limitation we encountered during this project work, design and
implementation of a clinical information management system, A case study of Federal
Polytechnic Nekede Clinical Centre are:-

Time Constraint: The major limitation we faced was time constraint. This was as a result of
merging the project research work with academic activities in school like lectures, practical,
tutorials etc. hence it took a lot off time than usual to work on this project thesis as well as the
development of the proposed system.

Measure used to collect the data: collecting the data was through interview and because of
information security policy, most information about the current mode of operation were conceal
and not all the information necessary were gotten.

1.8 Definition of terms

DATA: They are row facts and figures that are not yet processes. They include values,
numbers, quantities or instruction.

OUT-PATIENT: These are visiting patients that are not admitted in the hospital.

INFORMATION: This is the result of processing data item.

BIODATA: This is personal information collected from a patient on admission.

IN-PATIENT: This is a patient admitted in the hospital.

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OUT-ACCIDENT: This is a department where emergency and accident case are treated.

CLINIC: This is where patients are being treated.

WARD: This is where those one admission stay.

DISPENSARY: This is where drugs are being given to the patients by either the
pharmacist or any of the clinics.

CLINICIANS: These are those that work in a clinic.

PARAMEDICAL: These are other medical officers than doctor and nurses.

FOLDER: This is a big file jacket where patient’s data and information are kept.

UNIT NUMBERING SYSTEM: This is a numeric number that a patient is known within
a hospital.

TMR: The medical record.

MRO: The medical record department

CPR: Computerized medical record

WHO: World Health organization

TRACEA CARD: This monitors the position of the folder in the hospital

GUL: Graphical use interface

WORM: Write once-read-many

FAX: Faci simile

MODEM: Modulation, demodulation

UPS: Uninterrupted power supply. It takes power and discharge it gradually where no
more current is flowing through it, so that the system could instill work for a range of 5
minutes to 3 hours depending on the size of the battery.

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VB: Visual Basic

OBASE: Database

O/S: Operating system consists of a group programs designed to control the operation of
the computer hardware.

CPU: Central Processing unit

MONITOR: It is TC like device used by the computer to outputs /display data or

information on a screen it also also be called visual display unit (VDU)

Mother board: It is the main circuit board in a micro computer system.

PROCESSOR: It is the part of computer that executes the programmes and controls the
operation of all other components of the computer.

SYSTEM DISC: This is back up disc that stores start up files that could be used when
there is damage to any of the files.

PROCESSOR: This is the heart of the computer system where all the job processing
execution takes place. It is also know as the central processing unit.

SOFTWARE: Is a sort of logical instruction/programme and manipulated with a

computer to accomplish special test.

SYSTEM SOFTWARE: These are grouped instruction/programe written and supplied by

the computer manufacturer to control the physical behaviour of the computer system.

HARDWARE: These are the physical component of computer that can be seen and
touched e.g. keyboard monitor.

ROM: Read Only Memory, this is the computer’s main memory as its permanent store.

RAM: Random Access memory. This is the computer main memory using as its
workable.

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FLOPPY DISC: (Diskettes) These are made of the plastic materials coded with magnetic
oxides normally enclosed with a protective envelop.

BACKING STORAGE DEVICE: This device is referred to as secondary backup memory

because it is used for holding data/progam that are not required transferred between the
primary memory and secondary through the connecting cables before being accessed by
the CPU.

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 CHAPTER TWO

REVIEW OF RELATED LITERATURE

2.1 Introduction

Management is a very vital and important process in every organization which cannot be

over emphasized. It is the process of administering and controlling the affairs of the

organization, irrespective of its nature, type and size. This chapter will explore different

concept from different scholars drawn from different sources which includes website,

journal and reports. The concept reviewed by this chapter includes patient, record, patient

record, record management, patient record management, management and system.

2.2 Clinic

A clinic is a healthcare facility that is primarily focused on the care of outpatients. Clinics

can be privately operated or publicly managed and funded. They typically cover the

primary healthcare needs of populations in local communities, in contrast to larger

hospitals which offer specialised treatments and admit inpatients for overnight

stays[CITATION Ers14 \l 1033 ].

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According to Ray (2014), English word clinic refers to a general medical practice, run by

one or more general practitioners, but it can also mean a specialist clinic. Some clinics

retain the name "clinic" even while growing into institutions as large as major hospitals

or becoming associated with a hospital or medical school.

2.3 Information

Information can be thought of as the resolution of uncertainty; it is that which answers

the question of "what an entity is" and thus defines both its essence and nature of its

characteristics. It is associated with data, as data represents values attributed to

parameters, and information is data in context and with meaning attached [ CITATION

Def15 \l 1033 ].

In terms of communication, information is expressed either as the content of a message or

through direct or indirect observation. That which is perceived can be construed as a

message in its own right, and in that sense, information is always conveyed as the content

of a message. Information can be encoded into various forms for transmission and

interpretation (for example, information may be encoded into a sequence of signs, or

transmitted via a signal). It can also be encrypted for safe storage and communication

(Deffin, 2015).

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According to Luciano, (2010), the uncertainty of an event is measured by its probability

of occurrence and is inversely proportional to that. The more uncertain an event, the more

information is required to resolve uncertainty of that event. The bit is a typical unit of

information, but other units such as the nat may be used. For example, the information

encoded in one "fair" coin flip is log 2(2/1) = 1 bit, and in two fair coin flips is log 2(4/1) =

2 bits.

2.4 Management

Management is a process of planning, decision making, organizing, leading, motivation

and controlling the human resources, financial, physical, and information resources of an

organization to reach its goals in an efficient and effective manner. It is essential for

organized life and necessary to run all types of management. Good management is the

backbone of successful organizations. Managing life means getting things done to

achieve life’s objectives and managing an organization means getting things done with

and through other people to achieve its objectives[ CITATION Pet03 \l 1033 ].

According to Taylor, (2016), Management is an art of getting things done through and

with the people in formally organized groups. It is an art of creating an environment in

which people can perform and individuals and can co-operate towards attainment of

group goals. Management in some form or another is an integral part of living and is

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essential wherever human efforts are to be undertaken to achieve desired objectives. The

basic ingredients of management are always at play, whether we manage our lives or our

business. A leader has certain inherent qualities and traits which assist him in playing a

directing role and wielding commanding influence which others.

2.5 System

According to Margaret, (2015), a system is a collection of elements or components that

are organized for a common purpose. The word sometimes describes the organization or

plan itself (and is similar in meaning to method, as in "I have my own little system") and

sometimes describes the parts in the system (as in "computer system").

A computer system consists of hardware components that have been carefully chosen so

that they work well together and software components or programs that run in the

computer. All of nature and the universe can be said to be a system. We've coined a word,

ecosystem, for the systems on Earth that affect life systems. The term can be very useful

because so many things can be described as systems. It can also be very unuseful when a

more specific term is needed [ CITATION Mar15 \l 1033 ].

2.6 Information Management

Information management (IM) concerns a cycle of organizational activity: the acquisition

of information from one or more sources, the custodianship and the distribution of that

information to those who need it, and its ultimate disposition through archiving or

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deletion. This cycle of organisational involvement with information involves a variety of

stakeholders, including those who are responsible for assuring the quality, accessibility

and utility of acquired information; those who are responsible for its safe storage and

disposal; and those who need it for decision making. Stakeholders might have rights to

originate, change, distribute or delete information according to organizational

information management policies [ CITATION Shi13 \l 1033 ].

Information management embraces all the generic concepts of management, including

the planning, organizing, structuring, processing, controlling, evaluation and reporting of

information activities, all of which is needed in order to meet the needs of those with

organizational roles or functions that depend on information. These generic concepts

allow the information to be presented to the audience or the correct group of people.

After individuals are able to put that information to use, it then gains more value

[ CITATION Byt17 \l 1033 ].

According to Shirky, (2013), information management is closely related to, and overlaps

with, the management of data, systems, technology, processes and – where the

availability of information is critical to organisational success – strategy. This broad view

of the realm of information management contrasts with the earlier, more traditional view,

that the life cycle of managing information is an operational matter that requires specific

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procedures, organisational capabilities and standards that deal with information as a

product or a service.

2.7 Information Management System

A management information system (MIS) is an information system used for decision-

making, and for the coordination, control, analysis, and visualization of information in an

organization. The study of the management information systems testing people, processes

and technology in an organizational context [ CITATION Bou14 \l 1033 ].

According to Brourgeois (2014), A management information system (MIS) is a computer

system consisting of hardware and software that serves as the backbone of an

organization’s operations. An MIS gathers data from multiple online systems, analyzes

the information, and reports data to aid in management decision-making.

2.8 Application of Computer in Hospital

Computers are used in hospitals to keep, maintain and retrieve patient records, to

facilitate billing and to maintain an updated inventory of medical supplies. In addition,

computers are used to store information about employees, record the admittance of

patients, as well as to monitor their condition, administer some treatments and to track

their release. This facilitates the efficiency and quality of healthcare, while greatly
13
reducing the time spent in procuring medical services. With the global shortage of

medical personnel, computers help professionals to monitor the progress of several

patients simultaneously. These sensors are programmed to give accurate yet timely

feedback. The computers in turn process the information to effectively detect any

challenges that the patient could be undergoing. The computers are fitted with electronic

alarms to send distress calls to the personnel manning the equipment. There are even

computers that remind patients and doctors to administer doses of medication [ CITATION

Smi18 \l 1033 ].

According to the Agency for Health Care Policy and Research (AHCPR), the use of

technology in hospitals is lagging behind, as compared to other sectors of the economy.

The monitoring of patient progress needs keen attention at all times. Unfortunately,

doctors and nurses cannot manage this supervision without computers. Therefore,

healthcare professionals rely heavily on technology for the day-to-day operation of

hospitals. For example, computerized sensors are installed to monitor the pulse rate,

breathing rate, temperature, blood pressure and blood oxygen levels of patients.

2.8 Conclusion

In conclusion, clinical information systems provide tremendous opportunities to reduce clinical

errors such as medication errors and diagnostic errors and to support healthcare professionals by

offering up-to-date patient information. From this review, information management is an

organizational function devoted to the management of information in an organization throughout

14
its life cycle, from the time of creation or inscription to its eventual disposition. Therefore, record

management includes identifying, classifying, storing, securing, retrieving, tracking and

destroying or permanently preserving records.

CHAPTER THREE

SYSTEM ANALYSIS AND DESIGN

3.1 Introduction

This is a description of method chosen to achieve the objective of the proposed system. It
will go on to describe the technique of data collection that will be employed in the
research study of the proposed system. The methods that will be applied to achieve the
specific objectives are namely; Literature review, oral interviews, system analysis,
system design, data modelling and black box testing. The tools that will be used to
implement the system are PHP, JavaScript, HTML, CSS, Bootstrap Library and MySQL
for Database.

3.2 Analysis of the Existing System

Existing system refers to the system that is being followed till now. Presently, all
the hospitals management functionalities are done manually. That is if the hospital
management want to check records of their patients, doctors, or even to check an
appointment booked by a patients, they will have to go through processes of search
on written documents that has been stored for a very long time and in some cases,
they might end up do getting the particular record. Sometimes doctors find it
difficult to attend to their patient at immediate time due to problems of finding

15
their treatment prescription. The main disadvantage is that it is time consuming and
inefficiency.

3.2.1 Problems of the Existing System

1. Information is very difficult to retrieve data - E.g. - To find out about the patient’s
history, the staff has to go through various registers. This results in inconvenience
and wastage of time.

2. The information generated by various transactions takes time and efforts to be

stored at right place.

3. Various changes to information like patient details are difficult to make as paper
work is involved.

4. Time taking to manage the activities of the system in much.

3.3 Research Methodology

The software design methodology used for developing the new system is Structured
System Analysis and Design Methodology (SSADM). This is because of its effectiveness
in splitting complex problems into smaller modules in order to solve them effectively.

3.3.1 Data Collection Techniques

- Interview method: - This entails the face to face questions asking and replies
between two individuals. At some stages in the project research, it was necessary
for us to interview some workers in the hospital so as to get some really important
details. The advantage of this method is that it is more accurate and you tend to get
a more accurate and faster reply.
- Observation method: - During this project work some careful observations were
employed to discover some problems encountered in the current system. Though,

16
 this was not very effective as the interview but we were able to formulate a
hypothesis that the existing system is inefficient. It was gathered from observation
that some patient records are not properly documented and has led to loss of
patients data.

3.4 Objectives of the new system

With an Automated information Management System in Federal Polytechnic
Nekede Medical Centre, the new system will be able to achieve the following
objectives:

a. Keep of patient data and ensuring that necessary follow up of the treatment of the
patient is maintained by using computer to update and modify the medical record.
b. To ensure that the confidentiality and security of patients data are strictly
maintained.
c. The system will be used in the reduction of patient waiting time appointment or
follow up.
d. To reduce time wastage by patients especially in searching for patients records.

3.4.1 Feasibility study

In the analysis of this project work, feasibility study was conducted to make sure
the proposed solution to the problems identified can be designed and implemented.
In this feasibility study, economic and operational feasibility were highly
considered.

3.4.2 Technical feasibility

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The new system is technically feasible because the software and hardware

requirements needed for the development of the system is readily available and

sufficient.

3.4.3 Operational Analysis

Operational analysis was also conducted to ascertain the usability of the new
system. This includes a measure of how user friendly the interface is. How easy it
is to train the patients and doctors of the clinical center to use the package. The aim
of this feasibility factor is to ensure that the user will not reject the new system. A
ready willingness is shown by the patients and the doctors to use the proposed
system. Hence the system is operationally feasible.

3.4.4 Economic Analysis

Economic analysis is one of the most used techniques for evaluating the
effectiveness of a proposed system. More commonly known as cost/benefit
analysis, the aim is to determine the benefits and savings that are expected from a
proposed system and compare them with costs. If benefit outweighed costs,
decision is taken to design and implement the system otherwise; further
justification or alternative in the proposed system will have to be made. This is an
ongoing effort that improves in accuracy at each phase of the system life cycle.
The benefits of the new system outmatches the cost hence it is economically
feasible.

3.5 New System Structure (Program Structure)

Program structure refers to the system’s design specifications, which will enable a
complete, accurate and specialized implementation of the new system. A new
system is best designed after a detailed analysis of the existing system. Having
18
analyzed the existing system which is manual some automated system components
are to be designed here to provide a more efficient method of solving the problems.
The most of the functional units of the existing system were redesigned and
included as solution to problem associated with the existing system. Four design
structure considered in this project are: Modularity, system flow chart and program
flow chart.

3.5.1 Modularity

In software designing, modularity refers to the extent to which a software/Web

may be divided into smaller modules. Software modularity indicates that the

numbers of application modules are capable of serving a specified business

domain.

Modularity is successful because developers use prewritten code, which saves

resources. Overall, modularity provides greater software development

manageability.

1. Dashboard: The Dashboard module represent the home page of any user

category in the system, since we have three level of users in the new system

which are Patient, Doctor, and Admin.

2. Book Appointment: This module provides a form to enable a patient book

an appointment with any doctor, with a specific date and time.

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3. Appointment History: Appointment History module displayed on the

account of the three categories of users in this system. This will enable a

patient monitor his/her appointments with the doctor, as well keep the doctor

updated on appointments scheduled with him. The Admin in this case can

only monitor the appointments between patients and doctors.

4. Medical History: This module displays the medical history of a particular

patient. It is restricted to only the patient that owns the history.

5. Add patient: This module enable the doctor to add a patient record into the

system. This will enable him retrieve the patient information easily when

needed.

6. Manage Patients: Manage patient module only displays the records of all

registered patients in the system. This can enable the doctor to update any of

this detail at due time.

7. Doctor Specialization: Doctor Specialization module is only restricted to

admin only. This module provides space to add specialization for doctors,

because in this system, every doctor has his/her own specialization.

8. Add Doctor: This module enable the admin to add a doctor record including

his/her specialization into the system. This will enable the admin retrieve the

20
 doctor information easily when needed and also give the doctor a platform in

this system.

9. Manage Doctor: Manage doctor module enable the admin have access to

the total number of active doctors in the hospital and also display their

information.

10.Reports: The report module enable the admin to generate report of activities

in the system.

11.Search Patients: This module enable both the doctor and the admin to

retrieve a patient record immediately.

3.5.2 System Flowchart

Start

Select user login

Is login YES
details =
admin 21
 Admin dashboard

NO
Doctor Specialization

Is login YES
Add Doctor
details =
doctor
Manage Doctor
Doctor dashboard

NO
Manage Patient
Appointment History

Is login YES Appointment History

Add Patient
details =
patient
Book Appointment Manage Patient Reports

Appointment History Search Patient Patient Search

NO

Stop

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3.5.3 Program Flowchart

Start

Select user

Is option
=
doctor?

Dashboard Dashboard

Book appointment Appointment History

Appointment History Add Patient

Medical History Manage Patient

Search

Stop

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3.6 System Design/Menu Specifications
The program structure specifies how the various modules of the software interacts with
one another for example, how the Registration module interacts with the Search module
to ensure that only registered patient data is accessed. In detailed design, the design of the
system is handled at the intra-module level.

3.6.1 OUTPUT SPECIFICATION

The output of the hospital management system is basically the data that emanates from the
recording process which involve different information about patients and the medical
organization. The output of the new system will be shown in the appendix B of this project work.

3.6.2 INPUT SPECIFICATION

Input specifications describe the types of records within the file, the sequence of the types of
records, the fields within a record, the data within the field, indicators based on the contents of
the fields, control fields, fields used for matching records, and fields used for sequence checking.

3.6.3 FILE/DATABASE SPECIFICATION

This consist of the fields and records created in the database to be able to accept the equivalent
input data that has to be accepted by the system and the corresponding output it has to give out as
its information when the data has been processed accordingly. The user defined size for each
record is also stated to create uniformity in the database.

FIELD NAME DATA TYPE NULL KEY

ID VARCHER (30) NO PRI
NAME VARCHER (30) NO NULL
PHONE VARCHER (30) NO NULL
EMAIL VARCHER (5000) NO NULL
GENDER VARCHER (5000) NO NULL
ADDRESS VARCHER (5000) NO NULL
AGE VARCHER (5000) NO NULL
MEDICAL HISTORY VARCHER (5000) NO NULL

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Table 1: Patient registration data

3.6.4 SECURITY DESIGN SPECIFICATION

The system was design with security specification considered by restricting access levels
according to the system users. These users are validated every time they launch the system core
functionalities in order to increase the proper usage and confidentiality of data.

CHAPTER FOUR
SYSTEM IMPLEMENTATION, RESULT AND DISCUSSION

4.1 INTRODUCTION

System implementation is the planned and orderly conversion form an existing system to a new
one. It involves the implementation and training of user in the operation of the new system. The
changing procedure is also ensured and a user manual is also implemented, finally the

25
maintenance details are stated. Therefore, this chapter entails all details that lead to successful
setup of the new system and how it can be managed to ensure its full functionalities.

4.2 SOFTWARE DEVELOPMENT TOOLS AND DISCUSS

Boostsrap library was used for the design and styling interface to desired taste while HTML
(HyperText Markup Language) was used for structuring of the software, creating space for other
tools to exist. PHP for the server-side scripting with support from MySQL and a local server
XAMPP (which is hosted on a remote server during the system implementation) was also used in
which a database was created and handles within the android system. Visual Studio Code was the
Integrated Development Environment (IDE) that was used for the development of the new
system. The reason why these web languages and application were used is to benefit the users at
the same time achieves its objectives.

4.3 SYSTEM REQUIREMENT

This android mobile application may not run effectively if the minimum system specification is
not met therefore, there is need to install a proper system hardware and software required for the
application to meet up the objective as stated.

4.3.1 SOFTWARE REQUIREMENT

For the system to function effectively it requires the following minimum software requirements:

1. Windows 7 Operating System (or above)

2. MySQL version 5.7.10

4.3.2 HARDWARE REQUIREMENT

This affects the usability and functionality of the entire application. The following minimum
mobile devices hardware specifications are required for the system to run effectively:

26
1. 1GB RAM and above

2. Processor speed of 2.0GH3 and above

3. At least 250GB of hard disk drive.

4.3.3 PEOPLE

The people here are referred as the users. These users should at least have basic knowledge of
computing devices and platforms such as windows operating system environment and other
comfortable smartphones operating systems and applications.

4.4 SYSTEM TESTING

This is the process of examining a system to find out errors in the project work. Unit testing
method is adopted in other to make it easier to gather reports from the test users. The major units
of the system are the input interface for the services and information about the various
department in the organization. In a Situation where the unit testing proves ineffective, the
integrated testing maybe adopted for testing of different units of the program at the same time.

The new system was tested using modules and integrated testing methods where real data was
feed into the system to ascertain if it meets the real stated requirements or objectives.

4.5 IMPLEMENTATION DETAILS

The program implementation includes all the activities that are carried out in order to put the
program designed into a functional or practical state. All activities like programming, installation
are coordinated to put the new system in operation. The implementation stages include coding,
system testing, training and re-training of staff, file conversion, change over procedure,
commission, user manuals and maintenance detail etc.

27
4.5.1 CODING

Code is simply the instructions for hardware and software. The program code is appended at
APPENDIX A. The codes were written in a simplest form with comments to enable a developer
understand the codes without further instruction using HTML and PHP. Not all the modules
were included but the major module as the whole code will be too voluminous to include in the
project.

4.5.2 END USER TRAINING AND MANUAL

Training of end users involves teaching them how to make effective use of the new system and
also production of manuals on how the system works. This implies general orientation about the
total functions of the newly developed system. The end users will have little or no training in
order to use the system effectively except for those that are not conversant with web applications.
Retraining might come up after the first update of the program.

4.5.3 FILE CONVERSION

In the new system, no file conversion was made. The database was stored using .sql

extension and web pages were stored using php. extension. Also, the scripts use in the

system were stored using .js and images were stored using .jpg and .png file extensions.

4.5.4 CHANGEOVER PROCEDURE

The parallel changeover procedure is recommended. A parallel change over procedure

involves the current and new system running simultaneously to determine properly
understand the impact of one over the other. This procedure is recommended because the

28
courier service still needs to cater for clients who are not able to communicate over the
internet.

4.5.5 COMMISSIONING

The new system passed verification because it conforms to the behavior of a conventional
software. The new system also passed validation because it met the needs for which it was
procedure.

4.5.6 MAINTENANCE DETAIL

Maintenance is a continuous process to adapt through which system can change, regular
debugging of the software to check for errors will ensure the program long life span, and to
modify the system to meet future needs of the license office whenever the needs arises. Proper
maintenance helps to elongate the existence duration of software. Maintenance should be
scheduled periodically so that the application will be able to meet up with possible up rising
work challenges of the users. Maintenance details will cover the user’s current version with
product updates (such as bug fixes or current version build releases) and new version of
software.

4.6 RESULT

The core result of the new system are shown within the output which are simply information
about records process which will enable effective record management. This involves information
about patient record, appointments, etc . These outputs and other interface of the system will be
added in this thesis at APPENDIX B.

4.7 DISCUSSION

Discussed here is the result and contributions of this work to knowledge. The project
work is evaluated against the objectives of study set out in chapter one of this work.

29
1. Keep of patient data and ensuring that necessary follow up of the treatment
of the patient is maintained by using computer to update and modify the
medical record.
The new system was able to ensure necessary fellow up of patient treatment is
updated and modified. This simply means that with the software, doctors can
update the medical state of every patients registered under them.
2. To ensure that the confidentiality and security of patients data are strictly
maintained.
The new system is restricted to authenticated users only. That is to say that only a
user can see details regarding to his/her medical records and the system permit
only an authenticated doctor to have detail information patients registered under
him.

30
 CHAPTER FIVE
SUMMARY, CONCLUSION AND RECOMMENDATION
5.1 Summary

In summary, the major objective why this project was embarked on is to curb the problems

associated with clinical information management in Federal Polytechnic Medical Centre. Some

of these include; difficulties in retrieving information like to find out about the patient’s history,

the staff has to go through various registers, the information generated by various transactions

takes time and efforts to be stored at right place, the time taken to manage the activities of this

system is much. Having analyze the constraints, the project study entails the development and

implementation of a clinical information management system which the objectives is to curb all

issues mentioned above by serving as a unified system that will help to solve the problem often

faced in the medical centre To ensure that necessary follow up of the treatment of the patient is

maintained by using computer to update and modify the medical record, To ensure that the

confidentiality and security of patients data are strictly maintained, To reduce time

wastage by patients especially in searching for patients records, The Qualitative Research

Methodology which includes observation, interview and review of other materials, was used to

gather information that leads to the successful achievement of the proposed hypothesis. The

software designed methodology used to achieve the proposed objectives of the project is the

Structured System Analysis and Design Methodology (SSADM) and these objectives were

achieved perfectly as anticipated. The result of the new system matched the system appropriately

and fulfilled its objectives.

31
5.2 Conclusion

The new system will go a long way in helping the medical organization with different

information management techniques as well as assisting the doctors to keep appropriate records

of any patient registered under them, it will also be beneficial to the administrator of the medical

centre because it will save the time of service rendered to them due to the effective information

retrieving while attending to them.

5.3 Recommendation

It is highly recommended that the system be utilized effectively as to eliminate all issues

about manual system of records and other processes in order to improve the quality of

services carried out in Federal Polytechnic Nekede Medical Centre. As effective as the

system in achieving its objectives stated in this study, it is advisable Federal Polytechnic

Nekede Medical Centre and Medical Centre as a whole to adopt it as well as improve the

system using the system which is the product of this research as a base to further

research.

Finally, the system should serve as a base for further research in other educational

institutes especially computer science and information management technology

department so as to create more avenue for students to expose them self to the use of

information technology in government agency.

32
 REFERENCES

Bourgeois, D. T. (2014,). Information Systems for Business and Beyond. from Shopify:
https://www.shopify.com/encyclopedia/management-information-systems-mis.
Retrieved November 20, 2019.
Bytheway, A. (2017,). Concept of Information System. from Shirky:
http://shirky.com/writings/ontology_overrated.html. Retrieved November 20,
2019.
Deffin, C. (2015, January 20). Data vs Information. from Deffin:
https://www.diffen.com/difference/Data_vs_Information. Retrieved November 20,
2019.
Luciano, F. (2010). Information - A Very Short Introduction. London: Oxford University
Press.
Margaret, R. (2015,). System. from Search Windows Server:
https://searchwindowsserver.techtarget.com/definition/system. Retrieved
November 20, 2019.
Peter, p. (2003,). What is Management? from Managementstudyhq:
https://www.managementstudyhq.com/what-is-management.html. Retrieved
November 15, 2019.
Ray, B. (2014,). Clinic. from Wikipedia: https://www.britannica.com/contributor/Ray-E-
Brown/3795. Retrieved November 20, 2019.
Shirky, C. (2013,). Information Management. from APM: https://www.apm.org.uk/body-
of-knowledge/delivery/integrative-management/information-management/.
Retrieved November 20, 2019.
Smith, T. W. (2018,). How Are Computers Used in Hospitals? from Reference:
https://www.reference.com/technology/computers-used-hospitals-
940b8c551647902b. Retrieved November 20, 2019.
Taylor, F. W. (2016,). Management as an Art. from Management Study HQ:
https://www.managementstudyhq.com/what-is-management.html. Retrieved
November 20, 2019.

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 APPENDIX A

SOFTWARE INTERFACE

HOME PAGE OF THE CLINICAL INFORMATION MANAGEMENT SYSTEM

34
ADMIN DASHBOARD PAGE

LOGIN PAGE FOR THE DOCTOR

CONTACT PAGE FOR CONTACTING THE HOSPITAL

35
 APPENDIX A

SOFTWARE INTERFACE
<!DOCTYPE html>
<html class="no-js">
<head>
<meta charset="utf-8">
<title>..::Welcome to Auditing Software::..</title>
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</head>

<body>

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<div class="navbar-top">

<div class="container">
<div class="row">

<div class="col-sm-6 col-xs-12">

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 <li> <i class="fa fa-phone"></i> <a href="tel:">+2348101379193 </a> </li>
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