A Proposal For Patient Record Management
A Proposal For Patient Record Management
A Proposal For Patient Record Management
By
SCT221-C004-0323/20015
YASEEN TOWETT MELLY
Supervisor
DR.TOBIAS MWALILI
APRIL, 2018
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DECLARATION
I Yaseen T. Melly hereby declare that this Project proposal is original and
has not been published and/or submitted for any other Degree award to
any other University before.
Date……………………………………….
Approval
I hereby submit this Project proposal for Examination with the approval
of the project supervisor.
Signed…………………………… Date……………………………
DR.TOBIAS MWALILI
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DEDICATION
I wish to dedicate this entire project report to our beloved mothers and
fathers for their tireless support they accorded to us ever since we were
children.
I thank them for the spirit of hard work, courage and determination they
instilled in us through out our school days till today.
I also honor and owe our dear sisters and brothers for the happiness and
appreciation for the guidance protection and financial support they offered
us.
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ACKNOWLEDGEMENT
First and fore most, I would like to express my sincere thanks to the
Almighty ALLAH for the gift of life, wisdom and understanding he has given
to me, a reason for my existence. And to my family for the love and support
they have provided through out my completion of the project.
I also thank the staff of Francis Hospital for having given their time at will
during my research Study and Analysis stage they have been particularly
helpful in providing the necessary data about the manual patient record
management system.
Special thanks go to Mr. Lawrence for initiating the ideas for my research
topic hence establishing a framework for the project proposal; he too has
been good and understanding.
LIST OF TABLES
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TABLE OF CONTENTS
DECLARATION………………………………………………………………………..ii
DEDICATION………………………………………………………………………….iii
ACKNOWLEDGEMENT……………………………………………………………..iv
TABLE OF CONTENTS……………………………………………………………….v
LIST OF TABLES…………………………………………………………………...viii
ABSTRACT……………………………………………………………………………..x.
LIST OF ABBREVIATION………………….………………………………….…….xi
DEFINITATION OF OPERATIONAL TERMS……………………………………xii
CHAPTER 1 GENERAL INTRODUCTION…………….………………………..1
1.0 introduction……………………………………………………………………….1
1.1 Background to the Study……….……………………………………………..1
1.2 Problem Statement………………………………………………………………3
1.3 Objectives of the study………………………………………………………….3
1.3.1 Main Objectives………………………………………………………………..3
1.3.2 Generial Objectives……………………………………………………………3
1.4 Scope………..……………………………………………………………………..4
1.5 Significant of the Study………………………………………………………..4
CHAPTER 2 LITERATURE REVIEW………………………………………..….5
2.0 Intrduction……..………………………………………………………………...5
2.1 Previous studies from Francis Hospital ……………………5
2.1.1 Type of Information System…………………………………………………6
2.1.2 Quality of a good Information System…………………………………….7
2.1.3 Function of Patient Record Management System…………………......8
2.1.4 Related Case Study……………………………………………………………9
2.2 State of Art of Patient Record Management System………………….….9
2.2.1 State of Electronics of Patient Record Management System…..…..10
2.2.2 Administration of Patient Record Management System ………..….12
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2.2.3 Problems of Administering of Patient Record
Management
System…………………………………………………………………………………12
CHAPTER 3 METHODOLOGY………………………………..…………………13
3.0 Introduction……………………………………………………………………..13
3.1 Approch for the development of Patient Record Management
System………………………………………………………………..……………….13
3.1.1 Data Collection Method………………………………………………….…14
3.1.2 Observation……………………………………………………………………14
3.1.3 Interviewing………………………………………….……………………..…14
3.1.4 Qusetionnaire…………………………………………………………………15
3.2 Database Design………..……………………………………………............15
3.2.1 System Implementation………………………………….......................16
3.2.2 System Testing and Validation………………………………..…………16
3.2.3 Development of the System………………………………………………..17
CHAPTER 4 SYSTEM ANALYSIS AND SYSTEM DESIGN……..……...…18
4.0 Intrduction…………………………………………………………….………...18
4.1 System Study ………………………………………………………………..…18
4.2 System Analysis………………………………………………………………..18
4.2.1 Existing Patient Record Management System………………………..18
4.2.2 Requirement Specification…………………………………………………19
4.2.3 User Requirement……………………………………………………………19
4.2.4 Functional and Non Functional Requirements……………………….20
4.2.5 System Requirements………………………………………………………20
4.2.6 Proposed features for the new system…………………………………..21
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ABSTRACT
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LIST OF ABBREVIATIONS
Terminology Meaning
ERD Entity Relation Diagram
ERM Entities Relationship Model
RAM Random Access Memory
ERM Electronic record managements
MYSQL My Structured Query Language
IT Information Technology
HTML Hyper Text Makeup Language
OLP On Line Password
SFHN St Francis Hospital
ERD Entity Relation Diagram
DFD Data Flow Diagram
SFHPRMS St Francis Hospital Patient Record
Management System
PIMS Patient Information Management
System
GUI Graphical User Interface
DBMS Database Management System
CDs Compact Disks
JDBC Java Database Connectivity
MB Mega Bit
GHZ Giga Hertz
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CHAPTER 1
GENERAL INTRODUCTION
1.0 Introduction
Generally Automation plays an important role in the global economy and
in daily experience. Engineers strive to combine automated devices with
mathematical and organizational tools to create complex systems for a
rapidly expanding range of applications.
The Patient Record Management System (PRMS) is an automated system
that is used to manage patient information and its administration. It is
meant to provide the Administration and Staff, with information in real-
time to make their work more interesting and less stressing.
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psychiatry, public health, ear, nose and throat, casualty, obstetrics and
gynecology among others.
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Patient information past and present is extremely vital in the provision of
Patient’s care which guides the physician in the making of right decision
about the diagnosis. The rapid growth of information technology and
system made to choose the health care industry to borrow a page from the
air industry for the sake of patient’s safety. Pilots have instant access to the
data they need in whether condition and mechanical function to make
information decision about navigation and delay.
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1.4 Scope
This project is basically designed for St Francis hospital. This hospital
provides a lot of services to patients which includes; Daily treatment of
patients, Admission of patients, Keeps records about inpatients and
outpatients respectively, Billing of patients by use of a billing system and
other services, with departments that include radiography and ultra
sound, pathology, pharmacy, inpatient and outpatient, causality and
dental which information will be used for making reports for researchers
in various departments, drug/ stock taking unit at the central pharmacy
and medical practitioners.
The following are the language confined within the system to enable
development and implementation.
The database implementation will be achieved using Mysql for the
database development, server side scripting was done in java embedded in
html, and java web server wills facilitate simultaneous processing.
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CHAPTER: 2
LITERATURE REVIEW
2 Introductions
In this section the research, location and analysis of the existing
knowledge related to the subject of inquiry are explored and cited. It also
sells at the relationship of the proposed research for purposes of good
representation and critical review of the existing literature.
Martin (1976), data within an organization is increasingly being regarded
as a basic resource needed to run the organization. As with other basic
resources, professional management and organization of data are needed.
The importance of efficient use of data for planning, predicting and other
functions will become so great in a computerized organization that it will
have a major effect on growth and survival of co-operations. In relation to
the above argument, the presence of an automated data
management system in St Francis hospital’s efficiency, timely decisions and
responses will be achieved.
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Application and document processes would ease administrative headaches
for patients and greatly strengthen relationships with their customers
Streveler (2004) grouped the component making HIS into 2 which are
information processing and management. Information processing involves
data collection, transmission, processing, analysis and presentation of
information for use in patient care and health care management decisions.
Health management system cannot exist alone but as functional unit
aimed at improving the health of individuals and that of the community.
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Office Automated System (OAS): these are systems designed to increase
the product of data workers in an organization. Office automation system
improves the productivity of employees who need to process data and
information. Perhaps the best example is the wide rage of software systems
that exist to improve the productivity of employees working in an office
(e.g. Microsoft office) or system that allow employees to work from home or
whilst on the move.
Management information system (MIS): these are systems that serve
planning, control and decision making through routine summary and
reports. They are mainly concerned with internal source of information.
MIS usually take data from the transaction processing systems and
summarize it into a series of management reports.
Decision support system (DSS): these are systems that combine data,
model and analysis tools for non routine decision making
DSS are specifically design to help management make decisions in
situation where there is uncertainty about the possible outcomes of those
decisions. DSS comprises tool and techniques to help gather relevant
information and analyze the options and alternatives. DSS often involves
use of complex spreadsheet and database to create “what if models”.
Executive support system (ESS): these are systems that support non
routine decision making through advanced graphics and communications.
They gather and summarize the key internal and external information
used in an organization.
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should be able to quickly collect and edit data, summarize results, and
adjust as well as correct errors promptly.
Effectiveness: a good information system should be able to attain its goals
or the goals of the organization. To simplify prompt decision
making, an organization‟s information system should be capable of providing
current information to appropriate users.
Performance: A good information system should be able to enhance
communication among employees, deliver complex material throughout an
organization.
Time lines: Information system should be designed to expedite capturing,
storing and reporting information in a real time scale when needed.
Consistency: A good information system should be reliable. Data should
be processed and compiled with consistency and uniformity. Variations in
how data is collected and reported can distort information and trend
analysis.
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Strategic planning function: provides a frame work from decision
making with long range implications which include patient care
strategy like level of care, occupancy and service demand,
requirement and project cost.
Thus the patient management information system in this study ideally
consists of integrated approach to maintain patient related administrative
and clinical data considering the continuum of care dependent on the
services provided.
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including symptoms, diagnosis, treatment and outcome. Relevant
documents and correspondence are also included.
Patient information system has benefits which accrue in the long run.
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Advantages
the following are the advantages of computers- base information system.
They are user friendly and the navigation is very easy.
They help in organizing and managing documents effectively. Since
the data is stored in a highly organized manner, accessing necessary
data is very easy.
It helps save time. People are able to access data needed in real time
thus enabling them access detailed information.
Accurate, current and reliable data is provided. As data can be
analyzed correctly and plans made can be implemented at
astounding speed due to proper automated systems.
They are installed to improve internal efficiency of the organization.
They increase security and protect the data from being misused.
They are extremely useful, especially during disaster recovery, as
paper documents can be lost, causing a business millions of dollars
in losses.
Weakness
Hackers: information sent by use of the internet can easily be
hijacked and terminated by unauthorized persons before reaching
its destination.
Virus: this can destroy files by replicating themselves in the
document hence losing the meaning of the file.
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2.2.2 Administration of Patient Record Management
System
The patient Record Management System is a system that can manage
multiple users of the system and can have the track of the right assigned
to them. It makes sure that all the users function with the system as per
the rights assigned to them and they can get their work done in efficient
manner.
It is a Customizable and strong administration system i.e. changes of
password of users at the administration point.
The information management system will be able to capture information
about an old patient the information captured will be easily managed by
the administrators more easily.
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CHAPTER 3
METHODOLOGY
3.0 Introduction
This is a description of methods chosen to achieve the objectives of the
proposed system. It will go on to describe the techniques of data collection
that will be employed in the research study of the proposed systems.
The methods that will be applied to achieve the specific objectives are
namely: Literature review, Oral interviews, system analysis, system
design, Data modeling and Black box testing. The tools that will be used
to implement the system are MySQL, HTML and PHP.
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Architecture) to decompose the system into modules and representation of
relationships among the modules, data structures and algorithms for the
modules to be designed.
3.1.2 Observation
I went to the hospital and observed their daily as regards their current
system and they were manually recording the patients’ records as
specified by the receptionists, doctors, pharmacist and cashier. A follow
up was made to determine the time it took to carry out the patient record
management. observed the system’s weaknesses like it was vulnerable to
errors.
3.1.3 Interviewing
Interviews were conducted with the medical supretendant and some
potential employees to find out what difficulties they encountered with the
existing system. These interviews were held to verify the information
collected using the questionnaires since there was room to search for
further information during the interview.
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3.1.4 Questionnaires
The efficiencies and inefficiencies of the current system were reviewed by
issuing questionnaires to the users of the system. This helped me to
establish the requirements of the proposed system.
Data dictionaries will be used to provide definitions of the data used; these
included the final data structures for the various tables and their
corresponding data fields, description and sizes
The user application programs and interface will be developed using PHP,
CSS, HTML, and Java Script with support of structured query language
(SQL) and MYSQL.
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3.2.1 System Implementation
This describes the tools used to implement the graphical user interface
and the database. MySQL will be used to create and connect relational
tables to the database.
HTML will be used to develop the GUI. PHP will be used to process queries
and request flash to integrate sounds and interfaces was done to develop
the model that meets all the requirements of this system.
I will carry out integration and system testing after different modules had
been put together to make a complete system. Integration is aimed at
ensuring that modules are compatible and they can be integrated to form
a complete working system. For example testing to ensure that when a
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user is logged in, he/she is linked to the appropriate page, and could at
the same time access the database.
As one of the final specific objectives of this study, validation of the system
is very important. Validation of the system will done by comparing it to the
questions asked by the users at St Francis hospital. Most of their answers
matched what the system can do.
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CHAPTER 4
SYSTEM ANALYSIS AND SYSTEM DESIGN
4.0 Introduction
The chapter describes the system study, analysis, design, strengths and
weaknesses of the current system
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lost and thus finding such information was hard. Per the statistics carried
90% of the users were not contented with the system reason that it was
not secure in terms of security and storage as it was prone to damages like
loss of important information, worn out papers, out break of fire, The speed
of recording and retrieval patients‟ information was average yet 10% were
some how okay with the system reason that the paper work can used for
future reference.
The users recommended that the proposed system should be user friendly,
multipurpose enough to handle a number of users at a go, could generate
feedback when request is submitted and use of passwords which could
deny access to unauthorized users of system which ensured security.
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4.2.4 Functional and Non Functional Requirements
The following is the desired functionality of the new system.
Accept of submissions in form of raw patients, staff, and drug supply at
submit point, Perform analysis of financial, drug inventory, patients, and
drug supply, To authenticate the users of the system.
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Database Management System MYSQL
Run-time Environment Apache/tomcat5 server
The table above shows software requirements recommended to enable the
system to run as required for using PIMS
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4.3 System Design
After interpretation of the data, tables were drawn and process of
data determined to guide the researcher of the implementation
stage of the project. The tools, which were employed during this
methodology stage, were mainly tables, Data Flow Diagrams
(DFDs) and Entity Relationship Diagrams (ERDs). The design
ensures that only allows authorized users to access the system‟s
information.
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4.3.1 Logical Model
This figure shows the logical flow of events in the system, it caters for the
time when the user logs in and signs out from the system.
Back
Start
Log into
PIMS
Yes No
User
Login Finished
Yes No
Manage Process
patient patient detail
Post detail to
View patient database
Report
Finished
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4.3.2 System Architecture
This gives a high level view of the new system with the main components
of the system and the services they provide and how they communicate.
The system is implemented using a three-tier architecture that comprises
of user interface, process management and DBMS as illustrated below.
Report generation
Patient report
Account report
Database
Graphical user
Data control
interface (GUI)
Data
User authentication
integrity
User registration
View information Security strength
Edit Profiles Authentication
Data integrity
Forms
Patient data
Drug supplier data
Staff data
Account data
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4.3.3 Entity Relationship Diagrams
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After system investigation and analysis, the concept of the new system was
designed and all the relevant entities involved in the system were
identified. Therefore the following entities were chosen to capture this
information
i. Staff and payment.
ii. Patient details
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cards respectively, this leads to late release of reports concerning the
performance in the hospital
The hospital Administration currently uses health record files for storing
patients‟, drug suppliers‟, staffs‟ records on payment respectively. This system
of information storage is susceptible to security problems such as illegal
modification and update of records.
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CHAPTER 5
SYSTEM IMPLEMENTATION AND TESTING
5.1 Introduction
This chapter emphasizes the actual system implementation. The system
was transformed from user requirement into a workable product. The
purpose of system implementation was to make sure that the correct
application is delivered to the end user. Besides that, this chapter also
emphasizes on how the testing is done to confirm to meets the user
requirement.
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The system should perform analysis of financial, drug inventory,
patients, and drug supply.
The system should authenticate the users of the system.
The system should generation of reports on request.
The system should only allow the administrator to delete records in
the database.
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a true multi-user, multi-threaded SQL (structured programming
language) database server.
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5.2 Context Diagram for the Proposed System
Describes the system data flow from the users to the administration that
is the final user stage of the system.
Patient
Log in infor
1.0
User
Manage
Patient File
Patient? D1
Access
Denied
Register
Account Send
Log in
infor 2.0 infor
Admin Manage D2 Database
Staff
Out Account View infor
Detail
Manage
Report 3.0
Out View infor
Staff Staff Report
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Receive information from
Accountant Pharmacy
1..1 1..*
Pay(s)
Patient Accountant
1..1 1.. *
Issues drugs to
Pharmacy Patient
1..1 1..*
The pharmacy issue drugs to the patient after confirming
payment From the accountant.
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Password Varchar User‟s name who sold 20 Foreign
drugs key
Qnty int The amount of drugs 11
sold
Unitprice int Price per unit of drug 11
sold
The table above shows the structure of the patient request table in the
database.
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tables to the database. HTML was used to develop the GUI. PHP was used
to process queries and integrate interfaces was done to develop the model
that meets all the requirements of this system.
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5.4.3 Unit Testing
Unit testing was carried out on individual modules of the system to ensure
that they are fully functional units. We did this by examining
each unit, for example the Underwriter‟s page. It was checked to ensure
that it functions as required and that it adds patient‟s data and other details
and also ensured that this data is sent to the database. The success of
each individual unit gave us the go ahead to carryout integration testing.
All identified errors were dealt with.
We carried out integration testing after different modules had been put
together to make a complete system. Integration was aimed at ensuring
that modules are compatible and they can be integrated to form a complete
working system. For example we tested to ensure that when a user is
logged in, he/she is linked to the appropriate page, and also could access
the database.
As one of the specific objectives of this study, validation of the system was
very important. Validation of the system was done by comparing it to the
questions asked by the users at St Francis Hospital. Most of their answers
matched with what the system can do. JavaScript was used to validate
user input and the respective input. For example the system does not
accept blank field; the system also discriminate between numerical and
numerical characters.
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