HOSPITAL MANAGEMENT SYSTEM 1

1. INTRODUCTION

Our aim is to design self-sufficient software for a hospital

management system. The software must be extendable, easily
maintainable, cost-effective, robust, user-friendly and errorless. Let us
discuss the objective in detail, on comparing it with the existing systems .

2. PROBLEM STATEMENT

It is very important to maintain efficient software to handle

information of a Hospital. This application provides a way to record
this information and to access these in a simple way.

2.1. SYSTEM STUDY

2.1.1. EXISTING SYSTEMS

The existing systems provide the basic functionalities needed

to be handled in a hospital management environment. There is no
intelligence of the software in such cases. The software is designed
in such a way that the user individual enters all the details including
the date and such common things, which could be automatically
generated by the system itself. Moreover the consistency of the
data is not checked. Whatever the user enters, it is stored in the file
or database, i.e. the data is just stored and not processed by the
system. There are also many loopholes when we look at the
security of the system. These are the main disadvantages of the
existing systems that are overcome in the proposed mode l.

2.1.2. PROPOSED SYSTEM

The proposed system has many advantages and additional

features, when compared with the existing systems. In spite of
using files or database for storage, we use the linked list data
structure to handle the data, because of its advantage of fast
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insertion and deletion. Every time the data need not be stored and
retrieved from the database until it is said to do so. Certain actions
are automated, for example, the date need not be entered explicitly
by the user but instead the system adds it automatically while
storing the data. The reminders, frequent updating of data is
handled by the system on own, hence saving time. One more
advantage of this newly proposed system is that the data is
processed before storage, i.e. checked for the correctness. Say for
example, if the user enters the age of a patient as a negative
integer or any integer above 120 (which is considered as
maximum), the system must be able to recognize the error and ask
the user to provide the details again.

2.2. SCOPE

This software, which has a lot of additional features, is in no

doubt is a better option based on the existing software used for
hospital management. With a few more enhancements in both
software and a few hardware add-ons, this software would
become the next generation software in the hospital management
environment.

3. FEATURES
3.1. GENERAL FEATURES

3.1.1. Administrator login

By choosing the option - “administrator”, the administrator
can login into his access part. By choosing the option –
“others”, you can log-in into the normal employee type
account provided for you respectively.

 Enter the option “log-in” to enter into the login

window
 Enter the password.
3.1.2. Employee details
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The administrator can view the employee details by entering

the appropriate employee’s id.
 Enter the option provided to view the employee
details.
 Enter the employee’s id.
 The employee’s profile is displayed.

3.1.3 New Employee

The administrator can appoint new employee using this option
provided.

 Enter the new employee option.

 Enter the id for the employee.
 Answer for the general details asked.
 Save the profile using appropriate option.

3.1.3 Salary details

The salary details can be viewed and updated respectively by the

administrator. If necessary it can be hidden as confidential data
by administrator.
 Enter the option for salary details.
 Salary details for each category are displayed.
 You can edit salary by selecting “edit” option
provided.
 Don’t forget to update the changes made using
the appropriate option (however the application
asks for it automatically).
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3.1.4. Admission

The ward in-charge will take care of admitting the patients in

appropriate wards.
 Choose the option for ward in-charge in the
main window.
 Enter the option for admission of patients.
 An id will be generated for the patient.
 Answer for the details about the patients
asked.
 Ward number and bed number is given based
on the vacancies.

3.1.5. Discharge of Patients

The patient discharge process can be done by using the option

provided for the same purpose in the application.
 Choose the option for discharge of patients.
 Enter the patients’ id.
 The patient will be discharged if there is no
payment balance in his or her account.
 If there is payment balance, the patient
cannot be discharged.

3.1.6. Payment

If the payment option is entered, the patients’ id is asked.

 Enter the patient’s id.
 The patient’s account balance will be shown.
 You can add charges or pay charges by
choosing the appropriate option.
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3.1.7. Ward details

The doctors will check for the ward information and patient
details.
 Choose the ward details option.
 Enter the ward number to be viewed.
 The total number of beds and the number of
beds free and the name of the ward in-charge
are shown.

3.1.7. Patient details

The patients’ details can be viewed using the appropriate

option provided.

 Enter the patients’ details option.

 Enter the patient’s id.
 The general information about the patient
including the ward number and the bed
number will be shown.

3.2. UNIQUE FEATURES

3.2.1 Message Remainder

The remainder messages are generated by the system to the

specific users, based upon their pre-determined actions or on their
appointments.
› Automatically generated by system, based on available
data.
› This feature can be switched-off by the user if not
interested.
› Deletion of messages automatically after it is read or
certain time.
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3.2.2. Advanced Search

The case file history of various patients can be searched or even

compared for similarities. Different kinds of filters can also be
used.
› Enter the patient name to be searched. The results are
displayed accordingly.
› If filters (only men or only children below 10 yrs etc.) are
used, then the ids of those patients are displayed.
› Comparisons can also be made, which is a special
feature, by using the filter – ‘find similar files’, and
providing any one patient’s name.

3.2.3. Automatic Data Enhancement

As said earlier, data like date need not be explicitly mentioned by

user, except in case of searching. Instead, the system stores the data
along with the message automatically, i.e. it is an in-built functionality.

View employee
4. ARCHITECTURE details
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Patient Given Admin

arrives Appointment logs-in Adds
employee

Determine
Msg remainder Removes salary
created by employee
system

Doctor attends Salary credited

patient automatically every month

Examine
case files
of patients
Patient dies
using filter
search

Autopsy

Admitted Request for Moved to

to ICU blood is Admitted mortuary
made to in ward
blood bank

Case Case file

Doctor history file history
operates is created (created if
and stored not present
and) closed
and saved
Medicines in database
Updated in database etc. separately
supplied by
pharmacy
Handed
over to
patients
Patient Payment relatives of
PSEUDOCODE: discharged friends
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Step1:
Show main window()

Step2:
If administration is chosen
{

Step3:
Show administrator window()
If employee details is chosen
{
Enter the employee’s id;
Search for id in the employee linked list();
Display employee details();
Press any key;
Go to step3:
}
Else if new employee is chosen
{
Enter new id for the employee;
Answer for the questions asked;
Set salary based on the category from the salary details();
Save it as a new node in the employee linked list();
Go to step3;
}
Else if salary details is chosen
{
Show the list of salary details from the salary linked list();
If edit option is chosen
{
Enter the department id;
Enter the new salary;
Update the salary in the salary list();
Go to step3;
}
}
Else if main window is chosen
{
Go to step2;
}
Else view details is chosen
{
Step4:
Show patient details window()
If patients details is chosen()
{
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Enter patient’s id;

If id is correct
{
Search for the id in the patient linked list();
Show the details about the patient;
Press any key;
}
Else
{
Show warning of wrong id();
}
Go to step4;
}
Else if ward details is chosen
{
Enter the ward no;
Display the ward details from the ward linked list();
Press any key;
Go to step4;
}
Else if main window is chosen
{
Go to step2;
}
}

Else if ward in charge is chosen

{

Step5:
If admission is chosen()
{
Show the new id for the patient();
Enter the details for the questions asked;
Save these details as a new node in the patient linked list;
Go to step5;
}
Else if discharge is chosen()
{
Enter the patient’s id;
Search for the id in the patient linked list;
Check for the account balance()
If balance is cleared
{
Delete the patient’s node from the patient linked list();
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Add count 1 to the number of free beds in that ward in the

ward linked list();
Show patient is discharged();
}

Else if balance is not cleared

{
Show warning that patient cannot be discharged.
}
Go to step5;
}
Else if payment is chosen
{
Enter the patient’s id;
Search for the id in the patient’s linked list();
Display the account balance();
If pay is chosen
{
Enter the amount;
Subtract the amount from the patient’s account();
}
Else if add charges is chosen
{
Enter the amount;
Add the amount to the patient’s account();
}
Else if print receipt is chosen
{
Receipt is printed with all the details;
}
Show the current balance();
Press any key;
Go to step5;
}
Else if main window is chosen
{
Go to step2;
}
}

If mortuary in-charge is chosen

{
Move patient to mortuary room and a token is given for identification;
The details are stored and the balance charges are entered;
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If autopsy is chosen()
{
Update the patient database;
Make necessary charges in payment section;
}

Else if main window is chosen

{
Go to step2;
}

5. DATA COLLECTION FROM REALTIME

The application designed must be consistent. So, the data entered is

checked for consistency before saving it in the database. For example, if
the value in the age column is not within the bounds specified by
administrator, or says if it is negative, then it is non-consistent. Similarly
all the data entered is checked for consistency before being stored in the
database.
Apart from these precautionary, since human nature is to make mistakes, if
the user enters wrong information, that could not be checked, say for
example – name, then it could be found by the system.

7. IMPLEMENTATION

Platform Used: JAVA

Database: Oracle / Microsoft Access

8. CONCLUSION
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We have proposed a more modern and advanced model for a hospital

management system, with many additional useful features. The system is
authenticated, i.e. password protected. If needed further security
measures can be carried out. This proposed model provides a better
solution for the present days increased needs of a hospital management
system.

9.FUTURE ENHANCEMENTS

The future work would mainly concentrate on the additional features and
users, thereby extending the domain of the application. If possible this
application should be made able to function with the other external
applications, like external banking transactions etc. Biometric security
measures would enhance the systems security.