THE COPPERBELT UNIVERSITY

SCHOOL OF INFORMATION AND COMMUNICATION

TECHNOLOGY DEPARTMENT OF COMPUTER ENGINEERING

PROJECT TITTLE: CLINIC MANAGEMENT SYSTEM

NGOMA STEPHEN-SIN:18124154

COMPUTER ENGINEERING

Table Of Contents
List Of Figures.................................................................................................................................................................ii
J
Abstract.........................................................................................................................................................................iii
1.0 Introduction..............................................................................................................................................................1

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 1.1 Background..................................................................................................................................................................1
1.3 Project Scope...............................................................................................................................................................2
1.4 Project Objectives........................................................................................................................................................2
1.5 Proposed Solution.......................................................................................................................................................2
2.0 Literature Review......................................................................................................................................................4
2.1 Introduction.................................................................................................................................................................4
2.2 Reviewing on Existing Systems Around The World......................................................................................................4
2.2.1 SoftClinic...............................................................................................................................................................4
2.2.2 ClinicPlus...............................................................................................................................................................5
2.3 Reviewing On Current Systems In Most Clinics In Zambia...........................................................................................6
2.3.1 Medical Card.........................................................................................................................................................6
2.4 Limitations Of The Current Systems............................................................................................................................6
2.5 Justification For The New System................................................................................................................................7
3.0 System Design...........................................................................................................................................................7
3.1 Chosen Methodology..................................................................................................................................................7
3.2 System Design and Analysis.........................................................................................................................................9
3.2.1 Use Case Diagram.................................................................................................................................................9
3.2.2 Activity Diagram.................................................................................................................................................10
4.0 Limitations Of The System.......................................................................................................................................11
4.1 Possible Future Improvement...................................................................................................................................11
4.2 Conclusion................................................................................................................................................................. 11

List Of Figures

Figure 1.5.1 Proposed System................................................................................................................3

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Figure 2.2.1.1 Patient Registration in SoftClinic.....................................................................................4

Figure 2.2.2.2 Queue List in ClinicPlus....................................................................................................5

Figure 3.1.1 Phased Development Methodology .................................Error: Reference source not found

Figure 3.2.1 Patient Management Use Case..........................................................................................9

Figure 3.2.2 Activity Diagram...............................................................................................................11

Abstract
This report focuses on the implementation of a management system that should be implemented in clinics in
order to manage effectively their daily clinic operation information. The system that is currently used in many
clinics is a manual system, which generates a lot of problems such as time consuming, misplacing of files, etc.
The implementation of this system will include patient’s registration, storing their details into the system,
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medicine registration, disease registration and reports as well. This system will be having the facility to give a
unique ID for every patient and stores the details of every patient in the database. The clinic Management
System can be entered using a username and password. It is accessible to both doctors and nurses. The data can
be retrieved easily. The interface is very user-friendly. The data is well protected for personal use and makes the
data processing very fast.

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1.0 Introduction
Currently, many clinics in our country still store patients’ record by using paper or manual
system. Nurses need to manually write down the patients’ information and index the patients’
medical card. Then, these medical cards are kept on the organized racks or cabinets. These works
are troublesome and difficult to maintain. Nowadays, there are several changes in the health
sector that leading more doctors consider the impact of information technology (IT) in their
practices. The proposed system is an attempt to solve many the patient records management
problems that are facing in many clinics. Clinic management system is a computerized patient
record system. The main purpose of the system is to reduce the burden of doctors and nurses and
improve the patient records management system. The Clinic management system integrates
clinical, scheduling, electronic medical record and data reporting components that enable clinics
to provide patients with quality care in a timely and cost-effective manner. Clinic management
system is a central repository of information that can be can be updated and accessed
electronically within the clinic, allowing sharing of vital information between the nurses and
doctors with security password access. The electronic patient record has resemblance to
traditional paper record that seem in many clinics.

1.1 Background
Now more than ever, people have become more health conscious and are taking necessary steps
to ensure that they have a sound body and mind that is why everyday many people come to clinic
or health facility for check-ups and treatments. A medical clinic is primarily devoted to the
diagnosis and care of patients. Basically, patients spend a substantial amounts of time in clinics
waiting for services to be delivered by the doctor or health professionals. The degree to which
the patients are satisfied with the care received is relative not only to the doctor’s experience in
their field, but also to the quality of the clinic management. And we all know that as the number
of patients continually increase, managing a clinic can also become increasingly difficult,
especially if everything is done manually.
1.2 Problem Statement
The paper-based system currently in use cause many problems to the use. When the patient first
visit to the clinic, the nurse is to fill a new medical card for the patient. This include some private
information that can be obtained from the patient’s card such as name, identity card number,
gender and milling address. The nurse will pass this medical card to the doctor. After the patient

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sees the doctor, some diagnosis information and treatment will be written down on the medical
card by the doctor. Once again this medical card is passing to the dispensary. After the patient
getting the medicine, the nurse will keep the medical card on the organized rank based on the
index of the card. The nurse needs to search through the file for the medical card that match the
patient’s name on the sub sequence visit of the patient. This king of paper-based system is
tedious. There are a few problems that have been risen by manual system such as insecure, time
consuming, space consuming, redundant information and limited capacity.
1.3 Project Scope
This project aims to develop a clinic management system for the clinics in the country which are
still using the manual operation – paperwork. The clinic management system includes a
combination of modules and most of the basic modules already done in the available system in
the market. In order to attract more clinics to use the system, this system will focus on four
modules which are:

 Patient Registration-patient must register first. Patient ID number, name, address, age,
gender, phone number.

 Disease History-this module manages data about patient’s treatment history and register for
various type of disease. It allows doctors to add, edit and update the disease history.

 Inventory Module-this module manages all the medicine stock in the clinic. It allows user to
add, edit and delete the medicine information. It will also show current quantity of medicine
in the clinic. It includes the record search.

 Backup- backup the system settings and database.

1.4 Project Objectives

The objective of the project will be as follows:
 Computerized manual procedures for both doctors and nurses.
 Assist doctors and nurses in patient record management.
 To reduce workloads by eliminating paperwork.
1.5 Proposed Solution
The proposed solution is a computerized system which covers all aspects features of patient
details, medical store, patient reports etc. The use of the clinic management system can enhance
the services and also the work flow activities that happens in clinics. The system will be:

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 Efficiency: The system will allow the staff to search the patient record in an easy and
efficiency way from a large amount of data.

 Reduces Redundancy: The most significant benefit of this system is that it reduces the
redundancy of the data within the organization.

 Work Load: Reduces the workload of the data store by helping in easy updates of data.

Patient visits the clinic Computerized Record

Instructions Treatment

Figure 1.5.1 Proposed System

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2.0 Literature Review
2.1 Introduction
There are many clinic management systems available in the market. Most of the systems are
using computerized system to assist them in managing patients’ record, and also other functions
such as billings, insurance claiming, scheduling and so on. The purpose of computerize manual
system is to save time, space, and money, enhance the patients’ record management process to
more efficiency and effective, reduce man power and protect the data. In Zambia, there are many
clinics still employ paper-based system. This inefficient and unsafe system can cause
troublesome in managing a huge amount of patient records.

2.2 Reviewing on Existing Systems Around The World

2.2.1 SoftClinic
SoftClinic is a leading Hospital and Clinic Management System. It currently being being used in
45 countries by more than 1000 hospitals and clinics. Softclinic is end-to-end hospital
management software that helps physicians, clinics and hospital to make their practice paperless.
It provides tailor customized hospital and clinic management systems that best suit unique
requirement of each hospital. It provides scalable hospital software with different modules like
laboratory, pharmacy inventory and accounting; thereby digitizing the basic management and
and record-keeping and making management easier. The figure below shows the patient
registration in softclinic.

Figure 2.2.1.1 Patient Registration in SoftClinic

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Strengths
 Basic modules are included in the system which simplify the workflows of the clinics. Most
of the paper works are able to be replace by this computerized system. Simple interface with
the left navigation which increase the ease of use of this software. User may able to find
what they want using the left navigation easily.

2.2.2 ClinicPlus
ClinicPlus by TRM NETT SYSTEMS (M) SDN. BHD is a complete clinic management
software in the market. It covers complete work flow a GP(General Practitioner) and Specialist
Clinics. This user friendly yet comprehensive software solution will save tremendous amount of
work load for the clinics. With this tool, clinics can drastically reduce the administration and
management hassle and dedicate their time to providing quality healthcare services. (TRM
NETT SYSTEMS (M) SDN. BHD., n.d.)

Figure 2.2.2.2 Queue List in ClinicPlus

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Strength
 With the basic features in the software, it simplifies the workflow processes of nurses and
doctors in a clinic. Moreover, all the data in the clinic are recorded and stored in database
and can be retrieved anytime efficiently.

2.3 Reviewing On Current Systems In Most Clinics In Zambia

2.3.1 Medical Card
Currently, many clinics in the country still keeping patients’ record manually. One of the popular
techniques used is medical card. Medical cards which include brief patient’s information such as
diagnosis and treatment will be generated by the nurse when the patient first visits the clinic.
Usually, the patient is asked by the nurse to show the identity card during registration. Then, the
fill up the information based on what are stated on the card. Some of the clinics rewrite what the
new patient information in the record book for backup purposes. After that the medical card is
passed to the doctor to write the diagnosis and treatment information, after the doctor diagnosed
the patient then passed it back to the dispensary. The nurse prepares the medicine based on the
description written on the medical card. Finally, patient gets their medicine at dispensary. These
cards are kept later in the cabinet or rack and they are organized according to their reference
number on the card.

2.4 Limitations Of The Current Systems

The weaknesses of the existing systems are highlighted below.

 Lack of Accuracy: This situation crates problem in the sense that proper and adequate
medical attention is far-fetched. Due to doctors usually hurries over their duties in order to
attend to all the patient present in the hospital and along the line they may became
exhausted, and the cases of traits and errors may be practiced. In addition, the diagnosis, and
prescription depends on the doctors memory so their brain are often loaded with different
diseases, symptoms and various drugs for treatment, hence, to remember and process the
hug information is his clinical work is very tasking. For this reason accurate diagnosis and
prescription may not always be obtained.

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 Lack of speed of operations and effectiveness: It has been observed that to receive
medical treatment in most of our hospitals, the patients queue up for several hours from one
units of the hospital to another, normally, the medical records system is based on the
traditional file keeping system. Although, many patients are attended to with the method of
information recording or retrieving an old file but above all, t wastes time. And at times
many patients are as spillover. Moreover, the problem of redundancy may occur due to
human brain is too complex and may not perform and may not perform effectively
especially when new folders and card save obtain each year.

2.5 Justification For The New System

The new system among other things will have the following characteristics which will improve
the management process:

 The new system designed will help the management to use computer system to find patients
information with regards to disease, treatments, etc.

 Accuracy is maintained, as the computer information will yield an accurate result.

 There will not be much congestion in hospitals, as the system developed will assist patients
to be treated and the information stored.

 The speed of operation of the system is high when compared to manual method.

3.0 System Design

3.1 Chosen Methodology

There are a lot of software methodologies in the world and each methodology has its own
advantages and disadvantages. The system will be developed in a phased manner, the advantage
of phased development-based methodology is that users can get the useful system in the hand
very soon although it is not a complete developed system. After that, users can generate some
new ideas based on the system version and improve in the next version till the end of the project.
The figure below shows the phased development process.

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 Figure 3.1.1 Phased Development Methodology

Based on the system to be developed, first will focus on the patient registration Module and
disease history module as the first system version. Patient registration and disease history module

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are the very fundamental modules as they are required and related to other modules that are
needed to develop. After that, the inventory module will be implemented into the second system
version. Lastly, backup module will be implemented into the third system version. After this, a
system that the system will fully implemented and presented.

3.2 System Design and Analysis

3.2.1 Use Case Diagram

Patient Nurse Doctor

Visits the Clinic Register

Stores the details

Diagnosis

Database

Leave the Clinic

Treatment

Figure 3.2.1 Patient Management Use Case

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3.2.2 Activity Diagram

Patient Nurse

Visit Clinic

Registration at Counter Register Patient

Queue the Patient

Doctor System

Diagnosis
Save Details

Treatment

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Figure 3.2.2 Activity Diagram

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4.0 Limitations Of The System
 The limitations of the current system is that it is not workable in Internet to connect to the
device. User cannot use the system online.

 Another consideration is that the system needs large disk space in the future as the system
keeps the large amount of information of each patient, which is expensive.

4.1 Possible Future Improvement

 The system may have better improvement in the future since the current system is being
sketched down to few modules. It can be added with more modules such as billing, data
analysis and so on in the future which may help the doctor and nurse to do more tasks with
lesser time.

 The system may also improve by implement mobile applications so that user can actually
make appointment or checking the queue list by using their smart phone. It makes another
convenience to the patients since they can direct interact with the system.

4.2 Conclusion
In a nutshell, clinic management system is an internal computerized platform system. It
simplifies the works for nurses and doctors, as well as improve the process between patient,
nurse and doctor. This project aims to solve the problems which many clinics face in the country.
By using this system, the staffs in the clinic should be able to do their works more efficiently and
it is time saving. The waiting time for patients will be decrease as well as most of the process is
done using computer rather than handwriting.

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5.0 References

Dennis, A., Wixom, B. H., & Tegarden, D. (2010). System Analysis and Design with UML
Version 2.0: An Object Oriented Approach (3rd Ed.). Hoboken, NJ: John Wiley & Son.

Freebase, Health Care [Online]. Available from: http://www.freebase.com/m/01mw2x (Accessed

27 March 2021)

iTextSharp, a .NET PDF Library [Online].

Available from:http://sourceforge.net/projects/itextsharp/ (Accessed 27 March 2021)

JVS Group, SoftClinic : Best Hospital Management System and clinic software [Online].

Available from: http://www.softclinicsoftware.com/index.htm (Accessed 28 March

2021)

Lee Yen Mun, 2013, Affordable readers in the market to verify an applicant’s MyKad

[Online]. Available from: http://www.thestar.com.my/News/Nation/2013/11/05/Affordable-

readers-in-the-market-to-verify-an-applicants-MyKad.aspx (Accessed 27 March 2021).

Magicsoft Asia Systems, Vanda Clinical Management Systems [Online]. Available

from:http://www.medicare-asia.com/index.php/component/content/?view=featured

(Accessed 27 March 2021)

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