Statistical Profile Management system with centralized data

repository for ABC General Hospital

PURPOSE

This project intends to create a centralized database system for ABC General
Hospital in order to execute the following technical necessities:

 computer- based transaction per department

 automated report generation
 network- based applications

The realization of the said technical necessities could hasten the transaction per
department that would ensure more service time to each patient and to other
departments.

BACKGROUND AND CHRONOLOGY

The ABC General Hospital started at a six bed capacity clinic twenty years
ago. Each year it needs to expand at least 10 beds in order to accommodate its growing
number of patients. Its medical infrastructure also improved as years go by. They
acquired a great number of hospital equipment to meet the needs of the patient.

As the years passed, ABC Hospital continues to grow by means of services,

departments and patients. Almost in every aspect of the hospital is on its way of
modernization except on creating reports. For many years, employees of the hospital do
transactions and reports manually which is time consuming and inaccurate. One of the
most important reports the hospital need is the Hospital Statistical Report. This report
consists of different data from different department and services. Collecting and
computation of data are done manually, some examples of this data are bed capacity
and occupancy, hospital operations like medicine, obstetrics, gynecology, number of
deliveries, abortion and deaths. Emergency Room services, out-patient services, other
hospital services like dietary service, pharmacy service, and medical social service. The
Hospital also use the hospital statistical report to see and to check in which month has
the greater number of birth, deaths, abortion, and patients that have been admitted. The
statistical report is being sent to different agencies like Department of Health, Hospital
Bureaus, Licensing and Regulatory and Phil health.
 Based on the observation, the processing and handling of every department
records ABC General Hospital can be improved an Electronic Statistical Profile
Management System with centralized data repository. This system will manage all
the transactions electronically. A centralized database system will be used to collect,
store, organize and process data. The system will allow users to view important
information in different departments and services and generate statistical report. This
system would improve the manual computation of data from different departments.

CURRENT TECHNICAL ENVIRONMENT

There are seven (7) departments that are currently giving daily records to the
Medical Records Department, these are: Obstetrics and Gynecology, Pediatrician, Out-
patient department (OPD), Neonatal Intensive Care Unit (NICU), Emergency Room
Dept. (ER), Family Planning, Laboratory and Other services like Dietary and Pharmacy.
Each Department has its own computer units and the daily reports are being
accomplished using MS Excel Applications. The reports of each department are given
to the Medical Records department then these records are again being encoded using
MS Excel Applications in order to come up with weekly, monthly, and yearly report. The
content of the reports contains the following:

 OB-GYNE: Obstetrics and Gynecology

 total birth
 total deliveries
 mode of deliveries
 procedures
 PEDIA: Pediatrician
 total birth
 new born section
 deaths
 discharges
 OPD: Out- Patient Department
 OPD consultation form
 OPD leading consultation

 NICU: Neonatal Intensive Care Unit

 new born
 deaths
 discharges
  congenital anomalies
 birth trauma
 multiple birth
 ER: Emergency Room Department
 no. of admission- from different departments
 total consultations
 total deliveries
 FAMILY PLANNING
 No. of admission per day
 LABORATORY
 X-ray procedure
 routine procedure
 ultrasound procedure
 special procedure
 OTHER SERVICES
 Dietary
o No of person
o Phil health
o Service (charity)
 Pharmacy
o Total prescription (in patient, out-patient, ER patient

CURRENT TECHNICAL SITUATION

The current technical situation in ABC Hospital with respect to the hardware and
software being used by each department are the following specification:

Computer Hardware: Pentium (R)4 3.0GHz

OS: 32- bit Operating System (Windows Xp)
Office Applications : Microsoft Office 2003
Printer : Epson L210
Network Peripherals : None
Current Technical Situation of ABC Hospital

Each department has one computer unit. The computer is being used to prepare the
daily reports. The written report is being given to the records department on a daily
basis. The personnel in the medical records department will again manually encode the
data given by each department using Excel. Generation Computation of reports is being
done through Excel. The reports given by each department is being stored in a filing
cabinet for record keeping purposes.

The said departments, though having computer sets each, is not connected via
any network.

PROJECTED TECHNICAL SITUATION

The projected technical situation can be viewed from the model provided. Each
department can perform transaction directly to the database according to their access
grants. The medical/ records department will still be in- charge of the central document
repository specially in releasing patient’s documents requests. Each department will be
given access to the system in order to perform transactions like data entry and viewing
of reports. There is also possibility for other departments to view information of other
departments in form of reports for verification purpose.
 The figure shows the model of the projected technical solution. All departments
have direct access to the central database for transaction. This can be made possible
via local area network connection of the computers on each department connected to
the central database. This set-up would provide fast access to the information that
would mean faster service to internal and external clients of each department.