MADDA WALABU UNIVERSITY

COLLAGE OF BUSINESS AND ECONOMICS

DEPARTEMENT OF MANAGEMENT

TITLE: “ONLINE HOSPITAL MANAGEMENT SYSTEM IN GOBA

REFERRAL HOSPITAL”
INDIVIDUAL PROJECT

NAME ID

1. Firomsa Mustefa……………………Ugr/17088/12

Bale Robe, Ethiopia

May 15/9/2014 E.C

 Abstract
The project document has been prepared for Developing Patient Data Record system for Goba
Referral Hospital, while Goba Referral Hospital has been using manual way of manipulating
works fortunately. This team was observed that and dig through it and developed System based
patient and medical laboratory information management system.

The project is mainly focused on developing System based Application for all activities
performed in Goba Referral Hospital. It considers the Registration of new patient, Search for
existing patient from data, Update & modify patient information, Show patient information
(viewing and accessing), Make patient appointment, Generate medical reports, Laboratory report
and some other facilities via email, secure messages, and online.

The main aim of our project is to provide a paper-less hospital up to 90%. It also aims at
providing low-cost reliable automation of the existing systems. The system also provides
excellent security of data at every level of user- system interaction and also provide robust and
reliable storage and backup facilities

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 Acknowledgment
I would like to thanks our teacher Ms Husa Alo, forgivingawonderful
opportunitytoexpandourknowledgeforour ownbranchandgivingfor us guidelines
topresentthis project.

Next,wewouldthanks MicrosoftfordevelopingsuchawonderfultoollikeMSWord.
Ithelpedmeworkalottoremainerror-free.

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Table of Contents
Abstract........................................................................................................................................................i
Acknowledgment........................................................................................................................................ii
CHAPTER ONE.............................................................................................................................................1
1 Introduction........................................................................................................................................1
1.1 Background of Organization.............................................................................................................1
2 Symptoms...........................................................................................................................................2
2.1 Symptom with conventional system..........................................................................................2
3 Objectives............................................................................................................................................3
3.1 General Objectives......................................................................................................................3
3.1.1 Specific Objectives...............................................................................................................3
4 Scope and Limitation..........................................................................................................................3
4.1 Scope...........................................................................................................................................3
4.1.1 Limitation............................................................................................................................4
5 methodology and Tools......................................................................................................................4
5.1 Data gathering methodology......................................................................................................4
5.1.1 System development tools.................................................................................................5
5.1.2 Hard ware tools...................................................................................................................5
6 Important/Significance of Project......................................................................................................5
7 The Study Team..................................................................................................................................6
8 Project Schedule.................................................................................................................................7
9 Project Cost.........................................................................................................................................7
10 Feasibility Study..............................................................................................................................8
10.1 Economic feasibility....................................................................................................................8
10.2 Operational feasibility................................................................................................................9
10.3 Technical Feasibility.....................................................................................................................9
10.4 Schedule feasibility...................................................................................................................10
11 Conclusion.....................................................................................................................................10
12 Reference......................................................................................................................................10

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Table of figures
Table 1:table of work break down...............................................................................................................6
Table 2: Project cost....................................................................................................................................7

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 List of figure
Figure 1: Project schedule...........................................................................................................................7

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 CHAPTER ONE

1 Introduction
Hospital management system is an online patient management and Appointment, Scheduler
application software for getting an appointment very easily over the internet. It performs many
activities related to patients and all the tasks performed by the departments in the hospitals. From
the activities patient record management is the basic one. Almost all the jobs can be executed
day and night continuously. It contains a lot of employees distributed in all job. Its job division
over every employee helps the activities to be done quickly. The current system requires
numerous paper forms, with data stores spread throughout the hospital developing data record
system infrastructure.

This activity is started to be done from starting time of hospital service. At the beginning there
was no such a complex task. But now it has become more complicated and vast. Now days so
many people are assigned to perform this task in the Goba Referral Hospital. The task cannot be
performed quickly in well manner. To solve this problem computerizing the task is the best
solution. After it is computerized all the activities will be performed in well manner.

1.1 Background of Organization

Goba referral Hospital is one of the known hospitals in western part of Ethiopia. It is found in
Oromia region in the Bale Goba town. . It was established in 1947 in Ethiopian Calendar . In
march 1,2007 it Form a branch campus of MWU. It have 174 pharmacist, laboratoriest
&radiologist and also have 108 doctores&9 specialists. It also performs the Hospital
Management System in order to store the client’s information. It performs many activities
related to patients and all the tasks performed by the departments in the hospitals. From the
activities patient record management is the basic one. Almost all the jobs can be executed day
and night continuously. It contains a lot of employees distributed in all job. Its job division over
every employee helps the activities to be done quickly. The current system requires numerous
paper forms, with data stores spread throughout the hospital developing database system
infrastructure.

Since Goba referral Hospital is one of the biggest Hospitals, it also performs the development of
patient record system in order to store the patient’s information. This activity is started to be
done from starting time of Hospital service. At the beginning there was no such a complex task.
But know it has become more complicated and vast. Now a day’s so many people are assigned to
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 perform this task in this hospital. Even if, there are many employees the task cannot be
performed quickly in well manner. To solve this problem computerizing the task is the best
solution. All of this information must be managed in an efficient and cost wise fashion so that an
institution'

Resources may be effectively utilized HMS will automate the management of the hospital
making it more efficient and error free. It aims at standardizing data, consolidating data ensuring
data integrity and reducing inconsistencies.

2 Symptoms
The current system requires numerous paper forms, with data stores spread throughout the
hospital management infrastructure. Often information (on forms) is incomplete, or does not
follow management standards. Forms are often lost in transit between departments requiring a
comprehensive auditing process to ensure that no vital information is lost. Multiple copies of the
same information exist in the hospital and may lead to inconsistencies in data in various data
stores.This requires corrections either at billing time, or worse, after a bill has been rejected by
Cashier of the hospital. For these reasons payments are often late (some being delayed by many
months). In addition of this a main problem with in Goba Referral Hospital is lack of hireling
professionals like nurse, laboratoriest, radiologist, midwife and also lack of infrastructure.

2.1 Symptom with conventional system

 Lack of immediate retrievals: - The information is very difficult to retrieve and to find particular
information like- E.g. – To find out about the patient`s history, the user to go through various registers.
This results in inconvenience and wastage of time.

 Lack of immediate information storage:-The information generated by various transaction takes time
and efforts to be stored at right place.

 Lack of prompt updating: - Various changes to information like patient details or immunization detail
of child are difficult to make as paper work is involved.

 Error prone manual calculation: - Manual calculation are error prone and take a lot of time this may
result in incorrect information. For example calculation of patient`s bill based on various treatments.

 Preparation of accurate and prompt reports: - This becomes a difficult task as information is
difficult to collect from various registers.
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3 Objectives
3.1 General Objectives
The objective of the system is to automate the online Hospital management system.

3.1.1 Specific Objectives

 To manage patient info, staff info, store & medicine billing and reporting generation.

 Scheduler application for getting an appointment very easily over the internet.

 To develop transfer of messages and alert notification from system to users while patients are
registering in the system.

 To maintain appointments to patient.

 To computerize all details regarding patient details and hospitals details.

 Scheduling the appointment of patient with doctor to make it convenient for both.

 The inventory should be updated automatically whenever a transaction is made.

 If the medical store issues medicine to patients, it should reduce the stock status of the
medical store and vise-versal.

 It should be able to handle the test reports of patients conducted in the pathology lab of
the hospital.

4 Scope and Limitation

The tasks that are performed in the Goba referral Hospital are very vast. To limit our scope this
project handles the major tasks that are most useful in the developing patient data record
system.

4.1 Scope
The scope of this project includes:-

 To minimize time and efforts needed to perform the tasks in the office

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  To make tasks simple and efficient in every aspect as much as possible.

 To manage the patient information.

 To save resources.

 Providing a well-organized and guaranteed record keeping system with minimum

space and effort need.

 To decrease number of the employee who performs the same task

4.1.1 Limitation
Limitation is restriction: a principle that limits the extent of something.

Such like:-

 Online Medication
 Online Injection
 Online Laboratory Testing

5 methodology and Tools

5.1 Data gathering methodology
We have collected the data from different sources. From these sources the most known ones are
the following.

 Goba referral Hospital employees

 The patients who take medication in the Goba referral Hospital

 Director of Goba referral Hospital campus

We have collected the data in two methods: These are:-

 Interview:-in this point we have asked so many persons and employees about the
hospital’s management system. This provides us clear information to develop our
project.

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  Document Analysis:-To get more information about our project we have used
documents that help us to develop our project. During the analysis of documents, we
give a special consideration to those documents which can bring more features to our
system.

5.1.1 System development tools

We have used two types of tools in this project.

Such as:- Hard ware tools and Soft ware tools.

5.1.2 Hard ware tools

For this project we have use d/t types of hardware tools such as:-

 Personal computer (pc): - it is used to arrange and display data/information.

 Printer: - it is one of computer output device that is capable of in printing

alphanumeric characters on paper.

 Flash: - it is used to transfer data/information from one device to another

device.

5.1.2.1 Software tools

 Microsoft word (MSW):- It is used to documentation.

 Power point: - used for training or presentation.

 Browsers: - such asIE, Google, Mozilla, Chrome.

6 Important/Significance of Project
Consequently the Goba referral hospital will have great significance at:-

 Computerize current system.

 By computerized current system perform tasks in new system ways.

 Used to reduce human labor.

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  Used to reduce time consume.

 Used e reduce exertion/suffer of patients.

 Absentation of paper forms.

 Data will record in computer, in this patients can get his/her data at any time.

 Used to manage ward scheduling, staff scheduling, operating theater scheduling,

 &various facilities waiting list.

 Make hospital more efficient &error free.

 Identifying new patients and old patients.

 Creating new patient profiles and modifying existing patient profiles when needed.

 It gives fast and facilitated service for the society. Since the system is computer based,
everybody can get any service with in short period of time.

 It enables the patient to get a quality medical service. All the patient profiles are stored in
the computer; this enables the physicians to treat patients qualitatively by using the
presorted profiles.

7 The Study Team

Table 1:table of work break down

Role Team member

Project Manager Head of Goba referral hospital

Project Planing and Employees of the hospital

Selection

Project Analyst Head of Goba referral hospital

Project Designner Management student

Project Sponsor My family

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 8 Project Schedule
Even though the time given for preparing the project is as much enough, we complete the project
in a given time frame

2022 2022
GANTT
GANTT PROJECT 2
PROJECT YY 2200

Weak Wea Weak 3

1 k2
name Begin date End date
Project proposal 5/12/2022 5/23/2022
Requeriment analysis 5/14/2022 5/20/2022
Design gant chart 5/17/2022 5/21/2022
documention 5/23/2022 5/22/2022

9 Project Cost
Required Resources with Cost

Table 2:Project cost

Item Quantity Unit Price(ETB)

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Computer 1 Free
For printer 1 45.00
Paper 30 35.00
For internet 40.00
For 80.00
transportation

10 Feasibility Study
Depending on the result of the initial investigation the survey is now expanded to a more detailed
feasibility study. “FEASIBILITY STUDY” is a test of system proposal according to its
workability, Impact of the organization, ability to meet needs and effective use of the resources.
It focuses on these major questions:

 What are the users demonstrable needs and how does a candidate system meet them?
 What resources are available for given candidate system?
 What are the likely impacts of the candidate system on the organization?
 Whether it is worth to solve the problem?

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10.1 Economic feasibility

Economic justification is generally the “Bottom Line” consideration for most systems.

Economic justification includes a broad range of concerns that includes cost benefit analysis. In
this we weight the cost and the benefits associated with the candidate system and if it suits the
basic purpose of the organization i.e. profit making, the project is making to the analysis and
design phase.

The financial and the economic questions during the preliminary investigation are verified to
estimate the following:

 The cost to conduct a full system investigation.

 The cost of hardware and software for the class of application being considered.

 The benefits in the form of reduced cost.

 The proposed system will give the minute information, as result the performance is
improved which in turn may be expected to provide increase profits.

 This feasibility checks whether the system can be developed with the available funds.
The Hospital Management System does not require enormous amount of money to be
developed. This can be done economically if planned judicially, so it is economically
feasible. The cost of project depends upon the number of main-hours required.
Costs
Tangible costsThe tangible cost of the developing system will be:
 System development

 Maintenance

Intangible Cost
 Time
 Member`s labor

10.2 Operational feasibility

Operational feasibility is the measure of how well particular information systems will work in a
given environment. It is mainly related to human organization and political asserts.

It is mainly related to human organization and political aspects. The points to be considered are:

 What changes will be brought with the system?

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  What organization structures are disturbed?

 What new skills will be required? Do the existing staff members have these skills? If
not, can they be trained in due course of time?

The system is operationally feasible as it very easy for the End users to operate it. It
only needs basic information about Windows platform.

10.3 Technical Feasibility

A study of resource availability that may affect the ability to achieve an acceptable system. This
evaluation determines whether the technology needed for the proposed system is available or not.

 Can the work for the project be done with current equipment existing software
technology and available personal?

 Can the system be upgraded if developed?

 If new technology is needed then what can be developed?

This is concerned with specifying equipment in the software that will success fully satisfy the
user requirement.

10.4 Schedule feasibility

Time evaluation is the most important consideration in the development of project. The time
schedule required for the developed of this project is very important since more development
time effect machine time, cost and cause delay in the development of other systems

A reliable Hospital Management System can be developed in the considerable amount of time.

Even though the time given for preparing the project is not as much enough, we complete the
project in a given time frame.

11 Conclusion
The system will keep track of all patients' information of Goba Hospital, the system will enable the
medical officers to easily access the infomation they need pertaining a given patient or patients without
spending too much time looking for it amoung other files kept in the stores of the hospital.

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The system will easy retrieval of the patient's information if needed by the medical officers without
having to struggle with boxes in the store room. Therefore managining the patients' information is
simplified by this system.

The manual system will be replaced by the new proposed system which saves time, it is more efficient
and can work under all conditions as log as there is power around and access of patients' information is
therefore simplified.

12 Reference
1. Microsoft with Encarta Premium Dictionaries of current English, (2009),University press, 3rd Edition
[1].

2. Entre on, Warkenaan Warrken,(2009) [3].

3. Introduction to programming logic (2009) [3].

4. The Freedictionary (2007) [7].

5. Pauwels RA, Global strategy for the diagnosis(2005) [6].

6. According to Gordon (2006), computers based information system.

7. Connolly & Begg (2007) [4].

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