Project 4: Hospital Management System for The Mayo Clinic

Objectives
To manage the hospital system for Mayo clinic.

Prerequisites
• Database: MSSQL Database to be used since it is open source and free.
• Operating System: Shall be Windows 2016 above.
• Web-Based: The system shall be a web-based application.
• Response Time: The system shall give responses in 2 to 3 seconds at the maximum.
• Capacity: The System must support 700 people using it at a time.
• Errors: The system shall keep a log of all the errors.
• Availability: The system shall be available all the time.
• Usability: The screens should be self-explanatory and very user friendly. Management would
not want employees not to order from the system as they cannot understand the screens and data
fields on the screen. The users should not find the system cumbersome.

Industry Relevance
How this project will make your industry ready.
• Improved process
• Facility management
• Digital medical records
• Better service

Description
The Mayo Clinic is an American nonprofit academic medical center currently based in three
major locations, Rochester, Minnesota; Jacksonville, Florida; and Scottsdale, Arizona focused on
integrated patient care, education, and research. Mayo Clinic holds the number 1 rank among
hospitals in the United States. It was opened on the 30th of September 1889. Over the years it
grew in size and facilities. It increased the size of its premises and also the number of doctors it
employs. The vast number of patients it treated made the management of such a huge hospital an
arduous task. The paperwork and storing of all patients’ records was becoming unmanageable. It
was then the management of the hospital decided to invest money in hospital management
software. The Hospital Management System is designed to manage all hospital operations. The
1980s initiated transformative changes that set the course for the modern Mayo Clinic. As an
early adopter of the Internet, Mayo Clinic has been recognized for its online communications to
patients

Note: Hospital Management System is hereby referred to as HMS. HMS is designed to store
patient records, show availability of beds, manage patients’ billing, schedule a doctor’s
appointments, and will bring about coordination among the different departments. Advantages of
HMS: • Reduce operating costs of the hospital. • Provide reports to senior management for better
decision-making. • Saves patients’ time. • Keeps patients’ medical records secure and stored in
the cloud. • Keeps track of empty and filled beds in the hospital. • Easy access to patient data. •
Reduces documentation in the hospital. The client invited Business Analysts trained at
Simplilearn to capture the requirements for the creation of the HMS

Problem Statement and Motivation

1. Patients appointment management: The timings of all the hospital doctors are to be displayed
on the website. Patients can select the doctor they would like to visit based on the appointment
slot available for that doctor. The system shall book the appointment for that patient with the
doctor selected.
2. Appointment Reminders: The system shall send email and SMS reminders to the patient one
day prior to the appointment date to remind the patient of the appointment.
3. Patient registration: When new patients come to the hospital, they are registered in the system.
The system can store all medical records of the patient and their medical history. The registration
staff will give each patient a patient ID. This ID will be used by the patient throughout their stay
in the hospital. The patient ID will be deleted from the system when the patient checks out.
4. Bed occupancy: It keeps track of all the beds in the hospital. It will show the list of all the
occupied and unoccupied beds in the hospital. Every 6 hours, the person in charge of the hospital
floor will update the bed occupancy.
5. Billing: HMS will total up all the expenses of a patient at one time and produce a complete bill
at the end of the consultation or at discharge. This will save time and effort for each department
as they need not produce separate bills for a single patient.
6. Laboratory, blood bank, and radiation departments to be managed: If a doctor needs to
prescribe any tests for any patient, he will enter the same in HMS. This will be received by the
laboratory or radiation department directly. The patient’s tests are done, and the reports are
uploaded by the department in the HMS. The doctor can log in the system and enter the patient
ID and view them directly. This eliminates the need of paper reports and retrieval is also easy.
7. Reports: Reports are generated from the HMS for senior management to have a clear
understanding of the hospital’s revenue, expenses, bed occupancy, and other details.
8. Staff Management It stores the names and timings of the nurses and ward boys on duty with
their respective ward numbers.
9. Instructions for patients: All the instructions given by the doctors for the nurse to follow for
each patient are entered into the system. While conducting patient care the nurse just looks up the
system to understand which medicine or what line of treatment they need to give the patients.
10. Insurance In the case of patients that have insurance, all the insurance details are to be stored
in the system for the claim processing.
11. Management would like the following reports:
• Bed occupancy for each day.
• Doctors’ appointments and revenue generated through OPDs.
• Total number of OPD patients and admitted patients.
• Which doctors generate the maximum revenue.
• Total amount of earnings through OPD and admitted patients.
• Total amount of earnings generated through laboratory and radiology

Task
1. Identifying stakeholders – Create a list of stakeholders (as taught in Business Analysis
Planning and Monitoring Knowledge Area).
Internal:
a) Management
b) Product Owner
c) Vendors
d) Owners
e) Functional Departments
 f) Customers
External:
a) Regulators
b) Government
c) Sponsors
2. Describe the proposed system’s workflow.

The proposed system should be easy to free accessibility of patient and their
medication information in elaborate manner.
a) The admin has all the mandatory access to the system, they can login with admin
account and create new patient details and create new records. It includes patients’
personal and medical details.
b) Once the admin has login they will do the Doctors, admonition room based on the
diseases
c) Once the treatment is complete, it will generate the details report about the discharge
summary and detailed invoice details.
3. Write the in-scope and out-of-scope items for this software.
In-scope:

a) The free accessibility of patients and their medication information in elaborate

manner.
b) Patient total expense spent for their medical treatments will be provided as report.
c) It includes invoices and lab tests.
Out-scope:

a) Thumb based biometric is not implemented at present.

b) Voice base search engine not implemented

4. As a Business Analyst working on this project, find out the scope of the hospital management
system. To find the scope you can use the Use Case diagram (UML) or Context diagram.

To reduce the manual entries, fast accessibility and optimized way of transaction

5. Write down the main features that need to be developed

a) Thumb based biometric is not implemented at present.

b) Voice base search engine not implemented
6. Draw an ER diagram of the system.

7. Draw a data flow diagram for HMS.

8. Write out the Functional and Nonfunctional Requirements for this software.

1.Patient Management:

o Registration
o Appointment Scheduling
o Electronic Health Records (EHR)
o Admission/Discharge/Transfer (ADT)
2. Clinical Operations:
o Doctor and Staff Management
o Prescription Management
o Laboratory and Diagnostic Imaging
 3. Billing and Financial Management:
o Patient Billing
o Insurance Claims Processing
o Financial Reporting
4. Inventory Management:
o Medical Supplies and Equipment
o Pharmacy Management
5. Appointment and Scheduling:
o Appointment Booking
o Doctor Availability
o Reminder and Notification
6. Reporting and Analytics:
o Operational Reports
o Data Analytics

NON-FUNCTIONAL REQUIREMENTS

Security:

● Patient Identification: The system needs the patient to recognize herself or

himself using the phone.

● Logon ID: Any users who make use of the system need to hold a Logon ID
and password.

● Modifications: Any modifications like insert, delete, update, etc. for the
database can be synchronized quickly and executed only by the ward
administrator.

● Front Desk Staff Rights: The staff at the front desk can view any data in the
Hospital Management system, and add new patient records to the HMS but
they don't have any rights to alter any data in it.

Performance:

● Response Time: The system provides acknowledgment in just one second

once the 'patient's information is checked.
 ● Capacity: The system needs to support at least 1000 people at once.

● User-Interface: The user interface acknowledges within five seconds.

● Conformity: The system needs to ensure that the guidelines of the Microsoft
accessibilities are followed.

Maintainability:

● Back-Up: The system offers efficiency for data backup.

● Errors: The system will track every mistake as well as keep a log of it.

Reliability:

● Availability: The system is available all the time

System Requirement: Windows 10 and above

Usability:

Highly recommended for hospital management

9. Draw a flowchart for the patients’ admission process (using flowcharts). You can use any of
the popular tools in the market like Microsoft Visio, Lucid Chart, Creately, Pidoco, or Balsamiq.
10. Draw wireframes or mock screens for any 2 of the features, namely the home page and
patient registration screen. Students can draw wireframes for any other feature as deemed fit by
them. (Use the technique prototyping or wireframing that is taught in the training). You can use
any of the wireframing tools like Microsoft PowerPoint, Microsoft Word, Balsamiq, Sketch,
Adobe XD, Adobe Illustrator, Figma, UXPin, InVision Studio, InVision Freehand, or Moqups
Project Reference
Online book references.