HOSPITAL MANAGEMENT SYSTEM

A Project Proposal (Synopsis) submitted to the

SCHOOLOFCOMPUTERANDINFORMATIONSCIENCES
INDIRAGANDHINATIONALOPENUNIVERSITY

Submitted by

GANGA SWAMY A
(Enrolment No : 135737313)
BACHELOR OF COMPUTER APPLICATIONS (BCA)
6th Semister
BCSP-064

Guided by

Table of Contents
S.No
1.
2.

Contents
Introduction
Existing System

3.

Project Objective

4.

System Analysis

5.

Dataflow Diagram

6.

Database Design

7.
8.

System Specification System

Configuration
scope of Software

INTRODUCTION
Our project Advanced HOSPITAL MANAGEMENT SYSTEM includes registration of
patients, storing their details into the system and also computerized billing in the Hospital
.The project keeps track of the staff and patient (in-patient, out-patient) details. It also takes
care of the ward, Services Record AND Discharge details. The system generates the daily
ward availability, the status of the patient health improvement.
Our software has the facility to give a unique id for every patient and stores the details of
every patient and the staff automatically. It includes a search facility to know the current
status of each room. User can search availability of a doctor and the details of a patient using
the id. The HOSPITAL MANAGEMENT SYSTEM can be entered using a username and
password. It is accessible either by an administrator or receptionist. Only they can add data
into the database. The data can be retrieved easily. The interface is very user-friendly. The
data are well protected for personal use and makes the data processing very fast.
The HOSPITAL MANAGEMENT SYSTEM enables better patient care, patient safety,
patient confidentiality, efficiency, reduced costs and better management information system.
It provides easy access to critical information thus enabling the management to take better
decisions on time.
The Scope of the project takes care of the details of each and every department. These
details gives the doctor, staffs, specialists and patient details including the billing ,
Admission details and discharge details. The details of Doctor and staff help the hospital to
maintain the record of every person. The billing system provides an efficient way for
calculating bill details of the patients.
HOSPITAL MANAGEMENT SYSTEM is a software product suite designed to improve
the quality and management of hospital management in the areas of clinical process analysis
and activity-based costing. HOSPITAL MANAGEMENT SYSTEM enables you to
develop your organization and improve its effectiveness and quality of work. Managing the
key processes efficiently is critical to the success of the hospital helps you manage your
processes.

EXISTING SYSTEM
Existing system refers to the system that is being followed till now. Presently all the hospital
functionalities are done manually. That is if a patient want to consult a doctor he can visit their till
his chance called. This is made the person very difficult. Out-Patient and In-Patient tickets are
Distributed directly. The main disadvantage is time consuming.

LIMITATIONS OF EXISTING SYSTEM

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

2) Lack of immediate information storage: The information generated by various transactions takes time and efforts to be stored at right place.

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

4) Error prone manual calculation: Manual calculations are error prone and take a lot of time this may result in incorrect information.
For example calculation of patients bill based on various treatments.

5) Preparation of accurate and prompt reports: This becomes a difficult task as information is difficult to collect from various registers.
To avoid all these limitations and make the system working more accurately it needs to be
computerized.

6) Lack of security of data.

Manual handling data is always creates lots of problems. And there is problem of loss of
data. For example loss of data if non availability of data entered book.
7) Time consuming.
8) Consumes large volume of paper work.

OBJECTIVES OF PROPOSED SYSTEM

The HOSPITAL MANAGEMENT SYSTEM software is user-friendly software. The main
objectives of the system is which shows and helps you to collect most of the information about
Hospitality and Medical Services The system is very simple in design and to implement. The
system requires very low system resources and the system will work in almost all configurations.
To computerize all details regarding patient details & hospital details.

TO MANAGE CURRENT STATUS OF STAFF AND DOCTOR AVAILABLITY

TO MAINTAIN RECORDS EFFECTIVELY.

THE PROJECT HAS INFORMATION REGARDING THE INPATIENT DETAILS, OUTPATIENT

PATIENTS ARE EASILY ALLOCATED TO THE DOCTORS.

DOCTORS SEARCH IS POSSIBLE.

TODAYS PATIENT LIST HELP DOCTORS TO SEARCH THEIR PATIENTS

The main objectives of the proposed system can be enumerated as follows:

ADVANTAGES OF PROPOSED SYSTEM

The system is very simple in design and to implement. The system requires very low system
resources and the system will work in almost all configurations.
A) Security of data.
B) Ensure data accuracys.
C) Administrator controls the entire system.
D) Reduce the damages of the machines.
E) Minimize manual data entry.
F) Greater efficiency.
G) User friendly and interactive
H) Minimum time required.

System Analysis
System analysis is the first and foremost step performed in developing the software to solve a
particular problem. In the analysis part, a software developer examines the requirements. Carrying
out preliminary investigation identifies these requirements.
Analysis consists of two sub phases
1) Planning
2) Requirement definition
During planning phase, cost estimates and work schedules will be planned. Requirement definition
is a specification that describes the processing environment, the required software functions,
performance constraints (size, speed, machine configuration) and exception handling.

EXISTING SYSTEM
The existing system uses manual transaction processing. Drawbacks
1. Large amount of clerical time is required.
2. The record maintainability is difficult.
3. Accessibility of accurate information from the past record is difficult.
4. There is always delay in information search and retrieval. It requires
Many people to carry out a single problem.
5. Lot of human resources is required.
6. Data reliability and maintainability is difficult.
7. Lot amount of records need much place to save.
8. The paper works have to be taken care.
9. The patient entry form may miss
10. The doctor appointment cannot be maintained in properly
11. The patient fix the appointment to consulting with doctor such things may misplaced
12. The patients records verification is too complicated
13. Compare with the patient and doctor record verification and validation is too complicated
14. Cannot be maintaining manual record for long time

PROPOSED SYSTEM
The proposed system has been designed to overcome all the drawbacks found in the existing
system. The new system has been proposed to use JAVA as front end and MS-ACCESS as backend.
The proposed system has enhanced features, which was not found in the existing system. The
salient features are
1) SECURITY FOR THE DATA IS DONE EASILY.
2) VALIDATION IS DONE TO ENTER CORRECT DATA.
3) MEMORY CONSUMPTION IS VERY LESS AND THE PROCESSING SPEED IS FAST.
4) DATA REPORTS ARE PRESENTED IN A NEAT FORMAT.
5) IT IS APT FOR THIS MODERN WORLD.
IT IS EASY TO COMBINE THE DATABASE OF OTHER SOFTWARE AND TO VIEW
THERECORDS IN THE FILES AND ALSO IT IS EASY TO GET THE REPORTS BY
GIVING INPUT DATA.

SYSTEM DESIGN
THE SYSTEM DESIGN PROCESS:
System design develops the architectural detail required to build a system or product.
The system design process encompasses the following activities:
Partition the analysis model into subsystems.
Identify concurrency that is dictated by the problem.
Allocate subsystems to processors and tasks.
Develop a design for the user interface.
Choose a basic strategy for implementing data management.
Identify global resources and the control mechanisms required to access them.
Design an appropriate control mechanism for the system, including task
Management.
Consider how boundary conditions should be handled.
Review and consider trade-offs.

INPUT DESIGN
Input design is a part of overall system design, requires the very careful analysis of the input data
items. The goal of the input design is to make the data entry easier, logical and free from errors. The
user controls input data. The commonly used input, output devices are mouse, keyboard
and the visual display unit. The well designed, well organized screen formats are used to acquire the
inputs. The data accepted is stored on database file.
Our system is classified into subsystem such as
Admission
Staff Details
Billing
Ward Details
Data Report

OUTPUT DESIGN
Output is the most important and direct source of information the user. Efficient & intelligent output
design improves the system relationships with the users and helps in decision-making. The output is
collected in order to help the user to make a wise decision.

Process

Administration

Hospital
Management
System

Patient

Nurse-Ward

DATA FLOW DIAGRAM

Data Flow Diagram (DFD) is a design tool constructed to show how data within the system. It is
designed from the data which is collected during data collection phase. DFD is otherwise called as
Bubble Chart.
There are four Main symbol used in DFD. They are Rectangle, Open Rectangle, Circle, arrow,
small circle. Each one has its own meaning.

Symbols
Process

External entity

Data flows

Description
A process shows a transformation or
manipulation of data flows within the
system.

External entities are outside the

system, but they either supply input
data into the system or use system
output.

A data flow shows flow of information

from source to destination. A data flow
is represented by a line, with
arrowhead showing the direction of
flow.

Data base
Database is a huge collection of data.
It is used for storage purpose.

1st level DFD

Login

Admin

Password

1.1
Authentication

Valid user

DATABASE

1.2
Patient Detail
Check up

Patient info

DATABASE

1.4
Treatment process

Lab Reports

1.3
Lab Process

Patient &lab report

1.5
Calculation Of bills

1.6
Generating
Reports

Report & Bill

Patient

DATABASE

DATABASE

Level 2 DFD (1.4)

Admitted patient

Lab report

1.4.1
Inpatient
Treatment

Database

Calculatio
n of bills

1.4.2
Outpatient
Treatment

Patient came for check-up

Database

Level 2 DFD (1.5

1.5.1
Inpatient
Billing

DATABASE
Health card amount

Calculate
Billing

Health card amount

Charges for outpatient
Lab Charge

Outpatient
Billing

Generating
report

DATABASE

DATABASE

Description of Module
Administration module:Input: - User Name, Password
Process Definition: - Login to the system
Output:-If login is successful then administrator can view and update the records.

Inpatient module:Input: - Inpatient detail

Process Definition: - Information about the treatment given to the patients who are admitted.
Output: - Information about the patient.
Interface with other module: - The inpatient details are necessary for lab reports and billing.

Outpatient module:Input: - Outpatient detail

Process Definition: - This module has the information about the treatment given to the patient
who are came to check up.
Output: - Information about the patient.
Interface with other module: - The outpatient details are necessary for lab reports and billing.

Lab module:Input: - Patient ID, Category

Process Definition:-Laboratory reports of the patient.
Output: - Lab report and charge.
Interface with other module: - This module requires information from inpatient and outpatient.
Modules
Billing module:Input: - Patient ID
Process Definition:-Calculates bill and deduct amount if any card facility is available.
Output: - Bill.
Interface with other module: - Billing module requires information from inpatient and
outpatient modules.

The technical needs of the system may include:

Front-end and back-end selection

An important issue for the development of a project is the selection of suitable front-end and backend. When we decided to develop the project we went through an extensive study to determine the
most suitable platform that suits the needs of the organization as well as helps in development of the
project. The aspects of our study included the following factors.
1) It must have a graphical user interface that assists employees that are not from IT
background.
2) Scalability and extensibility.
3) Flexibility.
4) Robustness.
5) According to the organization requirement and the culture.
6) Must provide excellent reporting features with good printing support.
7) Platform independent.
8) Easy to debug and maintain.
9) Event driven programming facility.
10) Front end must support some popular back end like Ms Access. According to the above
stated features we selected JAVA as the front-end for developing our project.

Back-end Selection:
1) Multiple user support.
2) Efficient data handling.
3) Provide inherent features for security.
4) Efficient data retrieval and maintenance.
5) Stored procedures.
6) Popularity.

7) Operating System compatible.

8) Easy to install.
9) Various drivers must be available.
10) Easy to implant with the Front-end.
According to above stated features we selected Ms-Access as the backend. The technical feasibility
is frequently the most difficult area encountered at this stage. It is essential that the process of
analysis and definition be conducted in parallel with an assessment to technical feasibility. It centres
on the existing computer system (hardware, software etc.) and to what extent it can support the
proposed system.

DATABASE DESIGN
1. Description
A database is a collection of information and is systematically stored in tables in the form of rows
and columns. The table in the database has unique name that identifies its contents. The database in
turn is further described in detail giving all the fields used with the data types, constraints available,
primary key and foreign key.
Database design is used to manage large bodies of information. In this database we describe all
the 4 tables available in the software, which are used to store all the records.

2. Data types and its description:

Fields in database table have a data type. Some of the data types used in database table are
explained below.

a) Integer:One optional sign character (+ or -) followed by atleast one digit (0-9). Leading and trailing
blanks are ignored. No other character is allowed.

b) Varchar:It is used to store alpha numeric characters. In this data type we can set the maximum number
of characters upto 8000 ranges by default SQL server will set the size to 50 characters large.
c)

Date/Time:Date/Time data type is used for representing data or time.

Patient Table:
Fields
Pid
name
age
weight
gender
address
phone no
disease

Data Type
Varchar(5)
Varchar(20)
int
int
Varchar(10)
Varchar(50)
int
Varchar(20)

Relationships
Primary Key
Not Null
Not Null
Not Null
Not null
Not Null
Not Null
Not Null

doctorid

Varchar(5)

Not Null

Doctor Table:
Fields
doctorid
doctorname
dept

Data Type
Varchar(5)
Varchar(15)
Varchar(15)

Relationships
Primary Key
Not Null
Not Null

Lab Table:
Fields
labno
pid
weight
doctorid
date
category

Data Type
Varchar(5)
Varchar(5)
int
Varchar(5)
Date/Time
Varchar(15)

Relationships
Primary Key
Not Null
Not Null
Foreign Key
Not Null
Not Null

patient_type

Varchar(15)

Not Null

amount

int

Not Null

Inpatient Table:
Fields
pid
room_no
date_of_adm
date_of_dis
advance
labno

Data Type
Varchar(5)
Varchar(50)
Date/Time
Date/Time
int
Varchar(5)

Relationships
Primary Key
Not Null
Not Null
Not Null
Not Null
Foreign Key

Outpatient Table:
Fields
pid
date
labno

Data Type
Varchar(5)
Date/Time
Varchar(5)

Relationships
Primary Key
Not Null
Foreign Key

Room Table:
Fields
room_no
room_type
status

Data Type
Varchar(50)
Varchar(10)
Varchar(10)

Relationships
Primary Key
Not Null
Not Null

Bill Table:

Fields
bill_no
pid
patient_type
doctor_charge
medicine_charge
room_charge
oprtn_charge
no_of_days
nursing_charge
advance
health_card
bill

Data Type
Varchar(50)
Varchar(5)
Varchar(10)
int
int
int
int
int
int
int
Varchar(50)
int

Relationships
Primary Key
Foreign Key
Allow Null
Not Null
Not Null
Not Null
Allow Null
Allow Null
Allow Null
Allow Null
Allow Null
Not Null

Software Requirement Specification

HARDWARE CONFIGURATION
Processor
Memory
Display
Hard disk Drive

:
:
:
:

Pentium 4 processor
1 GB RAM
14 LCD
80 GB

SOFTWARE CONFIGURATION
Operating System
Environment
Database

:
:
:

Windows XP professional, Windows7

JAVA
Ms-Access

Scope of the Project:1) Information about Patients is done by just writing the Patients name, age and gender.
Whenever the Patient comes up his information is stored freshly.
2) Bills are generated by recording price for each facility provided to Patient on a separate
sheet and at last they all are summed up.
3) Diagnosis information to patients is generally recorded on the document, which contains
Patient information. It is destroyed after some time period to decrease the paper load in the
office.
4) Immunization records of children are maintained in pre-formatted sheets, which are kept in a
file.
5) Information about various diseases is not kept as any document. Doctors themselves do this
job by remembering various medicines.
All this work is done manually by the receptionist and other operational staff and lot of papers are
needed to be handled and taken care of. Doctors have to remember various medicines available for
diagnosis and sometimes miss better alternatives as they cant remember them at that time.