Hospital Management System PDF

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Hospital Management System
Thesis · May 2018

DOI: 10.13140/RG.2.2.16459.28966
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ABSTRACT
MATARLO, MARLOU J. and ONIOT, JOHN BARTH Southern

Philippines Agri-Business and Marine and Aquatic School of Technology,
Malita, Davao Occidental, May 2018 “HOSPITAL MANAGEMENT
SYSTEM” Undergraduate Capstone Project.
Adviser: RHEA MAE L. PERITO, MSIS
The purpose of this study is to develop a computerized hospital
management system that will upgrade the quality of information
management and efficiency of the hospital employees using this study.
The study was able to produce the module that would administer patient
registration and admission details; a module that would manage the
admission bills and pharmaceutical payments; and a module that could
monitor medicine inventory of the hospital pharmacy.
Furthermore, the study used the Waterfall Methodology model that
followed a linear structure starting from preliminary investigation,
requirement analysis, design phase, implementation and maintenance.
Each phase guided the researchers in the development of the study and
helped them organized the work flow of each task.
In conclusion, the researchers found out that the system could speed
up the working progress and productivity of the hospital employees.
i
It could also generate hospital reports that could help the users to provide
an overview of the hospital transaction within specific date. It also
provided the facility for searching the details of the inquiring patient in the
receptionist module. The system could reduce the workloads in the
hospital resulting to a better management and working performance. In
general, the study resulted to a better improvement of the hospital
transactions.
It has been recommended that there was a need to enhance the
front end design of the system; add modules for the laboratory and
PhilHealth; and improve billing module, add functions to cater more
discounts and detailed enumeration of each receipt.
ii
HOSPITAL MANAGEMENT SYSTEM
MARLOU J. MATARLO
JOHN BARTH J. ONIOT
CAPSTONE PROJECT STUDY SUBMITTED TO THE FACULTY OF THE

SOUTHERN PHILIPPINES AGRI-BUSINESS AND MARINE AND
AQUATIC SCHOOL OF TECHNOLOGY, MALITA, DAVAO
OCCIDENTAL, IN PARTIAL FULFILLMENT OF
THE REQUIREMENTS FOR THE
DEGREE OF
BACHELOR OF SCIENCE IN INFORMATION TECHNOLOGY
MAY 2018
ACKNOWLEDGEMENT
The researchers would like to express their heartfelt gratitude and
appreciation to those people who became their inspiration in the making
of this capstone. To their capstone adviser, Rhea Mae L. Perito, for her
utmost support and guidance. For allowing them to experience new things
and teaching them how to be passionate and be more determined in
achieving their goals. To Professor Joselito J. Mebolos, for advising the
researchers on how to enhance their system output. To Obea Rizzi B.
Omboy, for sharing her ideas and knowledge which guided the
researchers in the improvement of their study. To Bailina P. Dalam for
assisting the researchers and to Antonette R. Albarracin, for helping them
improve their study.
To the Malita District Hospital staffs, for giving them the
opportunity to create a system. To their friends, for extending their time
to give full support and encouragement whenever they need them. To the
researcher’s loving family and for their strongest support, their undying
love, understanding, assistance, and encouragement were the very
reasons why they survived and worked hard to fulfill their goals. And
above all, to God Almighty, for making everything possible.

DEDICATION
To the loving family of Oniot and Matarlo, their beloved parents,
brothers and sisters, to their close and ever supportive friends, to fellow
SPAMATIANS, to their respective faculty and staff, and to all BSIT
students. This piece of project is humbly dedicated.

TABLE OF CONTENTS
PRELIMINARY PAGES PAGE
ABSTRACT i
TITLE PAGE iii
APPROVAL SHEET iv
ACKNOWLEDGEMENT v
DEDICATION vi
TABLE OF CONTENTS vii
LIST OF TABLES ix
LIST OF FIGURES x
LIST OF APPENDICES xii
CHAPTER
I BACKGROUND OF THE STUDY

Introduction 1
Objectives of the Study 3
Significance of the Study 3
Scope and Limitation of the Study 4
Definition of Terms 6
II REVIEW OF RELATED LITERATURE

Hospital Management System 8
Electronic Medical Record System 10
Design and Implementation of Hospital
Management System 14
Healthcare Information Systems 15
III TECHNICAL BACKGROUND

Technicality of the Study 19
Details of the Technologies Used 20
How the Project Works 21
IV METHODOLOGY
Research Locale 32
Population of the Study 33
Operational Feasibility 33
Technical Feasibility 36
Compatibility Checking 37
Relevance of the Technology 39
Schedule Feasibility 40
Economic Feasibility 41
Data and Process Modelling 44
Object Modelling 53
Data Design 60
Security 67
Software Specification 67
Hardware Specification 68
Programming Environment 70
Test Plan 71
V SUMMARY, CONCLUSION
AND RECOMMENDATIONS
Summary 73
Conclusion 74
Recommendations 75
BIBLIOGRAPHY 76
APPENDICES 78
CURRICULUM VITAE 123
LIST OF TABLES
TABLE PAGE
1 Result of Compatibility Checking for the Server PC 38
2 Result of Compatibility Checking for the Client PC 38
3 Development Cost of the Project 42
4 Projected Annual Gain 43
5 Projected Annual Cost 43
6 Return of Investment 44
7 Data Dictionary of the Project 63
8 Software Specification 68
9 Hardware Specification 69
10 Test Plan 72
LIST OF FIGURES
FIGURE PAGE
1 Waterfall Model 22
2 Malita District Hospital Vicinity Map 25
3 Functional Decomposition Diagram 28
4 Gantt Chart 33
5 IPO Diagram 38
6 System Flowchart 39
7 Flowchart of Administrator Module 40
8 Flowchart of Receptionist Module 41
9 Flowchart of Head Nurse Module 42
10 Flowchart of Pharmacist Module 43
11 Flowchart of Billing Officer Module 44
12 Context Diagram 45
13 Data Flow Diagram 46
14 Use Case Diagram 47
15 Class Diagram 48
16 Activity Diagram of Receptionist 49
17 Activity Diagram of Head Nurse 50

18 Activity Diagram of Pharmacist 51
19 Activity Diagram of Billing Officer 52
20 Sequence Diagram of System Users 53
21 Entity Relationship Diagram 55
22 Deployment Diagram of the System 64

LIST OF APPENDICES
APPENDIX PAGE
I Relevant Source Code 77
II Sample Input/Output/Reports 87
III User Guide 91
IV Grammarian’s Certification 113
V Test Plan 114
VI Relevant Documents 115

CHAPTER 1
BACKGROUND OF THE STUDY
Introduction
The population in various countries is increasing rapidly every year,
and a lot of people have seen the need of health care. Health cares are
one of the most essential needs of a man. It is a necessity according to
Agnes (2011) at the University of Nigeria; the hospital is an institution for
health care that provides patient treatment by specialized staff and
equipment. Hospitals are largely staffed by professional physicians,
surgeons, and nurses. It is a place where patients visit for medical check-
up or treatment.
Hospital workflows are done within twenty-four hours. Due to this
reason, the hospitals need efficient management. According to Toussaint
(2015), hospitals can’t improve without better management systems. In
Toussaint’s perspective, management is a significant part of today’s cost
and quality crisis in health care. This is the reason why suitable hospital
needs and appropriate medical management must be present to deliver

applicable healthcare facilities. However, there are still several hospitals in
the country that uses paper works in the management.
In line with this, the researchers found out that the Malita District
Hospital located at National Highway Road, Poblacion, Malita, Davao
Occidental is using Microsoft Excel format in most of their computer
transactions. Though they have computers on each department, the work
process is still laborious and time consuming. The employees still need to
check the excel files every time there are inquiries about hospital records
without proper system.
Each staff will look through their Excel files or printed files for each
patient profile since all the computers are not connected to each other.
Though there are existing computers, updating of information is done
separately. Due to this reason, recording and maintaining all the records is
highly unreliable, incompetent and error-prone.
The researchers would like to propose the Malita District Hospital
Management System, a project which could have a computerized billing
and management system. The core purpose of this project is to centralize
the information process done by connecting all the existing computers
through the Local Area Network. Using this system, billing and recording
of transactions of the hospital will be improved and will be well-structured.

Objectives of the Study
Generally, the project aimed to maintain basic hospital transactions
using a computerized system. It would provide an organized management
tool for the hospital in replacement of the existing system. The main
purpose of the project was to accelerate the management transactions of
the hospital. Specifically, the project aimed to:
1. Create a module that will administer patient’s information
and admission;
2. Create a module that will manage admission bills and
pharmaceutical payments; and
3. Create a module that monitors medicine inventory of the
hospital pharmacy.
Significance of the Study
The study is important to the hospital patients since they could
have medical information without experiencing delays and incorrect
information. If they wanted to access their medical history, they would not
be going through a difficult process. The hospital especially the pharmacy
and billing department would not go through a lot of paper reports when
it comes to payments and accounting records. The use of paper would still
be there but it could be reduced so that excessive paper loads would not
be a problem.
The study was also significant to the staffs since they would be
able to register, update, delete, and search information within the system.
It was beneficial to the hospital since it could improve their management
through connecting all their existing computers in one system. In general,
the study was important to the hospital and patients for it could serve as
an applicable tool to maintain the productivity and quality of service in the
hospital.
Scope and Limitation of the Study
The study focuses on the basic access and use of hospital-related
information, most especially the computerization of management
transactions for the hospital employees. The Malita District Hospital have
departments operating in a day-to-day basis. However, the researchers
would cater five departments namely: Administrative, Emergency, Out-
Patient, Pharmacy, and the Billing.
In registering or admitting the patients, the hospital had two
entrances: the Emergency Department and the Out-Patient Department

and these were being covered in the system in the patient registration
module. The billing transaction and the inventory of the hospital
medicines was also part of the project, as well as the room availability.
The users of this study could easily record and keep the patient
details necessary for the hospital. They could also access the records due
to the centralization of data and could print necessary records and
manage their level of usage. The system could not diagnose what type of
illness a patient had. Recording of illness information was not part of the
system’s purpose since it was the doctors’ duty to facilitate the diagnosis.
And lastly, the study doesn’t need to be published online.
Definition of Terms
Administer – this is the main process of the system where it operates a
certain function especially in the patient registration
Authentication – this involve confirming the identity of the system user
ensuring that the access being granted for is valid.
Centralize – this is the type of computer architecture used by the
researchers where most of the processing performed is done in a
central server computer.

Client Personal Computer – these are the computers being granted
access for by the computer server which stored the system
application and database of the hospital.
Data – this comprises of raw facts and figures that are processed by the
system to produce valuable information.
Ethernet Cable – this is the network cable used in the system in order to
connect all the existing computers to communicate with one
another.
Foreign Key (FK) – is the foreign key in the database used by the
system
Input – this means collecting and entering data into the computer
system.
Inventory – refers to the electronic method of records used by the
system for storing drugs or medicines that the pharmacy holds.
Output – this means getting some useful information out of the system.
Patient Information – this is the identifiable information in medical
records regarding the patients with their given data
Primary Key (PK) – is the primary key in the database used by the
system.
Pharmaceutical Payments – this is the process of the system where it
can manage billing order and transactions relating to medicinal
drugs
Validation – validation is the process of checking that a software system
meets specifications and that it fulfils its intended purpose.
User – these are the persons who interact with the system through a
system interface in order to input data or extract information
from the system.

CHAPTER II
REVIEW OF RELATED LITERATURE
Hospital Management System
According to Toussaint (2015), hospitals can’t improve without
better management systems. In Toussaint’s perspective, management is a
significant part of today’s cost and quality crisis in health care. This is the
reason why suitable hospital needs and appropriate medical management
must be present to deliver applicable healthcare facilities.
According to Agnes (2011) there must be a planned approached
towards work. And thus, the activities within the hospital must be well
planned and organized. In line with this, the researchers found out that
the level of accuracy in handling hospital information must be done
accordingly and accurately. Conclusively, the errors are not completely
eliminated, but they are reduced.
Hospital Management System is powerful, flexible, and easy to use
and is designed and developed to deliver real conceivable benefits to
hospitals. Prasanth and Sailaja (2014) stated that hospital management
system is to computerize the front office management which deals with

collection of patient information, diagnosis details, and even the billing
details.
The researchers have found out that the computerization of
hospital management system has become a necessity and has become the
new standard. By implementing this technology adoption, the researchers
also found out that the need of easy access to patient information and
history are significantly increasing.
According to Kaelber et al., (2008), patients, policymakers,
providers, payers, employers, and others have increasing interest in using
personal health records (PHRs) to improve healthcare costs, quality, and
efficiency. They stated that many healthcare information technology
vendors and healthcare providers already have the tools available to PHRs
to their customers and patients. For example, an estimated 50 million
patients see healthcare providers who use the EPIC EHR (Electronic
Health Record) software system. The researchers concluded that in order
to achieve this improvement, an upgrade of the hospital management was
necessary.
Previous reviews of research on electronic health record (EHR) data
quality have not focused on the needs of quality measurement. Chan et
al., (2010) reviewed empirical studies of EHR data quality, with an

emphasis on data attributes relevant to quality measurement. They stated
that many of the 35 studies reviewed examined multiple aspects of data
quality. 60% percent evaluated data accuracy, 57% data completeness,
and 23% data comparability.
Electronic Medical Record System
According to Park et al., (2008) the use of an electronic medical
record system for mandatory reporting of drug hypersensitivity reactions
has been shown to improve the management of patients in the university
hospital in Korea. The researchers found out that the report rate of past
DHSRs (drug hypersensitivity reactions) was greatly increased and the
estimated incidence of new events decreased under the new system. The
occurrence rate of new DHSRs during hospitalization, which were caused
by the repeated administration of the agents previously suspected as
culprit drugs enormously, decreased from 15% of previous system to 1%
of new system. The researchers concluded based on the study that the
mandatory reporting system for past DHSRs and the supervision by allergy
specialists appear to be important in improving the management of
patients with drug hypersensitivity and in preventing the occurrence of
DHSRs in a general hospital.

According to Blumenthal and Tavenner (2010), the widespread use
of electronic health records (EHRs) in the United States is inevitable. EHRs
will improve caregivers' decisions and patients' outcomes. Once patients
experience the benefits of this technology, they will demand nothing less
from their providers. Hundreds of thousands of physicians have already
seen these benefits in their clinical practice.
According to Wager et al., (2014) physicians and staff indicated
that the EMR system has changed not only how they manage patient
records but also how they communicate with each other, provide patient
care services, and perform job responsibilities. The EMR is also perceived
by its users to have an impact on practice costs. Although in most
practices physicians and staff were unaware of actual expenses and cost
savings associated with the EMR, those in practices that have eliminated
duplicate paper-based systems believe they have realized cost savings.
According to Shachak (2009), the use of EMR exerts both positive
and negative impacts on physician–patient relationships. The negative
impacts can be overcome by some simple means as well as better designs
of EMR systems and medical education interventions. Physicians’ everyday
practices of integrating EMR use into the clinical encounter as well as
better design of EMR systems and EMR and communication training may
facilitate PDC in computerized settings. Shachak used a qualitative, grounded theory‐like approach to
analyse the data.
According to Lau et al., (2012) currently there is limited positive
EMR impact in the physician office. To improve EMR success one needs to
draw on the lessons from previous studies such as those in this review.
They included 27 controlled and 16 descriptive studies and examined six
areas: prescribing support, disease management, clinical documentation,
work practice, preventive care, and patient-physician interaction. Overall,
22/43 studies (51.2%) and 50/109 individual measures (45.9%) showed
positive impacts, 18.6% studies and 18.3% measures had negative
impacts, while the remaining had no effect. Forty-eight distinct factors
were identified that influenced EMR success. Several lessons learned were
repeated across studies: (a) having robust EMR features that support
clinical use; (b) redesigning EMR-supported work practices for optimal fit;
(c) demonstrating value for money; (d) having realistic expectations on
implementation; and (e) engaging patients in the process.
In conducting their study, they had three practising physicians (MP,
JB, CP) on the review team to assist in study selection and synthesis to
ensure the relevance of their findings. One researcher searched two
online databases - Ovid MEDLINE® and CINAHL® in early 2010 using

search strategies prepared with the assistance of a medical librarian. The
search covered combinations of concepts for electronic medical record,
office practice, physician and impact. Lau and his group limited their
search to English articles published in the last decade as they were more
likely to be relevant than those from earlier periods (from 2000 to 2009).
After removing duplicates from the combined MEDLINE® and CINAHL®
searches one reviewer did the preliminary screening of all citations. Full-
text review of the articles was done by two teams of two reviewers (one
researcher and one physician per team). The third physician (MP) was the
tie-breaker. The final article selection for analysis was done by consensus.
Corresponding authors of original articles were contacted to verify the
setting if needed.
In conclusion, the researchers found out that several important
themes emerged. The organizational context in which the system is
implemented is important. Effective leadership, the presence of a system
champion, availability of technical training and support, and adequate
resources are essential elements to the success of the EMR (electronic
medical records). The researchers also found out that the physicians who
use electronic health records believe such systems improve the quality of
care and are generally satisfied with the systems.

Design and Implementation of Hospital Management System
According to Liu (2016), the problem of design and implementation
of hospital management system is of great importance in modern hospital.
Liu stated that the system must be made of several parts such as:
marking card, registration, medical treatment, drug information
management, pharmacy dispensing, emergency, data dictionary
maintenance, database backup, report printing and so on. There are
seven function modules that are to be considered, including: Emergency
Register Management, Price Making, Charge, Nurse Station Management,
Report Printing, Pharmacy Dispensing, and Data Dictionary Maintenance.
Based on the above design, the system can provide high quality
treatments and good services for patients and their families.
According to Ren et al., (2017) hospital information system is
considered as one of the most important branches of the Medical
Informatics by the International Academia Community, with the essence
of integrating all the hospital departments into a large information
network to facilitate the whole hospital system. Given the issue of
“difficult to be hospitalized” in China, a set of safe, stable and easy-to-
handle beds resource management information system was developed by

the Hospital Information Department (HID) using PowerBuilder, the MVC
model and the Oracle database. This system improved the efficiency of
bed resource management, enabled interdisciplinary collaboration across
departments, and significantly reduced the average hospital stay of
patients.
Healthcare Information Systems
With the increasing applications of electronic medical record
systems, many hospitals have accumulated rich clinic data in format of
distribution and heterogeneity (Cai et al., 2014). In order to efficiently
fulfil the integration, Linked Data Model is extended and used to design a
method for personal electronic medical data searching and integration.
Personal electronic healthcare records are constructed through
linked information net. The prototype demonstrates that the proposed
method is effective and efficient. The ability of external investigators to
reproduce published scientific findings is critical for the evaluation and
validation of health research by the wider community (Hemingway et al.,
2017). With the complexity, volume and variety of electronic health
records made available for research steadily increasing, it is critical to

ensure that findings from such data are reproducible and replicable by
researchers.
According to Tarride et al., (2011) the introduction of health
information technology (HIT) into the medication management process
holds the promise of reducing adverse drug events (ADEs), increasing
efficiency of care delivery, improving quality of care, reducing costs, and
saving money over the longer term. However, even if these technologies
are effective, they are complex and expensive to acquire, implement, and
maintain.
Electronic systems that collect, process, or exchange health
information about patients and formal care givers; medication
management information technology that was integrated with at least one
HIT system that processed patient-specific information and provided
advice to the healthcare provider or patient or dealt with transmission or
order communication between pharmacist and clinical prescriber. Any
article that included an economic component was tagged and underwent
further screening. For this review, full and partial economic evaluations
were eligible for inclusion. A full economic evaluation is the comparative
analysis of alternative courses of action in terms of both costs and
consequences, and these were further classified into one of the three
categories: (1) cost-effectiveness analysis; (2) cost-utility analysis; and (3)
cost-benefit analysis.
Following the January 2010 earthquake in Haiti, the Israel Defense
Force Medical Corps dispatched a field hospital unit (Levy s 2010). A
specially tailored information technology solution was deployed within the
hospital. The solution included a hospital administration system as well as
a complete electronic medical record. A light-weight picture archiving and
communication system was also deployed. During 10 days of operation,
the system registered 1111 patients.
The network and system up times were more than 99.9%. Patient
movements within the hospital were noted, and an online command
dashboard screen was generated. Patient care was delivered using the
electronic medical record. Digital radiographs were acquired and
transmitted to stations throughout the hospital. The system helped to
introduce order in an otherwise chaotic situation and enabled adequate
utilization of scarce medical resources by continually gathering
information, analysing it, and presenting it to the decision-making
command level.
The establishment of electronic medical records promoted the
adequacy of medical treatment and facilitated continuity of care. This

experience in Haiti supports the feasibility of deploying information
technologies within a field hospital operation. Disaster response teams
and agencies are encouraged to consider the use of information
technology as part of their contingency plans.
The information system was designed to meet two primary
objectives. The first was to serve as an administrative platform for the
field hospital and to enable hospital command to make informed
operational decisions, based on real-time accurate information. The
second was to enable advanced case management at the individual
patient level by establishing an electronic medical record. The solution
scheme had to include a means of distributing digital radiographs
throughout the hospital because of the introduction of a computerized
radiography machine as part of the hospital's standard equipment.

CHAPTER III
TECHNICAL BACKGROUND
Technicality of the Study
The proposed study was only a project that would use a local area
network for connecting of computers. The study needed hardware
components such as a complete set of computers and basic input and
output devices to keep the computer running. The software used were
Netbeans Integrated Development Environment (IDE), Java programming
language, iReport, Microsoft Word, Windows Operating System not later
than XP with at least 2GB of RAM, and MYSQL Database. The researchers
used the combination of the software and hardware in order for the study
to be functional and technical.
On the other hand, the hospital has existing computers which can
be used for the implementation of the system. As for the software, they
are currently using Microsoft Excel for keeping their records maintained by
authorized personnel. They don’t have internet connection and their
computers are not connected by a local area network. The hospital also
has staffs which are already Information Technology graduates which
could maintain the proposed system.
Details of Technologies Used
The proposed project needed software to create and edit necessary
images for the system and thus, the researchers chose Adobe Photoshop
for the image processing. The database used was MYSQL Database to
save and retrieve information of the system and this was installed in the
existing computers in the hospital. MYSQL served as the database
software for storing and retrieving data which could generate later as
information.
The researchers used Netbeans version 7.0 using JAVA as the
programming language for the system codes. The researchers chose JAVA
since it was a cross-platform language that would be compatible with the
existing computers in the hospital. To generate the necessary reports for
the system, the researchers installed the iReport plugin to Netbeans
software. JAVA programming language was used to create application on
the computer. This was used to create complete applications that could
run on a single computer or be distributed among servers and clients in a
network.
Netbeans Integrated Development Environment (IDE) would let the
researchers quickly develop Java desktop, mobile, and web applications as
well as HTML. The IDE also provided a great set of tools for PHP, C and
C++ developers. It was free and open source and had a large community
of users and developers around the world. MYSQL was the application to
be used for a wide range of purposes, including data warehousing, e-
commerce, and logging applications. Since the hospital already had
existing computers, these said computers were used to store and install
the completed project.
How the Project Works
The project was a computerized system that could automate
processes managing the Malita District Hospital and its billing transactions.
It could also help in updating of patient information. The project needed a
LAN (Local Area Network) features in order for the system modules to
communicate with each other - a client and server type of service. This
project did not necessarily need internet connection.
The project used the Waterfall Methodology Model. It followed a
linear structure starting from preliminary investigation, requirement
analysis, design phase, implementation and maintenance. Each phase of

this project had sub phases which produce expected output results.
Requirements were fixed at initial stages before proceeding with
development plans. In the figure below, the first phase of the project was
the requirements phase. The researchers were obliged to investigate the
necessary information from the hospital in order to determine the exact
needs of the project implementation. The researchers conducted
interviews and investigations with the hospital personnel to gather data
and requirements for the project. The researchers were provided with
necessary documents such as sample of printed forms and receipts of the
hospital. These sample forms were used by the researchers to design the
system in the next stage.
Figure 1. Waterfall Model

The researchers proceeded to the second stage which was the
design phase after conducting necessary investigations. Since the data
being gathered from the previous stage was fixed and organized, the
researchers planned the design of the project based on the gathered
requirements and data. At this point also, the researchers had started the
coding and building of the system. They also created the diagrams and
flowcharts for the system modules. The administrator, receptionist, head
nurse, pharmacist and billing officer modules were designed and the
workflows were visualized through flow charts.
The third phase of the model was the implementation. After the
researchers completed the system codes, they proceeded to the
deployment of the entire project. The researchers executed the system in
actual working computers to test whether it would run or not. After
implementing the system, the researchers tested it on each module in the
fourth phase, called the verification process.
In the verification phase, each module was tested and the
researchers encountered that there were certain modules which had
errors, and the researchers resulted to fix the errors. The researchers
conducted a test plan which allowed the users to test the existing modules
if it’s working or not. The researchers allowed the user to use the system
in order to determine if all the functions were running, and that the
objectives of the project were met.
The researchers completed the final phase, which was the
maintenance phase. In this phase, the researchers made necessary
changes in the system codes that were missed out during the testing
stage. Any errors and bugs encountered in the verification phase were
also fixed at this phase.

CHAPTER IV
METHODOLOGY
Research Locale
The project was conducted at Malita District Hospital, located at
National Highway Road, Davao Occidental. Malita District Hospital was the
only government hospital in the province of Davao Occidental.
Figure 2. Vicinity Map of Malita District Hospital

Population of the Study
The study covered the administrator which was responsible in
monitoring the system’s general performance, including the staff
registration. Any authorized personnel of the administrator could also
manage the system. The main users of the system were the
administrator, receptionist, billing officer, pharmacist and the head nurse.
The patients and doctors of the hospital were also part of the population
of the study.
Operational Feasibility
During the preliminary investigation, the researchers found out that
the hospital had discussed the necessity of computerization of their
transactions. In this regard, the proposed project was very relevant to
their current situation and thus, the users would not be hesitant to accept
it. The management also support the project since it is a necessity to the
hospital.
The system that the developers proposed did not result to
workforce reduction. There was no need to reduce the current workers
since they were already literate on using computers. In training the users,
the researchers were capable of providing the materials needed such as
user manual or user guide to be given to the users upon the project
completion. They could also provide personal training to the users when
needed.
On the other hand, the patients of the hospital would experience a
slight transition from existing management to centralized management
system. However, the patients did not need to adjust so much since the
hospital work flows were still the same.
Legal and ethical issues needed to be considered in the
development of the system. Though the system was computerized, the
researchers considered the official receipt of the hospital to be integrated
in the system. The official receipt was necessary for legal purposes. The
users were encouraged by the researchers to accept it as a necessity for
the upgrade of the hospital. In summary, an organized planning was
made to determine how much effort and care would go into the
developing of the system including the training to be given to the users
when needed.
Figure 3 below showed the functional decomposition diagram that
corresponds to the functional relationships as to how the processes were

developed. It mainly focused on how the overall functionality was
developed and its interaction between the users and the system.
Figure 3. Functional Decomposition Diagram
Technical Feasibility
The researchers had the necessary hardware, software and
network resources such as laptop, software applications like JAVA and
Netbeans IDE, and network cables for connecting the server and client
computers during the development and testing implementation.

The researchers were capable of creating the system using the
JAVA programming language with the help of reliable internet resources
for online learning. The proposed platform had sufficient capacity for
future needs since it was a cross-platform capable of upgrading. There
was not a need of prototype for the system since it was a software
application, not a hardware.
The hardware and software used by the researchers were reliable.
The system would interface properly with the existing systems operated
by the users and customers since it was based on the original workflow of
the hospital. The researchers included performance specifications such as
specifying that the server computer needed at least 4GB RAM and the
client computer needed at least 2GB RAM in order to perform well.
The affected employees were screened by the hospital
administrators to see who were most capable to learn on how to use the
system. On training the users, the developers provided the essential
trainings and instructional materials.
The users of this project already had several existing computers in
the hospital that was used for implementation. The regular employees
were already knowledgeable on using the computers; however, not all the
employees were literate on computers so most of them needed to

undergo training. The technical needs of the project also included the
facility to produce output in a given time. This satisfied the user
requirement by specifying equipment and software and hardware. The
project had the ability to process the hospital transactions at a particular
speed and to facilitate data.
Compatibility Checking
In order for this project to work, the researchers made sure that
the system was compatible to the software and hardware requirement of
the end-users. The equipment included was the following: any inkjet
printer and any physical computer that could run JAVA language and
MYSQL database with at least having a 2GB RAM memory.
The software compatibility checking was done through investigating
the existing computers in the hospital. The researchers found out that
they were using Windows-based computers which were compatible with
the software used which was JAVA, a cross-platform software. The
existing computers had 2GB RAM running in a 32-bit Operating System
which was compatible with running JAVA codes. The table below showed
the compatibility checking of the system.

Table 1. Result of Compatibility Checking for the Server PC
WINDOWS 7 WINDOWS 8 WINDOWS 10

SYSTEM
Windows 7 X64- Windows 7 X64- Windows 7 X64-
bit and X32-bit bit and X32-bit bit and X32-bit
Malita District
Hospital
Management √ √ ×
System
Table 2. Result of Compatibility Checking for the Client PC
WINDOWS 7 WINDOWS 8 WINDOWS 10

SYSTEM
Windows 7 X64- Windows 7 X64- Windows 7 X64-
bit and X32-bit bit and X32-bit bit and X32-bit
Malita District
Hospital
Management √ √ ×
System
Relevance of the Technologies
The hardware and software configuration were relevant to the
completion of this project. It was important for the researchers to have a
compatible computer unit in the duration of this project so that it would
not delay the tasks, and also to avoid computer lags while making the
programming codes. A 500 GB hard disk was only appropriate to conduct
this study since the system itself would handle a huge data. A 2GB RAM
was already compatible to make the program running. The end users
would need to upgrade the storage if necessary.
Figure 4 was the schedule of activities to be done during the whole
period of the system development. The tasks and the duration of time
were also included to serve as a guideline for monitoring the progress of
the project. The schedule helped the researchers of this project to track
the activities including the delayed tasks, and also to determine the
suitable schedule for the system building.

Schedule Feasibility
2017 2018
Activity
Task Jul Aug Sep Oct Nov DecJan FebMar Apr
May
Jun
(Weeks)
12 3 4
Requirements
Design
Implementation
Verification
Maintenance
Documentation
Legend:
Activity Done in 2017
Activity Done in 2018
Figure 4. Gantt hart

Economic Feasibility
The system was economically feasible due to its capability to regain
the cost of operating procedures used by the hospital because it was
cheaper than hiring additional manpower to increase or to speed-up
processes. As a result, the hospital benefited economically with
computerized data processing, large data storage and efficient results.
Another advantage was that employees could still work on other task
since they didn’t have to consume much time in processing manual
transactions.
The hospital had eight computers currently being used. These
computers were already beneficial to the hospital since they didn’t need to
buy new sets. These computers had 2GB RAM and could manage to run
the system. Table 3 showed the cost and benefit of the system. Since the
hospital already had existing computers, there was no more need to buy
another set of computers. However, necessary expenses were also
included in this analysis.

Table 3. Development Cost of the Project
PERSONNEL
Quantity Particulars Amount
2 System’s Programmer/Builder (180 days

Php 36,000.00
@ 200.00/day)
Sub-total 36, 000.00
EXPENSES
2 Travel Expenses 500.00
1 Printing Expenses 500.00

1 Research Expenses 500.00
Sub-total 1, 500.00
SOFTWARE AND HARDWARE
1 Local Area Network (2 meters) Php 30.00
Sub-total 30.00
Total Development Costs Php 37, 530.00
Table 4. Projected Annual Gain
QUANTITY
Particulars Amount
50 Set of Pens (@ 8/each) Php 400.00
10 Short Bond Paper (@ 150/ream) 1, 500.00
Subtotal 1, 900.00
Total Projected Annual Gain 1, 900.00
Table 5. Projected Annual Cost
PERSONNEL
1 System’s Programmer for

maintenance (12 days @ 500/day) Php 6, 000.00
Subtotals 6, 000.00
EXPENSES
1 LAN Cables 40 meters for

Php 100.00
hardware maintenance
Subtotal 100.00
Total Projected Annual Costs 6, 100.00
Return of Investment Computation
ROI ={Gains / (Total Development Cost + Projected Annual Costs)} * 100
ROI = {1, 900.00/ (37, 530.00 + 6, 100.00)} * 100
ROI = {1, 900.00/ (43, 630)} * 100

ROI = {0.04} * 100
ROI = 4
The computation of ROI (return of investment) resulted to 4%. The
researchers therefore strongly recommend the system to be acquired by
the client since it is found to be beneficial for them.
Data and Process Modelling
Figure 5 is the input-process-output diagram was a widely used
approach in system analysis. Using this diagram the structure of an
information processing program of the system was described. The input
showed the details of what types of information the system would accept.
The process described the programs to be executed and the transactions
to be done by the system. The output also described the expected result.
INPUT PROCESS OUTPUT
 Staff Details  Hospital

 Register to
 Patient Details Records
 Medicine Database  Printed
 Validate
Details Receipts
Transaction 
 Billing Details Information
 Save Data
 Admission
Details
Figure 5. IPO Diagram
Figure 6 showed the flowcharts of the users when the system
loads. There were different users of the system: the administrator, head
nurse, pharmacist, receptionist and the billing officer. The diagram
showed the complete flow chart on how the system works.
The figure illustrated the general flow of the system. The system
user could input their details in the system and the system would verify if
the user exists or not. Once the user is verified, they would be directed to
the dashboard displaying their specific functions based on their job roles.
In general, the user could manage their own dashboard, update
information, check history or hospital records, and then print necessary
records and receipts.

Figure 6. System Flow Chart
Figure 7 illustrated the administrator of the system which could
register the users and manage the system settings and maintenance. The
administrator could view necessary reports generated from the gathered
data.
Figure 7. Flow Chart of Administrator Module
Figure 8 was the flow chart of the receptionist. The receptionist
could either be the nurse, or any regular employee in the hospital which
was assigned to the receptionist desk. The receptionist would handle the
patient registration coming from the Emergency Department or from the
Out-patient Department.
Figure 8. Flow Chart of Receptionist Module
Figure 9 was the flow chart of the head nurse. The head nurse
could manage the patient release order granted manually by the attending
doctor of the admitted patient and they could also view the patient
history. By logging in to the system, the head nurse could manage
whether the patient was ready to go home or not.

Figure 9. Flow Chart of Head Nurse Module
Figure 10 was the flow chart of the pharmacist. The pharmacist
could login to the system. He or she could manage the inventory and
check the status of medicines availability. The pharmacist could also print
the pre-ordered list of medicines to the patient and the total amount. The
pre-ordered list was the patient’s itemized order of items in the pharmacy
and its total amount dues which was to be paid at the billing department.
Figure 10. Flow Chart of Pharmacist Module
Figure 11 was the flow chart of the billing officer. He or she could
login to the system and manage the billing transactions of the patient as
well as the pharmaceutical payments. The billing officer could also view
the patient billing status and clear the patient’s billing statement in order
for the patient to finally check out.

Figure 11. Flow Chart of Billing Officer Module
Figure 12 was the context diagram. The admin could access the
system as shown in the diagram, and then the system would process the
transaction and gave results to the administrator. The receptionist, billing

officer, pharmacist, and the head nurse were also the same. These users
could access the system using their own registered accounts then the
system would process the data.
Patient
Administration Billing
Discharge Slip
PatientInform
ation
Malita District
Hospital
Management
System
Product Details
Availability
Reception Nurse Department

Stock
Pharmacy
Figure 12. Context Diagram

The data flow diagram was used to see the flow of data from an
entity to a process to the data in a more detailed perspective. Figure 13
below showed a more detailed processes and flow of the system.
Figure 13. Data Flow Diagram

Object Modelling
The diagram below illustrated the roles of the people covered by
the system and their interactions. There were five users of the system:
the administrator, the billing officer, receptionist which is the nurse,
pharmacist, and the head nurse.
Figure 14. Use Case Diagram

Figure 15 below showed the different classes under Malita District
Hospital Management System. The entities and its subclasses were also
being illustrated by the arrow. The arrow indicated that the source type
had a relationship with the target type.
Figure 15. Class Diagram

Figure 16 below showed the workflow from the start to the finish
point of the system. It showed how the receptionist works and how the
system runs in the receptionist user. The receptionist will accept inquiries
from the patient and input the details into the computer. Written forms
from the patient are optional. The receptionist checks the system and
returns the information to the inquiring patient with a printed output.
Figure 16. Activity Diagram for Receptionist

Figure 17 below showed the workflow of the head nurse in the
head nurse module. It showed how the head nurse works using the
module. The patient could inquire for available doctors and asked for
approval of release. The head nurse could check the system for the
patient admission status. The head nurse could also input approval of
release to the patient once the attending doctor gives the order. The
patient may go home once the approval is confirmed.
Figure 17. Activity Diagram of Head Nurse

Figure 18 below showed the workflow of the pharmacist and
patient. It showed how the pharmacist works with the patient. The
pharmacist could manage medicine inventory and medicine inquiries. The
pharmacist could print the order and gives it to the patient. And then the
patient pays the bills to the billing department. The patient will return the
printed receipt to the pharmacist and will check it. If the official receipt is
present, the pharmacist releases the medicine to the patient.
Figure 18. Activity Diagram of Pharmacist

Figure 19 showed the workflow of the billing officer and the
patient. It showed how the billing officer works and the flow of using the
system. The patient could pay bills to the billing officer and the billing
officer processes the details. The billing officer confirms the payment and
releases official receipt to the patient. Once the patient is cleared on his or
her charges, the hospital could release the patient.
Figure 19. Activity Diagram of Billing Officer

Figure 20 below displayed the overall workflow of the system and
its interaction with the users. It also shows the function of each entity.
Figure 20. Sequence Diagram of System Users

Data Design
This entity relationship of tables provided graphical presentation of
database table, their columns, and relationships to each other. The
database structure was composed of users, available doctors, inventory,
bills, reports, patients, and other entities which were connected to each
other to provide sufficient information for maintaining the system.
Data design was the process of producing a detailed data model of
a database. This data model contained all the needed logical and physical
design choices and physical storage parameters needed to generate a
design in a data definition language, which can then be used to create a
database. Figure 21 showed the data design used by the researchers to
complete the system.
The arrow with triangular shape on its end showed its relationship
with the arrow on its opposite side. The endpoints arrow with linear shape
explained one-to-one relationship. The linear shape arrow with a
triangular shape on its end showed the one-to-many relationship.

Figure 21. Entity Relationship Diagram
Table 7. Data Dictionary of the Project
PK FK
ATTRIBUTE
TABLE NAME CONTENTS TYPE FORMAT REQUIRED OR REFERENCED
NAME
FK TABLE
tbl_users id_type ID of Int(10) Y P

user K
fullName Varchar xxxxx Y
user (45) xxx
userPass Y
userna
word Varchar Xxxxx
me
(45) xxx
user
Passwo
rd
tbl_head nurse_id Nurse Int(19) Y P

nurse ID K
nurseNa Varchar Xxxxx Y
me Full (45) xxx
Y
name
departm Varchar Xxxxx
ent Depart (45) xxx
ment
Type
tbl_patie patientN Patient Int(10) Y P

nts um ID K
Double Y
philhealt Philheal (10)
Y
h th ID
Varchar
Y
regDate Date (45)
Registe
address Varchar
red
(45)
Address
tbl_admi add_id Id of Int(10) Y P patientNu
ssion Admissi K m
patientN Varchar Xxxxx
on
um (45) xxx
Patient
dateOfa Varchar Xxxxx
ID
d (45) xxx
Date
dateEnd Varchar Xxxxx
Admissi
(45) xxx
doc_id on
Varchar Xxxxx
ward_id Admissi
(45) xxx
on End
diagnosi
Int(10)
sID Doctor
ID Int(11)
Ward
ID
Diagnos
is ID
tbl_inven id_inven Invento Int(10) Y P

tory t ry ID K
Int(10) Y
prodCod Product
Varchar Y
e Code
(45)
Xxxxx Y
prodNa Product
Varchar xxx
me Name Y
(50)
Xxxxx
category Product Y
Int(10) xxx
Categor
price Y
y Int(10)
stocks Product Varchar Xxxxx
Price (45) xxx
dateAdd
ed Availabl
e
Stocks
Date
Added
tbl_bills bill_id Id Bill Int(10) Y P patientNu

K m
transCod Transac Varchar Xxxxx Y
e tion (45) xxx
Y
Number
patientN Varchar Xxxxx
Y
um Patient (45) xxx
ID Y
billType Varchar Xxxxx
Categor (45) xxx Y
totalAmt
y
Double Xxxxx Y
discount
Amount (10) xxx
disAmt Charge
Varchar Xxxxx
Discoun (45) xxx
t Type
Int(10)
Discoun
t
Amount
tbl_room room_id Room Int(10) Y P

ID K
type Varchar xxxxx Y
Room (45) xxx
unitPrice Y
Type
Varchar xxxxx
numbed Y
Room (45) xxx
Price Varchar xxxxx
(45) xxx
Number
of Beds
tbl_bed bedID Bed ID Int(10) Y P room_id

K
room_id Room Varchar xxxxx Y
ID (45) xxx
bedSize Y
Bed Varchar xxxxx
vacancy Y
Size (45) xxx
Vacanc Varchar xxxxx
y (45) xxx
tbl_phar pharmID Pharma Int(10) Y P

macy cist ID K
Full
fullname Varchar Xxxxx Y
name
(45) xxx
dateReg Y
Date
Varchar xxxxx
Registe
(45) xxx
red
Security
In order for the system to be protected and secured, it was a
requirement to establish the system security. For this reason, only the
administrator or authorized personnel could operate the system in full
function to prevent data loss and to secure the important data. Malita
District Hospital Management System had an authentication login
graphical interface wherein only the administrator and the authorized
personnel could access through. Each authorized personnel had its own
unique username and password with its own user privileges that the
administrator of the system could create.
Software Specification
The software specification referred to the list of software needed to
complete the objective of the system. The system was developed in
Netbeans version 7, using the cross-platform JAVA language. Any version
of Adobe Photoshop was also needed in order to create the necessary
image files. The database used by the developers was MYSQL database
that was compatible with Netbeans and any physical computer with an
Operating System not below Windows XP. In order to complete the
system transaction to print the receipts, a physical printer was required.
Table 8. Software Specification
Name of Software Specifications
Operating System : 64-bit and 32-bit Windows XP
MYSQL Database Software : Database Version 1.1.5
JDBC Driver (Java Database

: JDBC Version 5.1
Connectivity)
Jasper Reports Wizard : Version 5.6.0
IDE (Integrated Development

: Netbeans IDE Version 7.0
Environment)
Hardware Specification
Hardware specification referred to the system requirements where
the hardware components were recommended for the development of the
system.
Table 9. Hardware Specification
Name of Hardware Specifications
Internal:
Central Processing Unit : Intel (R) Pentium Dual Core, 3.00 GHz
Random Access Memory : 2GB for client PC and 4GB for server PC
Hard Disk Drive : 500 GB
External:
Computer Set : HP Desktop Pavilion P6755D
Mouse : Any optical mouse
Keyboard : Any Universal Serial Bus Keyboard
Monitor : Any Flat screen Monitor with 1366

x 768 Resolution
AVR (Automatic Voltage
Regulator) : 208V input to a 400V output
Uninterruptible
Power Supply : UPS BX1100LI-MS w/ AVR Universal &
IEC Sockets
(UPS)
Programming Environment
The developers used JAVA programming language since it was a
cross-platform language that was used in almost any type of computers.
It also had many necessary functions that were relevant to the developers
in creating the system. Unlike other programming environment, JAVA was
best for creating this project since it was compatible with the existing
computers in the hospital.
Netbeans was the programming environment used since it was a
platform of modular components used for developing JAVA desktop
applications. It was compatible with the JAVA programming language and
thus the developers used this software compiler. Using this programming
environment, the developers also imported a required plugin for the
generation of reports; the plugin was called iReport. The collection of data
was from the MYSQL database.
In order to manage add, update, and delete product inventory, the
system needed a database management system such as MYSQL Server
Version 1.1. The developers used MYSQL database since it was widely
used for this type of system creation and it was also user-friendly.
Figure 22 showed the deployment diagram of Malita District
Hospital Management System. This showed the architecture of the system
as deployment of software and hardware.
v
<< Artifact >>
:Malita District Hospital
Management System
<< device >> << device >>

: Server/Client PC : Database Server
v
<< Artifact >>
:Hospital << Artifact >>
Management :MySql
Modules
Figure 22. Deployment Diagram of the System
Test Plan
The developers of the project conducted a survey during the test
plan. In order to know if the user requirements were met, the
developers allowed the users to test the units of each module of the
system. The test plan was conducted after the completion of the
system and the researchers provided a tabulated survey which the user
could write the feedback in number.

Table 10 showed the different modules tested which delivered a
test procedure plan that described the test routine that was conducted.
√ – Working
X – Not Working
Table 10. Test Plan
SYSTEM TESTING
Working Not Working
Administration Module √
Receptionist Module √
Pharmacist Module √
Head Nurse Module √
Billing Module √
CHAPTER V
SUMMARY, CONCLUSION AND RECOMMENDATIONS
Summary
The project was entitled Malita District Hospital Management
System. The purpose of the study is to improve the basic transactions of
the hospital using centralized data and processes when it comes to
information management in order to enhance productivity and efficiency
of the hospital workflow. The study was found out that it could give
solution to the existing problems with regards to hospital management.
As to compatibility of the project, the system was able to operate in
Windows operating system with a standard screen resolution of 1366 x
768. The system needed Intel processors and at least 2GB of RAM for
better performance. The study was able to view summary of the
generated reports from the database through accessing the system
modules.
The administration module could register new employees of the
hospital and grant access to the system. The receptionist module could
register patient to the system and manage admission details. The head
nurse module could update the observation or admission status of the
patient approved by the attending doctor. The pharmacist module could
manage drug inventory and manage the patient orders. Furthermore, the
billing module could manage the patient’s billing and pharmaceutical
payments.
Conclusion
Base on the result of the study, the following conclusions were
sought:
1. Five modules were provided that were able to meet the
objectives of the study. These modules were able to handle specific
functions for the hospital transaction. Thus, there were five (5)
system users through administrator, receptionist, head nurse,
pharmacist and billing officer;
2. A module that administers patient and admission information
was provided. The administrator, receptionist, and head nurse can
generate patient reports being saved and monitor status;
3. A module that manages medicine inventory and handles
pharmaceutical orders was provided. The pharmacist can update
stock inventory and print pre-ordered list;

4. A module that monitors the patient status was provided. The
head nurse can update the patient status and release the patient
from admission through the head nurse module; and
5. A module that manages the billing transaction was provided.
The billing officer can check the patient statement of accounts and
generate official receipts.
Recommendations
It has been recommended that there was a need to enhance the
front end design of the system; add modules for the laboratory and
PhilHealth; and improve billing module, add functions to cater more
discounts and detailed enumeration of each receipt.
Furthermore, an improvement of the daily time record was also
needed in order for the employees to log in and out.

BIBLIOGRAPHY
Boonstra, A. & Broekhuis, M. (2010). Barriers to the acceptance of

electronic medical records by physicians from systematic review to
taxonomy and interventions. Retrieved from:
https://www.ncbi.nlm.nih.gov/pubmed/20691097
SHACHAK, A. (2009). The impact of electronic medical records on

patient-doctor communication during consultation: a narrative
literature review. Retrieved from
XU, B., YOU, Y., CHENG, H., GU, Y. & CAI, H. (2014). Personal
Healthcare Record Integration Method Based on Linked Data
Model. Retrieved from
https://ieeexplore.ieee.org/document/6982057/
CAMPBELL (2008). Electronic Health Records in Ambulatory Care.

Retrieved from
https://www.ncbi.nlm.nih.gov/pmc/articles/PMC554034/
CHOPRA & HIMANI (2014). Hospital Management System Project.

Retrieved from
https://www.slideshare.net/SaurabhTripathi28/hospital-
management-39735579
LAU, F., PRICE, M., BELL, H. & RAWORTH, R. (2012). A systematic

review: Impact Of Electronic Medical Record On Physician Practice
In Office Settings. Retrieved from
https://bmcmedinformdecismak.biomedcentral.com/articles/10.../1
472-6947-12-10
ZABAT, G.M., CAMPOS, J. & ANDUYON, A. (2007). Design and

Implementation of an HIV/AIDS EMR in the Philippines. Retrieved
from https://www.ncbi.nlm.nih.gov/pubmed/18694262
TOUSSAINT, J.S. (2015). A Message for Hospitals and Healthcare
Systems Retrieved from
https://createvalue.org/articles_and_news/healthcare-innovation/
AHMED, M.N., TOOR, A.S., O'NEIL, K. & FRIEDLAND, D. (2017).

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https://www.ncbi.nlm.nih.gov/pmc/articles/PMC2585530/
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APPENDICES
Appendix A. Relevant Source Code
adminMasterModule.java
private void registerEmp() {

staffReg.setAlwaysOnTop(false);
int response = JOptionPane.showConfirmDialog(null, "Confirm register?",
"Register", JOptionPane.YES_NO_OPTION,
JOptionPane.QUESTION_MESSAGE);
if (response==JOptionPane.NO_OPTION) {
JOptionPane.showMessageDialog(null, "Transaction Cancelled.");
}
else if (response==JOptionPane.YES_OPTION){
// code for adding and checking duplicate in
database try { conn = DatabaseConnect.connect(); //check duplicate
ps = conn.prepareStatement("SELECT * FROM tbl_employee WHERE
firstname = ? AND mname= ? AND lastname= ?");
ps.setString(1, jTextField3.getText()); // get the first
name ps.setString(2, jTextField4.getText()); // get the m
name ps.setString(3, jTextField5.getText()); // get the last
name rs = ps.executeQuery();
if (rs.next()) {
JOptionPane.showMessageDialog(null, "Employee already exists!");
} else { // add to database
addEmployee();
JOptionPane.showMessageDialog(null, "Registration
successful!"); reset1();
}
}catch(SQLException e) {}
// JOptionPane.showMessageDialog(null, "Registration
successful!");
}
else if (response==JOptionPane.CLOSED_OPTION) {
JOptionPane.showMessageDialog(null, "Transaction Closed.");
} staffReg.setAlwaysOnTop(true);
}
lxxxiii
Show Staff Info
if (jRadioButton19.isSelected())
{ a = jRadioButton19.getText(); } if
(jRadioButton17.isSelected())
{ a = jRadioButton17.getText(); }
if (jRadioButton20.isSelected()) {
c = jRadioButton20.getText(); }
c = jRadioButton21.getText();}
c = jRadioButton18.getText();}
if (jRadioButton22.isSelected()){
h = jRadioButton22.getText(); }
h = jRadioButton23.getText();}
h = jRadioButton24.getText(); }
try {
conn = DatabaseConnect.connect();
ps = conn.prepareStatement("UPDATE tbl_employee SET firstname = ?,
mname=?, lastname=?, gender=?, birthday=?, status=?, bloodtype=?,
address=?, jobtype=?, department=?, specialization=?, emp_status=?,
salary=?, phone=?, email=?, emergencyName=?, emergencyPhone=?,
emergencyRelate=? WHERE emp_number=?");
ps.setString(1, jTextField23.getText());
ps.setString(4, a);
ps.setString(6, c);
ps.setString(7, (String)jComboBox9.getSelectedItem());
ps.setString(12, h);
ps.setString(13, jFormattedTextField9.getText());
lxxxiv
ps.executeUpdate();
staffInfo.setAlwaysOnTop(false);
JOptionPane.showMessageDialog(null, "Updated!");
}catch (SQLException ex) {}
Show Report
String value = jTextField26.getText();
HashMapparam = new HashMap();
param.put("paramID", value);
try {
String report = "\\\\JBO-
PC\\Users\\Public\\Updated\\MDHManagementSystem\\dist\\staff.jrxml";
JasperReportjasRep = JasperCompileManager.compileReport(report);
JasperPrintjasPrint = JasperFillManager.fillReport(jasRep, param, conn);
staffInfo.setAlwaysOnTop(false);
JasperViewer.viewReport(jasPrint, false);
}catch(Exception ex) {
}
DatabaseConnect.java
packagemdhmanagementsystem;
importjava.sql.*;
importjavax.swing.JOptionPane;
public class DatabaseConnect

{
Connection conn = null;
public static Connection connect ()
lxxxv
{
try
{
Class.forName("com.mysql.jdbc.Driver");
Connection conn =
DriverManager.getConnection("jdbc:mysql://localhost:3306/hms_mdh","ro
ot", "a");
//JOptionPane.showMessageDialog(null, "Successfully connected
to Database");
return conn;
}
catch(ClassNotFoundException | SQLException e)
{
System.err.println();
JOptionPane.showMessageDialog(null, "Error! Failed to connect.");
}
return null;
}
}
receptionistModule.java
private void reg1() {

b = jTextField12.getText() + " " + jTextField13.getText() + " " +
jTextField14.getText();
try { conn = DatabaseConnect.connect();
sql = "SELECT * FROM tbl_patient WHERE patientName =
?"; ps = conn.prepareStatement(sql);
ps.setString(1, b);
rs = ps.executeQuery();
if (rs.next()) {
JOptionPane.showMessageDialog(null, "Patient already
exists!"); }else {
if (male2.isSelected())
{ c = male2.getText(); } if
(female2.isSelected())
{ c = female2.getText(); }
lxxxvi
d = getbbday.getText();
if (single2.isSelected())
{ f = single2.getText(); } if
(married2.isSelected())
{ f = married2.getText(); }
if (widow2.isSelected())
{ f = widow2.getText(); }
if (well.isSelected())
{ h = well.getText(); }
if (opd.isSelected())
{ h = opd.getText(); }
if (admit.isSelected())
{ h = admit.getText(); }
g = jTextField22.getText() + " " +
jTextField16.getText();
o = user.getText();
p = jTextField17.getText();
//insert to db
ps = conn.prepareStatement("INSERT into tbl_patient (patientID,
patientName, gender, birthday, marital, bloodtype, address, philhealth,
registerDate, phone, email, emergName, emergPhone, emergRelate,
chiefcomplain, entrance) values (?, ?, ?, ?, ?, ?, ?, ?, ?, ?, ?, ?, ?, ?, ?, ?)");
ps.setString(1, a );
ps.setString(2, b);
ps.setString(3, c);
ps.setString(4, d);
ps.setString(5, f);
ps.setString(7, g);
ps.setString(9, dateChooserCombo3.getText());
ps.setString(15, jTextArea2.getText());
lxxxvii
ps.executeUpdate();
JOptionPane.showMessageDialog(null, "Successfully Registered!");
// patientRegister();
if (admit.isSelected())
{
patientReg.setAlwaysOnTop(false);
JOptionPane.showMessageDialog(null, "Admit option is selected. Proceed
to admission details...");
patientReg.hide();
admitPatient.setVisible(true);
admitPatient.setBounds(220, 70, 915, 660);
//put date from db to admit module
try {
ps = conn.prepareStatement("SELECT * FROM tbl_patient WHERE
patientID = ?");
if(rs.next()){
String nname = rs.getString("patientName");
jComboBox15.removeAllItems();
jComboBox15.addItem(nname);
jTextField44.setText(nname);
String nid = rs.getString("patientID");
jTextField40.setText(nid);
String chf = rs.getString("chiefcomplain");
jTextArea1.setText(chf);
String phl = rs.getString("philhealth");
jTextField45.setText(phl);
String ad = rs.getString("address");
jTextField48.setText(ad);
String en =
rs.getString("entrance"); jComboBox17.removeAllItems();
jComboBox17.addItem(en);
}
}catch(SQLException ex){
JOptionPane.showMessageDialog(null, "error admit");
} //end module
lxxxviii
// patientReg.dispose();
}
//reset2();
//patientReg.setAlwaysOnTop(true);
}
}catch(SQLException ex) {}
}
cashierModule.java
private void generateSOA() {

//report
String value = jTextField9.getText();
HashMapparam = new HashMap();
param.put("paramID", value);//admitID
try {
PC\\Users\\Public\\Updated\\MDHManagementSystem\\dist\\soa.jrxml";
JasperPrintjasPrint = JasperFillManager.fillReport(jasRep, param, conn);
checkoutBill.setAlwaysOnTop(false);
} //end report
}
headNurseModule.java
private void updateAdmission() {

a = "Well";
ps = conn.prepareStatement("UPDATE admission SET workstat = ?,
checkout = ?, dischargeDia = ?, recommend = ? WHERE admitID= ? AND
patientName= ?");
ps.setString(1, a);
lxxxix
ps.setString(2, dc.sqlDateCurrent());
ps.executeUpdate();
}catch (SQLException ex) {

JOptionPane.showMessageDialog(null, "Checkout update error");
}
}
pharmacistModule.java
if ("".equals(jTextField10.getText()) || "".equals(jTextField14.getText())){
patientOrder.setAlwaysOnTop(false);
JOptionPane.showMessageDialog(null, "There are empty fields!");
}
else if (!"".equals(jTextField10.getText()) ||
!"".equals(jTextField14.getText())) {
ps = conn.prepareStatement("SELECT * FROM tbl_order WHERE
orderID=? AND patientID= ?");
if(rs.next()) {
JOptionPane.showMessageDialog(null, "This order number has been
issued! Try another.");
patientOrder.setAlwaysOnTop(true);
}
else if (!rs.next()) //add order code if order number is not yet added
{
try
{
h = "Unpaid";
xc
conn = DatabaseConnect.connect();
ps = conn.prepareStatement("INSERT into tbl_order (orderID, patientID,
itemList, total, date, addedBy, patientName, billstatus, admitID) values (?,
?, ?, ?, ?, ?, ?, ?, ?)");
ps.setString(5, jTextField17.getText()); //date
ps.setString(6, userName.getText());
ps.setString(8, h);
ps.executeUpdate();
JOptionPane.showMessageDialog(null, "Order Accepted!");
} catch(SQLException e)
{
JOptionPane.showMessageDialog(null, "error");
}
//report
String value =
jTextField15.getText(); HashMapparam = new HashMap();
param.put("paramID", value); try {

PC\\Users\\Public\\Updated\\MDHManagementSystem\\dist\\orderForm.jr
xml";
JasperPrintjasPrint = JasperFillManager.fillReport(jasRep, param,
conn); patientOrder.setAlwaysOnTop(false);
}
//end report
CreateColumns();
xci
showOrder2();
sort1();
} //end else
}catch(SQLException ex) {}
}
xcii
Appendix B. Sample Input/Output/Reports
Welcome Page GUI
Login
Administrator Register Employee
xciii
Receptionist Register Patient
Head Nurse Patient Checkout
xciv
Pharmacy Order List Form
xcv
Billing Officer Bill Out Form
Sample Printed Form
xcvi
Appendix C. User Guide
Administration Module
 Welcome Page
  Click LOGIN menu to display login form.

  Input username details in username field.
 Input password details in password field.
xcvii
  Admin dashboard.
 Click “Staff Registration” box to display staff
registration form.
  Fill in fields to register new employee.

  Fields with * symbol are required.
  Click “Register” button to register the new employee.
  Click “New” button to register another employee.
 Click “Reset” button to reset all fields.
xcviii
 Fill in the employee textfield to and click “Search ID”
button to view the employee’s records.
  Click “Update” button to update the recent employee details.

 Click “Print Record” to display report.
xcix
 Employee’s Records
 Click “Ward Registration” to display ward registration dialogue.











c
  Fill in fields to register new room or new bed.
  Click “Clear” button to clear all fields.
  Click “Add Ward” to add new room.
 Click “Add Bed” to add new bed.
 Click “System Users” to display system users dialogue.









ci
  Fill-in fields.
  Search existing employee to grant system access through
 “Search ID” button.
  Select roles.
 Click “Add User” button to grant access for the
selected employee.
 Click “Financial Report” to display financial dialogue.






cii
 Click “Pharmacy” button to view financial records
 under pharmacy category.
 Click “Admission” button to view financial records
 under admission category.
 Click “Click to Generate Reports” to view annual
financial records.
 Click “System Settings” in the menu bar to set

administration password.
ciii
 Input new password to change the previous
 administrator password.
 Or click “Logout” menu in the menu bar to logout from system.
civ
Receptionist Module
  Fill-in receptionist username and password in the fields.

 Click “Login” button to enter receptionist dashboard.
  Click “Patient Registration” box to register new patient.

  Click “Patient Information” box to view patient records.
  Click “Admit Patient” box to admit new patient.
 Click “Available Ward” box to check wards.
cv
  Input patient details to required fields.
  Click “Reset” button to clear all fields.
  Click “New” button to generate new patient number.
 Click “Register” button to register the patient.
 Search patient name by typing details. Click “Search

 Name” button to search the patient.
  Click “Update” button to update the patient records.
 Click “Print Record” to display updated record.
cvi
 Updated patient record.
  Click “Submit” button to admit existing registered patient.

  Fill-in required details.
  Click “Admit Patient” button to register admission.
  Click “Print Record” button to view admission details.
 Click “Admit New” button to register new admission.
cvii
  Select room category in the combo box at the top.
 Select room in the table to check availability.
 Click “Logout” menu at the menu bar to logout

from receptionist module.
cviii
Head Nurse Module
  Input head nurse details in the login form.

 Click “Login” button to access head nurse dashboard.
  Click “Patient History” box to display patient history dialogue.

  Click “Update Patient” box to display update patient dialogue.
 Click “Patient Checkout” to display checkout dialogue.
cix
  Input patient name in the combo box.
  Click “Search Name” button to search the name.
 Click “View All” button to display admission history.
  Fill-in fields to update patient admission record.

 Click “Update Admission” button to update the data.
cx
 Input patient name at the combo box and click “Find
Name” button to view the patient admission status.
  Input discharge and recommendation details.
  Click “May Go Home” button to grant release order.
 Click “Print Form” button to display release record.
 Click “Logout” menu at the menu bar to logout and exit






cxi
Pharmacist Module
  Fill-in pharmacist username and password in the fields.

 Click “Login” button to enter pharmacist dashboard.
  Click “Manage Inventory” button to display inventory.

  Click “Manage Order” button to display order dialogue.
  Click “Check Availability” button to display stocks.
  Click “Order History” button to display history records.
 Click “Manage Category” button to manage product category.
cxii
  Fill in product fields.
  Click “New” button to add new product.
  Click “Search” button to search product.
 Click “Add” button to register new product.
  Fill in fields.
  Click “New” button to manage new order
  Click “Manage Order List” button to manage order.
 Click “Print Order” to print order form.
cxiii
  Click “Today’s Order” button to display current orders.
 Click “View Selected Date” button to display specific
order history results.
  Fill in fields.
  Click “New” button to reset fields.
  Click “Add” button to add new product.
  Click “Submit” button to search product.
 Click “Delete” button to delete product.
cxiv
 Click “Logout” menu at the menu bar to logout
from pharmacist dashboard.
cxv
Receptionist Module
  Input billing officer details in the login form.

 Click “Login” button to access billing officer dashboard.
  Click “Pay Bills” box to display and pay bills.

  Click “Payment History” box to display payment records.
 Click “Logout” menu at the menu bar to exit system.
cxvi
cxvii
Appendix D. Grammarian’s Certification
May 9, 2018
G R A M M A R I A N’ S C E R T I F I C A T I O N
This is to certify that the undersigned has reviewed and went
through all the pages of the proposed capstone project entitled “MALITA
DISTRICT HOSPITAL MANAGEMENT SYSTEM” as against the set of
structural rules that govern the composition of sentences and words in the
English language.
Signed:
SHEENA LOVE P. ESTILLOSO

Grammarian
cxviii
Appendix E. Test Plan
cxix
Appendix F. Relevant Documents
Letter of Intent
cxx
Acquired Handwritten Hospital Workflow
cxxi
Sample Statement of Account
cxxii
Acquired Samples
cxxiii
cxxiv
cxxv
cxxvi
CURRICULUM VITAE
Personal Data
Name: Marlou J. Matarlo
Address: Kilonga Bolila Malita Davao
Occidental
Date of Birth: May 12, 1997
Place of Birth: Kilonga Bolila Malita
Davao Occidental
Sex: Male
Height: 5’9
Weight: 67kg
Status: Single
Religion: Catholic
Nationality: Filipino
Tribe: Bisaya
Parents
Father: Joselito Matarlo
Mother: Maieta Matarlo
Educational Background
Elementary
School : Bolila Elementary School
Year Attended: 2008-2009
Secondary
School : Mariano Peralta National High School
Year Attended: 2012-2013
College
School: Bachelor of Science and Information
Technology SPAMAST- Malita Campus
Year Attended: 20-13-2018
Experience
Agency : Municipality of Malita
Agency : SPAMAST Registrar
Agency : On-the-Job-Training (OJT)
cxxvii
CURRICULUM VITAE
Personal Data
Name: John Barth J. Oniot
Address: Quirino St.
Date of Birth: Oct 24, 1994
Place of Birth: Malita Davao Occidental
Sex: Male
Height: 5’3
Weight: 60
Status: Single
Religion: One Way Outreach
Nationality: Filipino
Tribe: Bisaya
Parents
Father: Bartolome A. Oniot
Mother: Salome J. Oniot
Educational Background
Elementary
School : Mariano Peralta Elementary School
Year Attended : 2007-2008
Secondary
School : Mariano Peralta National High School
Year Attended : 2010-2014
College
School : Bachelor of Science and Information
Technology SPAMAST- Malita Campus
Year Attended : 20-13-2018
Experience
Agency : Municipality of Malita
Agency : SPAMAST Registrar
Agency : On-the-Job-Training (OJT)
cxxviii
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Hospital Management System

Thesis · May 2018

San Miguel Foundation Monitoring System View project

The user has requested enhancement of the downloaded file.

MATARLO, MARLOU J. and ONIOT, JOHN BARTH Southern

Adviser: RHEA MAE L. PERITO, MSIS

The purpose of this study is to develop a computerized hospital

management system that will upgrade the quality of information

management and efficiency of the hospital employees using this study.

registration and admission details; a module that would manage the

admission bills and pharmaceutical payments; and a module that could

monitor medicine inventory of the hospital pharmacy.

Furthermore, the study used the Waterfall Methodology model that

followed a linear structure starting from preliminary investigation,

requirement analysis, design phase, implementation and maintenance.

helped them organized the work flow of each task.

up the working progress and productivity of the hospital employees.

an overview of the hospital transaction within specific date. It also

receptionist module. The system could reduce the workloads in the

hospital resulting to a better management and working performance. In

general, the study resulted to a better improvement of the hospital

It has been recommended that there was a need to enhance the

PhilHealth; and improve billing module, add functions to cater more

discounts and detailed enumeration of each receipt.

CAPSTONE PROJECT STUDY SUBMITTED TO THE FACULTY OF THE

BACHELOR OF SCIENCE IN INFORMATION TECHNOLOGY

The researchers would like to express their heartfelt gratitude and

appreciation to those people who became their inspiration in the making

and teaching them how to be passionate and be more determined in

achieving their goals. To Professor Joselito J. Mebolos, for advising the

researchers on how to enhance their system output. To Obea Rizzi B.

researchers in the improvement of their study. To Bailina P. Dalam for

assisting the researchers and to Antonette R. Albarracin, for helping them

improve their study.

To the Malita District Hospital staffs, for giving them the

opportunity to create a system. To their friends, for extending their time

love, understanding, assistance, and encouragement were the very

above all, to God Almighty, for making everything possible.

To the loving family of Oniot and Matarlo, their beloved parents,

SPAMATIANS, to their respective faculty and staff, and to all BSIT

students. This piece of project is humbly dedicated.

PRELIMINARY PAGES PAGE

I BACKGROUND OF THE STUDY

II REVIEW OF RELATED LITERATURE

III TECHNICAL BACKGROUND

1 Result of Compatibility Checking for the Server PC 38

2 Result of Compatibility Checking for the Client PC 38

3 Development Cost of the Project 42

4 Projected Annual Gain 43

5 Projected Annual Cost 43

7 Data Dictionary of the Project 63

2 Malita District Hospital Vicinity Map 25

3 Functional Decomposition Diagram 28

7 Flowchart of Administrator Module 40

8 Flowchart of Receptionist Module 41

9 Flowchart of Head Nurse Module 42

10 Flowchart of Pharmacist Module 43

11 Flowchart of Billing Officer Module 44

13 Data Flow Diagram 46

14 Use Case Diagram 47

16 Activity Diagram of Receptionist 49

17 Activity Diagram of Head Nurse 50