The document discusses features of a Hospital Management System including sections for doctors, staff, and patients. It provides details on how each user type can access patient information, manage appointments and prescriptions, perform billing tasks, generate reports, and view lab results. Specifications for the server requirements and guidelines for the system design are also outlined to ensure efficiency, security, and ease of use.

2. Topics
• IntroductionIntroduction
• FeaturesFeatures
• UserUser
• Specification for ServerSpecification for Server
• Guidelines MaintainedGuidelines Maintained

3. Introduction
There has been a significant change which has occurred in the past year or so. The healthcare industry, and
particularly acute care facilities, in the midst of a flurry of merger and acquisition activity, has discovered as a
whole they lack the ability to move quickly internally to assimilate new systems and to adapt to the changing
environment. Quite inefficient and labor-intensive business processes are still being used.
We have seen a rapid advancement in application of information technology to almost every sector of industries.
The explosion of Internet growth fuelled by the so-called killer application - the World Wide Web, further
accelerates this advancement.
The Hospital Management System ultimately combine electronic copies of all documents created from admission
to discharge with electronic reports, usually clinical testing or billing information, into a single electronic folder.
They reduce labor, eliminate lost files and ‘loose sheets,’ improve access to authorized users, increase security
and provide documentation for claims more quickly.
This scenario has rendered the almost impossible task of integrating and seamlessly managing patient’s record
across hospitals, clinics and between countries or states.
Hospital Management System is a Medical office on-line. It is a custom web site for each physician’s office.
Hospital Management System offers a web application that handles every task for a physician’s office. These
tasks include billing, appointment scheduling, writing prescriptions, maintaining charts and notes, keeping lab
results & X-rays, etc.
In addition to providing access to the office staff and the physician, Hospital Management System also offers
controlled access to others. Patients, pharmacists, drug company representatives, and other people could
access Hospital Management System to perform various tasks that would otherwise have to be performed by the
physician’s office. MD Offices that subscribe to Hospital Management System would benefit from increased
productivity.

4. Office staff can perform various functions like appointment scheduling, billing, entering prescriptions, lab results,
patient charts, etc. through the Web.
Doctors can look up their schedules,enter schedule changes, review patient charts, look at lab results and enter
prescriptions.
Patients can look up appointments, cancel them, request new appointments, look up statements, enter credit card
payments, look up their medications, receive notifications of their lab results and change their addresses. New
patients may look up physicians by their specialty, request appointments, register themselves on line. Direct
Electronic Billing avoids paper.
Patients can review statements & make payments over the internet. Pharmacists can receive notifications
regarding prescriptions, request re-fills or re-work on a prescription.
FeaturesFeatures

5. Users
The Hospital Management System is mainly designed by keeping in mind all the possible users, which are:
• DoctorsDoctors
• StaffsStaffs
• PatientsPatients
Everyone has their unique ID and passwords to access their patients and patient’s to see their reports and
medication.

6. Doctors
Doctor has to login with unique login id and password for particular practice and if s/he is signed up in more than
one practice then s/he has to first go to that practice home page i.e. s/he can not login to more than one practice
at a time. (Since there will be different database for different practices) After successful login s/he will be
redirected to schedule for that day to see his/her appointments, (default page). S/he doctor can make new
appointment, mark event, recall and give prescriptions.
The Doctor’s section contains the following features:
• PatientPatient
• AppointmentsAppointments
• PrescriptionsPrescriptions
• BillingBilling
• ReportsReports
• Patient chartsPatient charts
• Lab resultsLab results
User’s

7. Doctor’s - Patient menu
The Doctor’s Patient Menu has sub menus which is very useful to keep track of Patient’s information. The sub-
menu consist of Lists, Alerts, Grouping and Search.
Lists:Lists: Patient’s list keeps track and details of all the patient registered with a particular doctor. Along with
that doctor can view the face sheet, progress note and charge slip of the patient. The doctor can add new
patient or delete exiting one. The doctor can also sort the patient list alphabetically.
Doctor’s page || User’s

8. Doctor’s - Patient menu
Alerts:Alerts: Doctors can post alerts for any particular patient and can put their notes for the same.
Doctor’s page || User’s

9. Doctor’s - Patient menu
Grouping:Grouping: Doctors can group all the family members account under one list, under one account, with a group
name, this helps in quick retrieval of information. Doctor can add new group, modify group and can delete groups.
And also can sort the list alphabetically.
Doctor’s page || User’s

10. Doctor’s - Patient menu
Search:Search: Doctors has the facility to search a patient by patient’s account number, or his first name…etc.
There is advance search is also available where the patient can be searched with the social security number or
by his/her telephone number.
Doctor’s page || User’s

11. Doctor’s - Appointment menu
Doctors appointment menu consists of doctor’s appointment book, patient appointments and events.
Appointment Book:Appointment Book: Doctor can maintain his personal appointments. In the doctor’s appointment book the
doctor has features to keep track of alters and events. The doctor can have different kind of views to keep
maintain his appointments like multicolumn, day wise or week wise. The doctor can also click on the date and
go to a particular day to see the appointments.
Doctor’s page || User’s

12. Doctor’s - Appointment menu
Appointment Book:Appointment Book:
The doctor can view the details of appointment by just clicking on the patient name. The doctor can get
information regarding the appointment and also information like the face sheet, charge slip, progress notes and
can also print. The doctor can reschedule the appointment.
Doctor’s page || User’s

13. Doctor’s – Patient Appointment
The doctor can view patient appointments by just typing the patient name. The doctor can make a select
appointments and last visit or can view all the appointments. Can also print the charge slip and the doctor can
give a new appointment.
Doctor’s page || User’s

14. Doctor’s – Events
Events:Events: The doctor can view all the events either daily wise, weekly wise or monthly wise. The doctor can also
print these events.
Doctor’s page || User’s

15. Doctor’s – Prescription
The doctor prescription is the place where the doctor can search patients for new medication. Just by selecting
the name of the patient the complete details can be generated like his/her account number, address…etc. By
clicking on the submit the complete medication is available. The doctor has features where he/she can add
new medication, edit medication, refresh the medication form, can have print preview, save or cancel
medication. By clicking on the next patient button can get the next patient records. There are two sub links to
the prescription menu – New medication and Medication history.
Doctor’s page || User’s

16. Doctor’s – Prescription
The doctor can generate complete medication history of a patient by just selecting patient name from the list
and the medication period. Doctor’s can also view the old and current medication.
Doctor’s page || User’s

17. Doctor’s – Billing
The doctor has access to the billing section where he/she can enter charges, billing accounts ledger, statements,
insurance bills, electronic claims, payment & adjustments & post insurance payment.
Chargers
Billing Account Ledger
Doctor’s page || User’s

18. Doctor’s – Billing
Insurance bills
Insurance Payment
Payments and Adjustments entry
Doctor’s page || User’s

19. Doctor’s – Report
The doctor can generate reports for the following:
• Aging and open itemsAging and open items
• Daily reportsDaily reports
• Period reportsPeriod reports
• Accounting ReportsAccounting Reports
• Patient ReportsPatient Reports
• InsuranceInsurance
• ReferralReferral
• AnalysisAnalysis
• GraphicsGraphics
Doctor’s page || User’s

20. Doctor’s – Patient Chart
The doctor’s patient charts section is where the doctor can:
• Enter chartsEnter charts
• View ChartsView Charts
• HistoryHistory
For the patient he had under his list.
Doctor’s page || User’s

21. Doctor’s – Lab Results
Doctor’s page || User’s
The Lab results are available to the doctor in electronic form and which is added to the patient’s record. The doctor
can also browse the patient case history also from the patient list.:

22. Staffs
Staff has to login with unique login id and password for particular practice after successful login s/he will be
redirected to staff’s default page. S/he can perform all functions in the practice management as dictated by the
permissions set up by the Practice administrator.
Among the staff there will be one practice administrator who will set permissions for doctors, staff & patient
The staff’s section contains the following features:
• PatientPatient
• AppointmentsAppointments
• PrescriptionsPrescriptions
• BillingBilling
• ReportsReports
• Patient chartsPatient charts
• Lab resultsLab results
User’s

23. Staff’s - Patient menu
The staff’s Patient Menu has sub menus which is very useful to keep track of Patient’s information. The sub-
menu consist of Lists, Alerts, Grouping and Search.
Lists:Lists: Patient’s list keeps track and details of all the patient registered with a particular doctor. Along with
that doctor can view the face sheet, progress note and charge slip of the patient. The doctor can add new
patient or delete exiting one. The doctor can also sort the patient list alphabetically.
Staff’s page || User’s

24. Staff’s - Patient menu
Alerts:Alerts: Staff can post alerts for any particular patient and can put their notes for the same.
Grouping:Grouping: Doctors can group all the family members account under one list, under one account, with a group
name, this helps in quick retrieval of information. Doctor can add new group, modify group and can delete groups.
And also can sort the list alphabetically.
Staff’s page || User’s

25. Staff’s - Patient menu
Search:Search: Staff can search a patient by account number, first name…etc. There is advance search is also
available where the patient can be searched with the social security number or by his/her telephone number.
Staff’s page || User’s

26. Staff’s - Appointment menu
Staff appointment menu consists of appointment book, patient appointments and events.
Appointment Book:Appointment Book: Staff can maintain his personal appointments. In the appointment book there are
features to keep track of alters and events. The staff can have different kind of views to keep maintain his
appointments like multicolumn, day wise or week wise. The doctor can also click on the date and go to a
particular day to see the appointments.
Staff can view the details of appointment by just clicking on the patient name. Staff can get information
regarding the appointment and also information like the face sheet, charge slip, progress notes, can also print
and can also reschedule the appointments.
Staff’s page || User’s

27. Staff’s – Patient Appointment & Events
Staff’s page || User’s
Patient Appointments:Patient Appointments: Staff can view patient appointments by just typing the patient name. The doctor
can make a select appointments and last visit or can view all the appointments. Can also print the charge slip
and the doctor can give a new appointment.
Events:Events: The doctor can view all the events either daily wise, weekly wise or monthly wise. The doctor can also
print these events.
Patient Appointment
Events

28. Staff’s – Prescription
Staff prescription is the place where the staff can search patients for new medication. Just by selecting the
name of the patient the complete details can be generated like his/her account number, address…etc. By
clicking on the submit the complete medication is available. Staff also have features where he/she can add
new medication, edit medication, refresh the medication form, can have print preview, save or cancel
medication. By clicking on the next patient button can get the next patient records. There are two sub links to
the prescription menu – New medication and Medication history.
Staff’s page || User’s
The doctor can generate complete medication history of a patient by just selecting patient name from the list
and the medication period. Doctor’s can also view the old and current medication.

29. Staff’s – Billing
Staff can access to the billing section where he/she can enter charges, billing accounts ledger, statements, insurance
bills, electronic claims, payment & adjustments & post insurance payment.
Chargers Billing Account Ledger
Insurance bills Insurance Payment
Payments and Adjustments entry
Staff’s page || User’s

30. Staff’s – Report
Staff can generate reports for the following:
• Aging and open itemsAging and open items
• Daily reportsDaily reports
• Period reportsPeriod reports
• Accounting ReportsAccounting Reports
• Patient ReportsPatient Reports
• InsuranceInsurance
• ReferralReferral
• AnalysisAnalysis
• GraphicsGraphics
Staff’s page || User’s

31. Staff’s – Patient Chart
Staff’s patient charts section is where Staff can:
• Enter chartsEnter charts
• View ChartsView Charts
• HistoryHistory
For the patient he had under his list.
Staff’s – Lab Results
The Lab results are available to the staff in electronic form and which is added to the patient’s record. Staff can also
browse the patient case history also from the patient list.:
Staff’s page || User’s

32. Patient
Patient has to login with unique login id and password for particular practice and if s/he is signed up in more than
one practice then s/he has to first go to that practice home page i.e. s/he can not login to more than one practice
at a time. (Since there will be different database for different practices) After successful login s/he will be
redirected schedule for that day to see his/her appointments where Patient can view his appointment, cancel
appointment or view prescriptions and request new appointment via email or phone call. Patient can sign
up/register for particular practice by entering his information, which will be validated by staff & will respond
accordingly. Any alert posted through e-mail if not responded within a stipulated time then the patient is contacted
on his/her contact no/Fax.
The patient’s section contains the following features:
• AppointmentsAppointments
• PrescriptionsPrescriptions
• ReportsReports
• Lab resultsLab results
User’s

33. Patient’s - Appointment menu
Patient can directly take appointments from his/her doctor, by just filling up the fields. By submitting the
appointment, it will be added to the doctor’s appointment list.
Patient’s page || User’s
Patient can view the appointments by just selecting the date from the calendar. And they will be provided with
the reasons and the doctor’s name they had the appointment.

34. Patient’s - Appointment menu
Patient can also cancel appointments that they have already taken. By selecting the date the user gets the list of
appointments made with various doctors for that date, and just by ticking the check box the patient can cancel
the appointment.
Patient’s page || User’s

35. Patient’s – Prescription
The patient gets the medication prescribed in his/her account. Any change in medication is also been updated.
The patient can view they old medication also. The patient gets full information for the dosage, quantity, etc.
Patient’s page || User’s

36. Patient’s – Report
Sitting at home patient can view their reports by just clicking to the report section.the reports can be available on the
following:
• Aging and open itemsAging and open items
• Daily reportsDaily reports
• Period reportsPeriod reports
• Accounting ReportsAccounting Reports
• Patient ReportsPatient Reports
• InsuranceInsurance
• ReferralReferral
• AnalysisAnalysis
• GraphicsGraphics
Patient’s – Lab Results
The Lab results are available to the patient in electronic form and which can also been viewed by the doctor and is
added to his/her records.
Patient’s page || User’s

37. Specification for the Server
Topics
• Pentium III - 566/ 700 MHz processor
• 256 Mb SD Ram
• 20 GB Hard Disk Capacity ( Primary )
• 8.4 GB Hard Disk Capacity ( Backup )
• 48X / 52X CD ROM
• 10/100 M Bps LAN Card
• 10/100 M Bps Ethernet Hub if more than 2 machines are to be connected.
• CAT -5 Cable
• SVGA
• Keyboard
• Mouse
• 3.5" Floppy Drive
• Printer ( Dot Matrix/ DeskJet/ LaserJet )
• UPS
Additionally Windows NT Server 4.0 Or Higher will have to be installed with Internet Explorer
4.0

38. Guidelines Maintained
Topics
Following guidelines are kept in thought during the design of the system:
• Data to be entered with the least amount of keystrokes.
• Most fields in a screen should be populated with default values thus reducing the amount of time for the user
to fill various screens.
• User should be allowed to do as much work on one screen as possible without asking him/her to switch to
another screen. However, care has been taken not to inundate the user with lot of fields on one screen.
• All the page request and data handling is very efficient.
• Efficiency, Scalability and Security are of prime consideration.
• Wherever possible, Data (Results, History, etc) displayed to the user is allowed to be sorted (by date, Name,
as applicable). The default sorting should be considered for each such displayed screen (For example, when
showing transaction history, whether to show them in chronological or reverse chronological).
• Classified and filtered.
• Data can be added/modified/deleted to the tables (for e.g. patient, medicine table etc.) on the fly. Used records
will not be deleted they will be marked as hidden and will not be used for future transaction. But old transaction
can always refer to such records. Common client-server specifications are applied.