This document provides a project report on developing a hospital and college management information system for Parassinikkadavu Ayurveda Medical College. The objectives are to easily track staff, patient, treatment, and prescription information and generate reports. The scope is to reduce time spent on manual record keeping and accurately maintain patient records. The proposed system aims to provide a centralized, computerized solution to replace manual processes for registration, billing, staff/medicine records, and more. It identifies problems with the current systems like error-prone manual work and inaccurate reporting. Alternative solutions proposed include developing new software, upgrading the server/network infrastructure, and computerizing all office functions.

1. 1
Project Report
On
COLLEGE AND HOSPITAL
IT
MANAGEMENT SYSTEM
PARISSINIKKADAVU AYURVEDA MEDICAL COLLEGE
Submitted By: Guided By:
Varun.P.V Mr. Anil Kumar.K

2. 2
Mrs. Bindu .M.K
CERTIFICATE
This is to certify that Hospital Management System & Networking Infrastructure
embodies the original work done by VARUN.P V during this project submission as a
partial fulfillment of the requirement for the System design Project of Post of SYSTEM
ADMINISTRATOR ,PARASSINIKKADAVU AYURVEDA MEDICAL COLLEGE.
Prof. E.KUNHIRAMAN
Director & Correspondent
Parassinikkadavu Ayurveda Medical College.

3. 3
ACKNOWLEDGEMENT
The satisfaction that accompanies that the successful completion of any task would be
incomplete without the mention of people whose ceaseless cooperation made it
possible. Whose constant guidance and encouragement crown all efforts with success.
I am grateful to my project guide Mr. Anil Kumar.K & Mrs.Bindu .M.K for the
guidance ,inspiration and constructive suggestions that was helpful in the preparation
of this projects.
I am also thankful to our colleagues who have helped in the successful completion
of the project.
VARUN P.V

4. 4
INTRODUCTION
OBJECTIVES:
The objective of “Hospital Management System” is to easily track the information
of all the staffs, patients, treatment provided, and prescription and also to generate periodic
reports for analysis. The main goal of the software is to build a good management tool. The
main purpose of this software is to reduce the time taken through manual system in order to
maintain all the records.
SCOPE:
This project is helpful to reduce the time and complexity of maintaining the records. It
also helps in accurate maintenance of Inpatient and Outpatient details.
PROJECT CATEGORY:
Network based Application.

5. 5
PROJECT DESCRIPTION
The Hospital Management software is used by 2 types of user’s i.e. Admin and
Receptionist. Admin has the full Access to the software whereas Receptionist has only
limited Access. Software starts with a login form where Admin can login by entering the
username and corresponding password. If the user name and password matches then ADMIN
is directed to the Admin Master page and Receptionist will be directed to User Master Page.
Modules of the software:
 Patient Records: In this module, there are two types of patient’s records:
 Outpatient details include patient registration. And each patient will be
provided with a unique register No. It also includes Doctor Consultant details,
Diagnosis details, treatment details and prescription details. An Investigation
Report could be generated for individual patients.
 Inpatient details include patient registration. And each patient will be
provided with a unique Register No. Once the patient is admitted he/she will
be assigned to a required ward. Mainly it includes Medical Cases and Surgical
Details. A medical case includes Doctors Note Sheet, Treatment Sheet, and
Nurses Note Sheet etc. A surgical detail includes Operational Details, Surgical
Procedure etc. If necessary Miscellaneous Details could be added.
 Staff Records: In this module, Staff Records are maintained. There are three types of
Staffs which are Doctors, Para-Medical Staffs and Non-Medical Staffs. Each Doctor
will be assigned to a department .Duty Details of all the doctors are maintained. We
will be able to know the Records of total staffs as well as the staff of particular
department.
 Medicine Records: In this module medicine records are maintained. There are two
kinds of medicine list they are Inside Pharmacy Medicine List and Outside Pharmacy
Medicine List. Medicines are distinguished under different Medicine categories.

6. 6
 Ward Records: In this module ward records are maintained. There are different
kinds of wards Such as General, Special etc.. Each ward capacity will be noted. As
well as ward status will be known.
 Billing Records: In this module, bills for inpatient and outpatient are generated. It
also includes Payment details of patients. Depending on the payments bill report is
generated.
Configuration: In this module master details like department, Medicine types,
Operation Types and Ward Types are maintained

7. 7
Goals of Proposed Systems
1. Planned approach towards working: - The working in the organization will be well
planned and organized. The data will be stored properly in data stores, which will help
in retrieval of information as well as its storage.
2. Accuracy: - The level of accuracy in the proposed system will be higher. All
operation would be done correctly and it ensures that whatever information is coming
from the center is accurate.
3. Reliability: - The reliability of the proposed system will be high due to the above
stated reasons. The reason for the increased reliability of the system is that now there
would be proper storage of information.
4. No Redundancy: - In the proposed system utmost care would be that no information
is repeated anywhere, in storage or otherwise .This would assure economic use of
storage space and consistency in the data stored.
5. Immediate retrieval of information: - The main objective of proposed system is to
provide for a quick and efficient retrieval of Information. Any type of information
would be available whenever the user requires.
6. Immediate storage of information: - In manual system there are many problems to
store the largest amount of information.
7. Easy to Operate: - The system should be easy to operate and should be such can it
can be developed within a short period of time and fit the limited budget of the user.

8. 8
DEFINITION OF PROBLEMS
Problem with Present System:
1. Error prone manual calculation:- Manual calculations are error prone and take a lot
of time this may result in incorrect information. For eg: calculation of patient’s bill
based on various treatments.
2. Preparation of accurate and prompt reports:- This becomes a difficult task as
information is difficult to collect from various registrations.
3. In the present system we are unable to create fake patient in IP OP registration.
Presently it is done manually
4. The IP OP software is already done in it but not updated.
5. IP OP cancellation time is set default as 2006 year date on screen, so we have to
modify it to the present date. It is time consuming.
6. The IP OP registration is available manually but not in a printing format. So
presently we cannot take the print out.
7. Presently the library is computerised but does not have a barcoding system.
8. The college and hospital office is not computerised. Presently it is done manually in
paper writings specially for Eg: students admission registration, fees bill, TC,
conduct certificate, hostel details, hostel bill, mess fees, examination fees, security
deposit, caution deposit, tutioin fee, PTA,advance fee, other miscellaneous,lab
collection, IP OP collection, ITC cash,pharmacy cash, snake park daily gate
collection.

9. 9
9. Factory software is running but not useful.
10. There is no link between the dispensary and factory, so when the stock gets over in
the dispensary, it is not known in the factory.
11. The college and hospital staff details are not computerised.
12. The staff attendance punching software is computerised but not satisfactory.
13. In the pharmacy software there is no credit option for staffs.
14. The details of factory stocks are given in litre terms. So we are not able to know the
quantity of bottles in the stock.
15. The purchase and stock details of factory raw materials are presently done
manually.
16. There are many internal and outside customers in the factory. The medicines are
supplied to different customers in different discount ratios. But at present this is
done manually.
17. The main problem of our organization is that the networking infrastructure and
cabling are outdated and not centralized.
18. The present server is a normal PC and it doesn’t have a server system configuration.
19. The present accounting software is just a basic one.
20. Present LAN networking figure and present server room layout are given in
the following pages:-
All this work is done manually by the receptionist and other operational staffs and a lot of
papers are needed to be handled and taken care of. Doctors and senior staffs have to
remember various medicines available for diagnosis and sometimes miss better alternatives
as they can’t remember at that time.

10. 10

11. 11
Present server room

12. 12
ALTERNATIVE SOLUTIONS
1. The problem with the present software of the college and hospital are that we are not
having proper service. So we are not able to update and provide necessary solutions.
To solve this problem we need to communicate with the present software providers in
order to update the software and provide service or change either the software service
team.
2. We need to computerize the all types of office works of college, hospital and the park
through new software installation. It will help in reducing the paper work,
maintaining of separate books and it would be less time consuming.
3. The networking and software system of the factory, pharmacy, clinical lab, reception,
hospital, office, college and accounts have to be centralized so that it helps in
retrieving in formations at the right time.
4. The development of new software is the possible solution for the problems related to
the present office work.
5. The present accounts department needs to be converted into Tally software package.
Presently our accounts staffs have minimal knowledge about tally. So new employees
with tally experience need to be recruited.
6. The server PC need to upgraded with new ones with the following model:
“IBM X3300 M4 Server”.
7. The temperature of the server room should be maintained at 28(Degree Celsius) right
through and it should be kept clean always.
8. The main problem of our organization is that the LAN networks are outdated. So we
need to upgrade all networking cables and network accessories. The network should
be 1000mbps (1GB) and accessories should be CAT 6.
9. The system configuration of the present client machine is an old one specially
Asst. Engineer PC, Dr.Shaji PC. So we need to upgrade or change the PC’s in our
organization.
10. A sample ofthe centralized networking diagram, software diagram and WI-FI
campus diagram are given in following pages:-

13. 13
CENTRALISED NETWORKING
DIAGRAM

14. 14

15. 15

16. 16
CAMPUS WI-FI DAIGRAM

17. 17
Campus Wi-Fi Networks for Hospital and
College
Hospitals, medical centers and campus networks require secure networks to carry heavy
traffic loads and sensitive information like electronic patient records and large medical
images.
WiFi internet access is a high priority for many educational and campus-based networks.
wireless radios can enable these WiFi hotspots by transporting the bandwidth between sites
on the network.

18. 18

19. 19
CENTRALIZED SOFTWARE
DAIGRAM

20. 20

21. 21

22. 22

23. 23

24. 24

25. 25
CONCLUSION
The project Hospital Management System(HMS) is for computerizing the working in
college.a hospital. The software take care of all the requirements of an average
hospital and college. It is capable to provide easy and effective storage of information
related to patients that come up to the hospital . It also provides information about
students and staffs of the
It generates test reports , provides prescription details including various tests, diet
advices and medicines prescribed to patient and doctor. It also provides injection
details and billing facility on the basis of patient’s status whether it is an indoor or
outdoor patient. It also provide details about college management related to students
and staffs like students details, fees details , staff attendance, stock details at factory
and dispensary,etc.

26. 26