This document describes a patient management system project for a university. The system aims to automate a hospital's manual patient record keeping system. It will computerize patient, doctor, and hospital details to make record keeping more efficient. The system will allow scheduling appointments, tracking medical bills and patient rooms. It will generate reports on patient information and utilize databases to store records. Diagrams including data flow diagrams and entity-relationship diagrams are provided to illustrate the system's design and data structure.

1. GHANA TECHNOLOGY UNIVERSITY COLLEGE (GTUC)
FACULTY OF INFORMATICS
PROJECT TITLE:
PATIENT MANAGEMENT SYSTEM (PMS)
A Project Work Submitted in Partial Fulfillment of the Requirements For
BSC. in INFORMATION TECHNOLOGY
BY:
Laud Amofah
MAY 2016

2. SYSTEMS INFORMATION
1.1 DESCRIPTION OF THE PROJECT
Hospital are the essential part of our lives which provides us with the best medical
facilities for various sickness, it may be due to the change in climatic conditions, stress
(emotional trauma) etc. It is necessary for the hospital to keep track of all activities and records
day in and day out of its patient, doctors, nurses and other staffs that keeps the hospital in its
operation.
Keeping track of all activities and reports on paper is very inefficient and time
consuming and also error prone. Keeping records on paper is a traditional base system that
sometimes do not make it robust, in any case of damage all files will be lost that will cost a lot to
the organization. Day in and day out many people visit the hospital and when using the
traditional base system it make it unreliable in the sense that it will take longer time to enter or
access data and also maintaining. It is not economically and technically feasible to maintain
these records on paper.
Thus keeping the working on the manual system we have develop an automated version
of the manual system called “Patient Management System”. Patient Management System is
designed specifically to manage episodes of care quickly and safely in demanding.
The main aim of our project is to provide a paper-less and also providing low-cost
reliable of automation of a reliable existing system. The system also provides excellent security
of data at every level of user-system interaction and also provides robust and reliable storage and
backup facilities.
Objectives of the system
The project “Patient management system” is aimed to develop to maintain the day –to-day state
of admission/discharge of patients, list of patients, reports generation, and etc. It is designed to
achieve the following objectives:
1. To computerize all details regarding patient details and hospital details.
2. Scheduling the appointment of patient with doctors to make it convenient for both.
3. Scheduling the services of specialized doctors and emergency properly so that facilities
provided by hospital are fully utilized in effective and efficient manner.

3. 4. If the medical store issues medicines to patients, and also any charges it should keep tracking
of all bills.
5. It should be able to handle the ward in which the patient is to been taken to.
6. The information of the patients should be kept up to date and there record should be kept in
the system for historical purposes.
1.2 METHODOLOGIES FOR DATA COLLECTION
1.2.1 PRIMARY DATA COLLECTION
 Primary data are data that has not been subjected to processing or any other manipulation,
and are also referred to as raw data.
 Primary data is a type of information that is directly obtained from first-hand source by
means of surveys, observation and experimentation. It is data that has not been published
yet and is derived from a new research study.
 Primary data collection are observed and recorded directly from respondents. The
information collected is directly related to the specific research problem identified. The
questions asked by the questionnaire must not be biased or formulated that helps the
different respondents understand it.
1.2.2 Secondary data collection
Secondary data is data collected by someone other than user. Common sources of
secondary data for social science include censuses, organizational records and data
collected through qualitative methodologies or qualitative research. Primary data, by
contrast, are collected by the investigator conducting the research.
 El Camino Hospital – Mountain View, California
Since opening in 1961, California’s El Camino Hospital has valued the importance of
technological advancement. In 1971 it partnered with Silicon Valley Company Lockheed
to launch the original computerized medical information system. The hospital’s high-tech
equipment includes advanced robotic radiosurgery device the Cyber Knife. “Literally all
the procedures that you can imagine that could help patients in radiation therapy are
available here under this roof,” said medical director of the radiation oncology
department Dr. Robert Sinha

4.  Mayo Clinic Cancer Center – Arizona, Florida, Minnesota
Founded in Rochester, Minnesota in 1889, the Mayo Clinic is the world’s biggest
comprehensive not-for-profit health care network and is also among the top medical
group practices in the U.S. In November 2013 the clinic collaborated with Northern
Arizona University in an innovative approach to treating players from the college’s
football team suffering from suspected concussions. Through the use of a remotely
controlled V-Go robot, the players were to receive real-time assessments from an off-site
Mayo Clinic neurologist. The Mayo Clinic Cancer Center
 Massachusetts General Hospital – Boston, Massachusetts
Now the main hospital of Harvard Medical School, Massachusetts General Hospital is
located in Boston. It was established in 1811 and today is recognized around the world for its
pioneering cancer treatment and diagnosis services. Furthermore, with a yearly budget in excess
of $750 million, its home to the most extensive hospital-based research setup on the planet. In
May 2013 the hospital introduced a state-of-the-art connectome scanner, which Discover
magazine described as “the world’s most advanced brain scanner.” The high-tech device creates
images that are up to eight times more comprehensive than those of regular MRI scanners – and
in a fraction of the time. The hospital has also made advances in optical frequency domain
imaging, near-infrared fluorescence imaging, optical coherence tomography, and sophisticated
neurotechnology.
1.3 Software Requirement Specification
Software requirement specification is a requirement specification for software systems, that
shows the description of the behavior of a system to develop and includes of some use cases such
as data flow diagram, ER diagram, context diagram, etc that describe the interaction between the
system and the user. And also the system contains functional and non-functional requirements.
Functional requirements impose its interaction and behavior between both the user and the
system. Non-functional requirements impose constraints on the design or implementation of the
system.

5. 1. INTRODUCTION
The software requirement specification document should facilitate in providing the entire
overview of the information system “Patient Management System” under development. This
document aims at providing the overall software requirement for the management.
1.1 PURPOSE
The main purpose of software requirement specifications document is to describe in a precise
manner all the capabilities that will be provided by the software applications “Patient
Management System” These are to be exposed to the development, testing team and end users of
the software.
1.2 SCOPE
The proposed software product is the Patient Management System. The system will be used in
any hospital, clinic, dispensary to get information from the patients and then storing that data for
future usage.
The current system in used is a traditional based system or paper based system. It is too slow and
cannot provide update list of patients within a reasonable time frame. The intention of this
system is to reduce overtime pay and increase the number of patients that can be treated
accurately. Requirement statements in this document are both functional and non-functional.
Overall Description of the Proposed System.
Product Perspective
The application will be windows-based, self-contained and independent software
product.
Database
(MS Access
or
MySQL) MySQL)
Visual Basic

6. 2.1.4 OPERATIONS
This product will not cover any automated housekeeping aspects of database. The DBA at
client site will be manually deleting old/ non required data. Database backup and recovery
will also have to be handled by DBA.
2.2 PRODUCT FUNCTIONS
The system will allow access only to authorized users with specific roles (Administrator,
Operator). Depending upon the user’s role, he/she will be able to access only specific modules of
the system. A summary of the major functions that the software will perform:
I. A login facility for enabling only authorized access to the system.
ii. When a patient is admitted, the front-desk staff checks to see if the patient is already
registered with the hospital. If he is, his/her Name is entered into the computer. Otherwise a
new Patient ID is given to this patient.
iii. If a patient checks out, the administrative staff shall delete his patient ID from the system.
iv. The system generates reports on the following information:
List of detailed information regarding the patient who has admitted in the hospital.
CHAPTER-2 SYSTEM DESIGN
2.1 Introduction
The purpose of Design phase is to plan a solution for problem specified by the requirements.
System design aims to identify the modules that should be in the system, the specification of
those modules and how the interact with each other to produce the results. The goal of the
design is to produce a model that can be used later to build that system. The produced model
is called design of the system.
System design is the process of defining the architecture, components, modules, interfaces
and data for a system to satisfy specified requirements. Normally, the design proceeds in two
stages:
1 physical design
2 Database design

7. PHYSICAL DESIGN
The physical design is a graphical representation of a system showing the system’s internal and
external entities and the flow of data into and out of these entities. An internal is an entity within
the system that transforms data.
To represent the physical design of the system, we use diagrams like data flow diagrams, use
case diagrams, etc.
Data Flow Diagram
Data Flow Diagram is a graphical representation of the "flow" of data through an information
system, modelling its process aspects. A DFD is often used as a preliminary step to create an
overview of the system, which can later be elaborated. DFDs can also be used for
the visualization of data processing.
A DFD shows what kind of information will be input to and output from the system, where the
data will come from and go to, and where the data will be stored. It does not show information
about the timing of process or information about whether processes will operate in sequence or
in parallel ( which is shown on flowchart ).
Data Flow Used to connect processes to
each other. The arrowhead
indicates direction of data
flow.
Process Performs some
transformation to input data
to output data.
Source or sink. (external
entity)
A source of system inputs or
sink of system outputs.
Data Store A repository of data.
Arrowheads indicate net
inputs or net outputs to the
store.
Level 0 DFD

8. A context diagram is a top level data flow diagram. It only contains one process node (process
0) that generalizes the function of the entire system in relationship to external entities. In level 0
DFD, system is shown as one process.
The Level 0 DFD shows how the system is divided into ‘sub-systems’ (processes), each of which
deals with one or more of the data flows to or from an external agent, and which together provide
all of the functionality of the system as a whole. It also identifies internal data stores that must be
present in order for the system to do its job, and show the flow of data between the various parts
of the system.
Personal details IPD & OPD
BILL, Report Detail report, Bills generate
vcvzx
Level-0
Hospital
Management System
Admin
Admin
Patient
Patient

9. Personal details of patient Update Patient db
Update
Personal Details of doctor Update Doctor db
Update
Reports DB
R_charges
Doctor name & fees
Patient details
E-R Diagram
Entity-Relationship Diagram is a graphical representation of entities and their relationship to
each other’s. It describes how data is related to each other. An entity is a piece of data, an object
or a concept about which data is stored. A relationship is how the data is shared between entities.
In E-R Diagram, there are there main components:
SYMBOL NAME DESCRIPTION
Entity An entity can be any object,
place, person or anything.
Admin
1.0
Patient
Detail
Admin
2.0
Doctor
Details
3.0 Lab
Reports
Generation
4.0 Bill
Generation

10. Attribute An attribute describe a
property or characteristics of
an entity.
Relationship A relationship describes
relation between entities.
ER-DIAGRAM
Doctor
Room
Patient
Bill
Treats
Issued
Assign

11. Doctor Details
ID Integer ID of the Doctor
Name Varchar 45 Name of the Doctor
Address Varchar 100 Address of the
Doctor
Phone Number Varchar 50 Contact number of
the Doctor
Qualification Varchar 1 Qualification of the
Doctor
Gender Varchar 10 Gender of the Doctor
Room Details
Name Type Size Description
Room_no Integer Id of the Room
Room Type Varchar 50 General or Private
Room
Patient Details
Name Type Size Description
Patient_no Integer 20 ID of the patient
Name Varchar 60 Name of the patient
Age Integer 20 Age of the patient
Gender Varchar 30 Gender of the patient
Address Varchar 90 Address of the patient
Date Datetime 30 Date of admission
Contact Number Varchar 90 Contact number of
the patient
Name-Doctor Details
Name-Room Details
Name-patient Details

12. Room No Varchar 50 Admitted patient
room
Bill Details
Name Type Size Description
Bill_no Integer 20 Number of the Bill
Date Datetime 20 Date at which bill is
generated
Patient Id Varchar 50 Id of the patient
Name Varchar 50 Name of the patient
Age Varchar 50 Age of the patient
Gender Varchar 50 Gender of the patient
Date of Admission Varchar 50 Date on which patient
is admitted into the
Hospital
Date of Discharge Varchar 50 Date on which patient
is Discharged from
the Hospital
Room Charges Varchar 50 Charges of the room
Pathology fees Varchar 50 Laboratory report
Charges
Doctor Fees Varchar 50 Doctor Checkup Fees
Miscellaneous Varchar 50 Other Charges
Total Amount Varchar 100 Total amount of the
bill
Scope of Improvement, Summary and Conclusion
CONCLUSION
The project patient management system is for computerizing the working in a hospital. It is a
great improvement over the manual system. The computerization of the system has speed up the
process. In the current system, the front office managing is very slow. The Patient managing
system was thoroughly checked and tested with dummy data and thus is found to be very
reliable. The software takes care of all the requirements of an average hospital and is capable to
provide easy and effective storage of information related to patients that come up to the hospital.
It generates test report and also provides the facility for searching the details of the patient. It
also provides billing facility on the basis of parent’s status.
Name-Bill Details

13. FURTHER ENHANCEMENTS
The proposed system is Patient Management System. We can enhance this system by including
more facilities like pharmacy system for the stock details of medicines in the pharmacy.
Providing such features enable the users to include more comments into the system.
LIMITATIONS
 The size of the database increases day-by-day, increasing the load on the database back
up and data maintenance activity.
 Training for simple computer operations is necessary for the users working on the
system.
BIBLIOGRAPHY
 Denise Gosnell, Matthew Reynolds and Bill Forgey “Beginning Visual Basic .NET
Database Programming” 2001
 Bradely and Milspaugh “Advanced Programming Using Visual Basic 2005. McGraw
Hill” – 2007
 Chris Sells, Justin Gehtland Addison Wesley “Windows Forms Programming in Visual
Basic.NET” - 2003
Web References
http://www.mvps.org/vbnet/
 http://www.vb-world.net/
 http://vbwire.com/