Sri Lanka Institute of Information Technology

Patient Admission System; Sadisma Hospitals (pvt) Ltd.

Systems Proposal System Analysis 2010

Group ID: 04 Submitted by:

DBM/09/M6 2277 (M.G.S.T.A. GAMAGE) DBM/09/M6 2260 (D.W. KUMARAGURU) DBM/09/M6 2283 (D.D. KULATHUNGA) DBM/09/M6 2255 (M.S. BASNAGALA) DBM/09/M6 2274 (K.A.R. R. KANDANARACHCHI)

Submitted to:

Mrs. Mahesha Kapurubandara 01.10.2010

Contents
1. Introduction .......................................................................................................................................... 4 1.1. Problem statement......................................................................................................................... 4 1.2. Scope of the project ....................................................................................................................... 6 1.3. Constraints .9 1.4. Preliminary alternatives..10 1.5. Recommendations..11 1.6. Cost benefit analysis..12 2. Analysis report .................................................................................................................................... 19 2.1. Process model .............................................................................................................................. 19 2.1.1. Context diagram.13 2.1.2. Data flow diagram......20 2.2. Data model .................................................................................................................................... 21 2.2.1. Context data model 22 2.2.2. Complete data model......23 3. 4. Work break down structure ................................................................................................................ 24 Project plan ......................................................................................................................................... 25 References.26 Appendices.......................................................................................................................................... 27

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Executive summary
This report is similar to a handbook which provides guidelines for the preparation of an automated patient admission system. This provides the necessity as to why it is required to automate a manual patient admission system by pointing out the usefulness of an automated system. The scope of the project shows the extent to which this project will work to and what processes are covered. Furthermore the constraints of the system are also mentioned as well as the alternative ways to follow in order to solve the problem. Recommendations suggest the best possible method that can be adopted in solving the problem. The cost/benefit analysis shows the items for which expenses should be made if the system is to implement. This analysis helps to identify the gain or loss that would arise after implementing the system. In the analysis section of the report it details out the process of designing the system if it to be implemented as per the suggestions. It helps the user to understand the scope and the boundary for the system and the projects. Data flow diagrams help to make a clear picture of what data elements the flow consists; whereas data model shows how the system uses and creates data. The work break down structure explains how the work has been carried out throughout the project and the milestones achieved. It is further elaborated by the Gantt chart which explaines the work break down structure which is categorized under the project plan. Appendices include the company information on which this project was done. It further includes the other documents such as questionnaires, etc. It is expected that the users of this document will be able to enhance the knowledge in constructing an automated patient admission system for a company and use that information in developing such systems in future.

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1 Introduction
1.1 Problem statement
Sadisma Hospitals (pvt) Ltd is a newly built private hospital located in Malabe town. Currently it provides various services for their customers such as laboratory services, OPD, theater facility, pharmacy, rooms and wards. They have nearly forty employees as their workforce including well trained nurses, laborers, pharmacists, administrative staff and specialist doctors. Currently it is operating simple systems for laboratory and pharmacy which are linked to the billing system. For the pharmacy they have an inventory control system. All the details about the drugs available in the pharmacy are maintained in the pharmaceutical inventory system as a database. Inventory system is updated manually when a new stock of drugs is received. Once the drugs are issued to patients the system automatically updates and it helps the hospital to keep track of its inventory of drugs. For the laboratory there is another system. To get the laboratory facility first, patients need to make an appointment by paying to the cashier. Then the cashier gives a copy of the invoice to the patient and another for the laboratory. Laboratory has the system which keeps the details of all the patients who get the laboratory facilities. The system gives individual identity codes for all those patients and once the reports are completed they put an entry which says that the reports are available. By checking those entries the cashier can easily find the availability of reports. But this system requires certain manual updates. The hospital uses completely manual procedures in admitting patients. When a new patient is admitted to the hospital the receptionist makes manual entries of the patients personal details. Then the patient is admitted to the OPD for initial consultations. After that the patient is directed to the casual wards and from there to the separated wards considering their illnesses and health conditions. All the details with regard to the treatments and checkups that the patient needs to follow are kept manually. Since the management of the hospital is keen on expanding its services in near future, it expects to have a patient admission system for its patient admission department.

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Problem Specification To get an in depth understanding about the project and to prepare an unbeaten product the scope of activities has to be understood and for that a research must be conducted in order to clarify even the smallest details which are doubtful. First the ways of how patients details are kept using the manual system should be found out, next the methods they use and the time taken should be considered. These are essential factors when analyzing the existing system of the Sadisma hospital. After that the details about the major documents that are associated with the patient admission system and the parties that are related to these documents should be found out. Details on how and what sort of information has to be extracted from those patients have to be researched on and details about what sort of documents have to be prepared for them (clients) and what sort of details have to go into those documents have to be found out. Next the requirements of the project sponsor should be identified. Further it is required to know how each user of the system interacts with the system, what different users will input to the system, how and what data should be validated. Apart from all these it is necessary to research on the levels of security that each user will be permitted.

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1.2

Scope of the project

Overview Doctors, testers, users, documentation writers and lecturer-in-charge who use the patient admission system are the intended audience of this document. By reading this document they can get a clear idea of what the system would do. This document describes the whole system gradually. Therefore if one needs to get a clear idea of a particular section can refer to the contents page and find the relevant section. However, it is recommended to read the whole document from the beginning to end to get a detailed idea of the system. At present, there is no such a system in Sri Lanka. Our system basically automates the major processes which have been done manually. Here the receptionists manual tasks will be completely made automated through the patient admission system. With this solution, the patients will be also benefitted in several ways. Hence, patients satisfaction is guaranteed. The security and reliability of the information can also be assured with the new automated system. The reader could go through the content page and identify their points of interest to proceed to seek for information regarding the system. However, it is recommended that if an overview of the product is required to the user. Moreover the developers are required to read the functional and non functional requirements, and the system features specifically.

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Intended Audience and Reading Suggestions This document is intended for an audience with some technological and IS understanding. This document is focused on the administrative staff of the company specifically. Readers are advised to go through the overview section before reading on the rest of the document. Other types of general readers include private nursing homes, project managers, doctors, users, technical officers. Product Perspectives In a real life scenario this system could be applied for hospitals to enter bio details, laboratory details, surgery details of patients and any kind of comments and suggestions in general. In large scale hospitals, data entry person may feel difficult if there is a manual system to find patient details, evaluate monthly records of patients and to handle rates among other data. Therefore this software can be recommended for sadism hospital. User Classes and Characteristics Receptionist: Can enter details of patients by opening separate folders for each and every patient for the usage of doctors and other recommended parties. And can review past details and history of patients. Doctor: Can enter comments to the system after checking patients. Further allows determining patients situation and make special comments for the usage of other parties such as laboratory persons. Administrator: Can route all the data and put information in to the database. This facilitates the use of this information for the monthly evaluation process.

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Key Benefits Save time of both employee and patients Save the cost associated with paper work Customer information can be kept safety and confidentially It facilitate the works of the finance department

Flow of the Project 1) Analysis: In implementing a new system for Sadisma hospitals (Pvt.) Ltd, a complete analysis has to be done in order to find out details on how the application is going to help the users (clients) and how it is going to help their business. The analysis should cover all the aspects. The first important thing is finding the target audience. Then how they will interact with the system, their main necessities that have to be covered from the system have to be analyzed. All the present hardware, software, people and data should be considered during the time of analysis. Input: As the first step of the analysis several discussions have to be done with the employees of the hospital. For that the company should be visited and meet the person who will act as the sponsor of this project. And after discussing with that person in charge of the project, an idea should be generated as to whom to meet to get a requirement. Then a questioner will be given to the users (the persons who will be recommended by the sponsor of the project). This questioner will be decided upon before visiting the company. This will mainly contain the common questions which will be faced when implementing a new system. Also it will include the questions made through the understanding of the project received from the initial explanation.

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Through this questioner the feedback of users will be taken regarding the main processes and the inputs that will be put in to the system. And further more an idea of the connectivity of the processes, and the flow of data in the system can also be obtained. After the initial interviews an idea of how the system has to be designed and developed and what kind of data which has to be stored in the database can be decided. Additionally what kind of appearance they desire can also be thought, so that it will be helpful to make this system more user-friendly and more attractive to the users. And telephone conversations have to be conducted to clear any doubts which will rise after the initial interview. As it is expected to go through the discussion notes which were obtained from the initial interview, doubts will arise as whether it is possible to cover the whole requirement at once. Therefore it may require re-visiting the company several times before finalizing the requirement. Furthermore it is necessary referring to model application, which will be found from the research. This research will be done to make a clear idea about the project which will be developed.

Output: After finalizing the requirement a work plan has to be developed, so work can be done accordingly. This will be shown through the Gantt chart of our project. After the requirement analysis, needs to estimate the costs which will be incurred for the project. Then after that tasks have to be allocated among the team members who will be doing the processing, testing, documenting etc. and the teams requirements as well as the software and hardware requirements have to be considered. This will be decided by looking at the way the project is being done. After the analysis, the proposal document will be generated by the team members who are appointed to it. This will be the agreement between the customer and developers. Then after giving the project proposal to the customer approval has to be taken. And if there are any amendments to do to the proposal it will be done at this stage.
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Specification building This is the most important part in the project. The main and the first item in the system requirement specification will be the feasibility study through which a rough idea is obtained as to whether this project is feasible and if it is what sort of requirements have to be fulfilled for the completion of the project. Covering up each and every element of the requirements draws up preliminary specifications and from there on can move on to covering up dynamic parts of the software of the specification that has been built. The specification needs to be developed very well as the whole program will depend on it. Each and every process of the system will be derived from the specification and the interface of the system will depend on the inputs of the users and the outputs from the system which will be specifically stated in the project proposal document. This will also be the main agreement between the company (client) and the project team as will be informing the sadism hospital through the specification what will be developing and after finishing the project proposal it has to be submitted for their reviews. Next they will have to inform whether the requirements that have been derived through the analysis are well suited for their purposes or whether any other additions have to be made or whether there are any changes to be made for the existing ones. Depending on their feedback the necessary changes will be made and again submitted for their reviews. Thus the specification will have to be developed and changed accordingly until the company (client) feels that their requirements will be fulfilled by the system. Input: The documents collected from the analysis will be used here to identify the main processes and the sub processes of the system. According to the identified process the relevant inputs and outputs of those processes have to be taken. Apart from the processes identified through the documents of analysis developers will have to think whether there are missing processes or whether any other processes are needed to link the existing processes with each other.

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The most important aspects of the SRS (System Request Specification) will be the DFDs and ERDs which will clearly show the relationship between functions. These will help in segmenting the whole process so that the parts can be developed by different members of the team and so that the entire process will be faster and later all the sub systems can be added to make the complete system.

Output: The output will be the documentation consisting of all the processes, their inputs & outputs and the relationship between processes. Other than the normal data based on the analysis a graphical representation of the data flows and a graphical representation of the existence of databases will be included in the documentation. Application function flow: Check whether the patient is new one or not. If it is a new patient then all the details are taken as inputs to the system (name, address, telephone no, e-mail address, etc). If it is an existing patient, then search the patient from the database by using patient ID or name or etc (there is advanced search also). Then take the new information and enter into the system. Then directing to the appropriate doctor. After checking the patient, compare the patients new situation with the old information. Then add comments with regard to the disease. Determine whether the patient should be admitted or not. If patient should be admitted, assign a new patient number, ward or room number and bed number. Database of the admission fees rates will be updated monthly.

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Goals This system will save time of the receptionists, doctors and patients by recording the required details efficiently. Anyone who will be using the system can view the details of the patients bios, diseases, laboratory reports and admission details of patients. Requires less human effort and time, therefore it saves human resources.

Objectives Functional Requirements 1) Entering patients details This is the first functional requirement of the system. It is very important to save patient details in order to update patient details in the future and to make necessary changes and track data. If it is a new patient then all the details are taken as input to the system. This information is saved under patient id, name, address, telephone Number, e-mail address fields in the database. If it is an existing patient, then can search for the patients details from the database by using patient ID (there is advanced search too) and take new information and save it in the system database. 2) Data entry : Channeling If a patient wants to channel a doctor, that person will be appointed to the relevant doctor on that day itself. If a patient visits the hospital without making an appointment then that patient will be appointed to a doctor available that time. A payment should be made by the patient once the appointment has been made. Patient id, patients name, doctors name, channeled date and time, room number, payment amount and cashiers details are saved in the system database from this function. 3) Entering diagnosis details of the patient
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Once the patient meets a doctor, the diseases will be diagnosed by the doctor. In the patient card, the doctor will make a comment comparing the old situation and the new health situation of the patient. Appropriate medicine will be then prescribed to the patient. If the situation is worse the patient will be advised to get admitted to the hospital.

4) Entering patient admitting details to the system Once a patient is admitted a ward number, room number will be given to the patient and those information will be entered in the system other than the patient details and details about the diseases.

5) Calculating payment details Before a patient leaves the hospital after getting cured, a bill has to be paid for all the hospital charges. This bill is generally done by the accounts department of the hospital. Admission charges, doctor fees, hospital accommodation charges, laboratory charges, radiology charges are considered when making the bill. Non functional requirements 1) Security There are three main user level logins as primary, moderate and administrative. There login benefits differ from each other. 2) Performance Response speed and time should be high. Allows the system to manage the patients records and reservations with the minimal use of man power and time. Saves time of patients and other parties by using an efficient method to track details. 3) Backup and recovery requirements 4) Accuracy Reduces the inconveniences that a particular patient might be facing at the hospital. 5) User friendliness To develop a system that can efficiently perform the tasks of the receptionists.

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General objectives of the patient admission system are as follows: Reduce the human errors. Reduce the cost by reducing the number of employees. Provide efficient mechanism in tracking information about patients. Reduce the queuing time. Provide customized and user friendly service to patients.

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1.3

Constraints

Time limitation As mentioned in the work plan of the project, it shows the total time that has to be spent on the system is four months. However, it will take more than the allocated time when it is put it into action. One of the reasons behind this is that the project team has to meet the client from time to time to discuss about how this system should be and create according to the requirements of the users of SADISMA HOSPITAL. As well as when staffing the work plan, it takes time to allocate work among members due to the lack of knowledge that every member has with regard to creating a system for patient admission. When studying the asis system there is another issue that takes a lot of time than allocated, instead of three days it takes six days to complete the task.

Cost constraint According to the requirement of the users it costs more than the forecasted figures because of the users require much more advanced technological software, hardware to comply with the most recent technology.

As when the project flows users change their system requirements from time to time which restricts the implementation of work programmed previously. So it is the time and costs which created the major problem for which adjustments have to be made accordingly.

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1.4

Preliminary alternatives

1. In-house development 2. Purchasing a system from an outside entity 3. Automate the system completely 4. Moderately enhance the system by adding new features 5. Do nothing. Maintain the same manual system

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1.5

Recommendations

Solution Outline Our solution outline for this problem is to automate the existing patient admission system. The existing system is a fully manual system. In this existing system, when a patient comes to the receptionist or person at the counter, questions will be put towards the patient to get a clear idea about the requirements that patient is having. Next that information will be noted down in the patients register. After that the patient will be directed to a suitable doctor by issuing a channeling number. At the end of the month the administrative staff manually calculates the number of patients admitted to the hospital and creates a patient information folder for the each and every patient and calculates manually the fees which should be collected from the patients. The main purpose here is to automate this manual scheme. This software will be mainly used by the patient admission department, doctors, laboratory section, pharmacy and financial department. In this system complex database has to be handled because patient information is very significant and those vary from patient to patient. In this software there will be three different privilege levels. They are the administrator level, mediator level and the user level; these three levels have different kinds of access permissions. This software will be mainly used by the patient admission department, doctors and the specialists. When a patient arrives the hospital, the receptionist has to get the following information from the customer and input that data to the software in order to fill the patients details folder. Name, age, gender, address, contact details, etc. This will facilitate easy reference of patient details without any hassle.

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1.6

Cost benefit analysis

1 Out sourcing. Benefits Increased the no: of patients Improved Customer service Total benefits. Development Costs Labor Analysis and Design Programming External consultant Hardware Software Windows server 2008 Visual studio 2008 SQL server 2008 Office Space and Equipment Total Development Costs Operational Costs Software upgrades Software licenses Maintenance costs Labor(Technical) Network technician Computer operations Communications Charges Total Operational Costs Total Costs Net Benefits ROI NPV (ASSUMED AT 10%) 1.6.1 Figure (Rs.) 0 0 0

2 (Rs.) 30000 25000 55000 (Rs.)

3 Total 25000 35000 60000 55000 60000 115000

35000 25000 35000 50000

0 0 0 0

0 0 0 0

35000 25000 35000 50000

20000 20000 185000

0 0 0

0 0 0

20000 20000 185000

1500 1500 5000

3500 2350 15000

4500 3200 22000

9500 7050 42000

30000 12500 5000 47500 232500 -232500

30000 12500 5,000 47500 47500 7500

30000 12500 5,000 47500 47500 12500

90000 37500
15000

142500 327500 -212500 -65% 21,207.74

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Analysis report 2.1.Process model

2.1.1 Context diagram The following diagram shows the patient admission system context diagram. The context diagram defines the scope and boundary for the system and the project that relates to SADISMA HOSPITAL (pvt) Ltd, Malabe.

2.1.1.1

Figure

Basically these patient admission systems have four main process including two external entities. There are patients, doctors, administration department, Laboratory and pharmacy. Each and every entity has a data inflow/outflow.

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2.1.2

Data Flow Diagram

2.1.2.1.

Figure

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2.2 Data model

2.2.1 Context data model This shows two entities sets with one relationship set between them. It can have more complex structures. The context data model for SADISMA HOSPITAL patient admission system consists of the following entities: patient, ward, medical history, consultant, matron, nurse, test results, prescribed medicines, and doctor. Following figure shows how each and individual entities are having relationship with among them.

2.2.1.1.

Figure
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2.2.2 Complete data model The complete data model for SADISMA HOSPITAL patient admission system consists of the same entities listed in the context data model. However, this model contains all of the attributes associated with each entity. The following are the business rules for establishing each of the relationships: Each patient has one or more prescribed medicines Medicines prescribed at least one or more patients Each patient has at least one or more test results Test results have done by one or more patients Each patient assigned by one consultant Consultant may have more patients Each patient examined by one or more doctor Doctors may examined at least one or more patient Each patient has at least one or more patient history Patient history must have a patient Each patient must have admitted to a ward Ward have at least one or more patient Ward must have assigned matron Matron must assigned by a ward Ward has one or more nurse Nurse must be in a ward Doctor can be at least a consultant Consultant must be a doctor

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2.2.2.1.

Figure

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Work break down structure

1. INITIATION 1.1 1.2 1.3 1.4 1.5 1.6 1.7 Forming a group Selecting a project sponsor Group Meetings Identifying user requirements Identifying functions of to be system Identify intangible & tangible value Identify constrained that associated

2. PLANNING 2.1 2.2 2.3 2.4 Develop system request Analyze feasibility Developing a working plan Staffing the plan

3. PROJECT PROPOSAL PRESENTATION 4. ANALYSING 4.1 Studying the current system 4.1.1 Problem Analysis 4.2 Information gathering 4.2.1 Interviews 4.3 Designing a concept for a new system 4.4 4.5 Organizing & documenting information Finalizing the report

5. FINAL PRESENTATION

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Project plan

4.1. Figure

References

HAWRYSZKIEWYCZ, Igor (1997).Introduction to Systems Analysis and Design,4 th ed,prentice hall, UK Hospital Information System.(2010).[online].last accessed 22nd September 2010 at http://www. Google.lk/Hospital%20Information%20System%20-%20HIS.html KAPURUBANDARA, Mahesha (2010).Process modeling [lecture handout]. From a System Analysis lecture, held on 22 nd August, Sri Lanka Institute of Information Technology.

Appendices

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Organization Chart

Managing Director

Director Medical

Director Finance

Director Other Opperartions

Manager In Patients

Manager Out - patient

Manager Pharmacy

Accountant

Accountant

IT Coordinators

Emergency Coordinators

Administrator Coordinators

Doctors

Doctors

Pharmasists

Nurses

Nurses

Attendants

Attendants

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