1.

Problem definition
The management of the clinic is done manually. There are some problems arise
especially for the data retrieval. Clinic has a problem of loss of patient data .There is
also redundant patient data if the clinic assistant is not sure whether patient came to
the clinic before. So the clinic assistant considers the patient as a new one and
repeated his data.

Currently, the clinic assistant has to take times to check for patient's file.

By losing patient's file, important data will be lost as blood investigations, family
history, past history which is necessary for the doctor to help him for diagnosis the
patient's disease. Also, it may require repeating examinations and investigations
again to fill the file of patient which costs time, effort and money.

If there are a lot of patients waiting in reception for registration, clinic assistant will
take too much time for finding patient's profile, and recording patient's data. In
additional, patients will be unsatisfied about the services and may leave the clinic
which effects clinic's reputation.

Clinical Patient management system is enhanced from the traditional paper-based

management system that has been using in the clinic. Based on the previous system,
the patient who comes to the clinic for the first time is registered via the system. The
assistant assist the patient by write down the personal detail in a form. The patient
gets the treatment and information about the treatment is record in a file. The system
manages the activities in the clinic but the previous system has cause problems to
the user. Problems of using paper to record down the records of patient:

 Only one copy, emergent consult problem.

 Waste time to search the record.
 Easy to lost record or duplicate record.
 Waste money on purchase paper.
 Waste space for store record.

These problem are so important is because they will affect the operation of clinic
cause decrease of patients visits, inefficiency and increase of cost. Clinical Patient
management is developed to overcome the problems.
2.Objective
From the technical view, the system will help to make it easier to maintain the
record of patient, doctor and medicine. It will help to reduce the number of lost
record for the patient. At the same time, It will improve the data retrieval. It will be
easier for the staff of the clinic to retrieve back the record of existing patient and
doctor may view the patient history .

Furthermore , there will be list of medicine and diseases assigned to database of

clinic system so clinic assistant has just to choose from it ,so that it will reduce
recording incorrect data about medicine and diseases .

The most important thing is the management can view the payment record for the
clinic. At the same time, the system may generate report for the operation of the
clinic. For example, report about the number of patient per day and total income for
the clinic per day.

Other objectives

 Saving time, efforts, money.

 Record and retrieve data easily and efficiently.

 Helping the doctor to manage his private clinic in simple way, away from
complications.
 Showing the financial situation of the clinic by explaining and counting its
incomes and outcomes.
 Making an archive and record about all patients easy to display and retrieve at
any time.

 Make user easy to maintain record

 Determine what record is requiring in the system. All the records will be kept
in database.
 Ensure the system useful to user as it help in daily activity in the clinic.
 Determine how will the system work/operate and understand daily activity
in the clinic.
3.Scope of the project
The scope for the system will involve staff, doctor and management of the clinic. The
staff will register the patient. The doctor will diagnose the patients and give the
medication while the management will view the daily report of clinic operation. The
communication between the staff is done using the local network.

4. Project significance
This system will involve all the clinic operation starting from patient
registration until billing the patient . The important thing is it will become easier for
the data record and retrieval. This system will be able to generate report regarding the
clinic operation. For example, the number of patient per day and total collection per
day.
The target user for this system is staff of the clinic, doctor and also the management
system is usable and easy to use by the user.

Clinic Management System can help the clinic to manage their daily activity. This
system help reduce the problems occur when using the manual system. This system
enables doctors and clinic assistant to manage patient records ,appointment and
produce reports. The system is develop due to the problems that exist when using the
manual system.

Data inconsistency, data mix with other data and problem regarding reporting is the
main problem that the user is facing. Due to that this system is developed to
overcome the problems. This system is easy and simple to use by the user. Other than
that, the system is user-friendly and it can help the clinic to manage their activity and
at the same time overcome the problem.

The system makes record keeping more efficient and secure from an unauthorized
people. Only authorized user has the right to retrieve their own information. This will
secure the patient's information. This system has also overcome the problems in
paper-based management system.

Besides that, the system is easy for the management to maintain record about the
patient and inventory. The time for retrieving the information needed will be less
compare to the manual. This will help the clinic assistant in doing the job.

The system also helps in minimize the loss of data. The clinic assistant can view and
generate report for the specified data.
5.Functional requirement
 Patient Registration
System is able to record patient's data for the first time which includes
(Patient's ID - patient's name – gender –SSN – birthdate - phone number- job –
address - email – blood type –family history – patient's history ).
Also there are some constraints applied on these data to insure its validity such as :
 Phone number must be eleven numbers .
 SSN must be fourteen numbers.
 Patient's ID must be a certain number according to user's requirement .

System will provide a comboBox to choose from it gender and blood type.

patient's ID could be generated automatically or be random numbers that user enters

according to user's requirement , also system makes sure that patient's ID is a specific
for each patient

 Patient reservation
After recording patient's data for the first time, system enable user (clinic assistant) to
record patient reservation which includes (reservation's ID – reservation type-
reservation price)
System calculate the price of each reservation considering discount for each patient
according to each contract place and its discount percentage that determined by user.

 Diagnosis
The whole system is connected with local network so when clinic assistant record
patient's data , doctors will be able to check and review the Medical history of a
patient through patient ID.
During the consultation, the doctor can check the patient treatment from the system ,
such as patient diagnosis, medicines, drug allergy, chronic disease. After the
checking, the doctor or his assistant will add the information and status about his
diagnosis in the system.
System provide comboBox for medicine and diseases to choose from them, to make
it easy , fast and avoiding incorrect data, so that system is provided be database
includes a huge data of medicine and diseases according to doctor requirement.
 Medical certificate
System is able to print medical prescription with clinic's logo to make it easy for
patient to read.
 Accounting segment
System is able to calculate incomes, outcomes, profits of the clinic per day, week,
year, or any certain time .

 Other facilities
 System provides an autocomplete property during searching.
 System display warning messages
 System is able to display and print required reports such as:
 Display a list of reservations , registrations per week ,month ,year and so on.
 Display a list of diagnosis of certain patient, doctor.
 Display a list of reservation according to its type.
 Display reservation of a certain period.
 Display list of diseases that patients have for a certain period.
 Display number of operations performed per certain time according to its
type or its profit .
 Display a report of all patient who have the same disease.
 The system must provide the calendar for the doctors, to check the calendar and
appointment on the day.
 The calendar permits the staff to apply different kind of leave. Such as, annual leave
or non-paid leave and so on.
 For each doctor there is a schedule to organize reservations .
 System provides a calculator
 System provides Currency exchange for accounting segment
Future functional requirement

Web application :
 Allow patients to view the doctor's schedule. If want to supply a direct appointment
way on web. The system require to show out the doctors schedule of working day.
 Making appointment is several simple steps. The patients can log in by using the
User ID and Password. For the first time to log in, the patients can register on the
web site and set their own ID and Password.
 Doctors can check and review the Medical history of a patient through patient ID.
 The Patients can check their own disease history through the web browser, which
include the patient info, such as Name, address, age, gender, record of diagnose, any
allergic reaction.
6.Non-Functional Requirements
6.1. Security
6.1.1 Patient Identification

The system requires the patient to identify himself /herself using patient ID card

6.1.2 Logon ID

Any user who uses the system shall have a Logon ID and Password.

6.1.3 Modification

Any modification (insert, delete, update) for the Database shall be synchronized and

done only by the administrator in the ward.

6.1.4 Authorization

6.1.4 .1 Front Desk staff Rights

Front Desk staff shall be able to view all information in clinic, add new patients to
clinic but shall not be able to modify any information in it.
6.1.4 .2 Administrators' Rights
Administrators shall be able to view and modify all information in clinic.

6.2. Performance Requirements

6.2.1 Response Time

The system shall give responses in 1 second after checking the patient’s
information.
6.2.2 Capacity
The System must support 1000 people at a time.

6.2.3 User-interface
The user-interface screen shall respond within 5 seconds.

6.2.4 Conformity
The systems must conform to the Microsoft Accessibility guidelines
6.3 Maintainability
6.3.1 Back Up
The system shall provide the capability to back-up the Data.

6.3.2 Errors
The system shall keep a log of all the errors.

6.4Reliability
6.4.1 Availability
The system shall be available all the time.

6.5 Usability
The system must be usable and easy to use by user.