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Initial draft created for early distribution
Draft Shao Jingqiu, Chad 16-Oct-2002
and review
Revision of draft and adding of necessary
Revision1 Cyprian, Li, Jingqiu 22-October 2002
Cyprian, Li, Jingqiu,
Revision 2 Final revision 23- October-2001
Flip, Chad

This document is a Software Requirements Specification (SRS) for the Hospital Patient
Management System (HPMS). It describes the functions, goals and tasks that the system can
perform. Software Team Development Inc. (STD) will use this document to describe the scope
of the project and to plan for the system¶s design and eventual implementation. This document
forms the basis for the contract between the hospital and Software Team Development Inc.

The document lists the following features as the high-level requirements that the Hospital Patient
Management System will satisfy:

R? ork Scheduling ± assigning nurses to doctors and doctors to patients

R? |dmissions - |dmitting patients, assigning the patients to appropriate wards
R? Patient Care - Monitoring patients while they are in the hospital
R? Surgery Management - Planning and organizing the work that surgeons and nurses
perform in the operating rooms
R? ard Management - Planning and coordinating the management of wards and rooms
R? aiting list: Monitoring to see if there are any patients waiting for available beds,
assigning them to doctors and beds once these become available

The document also presents a number of requirements that can be classified into two categories:
functional and non-functional requirements. Non-functional requirements can be used to improve
the functioning of the computer system, but not the management of the hospital as a whole. For
these requirements, Software Team Development recommends that the Hospital management
identify a set of experts from their computer department and their legal department to formally
accept the requirements. The primary areas of concern are performance, security and user-
interface. Functional requirements, on the other hand, are requirements directly related to the
hospital management. Software Team Development Inc. (STD) also recommends that the
hospital management identify a set of experts in the different domains to examine and formally
accept these requirements.
e would be grateful if you accept this document as the beginning of the process for approving
the requirements and launching the design phase of the project. If you have any questions about
this document please contact Chad La Fournie at (403) 210 7545 between 9 a. m. and 4 p.m. on
weekdays. Your prompt response will be highly appreciated.

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The purpose of this document is to describe all the requirements for the Hospital Patient
Management System (HPMS). The intended audience includes all stakeholders in the
potential system. These include, but are not necessarily limited to, the following:
administrative staff, doctors, nurses, surgeons and developers.

Developers should consult this document and its revisions as the only source of
requirements for the project. They should not consider any requirements statements,
written or verbal as valid until they appear in this document or its revision.

The hospital management and its team members should use this document and its
revisions as the primary means to communicate confirmed requirements to the
development team. The development team expects many face-to-face conversations that
will undoubtedly be about requirements and ideas for requirements. Please note that only
the requirements that appear in this document or a future revision, however, will be used
to define the scope of the system.

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The proposed software product is the Hospital Patient Management System (HPMS). The
system will be used to allocate beds to patients on a priority basis, and to assign doctors
to patients in designated wards as need arises. Doctors will also use the system to keep
track of the patients assigned to them. Nurses who are in direct contact with the patients
will use the system to keep track of available beds, the patients in the different wards, and
the types of medication required for each patient. The current system in use is a paper-
based system. It is too slow and cannot provide updated lists of patients within a
reasonable timeframe. Doctors must make rounds to pick up patients¶ treatment cards in
order to know whether they have cases to treat or not. The intentions of the system are to
reduce over-time pay and increase the number of patients that can be treated accurately.
Requirements statements in this document are both functional and non-functional.

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 c Hospital Patient Management System

 Personal Health Number on health card

  an account of patients

""/" collection of information in a structured form

0%1"!! administrative staff that work at reception desk

 a user identification number to enter the system

"(% a word that enables one to gain admission into the system

/0/"%" $" an application that runs on the Internet

%(,333 an operating system produced by Microsoft Corporation

that is Used to operate the computer using a graphical user

c2 a query language to interrogate the system

 Patient Identification number

Graphical User Interface

ccSoftware Requirements Speficification

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No formal documents have been referenced in this document.

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This Software Requirements Specification (SRS) is the requirements work product that
formally specifies Hospital Patient Management System (HPMS). It includes the results
of both business analysis and systems analysis efforts. Various techniques were used to
elicit the requirements and we have identified your needs, analyzed and refined them.
The objective of this document therefore is to formally describe the system¶s high level
requirements including functional requirements, non-functional requirements and
business rules and constraints. The detail structure of this document is organized as

Section 2 of this document provides an overview of the business domain that the
proposed Hospital Patient Management System (HPMS) will support. These include a
general description of the product, user characteristics, general constraints, and any
assumptions for this system. This model demonstrates the development team's
understanding of the business domain and serves to maximize the team's ability to build a
system that truly does support the business.

Section 3 presents the detail requirements, which comprise the domain model. Picture 1
shows an overview of the Hospital Patient Management System and the relationships
between requirements.

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This Hospital Patient Management System is a self-contained system that

manages activities of the hospital as bed assignment, operations scheduling,
personnel management and administrative issues. Various stakeholders are
involved in the hospital system. | general picture of the system and the
relationship between various stakeholders in the hospital is shown in Picture 2.
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The system functions can be described as follows:

'"7 hen 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 Personal Health
Number (PHN) is entered into the computer. Otherwise a new Personal Health
Number is given to this patient. The patient¶s information such as date of birth,
address and telephone number is also entered into computer system.

$"7 The patient goes to consultation-desk to explain his/her condition

so that the consulting nurse can determine what kind of ward and bed should be
assigned to him/her. There are two possible circumstances:

a) If there is a bed then the patient will be sent to the bed to wait for the
doctor to come.

b) If there is no bed, the patient is put on a waiting list until a bed

becomes available.

"1. If a patient checks out, the administrative staff shall delete his
PHN from the system and the just evacuated bed is included in available-beds list.

 4": The system generates reportson the following information:

patients, bed availability and staff schedules after every six hours. It prints out all
the information on who has used which bed, when and the doctor that is taking
care of a given patient as well as expected medical expenses.
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The system will be used in the hospital. The administrators, doctors, nurses and
front-desk staff will be the main users. Given the condition that not all the users
are computer-literate. Some users may have to be trained on using the system.
The system is also designed to be user-friendly. It uses a Graphical User Interface


They all have general reception and secretarial duties. Every staff has some
basic computer training. They are responsible for patient¶s check-in or
notification of appropriate people (e.g. notify administrator or nurse when an
event occurs).


They all have post-secondary education relating to general business

administration practices. Every administrator has basic computer training. They
are responsible for all of the scheduling and updating day/night employee shifts.
|dministrators in the wards are responsible for assigning doctors and nurses to


|ll nurses have post-secondary education in nursing. Some nurses are computer
literate. Consulting nurses to whom patients give short descriptions of their
conditions are also responsible for assigning patients to appropriate wards if the
beds are available, otherwise putting patients on the waiting list. Nurses in wards
will use the HPMS to check their patient list.


|ll doctors have a medical degree. Some have further specialized training and are
computer literate. Doctors will use the HPMS to check their patient¶s list.

R The system must be delivered by January 1st 2003.

R The existing Telecommunication infrastructure is based on IEEE100802.3

standards and the system must conform to this standard using category 5 cables
for networking

R The system must be user-friendly

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R It is assumed that one hundred IBM compatible computers will be available

before the system is installed and tested.

R It is assumed that the Hospital will have enough trained staff to take care of
the system

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The HPMS shall allow front-desk staff to add new patients to the


The HPMS shall allow front-desk staff to give each patient a ID
and add it to the patient¶s record. This ID shall be used by the
patient throughout his/her stay in hospital.

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The consulting nurse shall use HPMS to assign the patient to an
appropriate ward.

The consulting nurse shall use HPMS to assign Patient to a waiting
list if no bed is available.


cc336 '
The administrative staff in the ward shall use HPMS to assign a
doctor to a given patient.

cc338 ' 

The administration staff in the ward shall use HPMS to assign a
nurse to a given patient.

The HPMS shall inform doctors of new patients.

The HPMS shall inform nurses of new patients.

cc33; #'"
In an emergency case, the administrative staff shall use HPMS to
assign an emergency room, doctors and nurses to the patient

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In a surgery case, the administrative staff shall use HPMS to assign
asurgery room, surgeon and nurses to the patient.

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The HPMS shall generate the patient¶s situation record every two
hours for normal patients.
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The HPMS shall generate patient¶s situation record every half hour
for severe patients.

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The whole treatment procedure for the patient shall be recorded by
the system.

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The HPMS shall automatically inform the patients who are on the
bed waiting list of available beds whenever they become available.


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The administrative staff in the ward shall be allowed to delete the
ID of the patient from the system when the patient checks out.

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The administrative staff in the ward shall be allowed to put the
beds just evacuated in beds-available list.


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Every six hours the HPMS shall generate reports on patients about
the following information: patient¶s PHN, patient¶s name, ward
name, bed number and the doctor¶s name.

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Every six hours the HPMS shall generate reports on bed
availability about the following information: ward name, bed
number, occupied/unoccupied

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Every six hours the HPMS shall generate reports on staff schedule
about the following information: staff ID, staff name, staff type,
duty shift.
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Each patient shall have the following mandatory information: first
name, last name, phone number, personal health number, address,
postal code, city, country, patient identification number.

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The HPMS shall allow the user to update any of the patient¶s
information as described in SRS020

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The HPMS shall allow the user to search for patient¶s information
by last name or PHN or patient ID.

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Each staff in hospital shall have the following mandatory
information: identification number, first name, last name, phone
number, address, postal code, city, country, employee type, duty

cc3,5 %"c"!!
The HPMS shall allow the user to update any of the staff¶s
information as described in SRS023.

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The HPMS shall allow the user to search for employee information
by last name, or ID number.

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The ward is categorized into four types: Maternity, Surgical,
Cancer and Cardiac.

Each ward in HPMS shall include the following mandatory
information: ward name, ward number, list of rooms in ward.

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Each room in HPMS shall include the following mandatory
information: room number, list of beds in room, full/not full.
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Each bed in HPMS shall include the following information: bed
number, occupied/unoccupied, patient PHN.

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The HPMS shall allow users to search the ward, room, and bed
directly by ward number, room number and bed number
respectively, or by hierarchal hyperlinks from ward to bed.


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The system shall use the MySQL Database, which is open source
and free.

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The Development environment shall be indows 2000.

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The system shall be a eb-based application.

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The system requires the patient to identify himself /herself using

cc3-6 2'

|ny user who uses the system shall have a Logon ID and

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|ny modification (insert, delete, update) for the Database shall be
synchronized and done only by the administrator in the ward.
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The system must comply with the Regional Health |uthority
Regulations concerning privacy, section 703.2RH|/2000/v78

cc3-: 1"!!'
Front Desk staff shall be able to view all information in HPMS,
add new patients to HPMS but shall not be able to modify any
information in it.

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|dministrators shall be able to view and modify all information in

cc353 ='
Nurses shall only be able to view all information in HPMS.

cc35* '
Doctors shall only be able to view all information in HPMS

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cc35,  #

The system shall give responses in 1 second after checking the
patient¶s information.

cc35- " "

The System must support 1000 people at a time.

cc355 0!"
The user-interface screen shall respond within 5 seconds.

cc356 !#
The systems must conform to the Microsoft |ccessibility

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cc358 <"1
The system shall provide the capability to back-up the Data

The system shall keep a log of all the errors.


cc35: "$"/$
The system shall be available all the time.


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Picture 2 Overview of Hospital Patient Management System