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Hospital Management System

Thesis · May 2018

DOI: 10.13140/RG.2.2.16459.28966

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 ABSTRACT

MATARLO, MARLOU J. and ONIOT, JOHN BARTH Southern

Philippines Agri-Business and Marine and Aquatic School of Technology,
Malita, Davao Occidental, May 2018 “HOSPITAL MANAGEMENT
SYSTEM” Undergraduate Capstone Project.

Adviser: RHEA MAE L. PERITO, MSIS

The purpose of this study is to develop a computerized hospital

management system that will upgrade the quality of information

management and efficiency of the hospital employees using this study.

The study was able to produce the module that would administer patient

registration and admission details; a module that would manage the

admission bills and pharmaceutical payments; and a module that could

monitor medicine inventory of the hospital pharmacy.

Furthermore, the study used the Waterfall Methodology model that

followed a linear structure starting from preliminary investigation,

requirement analysis, design phase, implementation and maintenance.

Each phase guided the researchers in the development of the study and

helped them organized the work flow of each task.

In conclusion, the researchers found out that the system could speed

up the working progress and productivity of the hospital employees.

i
It could also generate hospital reports that could help the users to provide

an overview of the hospital transaction within specific date. It also

provided the facility for searching the details of the inquiring patient in the

receptionist module. The system could reduce the workloads in the

hospital resulting to a better management and working performance. In

general, the study resulted to a better improvement of the hospital

transactions.

It has been recommended that there was a need to enhance the

front end design of the system; add modules for the laboratory and

PhilHealth; and improve billing module, add functions to cater more

discounts and detailed enumeration of each receipt.

ii
 HOSPITAL MANAGEMENT SYSTEM

MARLOU J. MATARLO
JOHN BARTH J. ONIOT

CAPSTONE PROJECT STUDY SUBMITTED TO THE FACULTY OF THE

SOUTHERN PHILIPPINES AGRI-BUSINESS AND MARINE AND
AQUATIC SCHOOL OF TECHNOLOGY, MALITA, DAVAO
OCCIDENTAL, IN PARTIAL FULFILLMENT OF
THE REQUIREMENTS FOR THE
DEGREE OF

BACHELOR OF SCIENCE IN INFORMATION TECHNOLOGY

MAY 2018
 ACKNOWLEDGEMENT

The researchers would like to express their heartfelt gratitude and

appreciation to those people who became their inspiration in the making

of this capstone. To their capstone adviser, Rhea Mae L. Perito, for her

utmost support and guidance. For allowing them to experience new things

and teaching them how to be passionate and be more determined in

achieving their goals. To Professor Joselito J. Mebolos, for advising the

researchers on how to enhance their system output. To Obea Rizzi B.

Omboy, for sharing her ideas and knowledge which guided the

researchers in the improvement of their study. To Bailina P. Dalam for

assisting the researchers and to Antonette R. Albarracin, for helping them

improve their study.

To the Malita District Hospital staffs, for giving them the

opportunity to create a system. To their friends, for extending their time

to give full support and encouragement whenever they need them. To the

researcher’s loving family and for their strongest support, their undying

love, understanding, assistance, and encouragement were the very

reasons why they survived and worked hard to fulfill their goals. And

above all, to God Almighty, for making everything possible.

 DEDICATION

To the loving family of Oniot and Matarlo, their beloved parents,

brothers and sisters, to their close and ever supportive friends, to fellow

SPAMATIANS, to their respective faculty and staff, and to all BSIT

students. This piece of project is humbly dedicated.

 TABLE OF CONTENTS

PRELIMINARY PAGES PAGE

ABSTRACT i
TITLE PAGE iii
APPROVAL SHEET iv
ACKNOWLEDGEMENT v
DEDICATION vi
TABLE OF CONTENTS vii
LIST OF TABLES ix
LIST OF FIGURES x
LIST OF APPENDICES xii

CHAPTER

I BACKGROUND OF THE STUDY

Introduction 1
Objectives of the Study 3
Significance of the Study 3
Scope and Limitation of the Study 4
Definition of Terms 6

II REVIEW OF RELATED LITERATURE

Hospital Management System 8
Electronic Medical Record System 10
Design and Implementation of Hospital
Management System 14
Healthcare Information Systems 15

III TECHNICAL BACKGROUND

Technicality of the Study 19
Details of the Technologies Used 20
How the Project Works 21

IV METHODOLOGY
Research Locale 32
 Population of the Study 33
Operational Feasibility 33
Technical Feasibility 36
Compatibility Checking 37
Relevance of the Technology 39
Schedule Feasibility 40
Economic Feasibility 41
Data and Process Modelling 44
Object Modelling 53
Data Design 60
Security 67
Software Specification 67
Hardware Specification 68
Programming Environment 70
Test Plan 71

V SUMMARY, CONCLUSION
AND RECOMMENDATIONS
Summary 73
Conclusion 74
Recommendations 75

BIBLIOGRAPHY 76
APPENDICES 78
CURRICULUM VITAE 123
 LIST OF TABLES

TABLE PAGE

1 Result of Compatibility Checking for the Server PC 38

2 Result of Compatibility Checking for the Client PC 38

3 Development Cost of the Project 42

4 Projected Annual Gain 43

5 Projected Annual Cost 43

6 Return of Investment 44

7 Data Dictionary of the Project 63

8 Software Specification 68

9 Hardware Specification 69

10 Test Plan 72
 LIST OF FIGURES

FIGURE PAGE

1 Waterfall Model 22

2 Malita District Hospital Vicinity Map 25

3 Functional Decomposition Diagram 28

4 Gantt Chart 33

5 IPO Diagram 38

6 System Flowchart 39

7 Flowchart of Administrator Module 40

8 Flowchart of Receptionist Module 41

9 Flowchart of Head Nurse Module 42

10 Flowchart of Pharmacist Module 43

11 Flowchart of Billing Officer Module 44

12 Context Diagram 45

13 Data Flow Diagram 46

14 Use Case Diagram 47

15 Class Diagram 48

16 Activity Diagram of Receptionist 49

17 Activity Diagram of Head Nurse 50

18 Activity Diagram of Pharmacist 51

19 Activity Diagram of Billing Officer 52

20 Sequence Diagram of System Users 53

21 Entity Relationship Diagram 55

22 Deployment Diagram of the System 64

 LIST OF APPENDICES

APPENDIX PAGE

I Relevant Source Code 77

II Sample Input/Output/Reports 87

III User Guide 91

IV Grammarian’s Certification 113

V Test Plan 114

VI Relevant Documents 115

 CHAPTER 1

BACKGROUND OF THE STUDY

Introduction

The population in various countries is increasing rapidly every year,

and a lot of people have seen the need of health care. Health cares are

one of the most essential needs of a man. It is a necessity according to

Agnes (2011) at the University of Nigeria; the hospital is an institution for

health care that provides patient treatment by specialized staff and

equipment. Hospitals are largely staffed by professional physicians,

surgeons, and nurses. It is a place where patients visit for medical check-

up or treatment.

Hospital workflows are done within twenty-four hours. Due to this

reason, the hospitals need efficient management. According to Toussaint

(2015), hospitals can’t improve without better management systems. In

Toussaint’s perspective, management is a significant part of today’s cost

and quality crisis in health care. This is the reason why suitable hospital

needs and appropriate medical management must be present to deliver

applicable healthcare facilities. However, there are still several hospitals in

the country that uses paper works in the management.

In line with this, the researchers found out that the Malita District

Hospital located at National Highway Road, Poblacion, Malita, Davao

Occidental is using Microsoft Excel format in most of their computer

transactions. Though they have computers on each department, the work

process is still laborious and time consuming. The employees still need to

check the excel files every time there are inquiries about hospital records

without proper system.

Each staff will look through their Excel files or printed files for each

patient profile since all the computers are not connected to each other.

Though there are existing computers, updating of information is done

separately. Due to this reason, recording and maintaining all the records is

highly unreliable, incompetent and error-prone.

The researchers would like to propose the Malita District Hospital

Management System, a project which could have a computerized billing

and management system. The core purpose of this project is to centralize

the information process done by connecting all the existing computers

through the Local Area Network. Using this system, billing and recording

of transactions of the hospital will be improved and will be well-structured.

 Objectives of the Study

Generally, the project aimed to maintain basic hospital transactions

using a computerized system. It would provide an organized management

tool for the hospital in replacement of the existing system. The main

purpose of the project was to accelerate the management transactions of

the hospital. Specifically, the project aimed to:

1. Create a module that will administer patient’s information

and admission;

2. Create a module that will manage admission bills and

pharmaceutical payments; and

3. Create a module that monitors medicine inventory of the

hospital pharmacy.

Significance of the Study

The study is important to the hospital patients since they could

have medical information without experiencing delays and incorrect

information. If they wanted to access their medical history, they would not

be going through a difficult process. The hospital especially the pharmacy

and billing department would not go through a lot of paper reports when
it comes to payments and accounting records. The use of paper would still

be there but it could be reduced so that excessive paper loads would not

be a problem.

The study was also significant to the staffs since they would be

able to register, update, delete, and search information within the system.

It was beneficial to the hospital since it could improve their management

through connecting all their existing computers in one system. In general,

the study was important to the hospital and patients for it could serve as

an applicable tool to maintain the productivity and quality of service in the

hospital.

Scope and Limitation of the Study

The study focuses on the basic access and use of hospital-related

information, most especially the computerization of management

transactions for the hospital employees. The Malita District Hospital have

departments operating in a day-to-day basis. However, the researchers

would cater five departments namely: Administrative, Emergency, Out-

Patient, Pharmacy, and the Billing.

In registering or admitting the patients, the hospital had two

entrances: the Emergency Department and the Out-Patient Department

and these were being covered in the system in the patient registration

module. The billing transaction and the inventory of the hospital

medicines was also part of the project, as well as the room availability.

The users of this study could easily record and keep the patient

details necessary for the hospital. They could also access the records due

to the centralization of data and could print necessary records and

manage their level of usage. The system could not diagnose what type of

illness a patient had. Recording of illness information was not part of the

system’s purpose since it was the doctors’ duty to facilitate the diagnosis.

And lastly, the study doesn’t need to be published online.

Definition of Terms

Administer – this is the main process of the system where it operates a

certain function especially in the patient registration

Authentication – this involve confirming the identity of the system user

ensuring that the access being granted for is valid.

Centralize – this is the type of computer architecture used by the

researchers where most of the processing performed is done in a

central server computer.

Client Personal Computer – these are the computers being granted

access for by the computer server which stored the system

application and database of the hospital.

Data – this comprises of raw facts and figures that are processed by the

system to produce valuable information.

Ethernet Cable – this is the network cable used in the system in order to

connect all the existing computers to communicate with one

another.

Foreign Key (FK) – is the foreign key in the database used by the

system

Input – this means collecting and entering data into the computer

system.

Inventory – refers to the electronic method of records used by the

system for storing drugs or medicines that the pharmacy holds.

Output – this means getting some useful information out of the system.

Patient Information – this is the identifiable information in medical

records regarding the patients with their given data

Primary Key (PK) – is the primary key in the database used by the

system.
Pharmaceutical Payments – this is the process of the system where it

can manage billing order and transactions relating to medicinal

drugs

Validation – validation is the process of checking that a software system

meets specifications and that it fulfils its intended purpose.

User – these are the persons who interact with the system through a

system interface in order to input data or extract information

from the system.

 CHAPTER II

REVIEW OF RELATED LITERATURE

Hospital Management System

According to Toussaint (2015), hospitals can’t improve without

better management systems. In Toussaint’s perspective, management is a

significant part of today’s cost and quality crisis in health care. This is the

reason why suitable hospital needs and appropriate medical management

must be present to deliver applicable healthcare facilities.

According to Agnes (2011) there must be a planned approached

towards work. And thus, the activities within the hospital must be well

planned and organized. In line with this, the researchers found out that

the level of accuracy in handling hospital information must be done

accordingly and accurately. Conclusively, the errors are not completely

eliminated, but they are reduced.

Hospital Management System is powerful, flexible, and easy to use

and is designed and developed to deliver real conceivable benefits to

hospitals. Prasanth and Sailaja (2014) stated that hospital management

system is to computerize the front office management which deals with

collection of patient information, diagnosis details, and even the billing

details.

The researchers have found out that the computerization of

hospital management system has become a necessity and has become the

new standard. By implementing this technology adoption, the researchers

also found out that the need of easy access to patient information and

history are significantly increasing.

According to Kaelber et al., (2008), patients, policymakers,

providers, payers, employers, and others have increasing interest in using

personal health records (PHRs) to improve healthcare costs, quality, and

efficiency. They stated that many healthcare information technology

vendors and healthcare providers already have the tools available to PHRs

to their customers and patients. For example, an estimated 50 million

patients see healthcare providers who use the EPIC EHR (Electronic

Health Record) software system. The researchers concluded that in order

to achieve this improvement, an upgrade of the hospital management was

necessary.

Previous reviews of research on electronic health record (EHR) data

quality have not focused on the needs of quality measurement. Chan et

al., (2010) reviewed empirical studies of EHR data quality, with an

emphasis on data attributes relevant to quality measurement. They stated

that many of the 35 studies reviewed examined multiple aspects of data

quality. 60% percent evaluated data accuracy, 57% data completeness,

and 23% data comparability.

Electronic Medical Record System

According to Park et al., (2008) the use of an electronic medical

record system for mandatory reporting of drug hypersensitivity reactions

has been shown to improve the management of patients in the university

hospital in Korea. The researchers found out that the report rate of past

DHSRs (drug hypersensitivity reactions) was greatly increased and the

estimated incidence of new events decreased under the new system. The

occurrence rate of new DHSRs during hospitalization, which were caused

by the repeated administration of the agents previously suspected as

culprit drugs enormously, decreased from 15% of previous system to 1%

of new system. The researchers concluded based on the study that the

mandatory reporting system for past DHSRs and the supervision by allergy

specialists appear to be important in improving the management of

patients with drug hypersensitivity and in preventing the occurrence of

DHSRs in a general hospital.

 According to Blumenthal and Tavenner (2010), the widespread use

of electronic health records (EHRs) in the United States is inevitable. EHRs

will improve caregivers' decisions and patients' outcomes. Once patients

experience the benefits of this technology, they will demand nothing less

from their providers. Hundreds of thousands of physicians have already

seen these benefits in their clinical practice.

According to Wager et al., (2014) physicians and staff indicated

that the EMR system has changed not only how they manage patient

records but also how they communicate with each other, provide patient

care services, and perform job responsibilities. The EMR is also perceived

by its users to have an impact on practice costs. Although in most

practices physicians and staff were unaware of actual expenses and cost

savings associated with the EMR, those in practices that have eliminated

duplicate paper-based systems believe they have realized cost savings.

According to Shachak (2009), the use of EMR exerts both positive

and negative impacts on physician–patient relationships. The negative

impacts can be overcome by some simple means as well as better designs

of EMR systems and medical education interventions. Physicians’ everyday

practices of integrating EMR use into the clinical encounter as well as

better design of EMR systems and EMR and communication training may
facilitate PDC in computerized settings. Shachak used a qualitative, grounded theory‐like approach to
analyse the data.

According to Lau et al., (2012) currently there is limited positive

EMR impact in the physician office. To improve EMR success one needs to

draw on the lessons from previous studies such as those in this review.

They included 27 controlled and 16 descriptive studies and examined six

areas: prescribing support, disease management, clinical documentation,

work practice, preventive care, and patient-physician interaction. Overall,

22/43 studies (51.2%) and 50/109 individual measures (45.9%) showed

positive impacts, 18.6% studies and 18.3% measures had negative

impacts, while the remaining had no effect. Forty-eight distinct factors

were identified that influenced EMR success. Several lessons learned were

repeated across studies: (a) having robust EMR features that support

clinical use; (b) redesigning EMR-supported work practices for optimal fit;

(c) demonstrating value for money; (d) having realistic expectations on

implementation; and (e) engaging patients in the process.

In conducting their study, they had three practising physicians (MP,

JB, CP) on the review team to assist in study selection and synthesis to

ensure the relevance of their findings. One researcher searched two

online databases - Ovid MEDLINE® and CINAHL® in early 2010 using

search strategies prepared with the assistance of a medical librarian. The

search covered combinations of concepts for electronic medical record,

office practice, physician and impact. Lau and his group limited their

search to English articles published in the last decade as they were more

likely to be relevant than those from earlier periods (from 2000 to 2009).

After removing duplicates from the combined MEDLINE® and CINAHL®

searches one reviewer did the preliminary screening of all citations. Full-

text review of the articles was done by two teams of two reviewers (one

researcher and one physician per team). The third physician (MP) was the

tie-breaker. The final article selection for analysis was done by consensus.

Corresponding authors of original articles were contacted to verify the

setting if needed.

In conclusion, the researchers found out that several important

themes emerged. The organizational context in which the system is

implemented is important. Effective leadership, the presence of a system

champion, availability of technical training and support, and adequate

resources are essential elements to the success of the EMR (electronic

medical records). The researchers also found out that the physicians who

use electronic health records believe such systems improve the quality of

care and are generally satisfied with the systems.

 Design and Implementation of Hospital Management System

According to Liu (2016), the problem of design and implementation

of hospital management system is of great importance in modern hospital.

Liu stated that the system must be made of several parts such as:

marking card, registration, medical treatment, drug information

management, pharmacy dispensing, emergency, data dictionary

maintenance, database backup, report printing and so on. There are

seven function modules that are to be considered, including: Emergency

Register Management, Price Making, Charge, Nurse Station Management,

Report Printing, Pharmacy Dispensing, and Data Dictionary Maintenance.

Based on the above design, the system can provide high quality

treatments and good services for patients and their families.

According to Ren et al., (2017) hospital information system is

considered as one of the most important branches of the Medical

Informatics by the International Academia Community, with the essence

of integrating all the hospital departments into a large information

network to facilitate the whole hospital system. Given the issue of

“difficult to be hospitalized” in China, a set of safe, stable and easy-to-

handle beds resource management information system was developed by

the Hospital Information Department (HID) using PowerBuilder, the MVC

model and the Oracle database. This system improved the efficiency of

bed resource management, enabled interdisciplinary collaboration across

departments, and significantly reduced the average hospital stay of

patients.

Healthcare Information Systems

With the increasing applications of electronic medical record

systems, many hospitals have accumulated rich clinic data in format of

distribution and heterogeneity (Cai et al., 2014). In order to efficiently

fulfil the integration, Linked Data Model is extended and used to design a

method for personal electronic medical data searching and integration.

Personal electronic healthcare records are constructed through

linked information net. The prototype demonstrates that the proposed

method is effective and efficient. The ability of external investigators to

reproduce published scientific findings is critical for the evaluation and

validation of health research by the wider community (Hemingway et al.,

2017). With the complexity, volume and variety of electronic health

records made available for research steadily increasing, it is critical to

ensure that findings from such data are reproducible and replicable by

researchers.

According to Tarride et al., (2011) the introduction of health

information technology (HIT) into the medication management process

holds the promise of reducing adverse drug events (ADEs), increasing

efficiency of care delivery, improving quality of care, reducing costs, and

saving money over the longer term. However, even if these technologies

are effective, they are complex and expensive to acquire, implement, and

maintain.

Electronic systems that collect, process, or exchange health

information about patients and formal care givers; medication

management information technology that was integrated with at least one

HIT system that processed patient-specific information and provided

advice to the healthcare provider or patient or dealt with transmission or

order communication between pharmacist and clinical prescriber. Any

article that included an economic component was tagged and underwent

further screening. For this review, full and partial economic evaluations

were eligible for inclusion. A full economic evaluation is the comparative

analysis of alternative courses of action in terms of both costs and

consequences, and these were further classified into one of the three
categories: (1) cost-effectiveness analysis; (2) cost-utility analysis; and (3)

cost-benefit analysis.

Following the January 2010 earthquake in Haiti, the Israel Defense

Force Medical Corps dispatched a field hospital unit (Levy s 2010). A

specially tailored information technology solution was deployed within the

hospital. The solution included a hospital administration system as well as

a complete electronic medical record. A light-weight picture archiving and

communication system was also deployed. During 10 days of operation,

the system registered 1111 patients.

The network and system up times were more than 99.9%. Patient

movements within the hospital were noted, and an online command

dashboard screen was generated. Patient care was delivered using the

electronic medical record. Digital radiographs were acquired and

transmitted to stations throughout the hospital. The system helped to

introduce order in an otherwise chaotic situation and enabled adequate

utilization of scarce medical resources by continually gathering

information, analysing it, and presenting it to the decision-making

command level.

The establishment of electronic medical records promoted the

adequacy of medical treatment and facilitated continuity of care. This

experience in Haiti supports the feasibility of deploying information

technologies within a field hospital operation. Disaster response teams

and agencies are encouraged to consider the use of information

technology as part of their contingency plans.

The information system was designed to meet two primary

objectives. The first was to serve as an administrative platform for the

field hospital and to enable hospital command to make informed

operational decisions, based on real-time accurate information. The

second was to enable advanced case management at the individual

patient level by establishing an electronic medical record. The solution

scheme had to include a means of distributing digital radiographs

throughout the hospital because of the introduction of a computerized

radiography machine as part of the hospital's standard equipment.

 CHAPTER III

TECHNICAL BACKGROUND

Technicality of the Study

The proposed study was only a project that would use a local area

network for connecting of computers. The study needed hardware

components such as a complete set of computers and basic input and

output devices to keep the computer running. The software used were

Netbeans Integrated Development Environment (IDE), Java programming

language, iReport, Microsoft Word, Windows Operating System not later

than XP with at least 2GB of RAM, and MYSQL Database. The researchers

used the combination of the software and hardware in order for the study

to be functional and technical.

On the other hand, the hospital has existing computers which can

be used for the implementation of the system. As for the software, they

are currently using Microsoft Excel for keeping their records maintained by

authorized personnel. They don’t have internet connection and their

computers are not connected by a local area network. The hospital also
has staffs which are already Information Technology graduates which

could maintain the proposed system.

Details of Technologies Used

The proposed project needed software to create and edit necessary

images for the system and thus, the researchers chose Adobe Photoshop

for the image processing. The database used was MYSQL Database to

save and retrieve information of the system and this was installed in the

existing computers in the hospital. MYSQL served as the database

software for storing and retrieving data which could generate later as

information.

The researchers used Netbeans version 7.0 using JAVA as the

programming language for the system codes. The researchers chose JAVA

since it was a cross-platform language that would be compatible with the

existing computers in the hospital. To generate the necessary reports for

the system, the researchers installed the iReport plugin to Netbeans

software. JAVA programming language was used to create application on

the computer. This was used to create complete applications that could

run on a single computer or be distributed among servers and clients in a

network.
 Netbeans Integrated Development Environment (IDE) would let the

researchers quickly develop Java desktop, mobile, and web applications as

well as HTML. The IDE also provided a great set of tools for PHP, C and

C++ developers. It was free and open source and had a large community

of users and developers around the world. MYSQL was the application to

be used for a wide range of purposes, including data warehousing, e-

commerce, and logging applications. Since the hospital already had

existing computers, these said computers were used to store and install

the completed project.

How the Project Works

The project was a computerized system that could automate

processes managing the Malita District Hospital and its billing transactions.

It could also help in updating of patient information. The project needed a

LAN (Local Area Network) features in order for the system modules to

communicate with each other - a client and server type of service. This

project did not necessarily need internet connection.

The project used the Waterfall Methodology Model. It followed a

linear structure starting from preliminary investigation, requirement

analysis, design phase, implementation and maintenance. Each phase of

this project had sub phases which produce expected output results.

Requirements were fixed at initial stages before proceeding with

development plans. In the figure below, the first phase of the project was

the requirements phase. The researchers were obliged to investigate the

necessary information from the hospital in order to determine the exact

needs of the project implementation. The researchers conducted

interviews and investigations with the hospital personnel to gather data

and requirements for the project. The researchers were provided with

necessary documents such as sample of printed forms and receipts of the

hospital. These sample forms were used by the researchers to design the

system in the next stage.

Figure 1. Waterfall Model

 The researchers proceeded to the second stage which was the

design phase after conducting necessary investigations. Since the data

being gathered from the previous stage was fixed and organized, the

researchers planned the design of the project based on the gathered

requirements and data. At this point also, the researchers had started the

coding and building of the system. They also created the diagrams and

flowcharts for the system modules. The administrator, receptionist, head

nurse, pharmacist and billing officer modules were designed and the

workflows were visualized through flow charts.

The third phase of the model was the implementation. After the

researchers completed the system codes, they proceeded to the

deployment of the entire project. The researchers executed the system in

actual working computers to test whether it would run or not. After

implementing the system, the researchers tested it on each module in the

fourth phase, called the verification process.

In the verification phase, each module was tested and the

researchers encountered that there were certain modules which had

errors, and the researchers resulted to fix the errors. The researchers

conducted a test plan which allowed the users to test the existing modules

if it’s working or not. The researchers allowed the user to use the system
in order to determine if all the functions were running, and that the

objectives of the project were met.

The researchers completed the final phase, which was the

maintenance phase. In this phase, the researchers made necessary

changes in the system codes that were missed out during the testing

stage. Any errors and bugs encountered in the verification phase were

also fixed at this phase.

 CHAPTER IV

METHODOLOGY

Research Locale

The project was conducted at Malita District Hospital, located at

National Highway Road, Davao Occidental. Malita District Hospital was the

only government hospital in the province of Davao Occidental.

Figure 2. Vicinity Map of Malita District Hospital

 Population of the Study

The study covered the administrator which was responsible in

monitoring the system’s general performance, including the staff

registration. Any authorized personnel of the administrator could also

manage the system. The main users of the system were the

administrator, receptionist, billing officer, pharmacist and the head nurse.

The patients and doctors of the hospital were also part of the population

of the study.

Operational Feasibility

During the preliminary investigation, the researchers found out that

the hospital had discussed the necessity of computerization of their

transactions. In this regard, the proposed project was very relevant to

their current situation and thus, the users would not be hesitant to accept

it. The management also support the project since it is a necessity to the

hospital.

The system that the developers proposed did not result to

workforce reduction. There was no need to reduce the current workers

since they were already literate on using computers. In training the users,
the researchers were capable of providing the materials needed such as

user manual or user guide to be given to the users upon the project

completion. They could also provide personal training to the users when

needed.

On the other hand, the patients of the hospital would experience a

slight transition from existing management to centralized management

system. However, the patients did not need to adjust so much since the

hospital work flows were still the same.

Legal and ethical issues needed to be considered in the

development of the system. Though the system was computerized, the

researchers considered the official receipt of the hospital to be integrated

in the system. The official receipt was necessary for legal purposes. The

users were encouraged by the researchers to accept it as a necessity for

the upgrade of the hospital. In summary, an organized planning was

made to determine how much effort and care would go into the

developing of the system including the training to be given to the users

when needed.

Figure 3 below showed the functional decomposition diagram that

corresponds to the functional relationships as to how the processes were

developed. It mainly focused on how the overall functionality was

developed and its interaction between the users and the system.

Figure 3. Functional Decomposition Diagram

Technical Feasibility

The researchers had the necessary hardware, software and

network resources such as laptop, software applications like JAVA and

Netbeans IDE, and network cables for connecting the server and client

computers during the development and testing implementation.

 The researchers were capable of creating the system using the

JAVA programming language with the help of reliable internet resources

for online learning. The proposed platform had sufficient capacity for

future needs since it was a cross-platform capable of upgrading. There

was not a need of prototype for the system since it was a software

application, not a hardware.

The hardware and software used by the researchers were reliable.

The system would interface properly with the existing systems operated

by the users and customers since it was based on the original workflow of

the hospital. The researchers included performance specifications such as

specifying that the server computer needed at least 4GB RAM and the

client computer needed at least 2GB RAM in order to perform well.

The affected employees were screened by the hospital

administrators to see who were most capable to learn on how to use the

system. On training the users, the developers provided the essential

trainings and instructional materials.

The users of this project already had several existing computers in

the hospital that was used for implementation. The regular employees

were already knowledgeable on using the computers; however, not all the

employees were literate on computers so most of them needed to

undergo training. The technical needs of the project also included the

facility to produce output in a given time. This satisfied the user

requirement by specifying equipment and software and hardware. The

project had the ability to process the hospital transactions at a particular

speed and to facilitate data.

Compatibility Checking

In order for this project to work, the researchers made sure that

the system was compatible to the software and hardware requirement of

the end-users. The equipment included was the following: any inkjet

printer and any physical computer that could run JAVA language and

MYSQL database with at least having a 2GB RAM memory.

The software compatibility checking was done through investigating

the existing computers in the hospital. The researchers found out that

they were using Windows-based computers which were compatible with

the software used which was JAVA, a cross-platform software. The

existing computers had 2GB RAM running in a 32-bit Operating System

which was compatible with running JAVA codes. The table below showed

the compatibility checking of the system.

Table 1. Result of Compatibility Checking for the Server PC

WINDOWS 7 WINDOWS 8 WINDOWS 10

SYSTEM
Windows 7 X64- Windows 7 X64- Windows 7 X64-
bit and X32-bit bit and X32-bit bit and X32-bit

Malita District
Hospital
Management √ √ ×
System

Table 2. Result of Compatibility Checking for the Client PC

WINDOWS 7 WINDOWS 8 WINDOWS 10

SYSTEM
Windows 7 X64- Windows 7 X64- Windows 7 X64-
bit and X32-bit bit and X32-bit bit and X32-bit

Malita District
Hospital
Management √ √ ×
System

Relevance of the Technologies

The hardware and software configuration were relevant to the

completion of this project. It was important for the researchers to have a

compatible computer unit in the duration of this project so that it would

not delay the tasks, and also to avoid computer lags while making the
programming codes. A 500 GB hard disk was only appropriate to conduct

this study since the system itself would handle a huge data. A 2GB RAM

was already compatible to make the program running. The end users

would need to upgrade the storage if necessary.

Figure 4 was the schedule of activities to be done during the whole

period of the system development. The tasks and the duration of time

were also included to serve as a guideline for monitoring the progress of

the project. The schedule helped the researchers of this project to track

the activities including the delayed tasks, and also to determine the

suitable schedule for the system building.

 Schedule Feasibility

2017 2018
Activity
Task Jul Aug Sep Oct Nov DecJan FebMar Apr
May
Jun
(Weeks)

12 3 4

Requirements

Design

Implementation

Verification

Maintenance

Documentation

Legend:
Activity Done in 2017

Activity Done in 2018

Figure 4. Gantt hart

 Economic Feasibility

The system was economically feasible due to its capability to regain

the cost of operating procedures used by the hospital because it was

cheaper than hiring additional manpower to increase or to speed-up

processes. As a result, the hospital benefited economically with

computerized data processing, large data storage and efficient results.

Another advantage was that employees could still work on other task

since they didn’t have to consume much time in processing manual

transactions.

The hospital had eight computers currently being used. These

computers were already beneficial to the hospital since they didn’t need to

buy new sets. These computers had 2GB RAM and could manage to run

the system. Table 3 showed the cost and benefit of the system. Since the

hospital already had existing computers, there was no more need to buy

another set of computers. However, necessary expenses were also

included in this analysis.

Table 3. Development Cost of the Project

PERSONNEL

Quantity Particulars Amount

2 System’s Programmer/Builder (180 days

Php 36,000.00
@ 200.00/day)
Sub-total 36, 000.00

EXPENSES

Quantity Particulars Amount

2 Travel Expenses 500.00

1 Printing Expenses 500.00

1 Research Expenses 500.00
Sub-total 1, 500.00

SOFTWARE AND HARDWARE

Quantity Particulars Amount

1 Local Area Network (2 meters) Php 30.00

Sub-total 30.00
Total Development Costs Php 37, 530.00
Table 4. Projected Annual Gain

QUANTITY

Particulars Amount

50 Set of Pens (@ 8/each) Php 400.00

10 Short Bond Paper (@ 150/ream) 1, 500.00

Subtotal 1, 900.00

Total Projected Annual Gain 1, 900.00

Table 5. Projected Annual Cost

PERSONNEL

Quantity Particulars Amount

1 System’s Programmer for

maintenance (12 days @ 500/day) Php 6, 000.00
Subtotals 6, 000.00

EXPENSES

Quantity Particulars Amount

1 LAN Cables 40 meters for

Php 100.00
hardware maintenance
Subtotal 100.00
Total Projected Annual Costs 6, 100.00
Return of Investment Computation

ROI ={Gains / (Total Development Cost + Projected Annual Costs)} * 100

ROI = {1, 900.00/ (37, 530.00 + 6, 100.00)} * 100

ROI = {1, 900.00/ (43, 630)} * 100

ROI = {0.04} * 100
ROI = 4

The computation of ROI (return of investment) resulted to 4%. The

researchers therefore strongly recommend the system to be acquired by

the client since it is found to be beneficial for them.

Data and Process Modelling

Figure 5 is the input-process-output diagram was a widely used

approach in system analysis. Using this diagram the structure of an

information processing program of the system was described. The input

showed the details of what types of information the system would accept.

The process described the programs to be executed and the transactions

to be done by the system. The output also described the expected result.
 INPUT PROCESS OUTPUT

 Staff Details  Hospital

 Register to
 Patient Details Records
 Medicine Database  Printed
 Validate
Details Receipts
Transaction 
 Billing Details Information
 Save Data
 Admission
Details

Figure 5. IPO Diagram

Figure 6 showed the flowcharts of the users when the system

loads. There were different users of the system: the administrator, head

nurse, pharmacist, receptionist and the billing officer. The diagram

showed the complete flow chart on how the system works.

The figure illustrated the general flow of the system. The system

user could input their details in the system and the system would verify if

the user exists or not. Once the user is verified, they would be directed to

the dashboard displaying their specific functions based on their job roles.

In general, the user could manage their own dashboard, update

information, check history or hospital records, and then print necessary

records and receipts.

 Figure 6. System Flow Chart

Figure 7 illustrated the administrator of the system which could

register the users and manage the system settings and maintenance. The

administrator could view necessary reports generated from the gathered

data.
 Figure 7. Flow Chart of Administrator Module

Figure 8 was the flow chart of the receptionist. The receptionist

could either be the nurse, or any regular employee in the hospital which

was assigned to the receptionist desk. The receptionist would handle the

patient registration coming from the Emergency Department or from the

Out-patient Department.
 Figure 8. Flow Chart of Receptionist Module

Figure 9 was the flow chart of the head nurse. The head nurse

could manage the patient release order granted manually by the attending

doctor of the admitted patient and they could also view the patient

history. By logging in to the system, the head nurse could manage

whether the patient was ready to go home or not.

 Figure 9. Flow Chart of Head Nurse Module

Figure 10 was the flow chart of the pharmacist. The pharmacist

could login to the system. He or she could manage the inventory and

check the status of medicines availability. The pharmacist could also print

the pre-ordered list of medicines to the patient and the total amount. The

pre-ordered list was the patient’s itemized order of items in the pharmacy

and its total amount dues which was to be paid at the billing department.
 Figure 10. Flow Chart of Pharmacist Module

Figure 11 was the flow chart of the billing officer. He or she could

login to the system and manage the billing transactions of the patient as

well as the pharmaceutical payments. The billing officer could also view

the patient billing status and clear the patient’s billing statement in order

for the patient to finally check out.

 Figure 11. Flow Chart of Billing Officer Module

Figure 12 was the context diagram. The admin could access the

system as shown in the diagram, and then the system would process the

transaction and gave results to the administrator. The receptionist, billing

officer, pharmacist, and the head nurse were also the same. These users

could access the system using their own registered accounts then the

system would process the data.

Patient
Administration Billing

Discharge Slip

PatientInform
ation
Malita District
Hospital
Management
System
Product Details

Availability

Reception Nurse Department

Stock

Pharmacy

Figure 12. Context Diagram

 The data flow diagram was used to see the flow of data from an

entity to a process to the data in a more detailed perspective. Figure 13

below showed a more detailed processes and flow of the system.

Figure 13. Data Flow Diagram

 Object Modelling

The diagram below illustrated the roles of the people covered by

the system and their interactions. There were five users of the system:

the administrator, the billing officer, receptionist which is the nurse,

pharmacist, and the head nurse.

Figure 14. Use Case Diagram

 Figure 15 below showed the different classes under Malita District

Hospital Management System. The entities and its subclasses were also

being illustrated by the arrow. The arrow indicated that the source type

had a relationship with the target type.

Figure 15. Class Diagram

 Figure 16 below showed the workflow from the start to the finish

point of the system. It showed how the receptionist works and how the

system runs in the receptionist user. The receptionist will accept inquiries

from the patient and input the details into the computer. Written forms

from the patient are optional. The receptionist checks the system and

returns the information to the inquiring patient with a printed output.

Figure 16. Activity Diagram for Receptionist

 Figure 17 below showed the workflow of the head nurse in the

head nurse module. It showed how the head nurse works using the

module. The patient could inquire for available doctors and asked for

approval of release. The head nurse could check the system for the

patient admission status. The head nurse could also input approval of

release to the patient once the attending doctor gives the order. The

patient may go home once the approval is confirmed.

Figure 17. Activity Diagram of Head Nurse

 Figure 18 below showed the workflow of the pharmacist and

patient. It showed how the pharmacist works with the patient. The

pharmacist could manage medicine inventory and medicine inquiries. The

pharmacist could print the order and gives it to the patient. And then the

patient pays the bills to the billing department. The patient will return the

printed receipt to the pharmacist and will check it. If the official receipt is

present, the pharmacist releases the medicine to the patient.

Figure 18. Activity Diagram of Pharmacist

 Figure 19 showed the workflow of the billing officer and the

patient. It showed how the billing officer works and the flow of using the

system. The patient could pay bills to the billing officer and the billing

officer processes the details. The billing officer confirms the payment and

releases official receipt to the patient. Once the patient is cleared on his or

her charges, the hospital could release the patient.

Figure 19. Activity Diagram of Billing Officer

 Figure 20 below displayed the overall workflow of the system and

its interaction with the users. It also shows the function of each entity.

Figure 20. Sequence Diagram of System Users

 Data Design

This entity relationship of tables provided graphical presentation of

database table, their columns, and relationships to each other. The

database structure was composed of users, available doctors, inventory,

bills, reports, patients, and other entities which were connected to each

other to provide sufficient information for maintaining the system.

Data design was the process of producing a detailed data model of

a database. This data model contained all the needed logical and physical

design choices and physical storage parameters needed to generate a

design in a data definition language, which can then be used to create a

database. Figure 21 showed the data design used by the researchers to

complete the system.

The arrow with triangular shape on its end showed its relationship

with the arrow on its opposite side. The endpoints arrow with linear shape

explained one-to-one relationship. The linear shape arrow with a

triangular shape on its end showed the one-to-many relationship.

Figure 21. Entity Relationship Diagram
Table 7. Data Dictionary of the Project

PK FK
ATTRIBUTE
TABLE NAME CONTENTS TYPE FORMAT REQUIRED OR REFERENCED
NAME
FK TABLE

tbl_users id_type ID of Int(10) Y P

user K
fullName Varchar xxxxx Y
user (45) xxx
userPass Y
userna
word Varchar Xxxxx
me
(45) xxx
user
Passwo
rd

tbl_head nurse_id Nurse Int(19) Y P

nurse ID K
nurseNa Varchar Xxxxx Y
me Full (45) xxx
Y
name
departm Varchar Xxxxx
ent Depart (45) xxx
ment
Type

tbl_patie patientN Patient Int(10) Y P

nts um ID K
Double Y
philhealt Philheal (10)
Y
h th ID
Varchar
Y
regDate Date (45)
Registe
address Varchar
red
(45)
Address
tbl_admi add_id Id of Int(10) Y P patientNu
ssion Admissi K m
patientN Varchar Xxxxx
on
um (45) xxx
Patient
dateOfa Varchar Xxxxx
ID
d (45) xxx
Date
dateEnd Varchar Xxxxx
Admissi
(45) xxx
doc_id on
Varchar Xxxxx
ward_id Admissi
(45) xxx
on End
diagnosi
Int(10)
sID Doctor
ID Int(11)
Ward
ID
Diagnos
is ID

tbl_inven id_inven Invento Int(10) Y P

tory t ry ID K
Int(10) Y
prodCod Product
Varchar Y
e Code
(45)
Xxxxx Y
prodNa Product
Varchar xxx
me Name Y
(50)
Xxxxx
category Product Y
Int(10) xxx
Categor
price Y
y Int(10)
 stocks Product Varchar Xxxxx
Price (45) xxx
dateAdd
ed Availabl
e
Stocks
Date
Added

tbl_bills bill_id Id Bill Int(10) Y P patientNu

K m
transCod Transac Varchar Xxxxx Y
e tion (45) xxx
Y
Number
patientN Varchar Xxxxx
Y
um Patient (45) xxx
ID Y
billType Varchar Xxxxx
Categor (45) xxx Y
totalAmt
y
Double Xxxxx Y
discount
Amount (10) xxx
disAmt Charge
Varchar Xxxxx
Discoun (45) xxx
t Type
Int(10)
Discoun
t
Amount

tbl_room room_id Room Int(10) Y P

ID K
type Varchar xxxxx Y
Room (45) xxx
unitPrice Y
Type
Varchar xxxxx
numbed Y
Room (45) xxx
 Price Varchar xxxxx
(45) xxx
Number
of Beds

tbl_bed bedID Bed ID Int(10) Y P room_id

K
room_id Room Varchar xxxxx Y
ID (45) xxx
bedSize Y
Bed Varchar xxxxx
vacancy Y
Size (45) xxx
Vacanc Varchar xxxxx
y (45) xxx

tbl_phar pharmID Pharma Int(10) Y P

macy cist ID K
Full
fullname Varchar Xxxxx Y
name
(45) xxx
dateReg Y
Date
Varchar xxxxx
Registe
(45) xxx
red
 Security

In order for the system to be protected and secured, it was a

requirement to establish the system security. For this reason, only the

administrator or authorized personnel could operate the system in full

function to prevent data loss and to secure the important data. Malita

District Hospital Management System had an authentication login

graphical interface wherein only the administrator and the authorized

personnel could access through. Each authorized personnel had its own

unique username and password with its own user privileges that the

administrator of the system could create.

Software Specification

The software specification referred to the list of software needed to

complete the objective of the system. The system was developed in

Netbeans version 7, using the cross-platform JAVA language. Any version

of Adobe Photoshop was also needed in order to create the necessary

image files. The database used by the developers was MYSQL database

that was compatible with Netbeans and any physical computer with an
Operating System not below Windows XP. In order to complete the

system transaction to print the receipts, a physical printer was required.

Table 8. Software Specification

Name of Software Specifications

Operating System : 64-bit and 32-bit Windows XP

MYSQL Database Software : Database Version 1.1.5

JDBC Driver (Java Database

: JDBC Version 5.1
Connectivity)

Jasper Reports Wizard : Version 5.6.0

IDE (Integrated Development

: Netbeans IDE Version 7.0
Environment)

Hardware Specification

Hardware specification referred to the system requirements where

the hardware components were recommended for the development of the

system.
Table 9. Hardware Specification

Name of Hardware Specifications

Internal:

Central Processing Unit : Intel (R) Pentium Dual Core, 3.00 GHz

Random Access Memory : 2GB for client PC and 4GB for server PC

Hard Disk Drive : 500 GB

External:

Computer Set : HP Desktop Pavilion P6755D

Mouse : Any optical mouse

Keyboard : Any Universal Serial Bus Keyboard

Monitor : Any Flat screen Monitor with 1366

x 768 Resolution
AVR (Automatic Voltage
Regulator) : 208V input to a 400V output

Uninterruptible
Power Supply : UPS BX1100LI-MS w/ AVR Universal &
IEC Sockets
(UPS)
 Programming Environment

The developers used JAVA programming language since it was a

cross-platform language that was used in almost any type of computers.

It also had many necessary functions that were relevant to the developers

in creating the system. Unlike other programming environment, JAVA was

best for creating this project since it was compatible with the existing

computers in the hospital.

Netbeans was the programming environment used since it was a

platform of modular components used for developing JAVA desktop

applications. It was compatible with the JAVA programming language and

thus the developers used this software compiler. Using this programming

environment, the developers also imported a required plugin for the

generation of reports; the plugin was called iReport. The collection of data

was from the MYSQL database.

In order to manage add, update, and delete product inventory, the

system needed a database management system such as MYSQL Server

Version 1.1. The developers used MYSQL database since it was widely

used for this type of system creation and it was also user-friendly.
 Figure 22 showed the deployment diagram of Malita District

Hospital Management System. This showed the architecture of the system

as deployment of software and hardware.

v
<< Artifact >>
:Malita District Hospital
Management System

<< device >> << device >>

: Server/Client PC : Database Server
v
<< Artifact >>
:Hospital << Artifact >>
Management :MySql
Modules

Figure 22. Deployment Diagram of the System

Test Plan

The developers of the project conducted a survey during the test

plan. In order to know if the user requirements were met, the

developers allowed the users to test the units of each module of the

system. The test plan was conducted after the completion of the

system and the researchers provided a tabulated survey which the user

could write the feedback in number.

 Table 10 showed the different modules tested which delivered a

test procedure plan that described the test routine that was conducted.

√ – Working
X – Not Working

Table 10. Test Plan

SYSTEM TESTING

Working Not Working

Administration Module √

Receptionist Module √

Pharmacist Module √

Head Nurse Module √

Billing Module √
 CHAPTER V

SUMMARY, CONCLUSION AND RECOMMENDATIONS

Summary

The project was entitled Malita District Hospital Management

System. The purpose of the study is to improve the basic transactions of

the hospital using centralized data and processes when it comes to

information management in order to enhance productivity and efficiency

of the hospital workflow. The study was found out that it could give

solution to the existing problems with regards to hospital management.

As to compatibility of the project, the system was able to operate in

Windows operating system with a standard screen resolution of 1366 x

768. The system needed Intel processors and at least 2GB of RAM for

better performance. The study was able to view summary of the

generated reports from the database through accessing the system

modules.

The administration module could register new employees of the

hospital and grant access to the system. The receptionist module could

register patient to the system and manage admission details. The head
nurse module could update the observation or admission status of the

patient approved by the attending doctor. The pharmacist module could

manage drug inventory and manage the patient orders. Furthermore, the

billing module could manage the patient’s billing and pharmaceutical

payments.

Conclusion

Base on the result of the study, the following conclusions were

sought:

1. Five modules were provided that were able to meet the

objectives of the study. These modules were able to handle specific

functions for the hospital transaction. Thus, there were five (5)

system users through administrator, receptionist, head nurse,

pharmacist and billing officer;

2. A module that administers patient and admission information

was provided. The administrator, receptionist, and head nurse can

generate patient reports being saved and monitor status;

3. A module that manages medicine inventory and handles

pharmaceutical orders was provided. The pharmacist can update

stock inventory and print pre-ordered list;

 4. A module that monitors the patient status was provided. The

head nurse can update the patient status and release the patient

from admission through the head nurse module; and

5. A module that manages the billing transaction was provided.

The billing officer can check the patient statement of accounts and

generate official receipts.

Recommendations

It has been recommended that there was a need to enhance the

front end design of the system; add modules for the laboratory and

PhilHealth; and improve billing module, add functions to cater more

discounts and detailed enumeration of each receipt.

Furthermore, an improvement of the daily time record was also

needed in order for the employees to log in and out.

 BIBLIOGRAPHY

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https://www.ncbi.nlm.nih.gov/pubmed/20691097

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 APPENDICES

Appendix A. Relevant Source Code

adminMasterModule.java

private void registerEmp() {

staffReg.setAlwaysOnTop(false);
int response = JOptionPane.showConfirmDialog(null, "Confirm register?",
"Register", JOptionPane.YES_NO_OPTION,
JOptionPane.QUESTION_MESSAGE);
if (response==JOptionPane.NO_OPTION) {
JOptionPane.showMessageDialog(null, "Transaction Cancelled.");
}
else if (response==JOptionPane.YES_OPTION){
// code for adding and checking duplicate in
database try { conn = DatabaseConnect.connect(); //check duplicate
ps = conn.prepareStatement("SELECT * FROM tbl_employee WHERE
firstname = ? AND mname= ? AND lastname= ?");
ps.setString(1, jTextField3.getText()); // get the first
name ps.setString(2, jTextField4.getText()); // get the m
name ps.setString(3, jTextField5.getText()); // get the last
name rs = ps.executeQuery();
if (rs.next()) {
JOptionPane.showMessageDialog(null, "Employee already exists!");
} else { // add to database
addEmployee();
JOptionPane.showMessageDialog(null, "Registration
successful!"); reset1();
}
}catch(SQLException e) {}
// JOptionPane.showMessageDialog(null, "Registration
successful!");
}
else if (response==JOptionPane.CLOSED_OPTION) {
JOptionPane.showMessageDialog(null, "Transaction Closed.");
} staffReg.setAlwaysOnTop(true);
}

lxxxiii
Show Staff Info

if (jRadioButton19.isSelected())
{ a = jRadioButton19.getText(); } if
(jRadioButton17.isSelected())
{ a = jRadioButton17.getText(); }
if (jRadioButton20.isSelected()) {
c = jRadioButton20.getText(); }
if (jRadioButton21.isSelected()) {
c = jRadioButton21.getText();}
if (jRadioButton18.isSelected()) {
c = jRadioButton18.getText();}
if (jRadioButton22.isSelected()){
h = jRadioButton22.getText(); }
if (jRadioButton23.isSelected()) {
h = jRadioButton23.getText();}
if (jRadioButton24.isSelected()) {
h = jRadioButton24.getText(); }
try {
conn = DatabaseConnect.connect();
ps = conn.prepareStatement("UPDATE tbl_employee SET firstname = ?,
mname=?, lastname=?, gender=?, birthday=?, status=?, bloodtype=?,
address=?, jobtype=?, department=?, specialization=?, emp_status=?,
salary=?, phone=?, email=?, emergencyName=?, emergencyPhone=?,
emergencyRelate=? WHERE emp_number=?");
ps.setString(1, jTextField23.getText());
ps.setString(2, jTextField27.getText());
ps.setString(3, jTextField33.getText());
ps.setString(4, a);
ps.setString(5, jTextField24.getText());
ps.setString(6, c);
ps.setString(7, (String)jComboBox9.getSelectedItem());
ps.setString(8, jTextField28.getText());
ps.setString(9, (String)jComboBox10.getSelectedItem());
ps.setString(10, (String)jComboBox11.getSelectedItem());
ps.setString(11, (String)jComboBox12.getSelectedItem());
ps.setString(12, h);
ps.setString(13, jFormattedTextField9.getText());

lxxxiv
ps.setString(14, jFormattedTextField8.getText());
ps.setString(15, jTextField30.getText());
ps.setString(16, jTextField31.getText());
ps.setString(17, jTextField32.getText());
ps.setString(18, jTextField29.getText());
ps.setString(19, jTextField26.getText());
ps.executeUpdate();
staffInfo.setAlwaysOnTop(false);
JOptionPane.showMessageDialog(null, "Updated!");
}catch (SQLException ex) {}

Show Report
String value = jTextField26.getText();
HashMapparam = new HashMap();
param.put("paramID", value);
try {
String report = "\\\\JBO-
PC\\Users\\Public\\Updated\\MDHManagementSystem\\dist\\staff.jrxml";
JasperReportjasRep = JasperCompileManager.compileReport(report);
JasperPrintjasPrint = JasperFillManager.fillReport(jasRep, param, conn);
staffInfo.setAlwaysOnTop(false);
JasperViewer.viewReport(jasPrint, false);
}catch(Exception ex) {
}

DatabaseConnect.java

packagemdhmanagementsystem;
importjava.sql.*;
importjavax.swing.JOptionPane;

public class DatabaseConnect

{
Connection conn = null;

public static Connection connect ()

lxxxv
 {
try
{
Class.forName("com.mysql.jdbc.Driver");
Connection conn =
DriverManager.getConnection("jdbc:mysql://localhost:3306/hms_mdh","ro
ot", "a");
//JOptionPane.showMessageDialog(null, "Successfully connected
to Database");
return conn;
}
catch(ClassNotFoundException | SQLException e)
{
System.err.println();
JOptionPane.showMessageDialog(null, "Error! Failed to connect.");
}
return null;
}
}

receptionistModule.java

private void reg1() {

b = jTextField12.getText() + " " + jTextField13.getText() + " " +
jTextField14.getText();
try { conn = DatabaseConnect.connect();
sql = "SELECT * FROM tbl_patient WHERE patientName =
?"; ps = conn.prepareStatement(sql);
ps.setString(1, b);
rs = ps.executeQuery();
if (rs.next()) {
JOptionPane.showMessageDialog(null, "Patient already
exists!"); }else {
if (male2.isSelected())
{ c = male2.getText(); } if
(female2.isSelected())
{ c = female2.getText(); }

lxxxvi
 d = getbbday.getText();
if (single2.isSelected())
{ f = single2.getText(); } if
(married2.isSelected())
{ f = married2.getText(); }
if (widow2.isSelected())
{ f = widow2.getText(); }

if (well.isSelected())
{ h = well.getText(); }
if (opd.isSelected())
{ h = opd.getText(); }
if (admit.isSelected())
{ h = admit.getText(); }
g = jTextField22.getText() + " " +
jTextField16.getText();
o = user.getText();
p = jTextField17.getText();
//insert to db
ps = conn.prepareStatement("INSERT into tbl_patient (patientID,
patientName, gender, birthday, marital, bloodtype, address, philhealth,
registerDate, phone, email, emergName, emergPhone, emergRelate,
chiefcomplain, entrance) values (?, ?, ?, ?, ?, ?, ?, ?, ?, ?, ?, ?, ?, ?, ?, ?)");
ps.setString(1, a );
ps.setString(2, b);
ps.setString(3, c);
ps.setString(4, d);
ps.setString(5, f);
ps.setString(6, (String)jComboBox6.getSelectedItem());
ps.setString(7, g);
ps.setString(8, jTextField17.getText());
ps.setString(9, dateChooserCombo3.getText());
ps.setString(10, jFormattedTextField7.getText());
ps.setString(11, jTextField19.getText());
ps.setString(12, jTextField20.getText());
ps.setString(13, jTextField21.getText());
ps.setString(14, jTextField18.getText());
ps.setString(15, jTextArea2.getText());
ps.setString(16, (String)jComboBox7.getSelectedItem());

lxxxvii
ps.executeUpdate();
JOptionPane.showMessageDialog(null, "Successfully Registered!");

// patientRegister();
if (admit.isSelected())
{
patientReg.setAlwaysOnTop(false);
JOptionPane.showMessageDialog(null, "Admit option is selected. Proceed
to admission details...");
patientReg.hide();
admitPatient.setVisible(true);
admitPatient.setBounds(220, 70, 915, 660);
//put date from db to admit module
try {
ps = conn.prepareStatement("SELECT * FROM tbl_patient WHERE
patientID = ?");
ps.setString(1, jTextField15.getText());
rs = ps.executeQuery();
if(rs.next()){
String nname = rs.getString("patientName");
jComboBox15.removeAllItems();
jComboBox15.addItem(nname);
jTextField44.setText(nname);
String nid = rs.getString("patientID");
jTextField40.setText(nid);
String chf = rs.getString("chiefcomplain");
jTextArea1.setText(chf);
String phl = rs.getString("philhealth");
jTextField45.setText(phl);
String ad = rs.getString("address");
jTextField48.setText(ad);
String en =
rs.getString("entrance"); jComboBox17.removeAllItems();
jComboBox17.addItem(en);
}
}catch(SQLException ex){
JOptionPane.showMessageDialog(null, "error admit");
} //end module

lxxxviii
 // patientReg.dispose();
}
//reset2();
//patientReg.setAlwaysOnTop(true);
}
}catch(SQLException ex) {}
}

cashierModule.java

private void generateSOA() {

//report
String value = jTextField9.getText();
HashMapparam = new HashMap();
param.put("paramID", value);//admitID
try {
String report = "\\\\JBO-
PC\\Users\\Public\\Updated\\MDHManagementSystem\\dist\\soa.jrxml";
JasperReportjasRep = JasperCompileManager.compileReport(report);
JasperPrintjasPrint = JasperFillManager.fillReport(jasRep, param, conn);
checkoutBill.setAlwaysOnTop(false);
JasperViewer.viewReport(jasPrint, false);
}catch(Exception ex) {
} //end report
}

headNurseModule.java

private void updateAdmission() {

a = "Well";
try { conn = DatabaseConnect.connect();
ps = conn.prepareStatement("UPDATE admission SET workstat = ?,
checkout = ?, dischargeDia = ?, recommend = ? WHERE admitID= ? AND
patientName= ?");
ps.setString(1, a);

lxxxix
ps.setString(2, dc.sqlDateCurrent());
ps.setString(3, jTextArea1.getText());
ps.setString(4, jTextArea3.getText());
ps.setString(5, jTextField6.getText());
ps.setString(6, (String)jComboBox2.getSelectedItem());
ps.executeUpdate();

}catch (SQLException ex) {

JOptionPane.showMessageDialog(null, "Checkout update error");
}
}

pharmacistModule.java

if ("".equals(jTextField10.getText()) || "".equals(jTextField14.getText())){
patientOrder.setAlwaysOnTop(false);
JOptionPane.showMessageDialog(null, "There are empty fields!");
}
else if (!"".equals(jTextField10.getText()) ||
!"".equals(jTextField14.getText())) {
try { conn = DatabaseConnect.connect();
ps = conn.prepareStatement("SELECT * FROM tbl_order WHERE
orderID=? AND patientID= ?");
ps.setString(1, jTextField15.getText());
ps.setString(2, jTextField10.getText());
rs = ps.executeQuery();
if(rs.next()) {
patientOrder.setAlwaysOnTop(false);
JOptionPane.showMessageDialog(null, "This order number has been
issued! Try another.");
patientOrder.setAlwaysOnTop(true);
}
else if (!rs.next()) //add order code if order number is not yet added
{
try
{
h = "Unpaid";

xc
conn = DatabaseConnect.connect();
ps = conn.prepareStatement("INSERT into tbl_order (orderID, patientID,
itemList, total, date, addedBy, patientName, billstatus, admitID) values (?,
?, ?, ?, ?, ?, ?, ?, ?)");
ps.setString(1, jTextField15.getText());
ps.setString(2, jTextField10.getText());
ps.setString(3, jTextArea1.getText());
ps.setString(4, jTextField14.getText());
ps.setString(5, jTextField17.getText()); //date
ps.setString(6, userName.getText());
ps.setString(7, (String)jComboBox2.getSelectedItem());
ps.setString(8, h);
ps.setString(9, (String)jComboBox4.getSelectedItem());
ps.executeUpdate();
patientOrder.setAlwaysOnTop(false);
JOptionPane.showMessageDialog(null, "Order Accepted!");
patientOrder.setAlwaysOnTop(true);
} catch(SQLException e)
{
patientOrder.setAlwaysOnTop(false);
JOptionPane.showMessageDialog(null, "error");
patientOrder.setAlwaysOnTop(true);
}
//report
String value =
jTextField15.getText(); HashMapparam = new HashMap();
param.put("paramID", value); try {

String report = "\\\\JBO-

PC\\Users\\Public\\Updated\\MDHManagementSystem\\dist\\orderForm.jr
xml";
JasperReportjasRep = JasperCompileManager.compileReport(report);
JasperPrintjasPrint = JasperFillManager.fillReport(jasRep, param,
conn); patientOrder.setAlwaysOnTop(false);
JasperViewer.viewReport(jasPrint, false);
}catch(Exception ex) {
}
//end report
CreateColumns();

xci
showOrder2();
sort1();
} //end else
}catch(SQLException ex) {}
}

xcii
Appendix B. Sample Input/Output/Reports

Welcome Page GUI

Login

Administrator Register Employee

xciii
Receptionist Register Patient

Head Nurse Patient Checkout

xciv
Pharmacy Order List Form

xcv
Billing Officer Bill Out Form

Sample Printed Form

xcvi
 Appendix C. User Guide

Administration Module

 Welcome Page

  Click LOGIN menu to display login form.

  Input username details in username field.
 Input password details in password field.

xcvii
  Admin dashboard.
 Click “Staff Registration” box to display staff
registration form.

  Fill in fields to register new employee.

  Fields with * symbol are required.
  Click “Register” button to register the new employee.
  Click “New” button to register another employee.
 Click “Reset” button to reset all fields.

xcviii
  Fill in the employee textfield to and click “Search ID”
button to view the employee’s records.

  Click “Update” button to update the recent employee details.

 Click “Print Record” to display report.

xcix
  Employee’s Records

 Click “Ward Registration” to display ward registration dialogue.











c
  Fill in fields to register new room or new bed.
  Click “Clear” button to clear all fields.
  Click “Add Ward” to add new room.
 Click “Add Bed” to add new bed.

 Click “System Users” to display system users dialogue.









ci
  Fill-in fields.
  Search existing employee to grant system access through
 “Search ID” button.
  Select roles.
 Click “Add User” button to grant access for the
selected employee.

 Click “Financial Report” to display financial dialogue.






cii
  Click “Pharmacy” button to view financial records
 under pharmacy category.
 Click “Admission” button to view financial records
 under admission category.
 Click “Click to Generate Reports” to view annual
financial records.

 Click “System Settings” in the menu bar to set

administration password.

ciii
  Input new password to change the previous
 administrator password.
 Or click “Logout” menu in the menu bar to logout from system.

civ
 Receptionist Module

  Fill-in receptionist username and password in the fields.

 Click “Login” button to enter receptionist dashboard.

  Click “Patient Registration” box to register new patient.

  Click “Patient Information” box to view patient records.
  Click “Admit Patient” box to admit new patient.
 Click “Available Ward” box to check wards.

cv
  Input patient details to required fields.
  Click “Reset” button to clear all fields.
  Click “New” button to generate new patient number.
 Click “Register” button to register the patient.

 Search patient name by typing details. Click “Search

 Name” button to search the patient.
  Click “Update” button to update the patient records.
 Click “Print Record” to display updated record.

cvi
  Updated patient record.

  Click “Submit” button to admit existing registered patient.

  Fill-in required details.
  Click “Admit Patient” button to register admission.
  Click “Print Record” button to view admission details.
 Click “Admit New” button to register new admission.

cvii
  Select room category in the combo box at the top.
 Select room in the table to check availability.

 Click “Logout” menu at the menu bar to logout

from receptionist module.

cviii
 Head Nurse Module

  Input head nurse details in the login form.

 Click “Login” button to access head nurse dashboard.

  Click “Patient History” box to display patient history dialogue.

  Click “Update Patient” box to display update patient dialogue.
 Click “Patient Checkout” to display checkout dialogue.

cix
  Input patient name in the combo box.
  Click “Search Name” button to search the name.
 Click “View All” button to display admission history.

  Fill-in fields to update patient admission record.

  Click “Reset” button to clear all fields.
 Click “Update Admission” button to update the data.

cx
  Input patient name at the combo box and click “Find
Name” button to view the patient admission status.
  Input discharge and recommendation details.
  Click “Reset” button to clear all fields.
  Click “May Go Home” button to grant release order.
 Click “Print Form” button to display release record.

 Click “Logout” menu at the menu bar to logout and exit






cxi
 Pharmacist Module

  Fill-in pharmacist username and password in the fields.

 Click “Login” button to enter pharmacist dashboard.

  Click “Manage Inventory” button to display inventory.

  Click “Manage Order” button to display order dialogue.
  Click “Check Availability” button to display stocks.
  Click “Order History” button to display history records.
 Click “Manage Category” button to manage product category.

cxii
  Fill in product fields.
  Click “New” button to add new product.
  Click “Search” button to search product.
 Click “Add” button to register new product.

  Fill in fields.
  Click “New” button to manage new order
  Click “Manage Order List” button to manage order.
 Click “Print Order” to print order form.

cxiii
  Click “Today’s Order” button to display current orders.
 Click “View Selected Date” button to display specific
order history results.

  Fill in fields.
  Click “New” button to reset fields.
  Click “Add” button to add new product.
  Click “Submit” button to search product.
 Click “Delete” button to delete product.

cxiv
 Click “Logout” menu at the menu bar to logout
from pharmacist dashboard.

cxv
 Receptionist Module

  Input billing officer details in the login form.

 Click “Login” button to access billing officer dashboard.

  Click “Pay Bills” box to display and pay bills.

  Click “Payment History” box to display payment records.
 Click “Logout” menu at the menu bar to exit system.

cxvi
cxvii
Appendix D. Grammarian’s Certification

May 9, 2018

G R A M M A R I A N’ S C E R T I F I C A T I O N

This is to certify that the undersigned has reviewed and went

through all the pages of the proposed capstone project entitled “MALITA

DISTRICT HOSPITAL MANAGEMENT SYSTEM” as against the set of

structural rules that govern the composition of sentences and words in the

English language.

Signed:

SHEENA LOVE P. ESTILLOSO

Grammarian

cxviii
Appendix E. Test Plan

cxix
Appendix F. Relevant Documents

Letter of Intent

cxx
Acquired Handwritten Hospital Workflow

cxxi
Sample Statement of Account

cxxii
Acquired Samples

cxxiii
cxxiv
cxxv
cxxvi
 CURRICULUM VITAE

Personal Data
Name: Marlou J. Matarlo
Address: Kilonga Bolila Malita Davao
Occidental
Date of Birth: May 12, 1997
Place of Birth: Kilonga Bolila Malita
Davao Occidental
Sex: Male
Height: 5’9
Weight: 67kg
Status: Single
Religion: Catholic
Nationality: Filipino
Tribe: Bisaya
Parents
Father: Joselito Matarlo
Mother: Maieta Matarlo

Educational Background
Elementary
School : Bolila Elementary School
Year Attended: 2008-2009
Secondary
School : Mariano Peralta National High School
Year Attended: 2012-2013
College
School: Bachelor of Science and Information
Technology SPAMAST- Malita Campus
Year Attended: 20-13-2018
Experience
Agency : Municipality of Malita
Agency : SPAMAST Registrar
Agency : On-the-Job-Training (OJT)

cxxvii
 CURRICULUM VITAE

Personal Data
Name: John Barth J. Oniot
Address: Quirino St.
Date of Birth: Oct 24, 1994
Place of Birth: Malita Davao Occidental
Sex: Male
Height: 5’3
Weight: 60
Status: Single
Religion: One Way Outreach
Nationality: Filipino
Tribe: Bisaya
Parents
Father: Bartolome A. Oniot
Mother: Salome J. Oniot

Educational Background
Elementary
School : Mariano Peralta Elementary School
Year Attended : 2007-2008
Secondary
School : Mariano Peralta National High School
Year Attended : 2010-2014
College
School : Bachelor of Science and Information
Technology SPAMAST- Malita Campus
Year Attended : 20-13-2018
Experience
Agency : Municipality of Malita
Agency : SPAMAST Registrar
Agency : On-the-Job-Training (OJT)

cxxviii

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