HOSPITAL INFORMATION

SYSTEM
Name of Student:

Admission No.:

Name of Supervisor(s):

Submitted to Kenya Methodist University in partial fulfilment of the requirements for the
Diploma in Business Information Technology.

Date of Submission: ______________________________________________________

Declaration by the Candidate

The research project presented, which is my original work, has not been presented for a degree in
any other University. No part of this research may be reproduced without the prior permission of
the author and/or KEMU.

(Name and Signature): _____________________________________________

Name of Candidate* Date: __________________________________________

Business Information Technology Department

Kenya Methodist University

Declaration by the Supervisor(s)

This documentation has been submitted for examination with our approval as University
Supervisors.

Name of Supervisor:

Sign Date: _________________________________________________________

Department: ________________________________________________________

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Table of Contents

ACKNOWLEGEMENTS..............................................................................................................................3
ABSTRACT...................................................................................................................................................3
DEDICATION...............................................................................................................................................4
INTRODUCTION.........................................................................................................................................4
Problem statement...................................................................................................................................4
Literature Review...........................................................................................................................................4
Gaps in literature and practice.................................................................................................................5
CONCLUTION..............................................................................................................................................5
METHODOLOGY........................................................................................................................................5
ANALYSIS....................................................................................................................................................6
Functional and non-functional requirements...........................................................................................7
Functional Requirements.....................................................................................................................7
Non-Functional requirements..............................................................................................................7
Project Plan.............................................................................................................................................7
Deliverables.............................................................................................................................................8
Gant Chart...............................................................................................................................................8
System analysis and design............................................................................................................................9
System Images and functionality guidelines................................................................................................10
System login/access...........................................................................................................................10
The main form...................................................................................................................................10
The patient queue form......................................................................................................................11
The appointment form.......................................................................................................................14
View diagnostics form.......................................................................................................................16
Patient admission form & discharge form.........................................................................................17
Bill payment form..............................................................................................................................19
Staff management and User management..........................................................................................21

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ACKNOWLEGEMENTS

I am highly grateful and indebted to my supervisor for their guidance and constant supervision as
well as for providing necessary information regarding the project & also for their support in
completing the project.
I would like to express my gratitude towards my friends & Kenya Methodist University for their
kind co-operation and encouragement which helped me in completion of this project.
I would like to express my special gratitude and thanks to industry persons for giving me such
attention and time.
I would also like to thank all the faculty members of Business Information Technology for their
critical advice and guidance without which this project would not have been possible.
Last but not the least I place a deep sense of gratitude to my family members and my friends who
have been constant source of inspiration during the preparation of this project work.

ABSTRACT

Keeping patient records is now a key feature in many hospitals. The Onlyne Information System,
is concerned with the collection and presentation of patient data to the parties that require it. The
development of this system seeks to cover the gaps that exist in the health industry with
reference to how information is collected and stored.
The aim of this system is to come up with an efficient way by which information is collected,
recorded and stored before it is presented to the intended beneficiaries.
All the processes followed in coming up with this application, from the analysis stage to the
implementation of this system are explained in this documentation.
The objectives of this project are:
1. Create a culture that offers accountability on hospital data
2. Improve the flow of activity in a hospital setting by reducing the amount of paper work
required before moving on to the next patient.
3. The system also seeks to establish an easy access to the required data and an ease in
reporting of information.
4. Develop a platform by which all the payments are easily collected and recorded.

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DEDICATION

I dedicate this project to God and my family, who taught me that the best kind of knowledge to
have is that which is learned for its own sake. It is also dedicated to my family, who taught me
that even the largest task can be accomplished if it is done one step at a time. They have been the
source of my strength throughout this program. I also dedicate this work to industry persons who
strive to make the society have easier ways to do things.

I also dedicate this dissertation to my many friends and relatives who have supported me
throughout the process. I will always appreciate all they have done.

INTRODUCTION

Problem statement

Current systems require a lot of paperwork which significantly slow down processes in the
hospital. This leads to difficulty in management and poor service delivery.
The main problem identified in the current system is that it consists of too much paperwork,
leading to difficulty in management and poor service delivery. This also makes information
access quite difficult.
The necessary papers may at times get lost and this brings a challenge to reporting and data
access. The availability of a paperless system will ensure that all reports have been catered for
and provide easy storage and access whenever required.

Literature Review

This chapter reviews the existing literature in the use of hospital systems in Kenya. This system
will depict that various challenges that are faced by the education industry and the IT software’s
that will solve the problem.

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Gaps in literature and practice

Cyber Security- Just as the Internet has spawned cybercrime, hacking, and identity theft, the
advent of wirelessly connected systems creates threats for cyber security in the software.
Security researchers have demonstrated the ability to hack into a system over the Internet, being
able to steel data and manipulate the system. They also found readily accessible Internet links to
thousands of other privately owned systems that feature a wireless access and data transfer.
Experts in cyber security indicate that widespread hacks on systems and other connected devices
in technology are destined to come, and the ramifications are potentially severe in a fully
connected road system. Some construction companies have completely refused to adopt any
form of technology in fear of incurring costs on purchasing them.

CONCLUTION

In order to fully utilize delivery technology, parties involved must take initiative to implement
the various technologies available. This will help them manage their delivery of services better
and increase efficiency and cut cost of operations. Certain challenges such as money,
government policies, tax, and size may affect the implementation of the various transport
technologies for road construction companies. The Government must make a conducive
environment for companies to grow and adapt to newer technologies.

METHODOLOGY

Choosing a methodology is crucial when developing any system as this will dictate how one is to
go about developing the system, and hence choosing the best methodology is paramount in
ensuring your project’s success. Research has shown that methodical approach results in fewer
defects and best value in a system. Choosing the best methodology is crucial as it helps in risk
management, by allowing easier identification of these risks.

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This system will work well with an object-oriented analysis and design, this is because it mainly
deals with interaction with the user which in my case is administration. The most appropriate
methodology therefore will be the waterfall methodology. Waterfall model provides an orderly
way of dealing with system development, furthermore since deep analysis is done in each stage
before moving to the next stage in development.

1 : Waterfall Model

The main reason for choosing waterfall model is that it stresses on record keeping during
development hence, improvement to the system can easily be done in the future. This is
important as upgrading the system will be simpler.

ANALYSIS

The analysis of this project is critical to the success of this system. The requirements should be
documented, actionable, measurable, testable, traceable, related to identified business needs or
opportunities and defined to a level of detail sufficient for system design. The non-functional
requirements of this project are: Efficiency, deployment, accessibility, audit and control, backup,
capacity, effectiveness, documentation.

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Functional and non-functional requirements

A functional requirement is describing the behavior of the system as it relates to the system’s
functionality. Some of the functional requirements of this system are: Admin log-in,
authentication, adjustments and cancellations, external interface etc.

Functional Requirements

Usability: The interface should use terms and concepts, which are drawn from the experience of
the people who will make most of the system.

Reliability: User should never be surprised by the behavior of the system and it’s easy to use to
stored data.

Efficiency: The system must provide easy and fast access without consuming more cost.

Non-Functional requirements

In order to use this system without any problem one has to be accessible, therefore in order to
access this service one has to have a device that can access the internet it can either be a smart
phone or a computer. Therefore, this means the system is accessible anywhere any time if
internet is available. Since security of any system is crucial, admin will be required to have
passwords in order to access the system.

Project Plan

After much of the system is coded and tested, it will be hosted on a laptop on a local machine
and be run by administrator. It will go through some changes, if need be to change the
functionality and requirements according to the university specifications.

Project Quality: Project quality consists of ensuring that the end product not only meets the
customer specifications, but is one that the sponsor and key business experts actually want to
use. The project should be debugged throughout the development process to rid it of any errors.

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 It is a management responsibility that the quality of the website is good and that it is user
friendly to the customers. Set standards should be used throughout the project.

Project Risk: A risk is an event that may or may not happen, but could have a significant effect
on the outcome of a project, if it were to occur. For example, there may be a 50% chance of a
significant change in sponsorship in the next few months. The risk will be given a criterion to
determine with risk should be dealt with first under a period of time.

Project schedule and baselines: Each resource will be given a time frame to be developed. Each
resource must have a specific task. Each task must be calculated the cost in making it.

Deliverables

After completion of the information system, the modules that will be achieved are as follows:

1. Administrator module- these will give the administrator full permission to view
everything about the system.

2. User module- these allow the user to interact with the system.

Gant Chart

1 2 3 4 5 6

Feasibility
Study

System Analysis

System Design

System
Development

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System
Implementation

System
Maintenance

Documentation

Presentation

System analysis and design

Organizations and contractors use various types of information systems to support the many
processes needed to carry out their delivery services. Each of these information systems has a
particular purpose or focus, and each has a life of its own. This “life of its own” concept is called
the systems development life cycle or SDLC, and it includes the entire process of planning,
building, deploying, using, updating, and maintaining an information system. The development
of a new information system involves several different, but related activities. These activities, or
phases, usually include planning, analysis, design, implementation, and maintenance/support. In
other words, SDLC is a conceptual model that guides project management in information system
development.

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System Images and functionality guidelines

System login/access

The login page is the base access point to accessing the application. The application will only
allow registered users (Users registered by the administrator) to access the application. This is
for security reasons so that not just everyone can access the application. The users will require a
username and password to login. Below is a screenshot of the login page.

2: Login page

The main form

The main form is the parent form of the application. It holds all the controls and modules that
allow the user to interact with the application. Each of the modules is discussed in-depth below.

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3: Main form

The patient queue form

The patient queue form is the first form where the receptionists enters the patient details. This
section collects information listed below;
a. A patient id that is generated automatically by the application. The patient id is the
primary key and it distinguishes one patient from another. This id is relevant in the entire
system to avoid mix-up of patient data.
b. The patient name
c. The patients/guardians id number
d. Contact details
e. Gender and finally the,
f. Age of the patient.
Once a patient has been queued, a queue card will be generated and printed which then the
patient will use to get services in the hospital setting. After this process is complete the patient

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simply waits to meet with the consultant. Below is a screenshot of the patient queue form and
queue card generated by the application.

4: Patient queue form

5: Patient queue card

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6: Consultation page

The patient consultation form

The patient consultation form allows the doctor/consultant to collects details on the patient
ailments. The doctor/consultant is able to enter and record details such as;
a. Diagnosis notes
b. The ailment/conclusion
c. The prescription
d. Consultation fee
The doctor is only required to fill in this data and once he enters the patient id and loads all the
necessary details about the patient required for this process are automatically read from the
database and loaded into the textboxes.
The doctor/consultant can then save these details/findings and send off the patient to the next
stage in their treatment.

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The appointment form

The appointment form allows the doctor to create and manage his/her appointments. This makes
following up with patients on how they are feeling much easier and efficient. The user will
simply select a date and enter the time the appointment is to be conducted. Below is a screenshot
of the appointment section together with the section that allows the user to end his/her
appointment sessions.

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7: Create appointments form

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8: Appointment management form

View diagnostics form

The view diagnostics form allows the user to view the findings of any given patient. The doctor
simply enters the patient id and once the load button is pressed then the application will load the
patient details. This makes it easy for the different users of the application to view what the
patient was diagnosed with.

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 9: Patient diagnostics view form
Patient admission form & discharge form

The patient admission form allows for patients with serious ailments to be admitted. This section
handles the previously collected data together with the ones listed below;
a. Patient name
b. Gender
c. Room number: the user enters the room that the patient has been assigned to. The user
will also enter the room price charged.
The application will then generate an admission card that will be used to id the patient in the
hospital.
The application also allows for the recording of patients who have been discharged. This will
allow for the patient to be correctly billed during the bill payment process.
Below are screen shots of these two sections.

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10: Patient admission form

11: Patient admission card

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12: Patient discharge form

Bill payment form

This section allows for the patients to pay their incurred bills. It generates a transaction id for the
payment made. The user selects whether the patient is an in-patient or out-patient and proceeds
to process the payment. At the end of it all the application will generate a receipt for the patient.

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13: Bill payment form

14: Receipt

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Staff management and User management

The application also allows for easy registration of staff members and the management of their
user accounts. The application collects the staff member’s data and uses this information to
create a user account for the staff member. The data collected is as listed below;
a) Staff name
b) Staff id (the staff members national id number)
c) Contact information (phone number and email)
d) Speciality (the staff member’s job description)
e) Salary amount.
Once the details are confirmed and saved, the user account for the staff member will be created
and a temporary password (12345.) will be assigned to the user. The user of the application can
then log in and change the assigned temporary password.
Below are screenshots of this section;

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15: Staff registration form

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16: User account management

The server setup form is the last and most important section of the application. This section
allows the user of the system to enter the database settings and connect to the specified database.
The database credentials are as stated below.
Address: 127.0.0.1
Port: 3306
Database: hospitaldb
Username: root
Password: root

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To access the system, kindly find details below:
i. Select Super Administrator from the offered options,
ii. Enter the username and password :
a. Username: Admin
b. Password: admin.
iii. Click login to continue or cancel to exit

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