FINAL YEAR PROJECT

ON

HOSPITAL MANAGEMENT SYSTEM FOR GUU HOSPITAL

BY

ONOBUN EROMOBOR CHRISTIAN

(20030100005)

COLLEGE OF NATURAL AND APPLIED SCIENCES

DEPARTMENT OF COMPUTER SCIENCE

GREGORY UNIVERSITY
UTURU

5TH FEBRUARY 2024

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TABLE OF CONTENT

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CHAPTER ONE
INTRODUCTION
1.1 Background of the Study
Hospitals are key institutions and there is a need for efficient service delivery in the
hospital as good health is paramount to a happy society. As a result of this, there is a
need for a system that will enable hospital management to make effective and efficient
decisions [Oparah, 2006]. Recently, efforts have continuously been made to design and
construct a user-friendly and reliable database system to satisfy hospital or medical
management systems, [James et al., 2006]. On the other hand, many hospitals and
medical centers are still adopting the manual system of hospital management. These
methods of medical management system have continued to pose a lot of setbacks and
problems to medical practitioners, nurses, patients, and other staff in both government
and private hospitals.
All large enterprises need database systems for handling the information [Abdullahi,
2004]. One kind of enterprise is the hospital. Because of the large number of patients,
doctors, and other staff in hospitals, data processing becomes more crucial. Data
Management in hospitals can be used for obtaining the patient’s information, arranging
the doctor's schedule, and accounting business. Doctors should access the patient’s
record to give the best diagnosis to cure the patient [Kusis, 2002]. On the other hand,
patients can access their lab results and all kinds of information that doctors indicate.
Database hospital helps to control the accounting business easily
In the database management system, all information including prescriptions, surveys,
and diagnoses of patients can be carried out. 1) All information includes prescription
surveys and diagnoses of patients. 2) The patients and the doctor can handle all
information 3) Patients can take appointment time for visiting and can access their
information via interest if the organization is online. 4) The administration can access
the statistics about the hospital such as patient capacity, number of employees, etc
General Hospital Port Harcourt. The hospital provides qualitative Health care services
but maintains that they do not just heal the mere physical illness that attacks the human
body, but a much deeper and holistic healing of the entire human person. These service
areas include all the wards (medical and surgical for males and females, pediatrics,
chest unit, and the maternity section as a whole. Other departments are the outpatient
department (OPD), laboratory department, pharmacy department, central sterling, and
supply department (C.S.S.D), X-RAY department community medicine and the mobile
clinic, and theatre department. The roles of these departments are complementary and
depict what they call teamwork in patient management, the patient always begins at the
center.
The Hospital since its establishment has demonstrated a very keen interest in the staff
recruitment and development of highly skilled and very dependable medical and

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paramedical personnel. Presently, their workforce stands at 460. Due to a high number
of staff and patients, the manual paper and pen method of documenting hospital
processes is no longer feasible. Misplacement of records occurs frequently and this
among other problems has necessitated the design of a computerized system to
manage the hospital processes.
1.2 Statement of the Problem
Some of the problems that this project is set to solve in the manual method of keeping
and retrieving patient information systems are:
 Difficulties in retrieving files: To retrieve a particular file among all the files manually is
always a difficult problem as it usually takes a lot of time. In extreme cases, it may lead
to an emergency.
Long queuing: During registration, students remain in a queue for a long period before
they can be registered.
This problem can be solved by computerizing the hospital patient information.
 Documentation: There are a lot of problems in keeping all the patient files since a
large number of patients' files are to be documented.
 Poor communication: the clinic experiences poor communication among its staff
because the receptionist cannot communicate with the doctor about a patient without
leaving his office files as well as the Nurses and pharmacist.

1.3 Aim and Objectives of the Study

The main aim of this project is to design a computer-based hospital management
system, capable of eradicating the problems mentioned in 1.2. To achieve the stated
aim, the following specific objectives were laid out:
i. Design an easy-to-use interface capable of storing, processing, and retrieval of
information
ii. The system will aid in providing a means to ease medical laboratory statistics and
improve decision-making by reducing processing time, as well as reducing
communication
iii. The system should have a multi-user ability to bridge the gap between the Doctors
and other staff still involved in the patient's medical care.

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1.4 Significance of the Study
The researcher during the course of this investigation found out that all the medical
keeping records are done manually and having seen the problem associated with the
manual system, the researcher called for a new system in patient-related services. The
new system is justified in many ways.
The design of the new system will eliminate the problems of the system mentioned
earlier by providing quick file retrieval and searches. It will also reduce human errors to
the barest minimum and improve the confidentiality of files. In summary, the objective is
to set up an efficient medical database for the advancement of medical research and
analysis.
By providing accurate date information on demand, it will minimize redundantly, loss of
information will be prevented, the need for the volume of paper files, and unnecessary
spending on paper folders, file cabinet will be removed and adequate security will be
provided to ensure the database system.
Furthermore, the new system is justified when receptionists, and medical record clerks
in recording would not be our worked again by the implementation of the automatic
system.
1.6 Scope of the Study
The scope of the project covers the development of a computer-based database
application for use by these sections (patient state of health, at the general hospital to
replace their old paper notebook recording system. Any authorized user can add,
delete, and update data into the database based on their user-assigned role. It would
equally have the facility to give a unique identity to every person and store the details of
every patient and the staff automatically. It includes a search facility to know the current
status of each room in the hospital. A user can search availability of doctors and the
details of a patient using the system. The interface is very user-friendly.
The requirements include designing a user interface for the application and providing
options for a user to log into the application by supplying the correct username and
password combination; registering new patients and viewing a list of the already
registered patients; keeping records of outpatient and in-patient in the hospital; view
patient registered on the database; admitted, discharge, bill patient, etc. It also covers
writing the background programming to ensure that the interface works with the
database through the underlying codes to perform the required actions. It also involves
the testing, improvement, and optimization of the application.

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1.7 Limitations of study
Users accustomed to the old paper-based system may find it challenging to adapt to a
digital system. The complexity of the user interface, despite being user-friendly, could
pose initial hurdles. Significant resources may need to be allocated for training staff to
use the new system effectively, which could be a limitation in terms of time and costs.
Converting paper records to digital format can be a massive and error-prone task,
requiring careful planning and execution. There is a risk of data loss or errors during the
migration from the old system to the new database. As the number of users and the
volume of data grow, the initial design may struggle to handle increased load, affecting
performance and speed. Ensuring that the system is always available and performs
consistently under different loads and during potential system upgrades or maintenance
could be challenging. The application might need to integrate with existing hospital
systems (like appointment scheduling or emergency services), which could be limited by
the interfacing capabilities of those systems. Adhering to all relevant healthcare and IT
regulations might limit certain functionalities or aspects of system design and data
handling. Maintaining logs and records for audits, necessary for regulatory compliance,
might require additional system capabilities that could complicate the application
architecture.

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1.8 Definition of terms
Database: A structured set of data held in a computer, especially one that is accessible
in various ways.
User Interface (UI): How a user interacts with a computer, software, or application.
SQL (Structured Query Language): A programming language used for managing and
manipulating databases.
HTML (HyperText Markup Language): The standard markup language used for creating
web pages.
CSS (Cascading Style Sheets): A style sheet language used for describing the
presentation of a document written in HTML or XML.
JavaScript: A high-level, dynamic programming language used to create interactive
effects within web browsers.
Authentication: The process of verifying the identity of a user or process.
Authorization: The process of granting a logged-in user permission to access specific
resources or functions.
Encryption: The method by which information is converted into secret code that hides
the information's true meaning.
Data Migration: The process of transferring data between storage types, formats, or
computer systems.
Compliance: Adherence to laws, regulations, guidelines, and specifications relevant to
the system.
Backend: The part of a computer system or application that is not directly accessed by
the user, typically responsible for storing and managing data.
Frontend: The part of a computer system or application that the user interacts with
directly.
API (Application Programming Interface): A set of routines, protocols, and tools for
building software applications, specifying how software components should interact.
Patient Information System: A system that manages the data regarding patients' health
history, treatments, and other related medical records.

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Outpatient: A patient who receives medical treatment without being admitted to a
hospital.
Inpatient: A patient who stays in a hospital while receiving medical care.
Electronic Health Records (EHR): Digital versions of patients' paper charts that are
patient-centered records making information available instantly and securely to
authorized users.
Medical Coding: The transformation of healthcare diagnosis, procedures, medical
services, and equipment into universal medical alphanumeric codes.
Role-Based Access Control (RBAC): A method of restricting system access to
authorized users based on their roles within the organization.
Query: A request for information from a database.
Server: A computer or system that provides resources, data, services, or programs to
other computers, known as clients, over a network.
Client: A computer or system that accesses services on another computer or server.
Session Management: The process of handling the state and interactions of a user with
a system to ensure security and proper management of the user experience.
Load Testing: The process of evaluating how a software application behaves when it is
accessed by a large number of users simultaneously period.
Optimization: The process of making a system or application function more efficiently,
typically through improved performance and speed.
Data Integrity: The accuracy and consistency of stored data, maintained over its entire
life cycle.
Audit Trail: A record that shows who has accessed an information technology system
and what operations the user has performed during a given period.
Scalability: The capability of a system to handle a growing amount of work, or its
potential to be enlarged to accommodate that growth.

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CHAPTER TWO
LITERATURE REVIEW
Hospital Management Systems (HMS) are vital for enhancing operational efficiency and
patient care quality within healthcare facilities. As Mekonnen et al. (2023) discuss, an
effective HMS automates and integrates core hospital functions, from patient
management to billing and inventory control. The transition from manual systems to
integrated digital solutions has been shown to improve the accessibility and accuracy of
patient data, which in turn enhances decision-making processes and patient outcomes.
Hospital Information Management Systems (HIMS) are comprehensive, integrated
information systems designed to manage all the aspects of a hospital’s operations such
as medical, financial, administrative, legal, and compliance. These systems encompass
electronic health records (EHR), business intelligence, and healthcare analytics and aim
to facilitate smooth and efficient hospital management, enabling healthcare providers to
provide better patient care.
The evolution of HIMS has been marked by significant milestones primarily driven by
advances in technology and changes in healthcare policies. Traditionally, hospitals
managed records manually, which was both time-consuming and prone to errors. With
the advent of computers and databases in the late 20th century, hospitals began
transitioning to electronic records. This shift was accelerated by legislation in various
countries that mandated the adoption of electronic health systems.
Modern HIMS are now moving towards more integrated and patient-centric approaches.
They leverage big data analytics to provide insights into patient care processes,
operational efficiency, and resource management. There is also a growing emphasis on
interoperability and data exchange between different healthcare providers and systems
to ensure that patient data is comprehensive, accurate, and available in real time.
Core Components
A typical HIMS includes several key components:
Electronic Health Records (EHR): Central to any HIMS, EHRs ensure that patient data
is stored electronically, providing immediate access to patient health information to
authorized personnel. This facilitates more coordinated and efficient care.
Appointment Scheduling: This component streamlines the process of booking and
managing appointments, making it easier for both patients and providers by reducing
wait times and optimizing the schedules of healthcare professionals.

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Patient Management: From registration through discharge, this component tracks all
patient interactions with the healthcare system, improving the continuity of care and
patient satisfaction.
Inventory Management: This ensures that all necessary medical and non-medical
supplies are well-stocked, tracked, and managed efficiently, reducing waste and
ensuring that necessary materials are always available.
Reporting and Compliance: HIMS generates various reports for management, helping in
decision-making processes, and ensuring compliance with healthcare regulations and
standards.

2.1. Technological Foundations of HMS

Recent advancements in healthcare technology have emphasized the importance of
robust HMS architectures. According to Khan et al. (2022), technologies such as cloud
computing are being increasingly adopted to provide scalable and accessible data
storage solutions, facilitating real-time data access and collaboration across different
healthcare facilities.

2.3. Database Management in HMS using SQL

SQL remains a cornerstone in the management of databases for HMS due to its
efficiency in handling complex queries and large volumes of data. A study by Johnson
(2024) highlighted SQL’s critical role in maintaining data integrity and security, which
are essential for compliance with health regulations such as HIPAA in the United States.
The relational nature of SQL databases facilitates complex data interrelationships
crucial for detailed patient care and hospital management analytics.

2.4. Front-End Development with HTML, CSS, and JavaScript

The effectiveness of an HMS is significantly influenced by its user interface, which relies
on HTML, CSS, and JavaScript. Wong and Tan (2023) emphasize the importance of
user interface design in enhancing user experience and adoption. JavaScript’s
asynchronous communication with server-side processes via AJAX enhances interface
responsiveness, which is critical for tasks that require immediate feedback, such as
entering or retrieving real-time patient data.

2.5. Security Challenges in HMS

With the increasing integration of digital technologies in healthcare, security challenges
have become more prominent. Data breaches and cyberattacks pose significant risks to
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patient privacy and system reliability. As noted by Edwards (2024), robust encryption
practices and continuous security training for staff are essential to mitigate these risks.
Furthermore, compliance with international standards and regulations is mandatory to
safeguard sensitive healthcare information.

2.6. Future Trends in HMS Development

Emerging technologies such as artificial intelligence (AI), machine learning, and
blockchain are set to transform HMS further. As discussed by Lee (2023), AI can
significantly enhance diagnostic tools and patient management systems by providing
predictive analytics and personalized medicine solutions. Blockchain technology
promises to revolutionize data integrity and security in HMS by creating immutable
records for patient data, thus enhancing trust and transparency in healthcare processes.

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CHAPTER 3
METHODOLOGY AND SYSTEM ANALYSIS
3.1 INTRODUCTION
As we embark on the journey of developing a Hospital Information Management System
(HIMS) for our school, it's crucial to recognize the transformative potential this endeavor
holds for enhancing the delivery of healthcare services within our institution. The
development of a comprehensive HIMS tailored to the unique needs of our school's
healthcare facilities marks a significant milestone in our commitment to providing
exceptional care to our students, faculty, and staff. Within the confines of our school's
healthcare facilities, we currently rely on traditional analog systems for managing patient
information and hospital operations. These manual processes, characterized by paper-
based record-keeping and reliance on outdated communication channels, present
inherent challenges in terms of efficiency, accuracy, and accessibility. As stewards of
our school's healthcare ecosystem, we must address these limitations head-on and
embrace innovative solutions that align with the evolving healthcare landscape.
Fortunately, we find ourselves amidst an era of unprecedented technological
advancements that present unparalleled opportunities for innovation and improvement.
From electronic health records (EHRs) to cloud-based solutions and advanced
analytics, a myriad of cutting-edge technologies are reshaping the way healthcare is
delivered and managed. By harnessing the power of these transformative tools, we
have the opportunity to revolutionize our school's healthcare operations and elevate the
standard of care we provide to our community.

3.2. METHOD OF DATA COLLECTION

Having achieved the software requirements, the next step was to source information
relative to the subject. This process of information gathering was achieved through so
many sources including:
1. File downloads from the Internet
2. Textbooks in the library
3. Newspaper, Journals, and articles
4. Other publications
5. Personal observations.

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 3.3 OBJECTIVE OF EXISTING SYSTEM
The objective of the system is to develop an e-learning system that will aid in teaching

wireless network technology to students.

Homepage

Student form Admin login

Check student id Add prescription Search bar

GUU SITE About page Contacts

3.4. INPUT ANALYSIS

The student form is used as a means of input for information to get to the database,
these forms are captured online and contain the details of the user.

3.5 PROCESS ANALYSIS

The information that is provided by the users is then processed and sent to the
database which is to be stored but can be accessed with the search bar from the admin
login

3.6 OUTPUT ANALYSIS

Once the input data from the student forms is processed and stored in the database, the
Hospital Information Management System (HIMS) generates various outputs that serve

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different purposes within the healthcare environment which is then sent to the user
through their contact information on prescribed drugs ordered for their condition.
3.7 PROBLEM OF THE CURRENT SYSTEM
Gregory University still relies on paper-based documentation systems, which are prone
to errors, inefficiencies, and delays. Paper records can be misplaced, damaged, or
illegible, leading to errors in patient care and treatment.
Paper records are often stored in physical filing cabinets, making them inaccessible to
multiple healthcare providers simultaneously. This lack of accessibility hampers
collaboration slows down decision-making and impedes continuity of care.
Patient information is often fragmented across multiple paper charts, departments, and
systems, making it challenging to obtain a comprehensive view of a patient's medical
history. This fragmentation can result in redundant tests, missed diagnoses, and
suboptimal treatment outcomes. Paper-based processes contribute to inefficient
workflows, with healthcare providers spending valuable time searching for and manually
entering patient information. This inefficiency can lead to long wait times, overcrowded
waiting rooms, and dissatisfaction among both patients and staff.
Paper records make it difficult to aggregate and analyze data for quality improvement
initiatives, clinical research, and population health management. Without access to
comprehensive data analytics, healthcare organizations struggle to identify trends,
patterns, and opportunities for improvement.
Paper records pose security risks, as they can be lost, stolen, or accessed by
unauthorized individuals. Patient confidentiality may be compromised, leading to
breaches of privacy and confidentiality laws. Paper-based systems are not easily
scalable to accommodate growing patient populations or changes in healthcare delivery
models. As healthcare organizations expand or adopt new technologies, paper-based
processes become increasingly unsustainable and impractical.
Maintaining compliance with regulatory requirements such as HIPAA (Health Insurance
Portability and Accountability Act) is challenging with paper-based systems. Ensuring
the security, privacy, and integrity of patient information requires robust safeguards and
auditing mechanisms.
In summary, the current system's reliance on paper-based documentation contributes to
a multitude of challenges, including limited accessibility, data fragmentation,
inefficiencies, security risks, and compliance issues. Addressing these problems
requires a shift towards digital information management systems that enable seamless
data sharing, analysis, and collaboration among healthcare providers, ultimately
improving patient care and outcomes.

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3.8 JUSTIFICATION OF THE NEW SYSTEM
Implementing a new Hospital Information Management System (HIMS) represents a
significant investment for healthcare organizations, but the benefits far outweigh the
costs. The new system streamlines workflows improves data accuracy, and facilitates
better communication among healthcare providers. With access to comprehensive
patient records and real-time information, clinicians can make more informed decisions,
leading to enhanced patient care and improved outcomes.
The new system automates manual processes, reduces paperwork, and eliminates
redundant tasks, saving time and resources for healthcare staff. Streamlined workflows
and efficient data management contribute to faster patient throughput, reduced wait
times, and increased overall efficiency within the healthcare organization. A digital HIMS
centralizes patient information, making it easily accessible, searchable, and updatable.
Comprehensive data management capabilities enable healthcare organizations to
maintain accurate records, track patient progress, and analyze trends for quality
improvement initiatives and research purposes. The new system facilitates collaboration
and coordination among multidisciplinary healthcare teams. With shared access to
patient records and communication tools, providers can collaborate more effectively,
leading to better-coordinated care and improved patient outcomes. By reducing
administrative burdens and wait times, the new system enhances the patient
experience. Patients benefit from smoother registration processes, shorter wait times,
and better communication with healthcare providers, leading to increased satisfaction
and loyalty. While the initial investment in a new HIMS may be significant, the long-term
cost savings are substantial. By reducing inefficiencies, eliminating paper-based
processes, and optimizing resource utilization, healthcare organizations can achieve
significant cost savings over time.
The new system provides advanced data analytics capabilities, enabling healthcare
organizations to derive actionable insights from patient data. Analytics tools help identify
trends, patterns, and opportunities for improvement, guiding strategic decision-making
and quality improvement initiatives.

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