Hospital Management System

INTRODUCTION
The Hospital Management System (HMS) is a software solution designed to streamline
hospital operations, improve patient care, and enhance the efficiency of medical staff. It
automates key processes such as patient registration, appointment scheduling, billing, medical
records management, and inventory control. This document outlines the system’s requirements,
ensuring clarity for stakeholders, developers, and end-users.

PURPOSE
The HMS aims to provide a centralized platform for hospitals to manage patient records, doctor
appointments, billing, inventory, and administrative tasks efficiently. The system enhances data
accuracy, reduces paperwork, and improves workflow by integrating various hospital
departments into a unified digital framework.

SCOPE
• Manages patient registration, appointments, and medical records.
• Enables doctors to access patient histories and prescribe treatments.
• Facilitates billing, insurance claims, and financial transactions.
• Handles inventory management for medicines and equipment.
• Provides an intuitive interface for hospital staff, reducing manual errors.
• Ensures data security and compliance with healthcare regulations.

OVERALL DESCRIPTION
PRODUCT PERSPECTIVE
The HMS is a web-based or desktop application that integrates with existing hospital
infrastructure. It connects different departments, ensuring seamless data flow and eliminating
redundancies. The system interacts with external APIs for laboratory tests, insurance
processing, and pharmacy management.

SOFTWARE REQUIREMENTS
Frontend:
• HTML, CSS, JavaScript (React.js, Angular, or Vue.js)
 • Bootstrap or Tailwind CSS for responsive design
• API integration for seamless data exchange
Backend:
• Server-side programming: Node.js (Express.js), Python (Django/Flask), or Java (Spring
Boot)
• Database: MySQL, PostgreSQL, or MongoDB
• Authentication: JWT/OAuth for secure login
• APIs: RESTful APIs for communication between frontend and backend

HARDWARE REQUIREMENTS
• Server with minimum 8GB RAM, 4-core processor, and 500GB SSD
• Workstations with 4GB RAM and 100GB storage
• High-speed internet connectivity for cloud-based implementation
• Barcode scanners for inventory tracking (if applicable)

FUNCTIONAL REQUIREMENTS
R.1: User Registration and Authentication
R.1.1: Sign Up
• Description: Users must register before accessing the system. There are different
types of users:
o Hospital Admin/Manager: Provides hospital name, address, phone
number, and email.
o Doctors/Nurses: Provides personal details, specialization, and contact
information.
o Patients: Provides personal details, medical history, and emergency contact.
• Input: User details as mentioned above.
• Output: A confirmation message, along with a unique User ID and password, sent
via email.
• Processing: Validates the entered details. If errors are found, displays an error
message; otherwise, generates and stores the credentials.
R.1.2: Login
• Input: User enters User ID and password.
 • Output: If credentials are correct, access is granted to the system.
• Processing: Verifies the credentials against the database. If invalid, displays an
error message.
R.2: Patient Management
R.2.1: Patient Registration
• Description: New patients must be registered before booking an appointment.
• Input: Patient name, age, gender, address, contact, medical history, and emergency
contact.
• Output: A unique Patient ID is assigned.
• Processing: Checks if the patient already exists; if not, stores their details.
R.2.2: Appointment Scheduling
• Description: Patients can book appointments with doctors based on availability.
• Input: Select doctor, preferred date & time.
• Output: Confirmation of appointment or an alternate suggestion if the slot is
unavailable.
• Processing: Checks doctor availability and updates the schedule accordingly.
R.2.3: Medical Records Management
• Description: Doctors and authorized staff can access and update a patient’s medical
records.
• Input: Patient ID, diagnosis, prescriptions, test results.
• Output: Updated patient records.
• Processing: Ensures data is stored securely and is accessible only by authorized
personnel.
R.2.4: Billing and Payment
• Description: The system generates bills for consultations, treatments, and services.
• Input: Patient ID, services availed, insurance details.
• Output: Detailed invoice with payment options.
• Processing: Calculates total cost, applies insurance coverage if applicable.
R.3: Doctor and Staff Management
R.3.1: Manage Doctor Schedules
• Input: Doctor’s available time slots, department, and specialization.
• Output: A schedule visible to patients for appointment booking.
 • Processing: Updates doctor availability in real time.
R.3.2: Assign Nurses to Patients
• Input: Select a nurse for a specific patient based on availability.
• Output: Notification sent to the assigned nurse.
• Processing: Checks nurse availability before assigning.
R.4: Inventory and Pharmacy Management
R.4.1: Manage Medicine Stock
• Description: The system tracks available medicines and notifies when stock is low.
• Input: Medicine name, quantity, expiry date.
• Output: Updated inventory status.
• Processing: Alerts admin if stock is below threshold.
R.4.2: Issue Medicine to Patients
• Description: Doctors can prescribe and dispense medicines through the system.
• Input: Patient ID, prescribed medicine details.
• Output: Medicine issued confirmation.
• Processing: Checks if medicine is in stock before issuing.
R.5: Reports and Analytics
R.5.1: Generate Patient Reports
• Input: Select patient and report type (medical history, lab results, billing).
• Output: Printable/downloadable report.
• Processing: Retrieves and formats the required data.
R.5.2: Generate Hospital Statistics
• Input: Select type of report (admissions, revenue, doctor performance).
• Output: Data visualization with graphs and tables.
• Processing: Aggregates data and generates insights.
R.6: Emergency and Ambulance Management
R.6.1: Emergency Case Registration
• Input: Emergency details (patient condition, location, contact).
• Output: Assigns an available doctor and emergency room.
• Processing: Sends alerts to the hospital staff.
 R.6.2: Ambulance Booking
• Input: Patient location, emergency level.
• Output: Confirmation of ambulance dispatch.
• Processing: Finds the nearest available ambulance and assigns it.
R.7: Security and Access Control
R.7.1: Role-Based Access
• Input: User role (Doctor, Nurse, Receptionist, Admin, Patient).
• Output: Access granted only to permitted functionalities.
• Processing: Enforces permissions based on user role.
R.7.2: Audit Logs
• Input: System actions performed by users.
• Output: Log report for admin review.
• Processing: Records all user activities for security tracking.
R.8: Notifications and Alerts
R.8.1: Appointment Reminders
• Input: Patient appointment date & time.
• Output: SMS/Email reminder notification.
• Processing: Sends automatic reminders before appointments.
R.8.2: Emergency Alerts
• Input: Emergency case details.
• Output: Urgent alert sent to hospital staff.
• Processing: Notifies emergency response team instantly.

NON-FUNCTIONAL REQUIREMENTS
• Performance: The system should handle high concurrent users without lag.
• Security: Implements SSL encryption, data encryption, and role-based access
control.
• Scalability: Supports multi-hospital management in case of expansion.
• Usability: User-friendly UI for hospital staff with minimal training.
• Reliability: 99.9% uptime with automated backups.
• Compliance: Adheres to HIPAA and GDPR for patient data protection.
USER CHARACTERISTICS
• Doctors: Require quick access to patient records, prescriptions, and test reports.
• Nurses: Need access to patient vitals and treatment plans.
• Receptionists: Manage appointments, patient registration, and billing.
• Administrators: Oversee system operations, staff roles, and inventory.
• Patients: Access personal records, book appointments, and receive notifications.

CONSTRAINTS
• Regulatory Compliance: Must meet healthcare standards (HIPAA, GDPR, etc.).
• Hardware Limitations: May require server upgrades for large hospitals.
• Internet Dependency: A cloud-based solution requires stable internet connectivity.
• Data Security: Strong measures needed to prevent unauthorized access.
• Integration Challenges: Compatibility with existing hospital software may require
custom APIs.