ACKNOWLEDGEMENT

We would like to thank and value the help of the people, students and professors who contribute
their knowledge and time to make our Capstone Project/Thesis achievable.

To our classmates, we salute everyone for sharing their knowledge and resources as we
complete our study/project. For the involvement and help, we, the proponents gratify you all.

To our professors, we honor your untiring endeavour, considerations and fruitful knowledge.
For the time you have given us to ask questions, recommendations and suggestions gradually
helped our team to analyze and study the system. With that, we thank you all.

And, to our family and friends, we thank you for all your support and patience.
 ABSTRACT

The Hospital Information Management System (HIMS) is designed to facilitate hospital and
medical transaction as well as the other subsystem that the hospital is required to use while
providing best care service to people. The HIMS is developed to perform processes that will
accept inputs and produce outputs intended for each components and attempts to facilitate mostly
transactions being constructed in a hospital and/or Medical Centre that covers admission,
acquisition, billing and collection of payment.
 TABLE OF CONTENTS

Title Page
Table of Contents
List of Tables
List of Figures
Acknowledgement
Abstract

1.0 Introduction Page

1.1 Background of the Project (Project Context)
1.2 Purpose and Description of the Project
1.3 Statement of the Problem
1.4 Objectives of the Project
1.5 Scope and Limitations of the Project
1.6 Significance of the Study

2.0 Review of Related Literature

2.1 Literature/Studies
2.2 Conceptual Framework of the Study

3.0 Technical Background

3.1 Technicality of the project
3.2 Details of the technologies to be used
3.3 How the project will work?

4.0 Methodology
4.1 Environment Locale
4.2 Population of the Study
4.3 Organizational Chart/Profile
4.4 Requirements Specifications
4.5 Technical Feasibility
4.5.1 Compatibility checking (hardware / software and
other technologies)
4.5.2 Relevance of the technologies
4.6 Schedule Feasibility
4.6.1 Gantt Chart
4.7 Economic Feasibility
4.7.1 Cost and Benefit Analysis
 4.8 Requirement Modeling
4.9 Diagrams
Figure 4.9.1(Registration)
Figure 4.9.2(Billing)
Figure 4.9.3(Billing Context Level)
Figure 4.9.4 (Entity Relationship Diagram)
Table 4.9.1 (Patient Information)
Table 4.9.2 (General Information)
Table 4.9.3 (Admission Information)
4.10 Data Dictionary
4.10.1 System Architecture
4.10.2 Network Model
4.10.3 Network Topology
4.10.4 Security
4.11 Development
4.11.1 Software Specification
4.11.2 Hardware Specification
4.11.3 Program Specification

Appendices

APPENDIX 1 – CREDENTIALS
APPENDIX 2 – SAMPLE DOCUMENT PAPER
APPENDIX 3 – RESEARCHERS’ PROFILE
 CHAPTER 1

1.0 INTRODUCTION

At this present time, technology became the standard of success. Through the evolution of
human thinking and mindset, the system was born. With the help of this, companies-either
big or small, international or domestic of various fields, got the confidence to be more
competitive, understandable and accessible with a high security basis and a great percentage
of success of labor and profit. Hospitals started to adopt the information system not only for
their own internal benefits but also for the convenience of their patients and clients. Through
this management system, the accommodation of the hospital became more approachable with
their patients’ capable of understanding.

HIMS is an integrated health information system, which addresses the critical requirements
of hospitals. It provides the benefits of streamlining the operations, enhanced administration
and control, improved response, cost control and improved probability. It provides easy
access to critical information there by enabling the management to take better decisions on
time.

The idea behind this project is to provide the hospital, under the supervision of Immaculate
Conception Medical Center (ICMC), with a system with the help of which it can rid the
manual procedures. A system is needed that can maintain hospital’s daily routine of patient’s
registration, checkup, medicine prescription, laboratory tests, medical stock’s acquiring and
can generate reports required by the hospital.

The software composes of four modules i.e. patients, doctors, laboratory and medical store.
This HIMS is a high performance database system designed specifically for keeping records
for patients, doctors, laboratory test results for each patient, medicine stock in medical store
and medicine prescribed to each patient.

1.1 Background of the Project

A hospital or Medical Center offers intensive health care services to facilitate its
patient’s needs and demands. Medical transactions such as Information Management,
Medical/Services Procuring, Billing Operations and Payments are vital processes to
perform for providing best service. Most hospitals and medical centers still use
manual operations to conclude these crucial tasks to their daily undertakings; assisted
only by a Productivity Software like Microsoft Office.
 The proponents decided to study the Immaculate Conception Medical Center (ICMC)
System for the purpose of making a system plan that will help and improve the idea
and perception on how a system works. Hospitals such as Premiere General Hospital
in Cabanatuan City and St. Luke’s Hospital in Manila underwent a full computerized
system to boost their performance. With this project, we can have a background about
what hospital system works and needed for improvement.

1.2 Purpose and Description of the Project

Hospitals are the essential part of our lives, providing best medical facilities to people suffering
from various ailments, which may be due to change in climatic conditions, increased work-load,
emotional trauma stress etc. It is necessary for the hospitals to keep track of its day-to-day
activities and records of its patients, doctors, nurses, ward boys and other staff personals that
keep the hospital running smoothly and successfully.

But keeping track of all the activities and their records on paper is very cumbersome and error
prone. It is also very inefficient and a time-consuming process observing the continuous increase
in population and number of people visiting the hospital. Recording and maintaining all these
records is highly unreliable, inefficient and error-prone. It is also not economically and
technically feasible to maintain these records on paper.

Thus, keeping the working of the manual system as the basis of our project. We have developed
an automated version of the manual system, named as “Hospital Information Management
System.”

The main aim of our project is to provide a paper-less up to 90%. It also aims at providing low-
cost reliable automation of the existing systems. The system also provides excellent security of
data at every level of user-system interaction and also provides robust and reliable storage and
backup facilities.

1.3 Statement of the Problem

1. General Problem
The system that Medical Center currently using is not fully operational in
terms of the downfall financial statements and also in the subsystem
covering the Human Resource department that is still using a manual
system in their records.

2. Specific Problems
1. What module may be designed and developed that will manage the
transactions/electronically operations?

ICMC still uses manual operation to perform its transaction. The

Admission, Billing, Cashier Section and the like depend on its current
operation module in its daily endeavours. Though the personnel maintain
its accuracy, there are occurrences of inaccuracies due to manmade-errors.

2. What features may be integrated in the module that will guarantee the
security and correctness of the transactions/operations?

With its sophisticated transactions such as Patient Information

Management and the like, maintaining its integrity and
accurateness are important. Problems like incorrect data entry,
unauthorized access, and the like causes its operations to return
erroneous results.

3. How to include in the modules the functionality to produce and create

results and reports on demand?

Due to its manual undertakings, the creation and production of

reports demands full-attention to provide accurate results. Most
common occurring errors are duplication of patient records,
miscalculated bills and the like. These errors identified will
contribute greatly in the vagueness of information needed.
 1.4 Objectives of the Project

1.4.1 General Objective

The proponents aim to study and analyze how the Hospital Management
Information System is functioning and what are the covers that can result for the convenience
of the patients and how the not fully operational system works and compete.

1.4.2 Specific Objectives

1. To develop a module that will manage the transactions/operations

electronically.

The system will be composed of modules intended for sophisticated

transactions to be performed. These modules will be based from users-
requirement, functionality and transactions to be conducted by the
user.

2. To develop a module that will guarantee the security and correctness

of the transactions/operations.

For the security and correctness, the system will implement data and
security measures, system and data maintenance features, and
assimilate data entry validation and error trapping. With these
protocols provided, the stakeholder is rest assured of having best result
from its transaction.

3. How to include in the modules the functionality to produce and create

results and reports on demand?

Due to its manual undertakings, the creation and production of reports

demands full-attention to provide accurate results. Most common
occurring errors are duplication of patient records, miscalculated bills
and the like. These errors identified will contribute greatly in the
vagueness of information needed.
1.5 Scope and Limitations of the Project

Scope

1. The system will implement data and security measures.

 Login Module- to prevent unauthorized personnel to access the

system.
 Permission Access- only authorized users can perform transaction
within the system.

2. The system will consist of the following modules: Admission,

Acquisition, Maintenance, Billing and Payment.

 Admission Module- it is responsible for storing, maintaining and

processing patient records.

 Registration of Patient, Managing Record of Patient, Guardian Admission,

Declaring Admission Case, Room Assignment, Monitoring patient Location, Create and
Print Reports and Search Patient Records.

 Acquisition Module- managing patients’ medications and services

transactions.

 Search Patient Information, Add Hospital Charges and Professional Fee , Manage
Transaction, Room Relocation, View Acquisition Summaries, Validate Patient Deposit
for Acquisition, Create and Print Reports.

 Maintenance Module- maintaining system’s records and data.

 Add and Manage System Record: Ward, Room, Physician, Department, Discount,
Hospital Charges, Case Procedure, User Account and Database Backup.

 Billing Module- processing other discounts and patients’ bill.

 Search Patient Information, Create Running Bill, Prepared Deposit, Asses

Hospital Charges and Professional Fee: Include PhilHealth Assurance and Discounts,
Confirm PhilHealth and assurance Approval, Prepared Bill to Patient, Professional Fee
Collection Slip, Create and Print Report.

 Payment Module- it is responsible for payment transactions.

 Search Patient Record, Hospital Charges and Professional Fee Cash Transaction,
Payment of Hospital Bill, Professional Fee Partial Payment and Deposit, Discharge
Patient, Search Bill Records, Create and Print Report.
 3. The system will incorporate database management system.

 MySQL DBMS- the system’s back-end for large storage of data.

4. The system will include system and data maintenance features.

 Maintenance Module- in control of maintaining system’s records and data.

 Add and update system’s records and data; fees and discounts; department, ward
and room; physician and medical personnel records; medications and services details;
user accounts.

5. The system will integrate backup feature.

 Backup records- the system will back-up the active database records to
another database for backup purposes.

6. The system will produce patient information reports.

7. The system will assimilate data entry validation and error trapping.

 Validation- detects the correctness of data input to avoid incorrect entry.

 Error trapping- the system will prompt the user in case of erroneous data
entry.

Limitation

1. It cannot handle file media management document for patients’ medical

record like X-Ray results and the like.

2. It doesn’t integrate appointment reservation for medical attentions to

Physicians.

3. It doesn’t have ancillary service to render patients’ requisitions.

4. It doesn’t incorporate the transferring of patient’s billing account to a

guarantor.
5. It doesn’t integrate accounting module to prepare and produce different
financial report as required by the Accounting Department.
6. It doesn’t provide material management module to conduct purchase order
and request.

7. It does not monitor pharmacy medicine and inventory items. It will only
record transactions from the Pharmacy.

8. It doesn’t included clinic module for subjective, objective assessment and plan
or SOAP entries that enables prescription printing and visitation scheduling.
1.6 Significance of the Study

To Immaculate Conceptions Medical Center (ICMC)

It will be benchmark for improving the health care service of such institutions. It will boost the
productivity of the user as they experienced computerized functionality brought by the proposed
systems.

To the Proponents

This study introduce us to real world problem and events that our technical skills are a pre-
requisite to resolved it. It triggered us to be analytic and observing to deliver solutions that could
benefits others.

To the Future Researchers

This study is open for students/researchers who are interested to explored the system more
functional and well designed; provide IT solutions with what the team has not done. Thus, the
optimization of the system will deliver the best result and an opportunity for others to pursue.
 CHAPTER 2

1 REVIEW OF RELATED LITERATURE

Hospitals can also be regarded as organizations based on high technology and information
intensive processes. It is also expected that health care budgets and funding will depend
significantly on sophisticated patient and diagnosis classifications. The use of IT in
diagnostic and treatment processes will add to the development of networks of clinical
hospital and health care processes.

The construction of medical information is important to improve the hospital medical

care capability, the management decision-making level of health and the hospital operational
efficiency. Nowadays comprehensive hospital information services and management
platform have been established, centering on electronic medical records and clinical
pathway. The establishments and use of these information systems played an important role
in improving the degree of patient satisfaction, enhancing hospital efficiency and health care
quality, protecting the safety of healthcare, and reducing health care costs.

Hospital Information Management System (HIMS) is increasingly becoming an

emerging tool in health care arena to efficiently enable delivery of high quality health
services. These systems have large computerized data bases intended primarily for
communication and storing health and administrative information. HMS has different
components and includes broad scope and level of systems of systems from departmental (a
system limited to a specific clinical or financial domain) to knowledge based systems that
provide diagnostic support and intervention for patient care activities. It is believed that
HIMS implementation is an organizational process conducted toward information
technology within user community. User community in health care arena consist of many
different user groups (physicians, nurses, administrations, managers, researchers, etc.).
Neglect of any of these parties imply to missing related expertise, skills, knowledge,
requirements and expectations. Expectations and requirement arise from what users see and
hear about the system and interpret the ways the system will work for them. Studies
indicated that addressing user expectation is a distinct element to ensure the successful
adoption of the HIMS.
1.4 Conceptual Framework

Source Input Process Destination Output

Admission  Patients Semi Admitting Patient

Forms Computerized Staff Information
 Log Book Record,
 Stock Card Admission
Record,
Census,
Patient
Summaries

Acquisition  Patient Semi Billing Clerk Transactions

Information Computerized of Patients
 Charge slip Hospital
Charges and
Professional
Fee, Room
Relocation
Transaction

Billing  Patient Semi Billing Clerk Running Bill,

Information Computerized Bill Deposit,
 Documents Bill to
for Patient,
discounts Professional
and
Fee
insurance
Collection Slip
 Billing
Statements

Payment  Patient Semi Cashier Official

Billing Computerized Receipt,
Statement Discharge Slip
 Payment

Figure 2.2.1 Conceptual Framework (Manual System)

 Source Input Process Destination Output

Admission  Computer Computerized Admitting Patient

 Records System Staff Information
 Patient Record,
Information Admission
Record,
Census,
Patient
Summaries

Acquisition  Computer Computerized Billing Clerk Transactions

 Records System of Patients
 Charge Hospital
Slip Charges and
Professional
Fee, Room
Relocation
Transaction

Billing  Computer Computerized Billing Clerk Running Bill,

 Records System Bill Deposit,
 Patient Bill to
Billing Patient,
Statements Professional
Fee
Collection Slip

Payment  Computer Computerized Cashier Discharge Slip

 Records System
 Patient
Billing
Statements

Figure 2.2.2 Conceptual Framework (Computerized System)