BORANA UNIVERSITY

COLLEGE OF NATURAL AND COMPUTATIONAL SCIENCE

DEPARTMENT OF COMPUTER SCIENCE
Final Year Project I
Title: Web Based Patient Record management system for Yabello General
Hospital (WBPRSYGH).

BY:

S. No STUDENT NAME ID No
1. Biklitu Fekadu BRU/R/728/13
2. Amanuel Sebsibe BRU/R/725/13
3. Abinet Kinfu BRU/R/
4. Estifanos Ermias BRU/R/218/13
5. Ayenew Endalew BRU/R/106/13

Advisor: Mr. Dawit.D

Submitted to Department of Computer Science

 Table Contents
CHAPTER ONE:...................................................................................................................................................1
1. INTRODUCTION.............................................................................................................................................1
1.1 BACKGROUND..........................................................................................................................................1
1.2 Statement of the Problem.........................................................................................................................2
1.3 Objective of the Project...........................................................................................................................3
1.3.1 General Objective.............................................................................................................................3
1.3.2 Specific Objectives...........................................................................................................................3
1.4 Methodology............................................................................................................................................5
1.5 Tools to be Utilized in this Project...........................................................................................................5
1.6 Scope of the project.................................................................................................................................7
1.7 The significance of the project.................................................................................................................8
1.7 Feasibility Study......................................................................................................................................8
1.9 Target Beneficiary of the project.............................................................................................................9
1.10 Risk Assumption...................................................................................................................................10
1.11 Time Scheduling..................................................................................................................................11
Description of Existing System.........................................................................................................................12
2.1 Existing System Description..................................................................................................................12
2.1.1 Players in the Existing System........................................................................................................12
2.1.2 Major Functions and Activities in the Existing System..................................................................13
2.2 Business Rules.......................................................................................................................................14
2.2.1 Business Rules Identified in the Existing System...........................................................................14
2.2.2 Business Rules in the Proposed System..........................................................................................14
2.2.3 Report Generating in the Existing System......................................................................................14
2.3 Bottleneck of the Existing System.........................................................................................................15
2.4 Proposed System....................................................................................................................................16
2.4.1 Functional Requirements................................................................................................................16
2.4.2 Non-Functional Requirements........................................................................................................17
2.5 System Model........................................................................................................................................17
2.6 System use case.....................................................................................................................................19
2.6.1 System use case..............................................................................................................................19
 CHAPTER ONE:

1. INTRODUCTION

1.1 BACKGROUND

Yabello General Hospital, situated in Yabello, Ethiopia, serves as a primary healthcare provider for
the local community, offering a broad spectrum of medical services to individuals of all ages. The
facility encompasses both outpatient and inpatient departments, catering to diverse healthcare needs.
In the outpatient department, patients can avail specialized consultations, treatment for minor
ailments, and various diagnostic tests. Additionally, preventive care services such as immunizations
and health check-ups are provided. For more severe medical conditions necessitating hospitalization,
the hospital's dedicated inpatient department ensures round-the-clock care by a proficient team of
doctors, nurses, and other healthcare professionals. Equipped with state-of-the-art facilities, the
hospital prioritizes the comfort and safety of its inpatients. Moreover, Yabello General Hospital
offers specialized services in gynecology, pediatrics, dermatology, ophthalmology, and dentistry,
delivered by experienced doctors in their respective fields. Committed to delivering compassionate
care, the hospital also conducts community outreach programs, promoting health education and
preventive healthcare practices. Continuous staff training and development, alongside investments in
medical technology, underscore the hospital's dedication to delivering high-quality healthcare
services that are accessible and affordable to the community. Through these efforts, Yabello General
Hospital endeavors to uphold its mission of promoting health and well-being in the region.
1.2 Statement of the Problem

The problem with a file-based approach in a web-based patient record management system is that it
is not efficient, secure, or scalable. Storing patient records in individual files on a server or computer
system leads to several challenges and limitations. Inefficient Data Access: With a file-based
approach, each patient's record is stored as a separate file. Accessing and retrieving specific patient
information becomes time-consuming and tedious. It requires searching through multiple files to
find the relevant data, leading to inefficiencies and delays in patient care. Limited Data Security:
Storing patient records as files poses a significant security risk. Files can be easily accessed,
modified, or even deleted, jeopardizing the confidentiality and integrity of sensitive patient
information. Unauthorized access or data tampering can have serious legal and ethical implications.

Lack of Collaboration and Integration: File-based systems do not allow for seamless
collaboration and integration among healthcare providers. Multiple healthcare professionals may
need access to a patient's records simultaneously, and a file-based approach makes it difficult to
update or share information in real-time. It can hinder effective communication and coordination
between healthcare providers, leading to potential errors or gaps in patient care. Inflexible and
Limited Storage: As the number of patient records grows, managing and organizing files becomes
increasingly complex. Limited storage capacity can lead to difficulties in accommodating new
patient records. Expanding the storage capacity in a file-based approach may involve additional
hardware costs and maintenance. Lack of Data Analysis and Reporting: A file-based approach
does not allow for efficient data analysis and reporting. Extracting valuable insights from patient
data for research, quality improvement, or decision-making purposes becomes challenging without a
structured and centralized database system.
1.3 Objective of the Project

The general and specific objective of the project is described below

1.3.1 General Objective

The general objective of the web-based Patient Recording System for Yabello General Hospital is to
implement a comprehensive and efficient digital solution that streamlines the management and
documentation of patient information. The system aims to enhance the overall quality of healthcare
services provided by improving data accessibility, accuracy, security, and collaboration within the
hospital setting. Specifically, the project aims to achieve the following objectives:

 Improve Data Management

 Enhance Accessibility and Collaboration
 Ensure Data Security and Privacy
 Streamline Appointment Management
 Automate Billing and Invoicing
 Improve User Experience

By achieving these objectives, the web-based Patient Recording System for Yabello General
Hospital aims to enhance the efficiency, accuracy, security, and collaboration in managing patient
information. Ultimately, it aims to improve the overall quality of healthcare services provided to
patients, resulting in better patient outcomes and satisfaction.

1.3.2 Specific Objectives

Efficient and Accurate Data Entry: Develop a user-friendly interface that allows healthcare
professionals to easily enter and update patient information in a standardized and efficient manner.
Implement data validation and verification mechanisms to minimize data entry errors and ensure
data accuracy.

Real-Time Data Accessibility: Implement a web-based platform that grants authorized healthcare
professionals secure and immediate access to patient records from any location within the hospital.
Enable real-time updates and alerts for new patient information, lab results, diagnoses, and treatment
plans.
Seamless Integration: Integrate the web-based patient recording system with existing hospital
systems, such as laboratory, pharmacy, and billing systems. Ensure seamless data exchange,
reducing duplication of efforts and minimizing potential errors or discrepancies.

Comprehensive and Easier Record Retrieval: Design a search and retrieval functionality that
enables healthcare professionals to quickly retrieve patient records based on various criteria, such as
patient identifiers, demographics, medical history, and diagnosis. Implement filters and sorting
options to enhance efficiency in accessing relevant patient information.

Secure Data Storage and Confidentiality: Employ robust security measures, including encrypted
storage, user authentication, and role-based access control, to safeguard patient data from
unauthorized access. Adhere to data protection regulations to ensure patient confidentiality.

Appointment Management and Optimization: Develop a centralized scheduling system that

allows healthcare professionals to efficiently manage patient appointments, reducing waiting times
and ensuring optimal use of hospital resources. Enable automated notifications and reminders for
both patients and healthcare professionals.

User Training and Support: Provide comprehensive user training and ongoing support to
healthcare professionals in utilizing the web-based patient recording system effectively. Ensure they
are confident in navigating the system and leveraging its full potential.

By achieving these specific objectives, the web-based patient recording system for Yabello General
Hospital aims to improve the efficiency, accuracy, accessibility, and security of managing patient
records. It aims to enhance collaboration among healthcare professionals, optimize resource
utilization, improve patient care outcomes, and enhance overall operational effectiveness within the
hospital for better and more personalized care.
1.4 Methodology

Requirement Gathering Methods

Interviews: Frequent interviews with prospective users of the system will be conducted to gather
requirements effectively.

Observation:

Existing problem observation.

Discussion and analysis of problems with the project team.

Document Analysis: Review of documents such as books, e-books, and previous project reports for
reference in system design.

Internet The internet will serve as the primary source of information for project requirements.

System Analysis Techniques

Various system analysis techniques will be employed, including:

 Use case diagram

 Sequence diagram
 Activity diagram
 Class diagram
 Database diagram

1.5 Tools to be Utilized in this Project

Software Requirements

The project will utilize HTML for the front end and SQL Server as the back-end or database tool.
Additionally, the following software will be used:

 Visio
 Microsoft Word 2013
 Edrew Max
  Microsoft PowerPoint 2013
 XAMPP Server
 MySQL Database Server
 Notepad++

Programming Languages:

 Front-end: HTML, CSS, JavaScript, React, Angular, or Vue.js for the user interface.
 Back-end: PHP for server-side logic.
 Database Management System (DBMS): MySQL, PostgreSQL, or MongoDB for storing and
managing patient data.

Frameworks and Libraries: Frameworks like Laravel (PHP) can be utilized for efficient
development.

Hardware Requirements

 Desktop Computer
 Flash drive (2GB - 8GB)
 Compact Disc-Read Only Memory (CD-ROM) (700MB)
 Laptop

Table 1 tools used in the project

Activities Tools

Documentation MS word 2010, 2013

Design Rational Rose, Microsoft Visio 2007, Visual

paradigm for UML standard design

Editing Paint, Adobe.Photoshop.CS4

Development tool Xampp Server (PHP)

Data base Server MySQL Database

1.6 Scope of the project

The scope of this project entails the development of a web-based patient record management system
tailored for Yabello General Hospital. The system's boundary encompasses the following
functionalities:

 User Registration: Registration of system users, including patients and laboratories.

 Management: Management of laboratory facilities, users, and patient records.
 Patient Symptom Viewing: Ability to view patient symptoms recorded within the system.
 Online Medicine Ordering: Facility for patients to place medicine orders online.
 Patient Information Management: Search, update, or delete patient information as needed.
 Order Tracking: Tracking and management of laboratory and medicine orders.
 Laboratory Test Results: Viewing of laboratory test results within the system.
 Patient-Doctor Communication: communication between patients and doctors regarding
health issues.
 Doctor-Laboratory Communication: Facilitation of communication between laboratories
and doctors.
 Report Generation: Generation of various reports as required by the hospital
administration.
 Appointment Scheduling: Capability for patients to make appointments through the system.
 Information Management: Management of patient information, user accounts, and
laboratory records.
 Access to New Information: Provision for users to access new disease information with the
guidance of medical professionals.
1.7 The significance of the project

The development of a new web-based patient record management system for Yabello General
Hospital. This system is characterized by its reliability, ease of use, speed, and consistency, and it is
poised to play a crucial role for both the hospital and its patients. Key aspects of its significance
include:
 User-Friendly Interface: The system offers a user-friendly interface with various controls,
 Efficiency Enhancement: Its implementation aims to minimize the time and effort required
to perform various tasks
 Organized Record Keeping: By providing a well-organized and guaranteed record-keeping
system, the project seeks to optimize space utilization and reduce administrative burden.
 Enhanced Security: The system ensures a high level of security through different levels of
authentication.
 Workload Reduction: It is expected to reduce the workload for both doctors and patient.
 Knowledge Expansion: Through online doctor suggestions, the system facilitates increased
knowledge about disease transmission, promoting proactive healthcare practices .

1.7 Feasibility Study

The primary objective of the feasibility study is to assess the Technical, Operational, and Economic
feasibility of adding new modules and debugging the existing system. It's important to note that all
systems are feasible if unlimited resources and infinite time are available. The feasibility study
encompasses the following aspects:

Technical Feasibility: Our system aims to provide easy access to users (doctors, patients,
laboratories). The database is designed to establish and maintain workflow among various entities,
ensuring accuracy, reliability, and security. Project work utilizes current equipment and existing
software technology, with sufficient bandwidth to provide fast feedback to users, regardless of
system load.

Operational Feasibility: Proposed projects are beneficial only if they meet the organization's
operational requirements. Operational feasibility is crucial for successful project implementation.
Key considerations include:
  Support from management and users
 System usage and functionality during development and implementation
 Potential resistance from users undermining application benefits

Our system addresses these concerns by considering management issues and user requirements
beforehand, ensuring operational feasibility. The proposed system aims to be more efficient, user-
friendly, and to reduce information redundancy, a major issue in the existing system.

Economic Feasibility: The development and deployment of this project offer economic benefits to
doctors by reducing expenditure on paper, pen, manpower, time, and other costs associated with
managing patient information manually. Our system is economically feasible as it utilizes existing
hardware and software resources, eliminating the need for additional investment. Economic
feasibility is evaluated based on tangible and intangible benefits:

 Tangible benefits: include cost reduction for manual operations, time savings, and
improved working conditions.
 Intangible benefits: include easier access to information, increased flexibility, faster
activity, and improved security mechanisms.

Political Feasibility: The proposed system aligns with government directives as it effectively and
efficiently serves the people, with agreement from all doctors involved. Therefore, the system is
politically feasible and beneficial to the government.

1.9 Target Beneficiary of the project

The target beneficiaries of the web-based Patient Recording System for Yabello General Hospital
project include:
 Doctor: The first beneficiaries of this proposed system is the doctor who has full access to
the system. In that the system provides efficiency ways for recording the patient information
and searching some records of the patient.
 Patient: a person who has some medical problems or need medical advice from the doctor.
 Overall, the web-based Patient Recording System will benefit all stakeholders involved in
the healthcare process, improving efficiency, accuracy, and patient care at Yabello General
Hospital.
 1.10 Risk Assumption

During the development of the project, we anticipate encountering various challenges, including:

 Time management issues: Despite the likelihood of facing time management challenges, we
mitigate this risk through collaborative efforts. By allocating time according to a predefined schedule
for each phase of the project, we aim to utilize our time effectively.
 Failure of electric power and internet connectivity: To address the potential risk of power and
internet outages, we implement a contingency plan involving the use of external storage devices for
backup purposes.
 Shortage of hardware devices: We acknowledge the possibility of experiencing shortages in
hardware devices. To mitigate this risk, we explore alternative sourcing options and maintain a
backup inventory of essential hardware components whenever feasible.

1.11 Organization of the document

This document has four chapters including this chapter which gives introduction about the project
we are going to develop. The second chapter is requirement analysis and specification, the third
chapter is system object design and the fourth chapter is Conclusion and Recommendation.

1.11 Time Scheduling

No Task Start End Duration Dec Jan Jan Feb Febr Mar Mar Ap-
May
2016 2016 2016 2016 2016 2016 2016
2016
Two Three 4 4 2 3 3
weeks week 9
Week weeks weeks weeks week
weeks
s s s

1 Information 18/04/16 28/04/16 10 days

 gathering
2 Project 30//04/16 12/05/16 13 days
information
and planning
3 Requirement 14/05/16 30/05/16 17 days
elicitation
4 Project 01/06/16 19/06/16 18 days
Analysis

5 project design 21/06/16 05/07/16 16 days

6 Project 15/07/16 15/09/16 50 days

Implementation
And Testing

Chapter Two
 Description of Existing System

2.1 Existing System Description

The current system utilized by Yabello General Hospital is a manual system. Information regarding
both previous and new customers is recorded manually and stored on shelves. When a doctor
requires specific information about a patient, they must sift through the physical papers stored on the
shelves. This manual system presents numerous drawbacks including time-consuming patient
searches, high operational costs, and a lack of security with paper-based records.

The inefficiencies of the existing manual system highlight the necessity for the development of an
automated web-based application tailored for Yabello General Hospital. Such an application would
serve to alleviate these challenges by streamlining patient information retrieval, reducing operational
costs, and enhancing data security.

2.1.1 Players in the Existing System

The primary players in the existing system and their activities are described below:

I. Patient:

A person with medical problems or in need of medical advice from a doctor. Their activities include:

 Creating an account
 Communicating with the doctor if the request is accepted and updating necessary
information
 Sending symptoms to the doctor
 Receiving treatment
 Viewing personal medication
 Viewing medication orders
 Viewing appointments
 Viewing referrals
 Viewing medical history

II. Doctor:
A person with medical knowledge or a specialist who diagnoses patient symptoms and provides
medical advice. Their activities include:

 Diagnosing the patient

 Conducting or ordering physical tests
 Ordering laboratory tests
 Prescribing medication
 Providing medical advice
 Documenting patient medical history in the patient's medical file
 Conducting physical tests
 Administering medication
 Providing physical treatment
 Providing patient care
 Generating patient medical files
 Managing users, patients, and laboratories
 Making appointments
 Generating reports

III. Laboratory Personnel:

Individuals responsible for:

 Collecting samples from patients

 Receiving orders from doctors
 Testing samples
 Sending lab results to doctors

2.1.2 Major Functions and Activities in the Existing System

In the existing system, all activities are performed manually, including:

 Manually recording patient information

 Placing patient information on a shelf
 Lack of secure patient information management
All the aforementioned tasks in the existing system are conducted manually. To address these
challenges, the proposed system will transition from a manual system to a web-based patient record
management system. Players represent external entities that interact with the system and manage and
perform its functionalities.

2.2 Business Rules

2.2.1 Business Rules Identified in the Existing System

 Br1: The patient must be registered in order to take the medicine.

 Br2: Patients can commence treatment after communicating with the doctor.
 Br3: The doctor must secure the patient's personal file, but it is visible to others because it is
simply placed on the shelf.
 Br4: The doctor must respect their patients.
 Br5: The doctor must ensure the safety of the patient and themselves from additional
diseases during service provision.

2.2.2 Business Rules in the Proposed System

 Br1: The user must be registered.
 Br2: Patients can commence treatment after communicating with the doctor.
 Br3: The patient and laboratorist must have a valid username and password.
 Br4: The doctor should have a valid username, privilege, and password.
 Br5: The patient must have a valid username, privilege, and password.
 Br6: The laboratorist must have a valid username, privilege, and password.
 Br7: The doctor should manage laboratory, user, and patient.
 Br8: The patient should fill the form properly.
 Br9: The doctor should fill the form properly.
 Br10: The doctor should fulfill the requirements carefully.

2.2.3 Report Generating in the Existing System

The doctor generates the patient's medical file and views the medical history of the patient.
Based on the patient's medical history, the doctor diagnoses the patient, and after treatment, the
doctor writes the results in the patient's medical file in paper-based format, which is then placed
on the shelf.
2.3 Bottleneck of the Existing System

Performance (Response time) The existing/manual system is unsatisfactory in terms of

performance as it is slow, time-consuming, and energy-consuming. Additionally, it does not support
the doctor in remembering appointments and their status in an anywhere, anytime fashion. Searching
files from documents can also be time-consuming.

Input (Inaccurate/redundant/inflexible) and Output (Inaccurate) The existing

patient record management system for family doctors may have redundant and inflexible
information, leading to confusion and unnecessary inaccuracies in output.

Security and Controls The manual system lacks security and controls since every file and
record of patient information is stored manually. There is no authentication mechanism for
documenting information, making it difficult to control and secure manual files/data.

Efficiency

Managing health records and appointments manually poses challenges in efficiency:

 Reviewing individual health records within a family can be time-consuming.

 Paper-based appointment lists risk misplacement or loss.

Service

Concerns may arise regarding the completeness of service provided to patients by the doctor.

Practices to be Preserved

To maintain continuity and functionality, manual processes will be simulated and automated in the new
system:

The doctor retains control over system activities.

Payment procedures remain unchanged.

Adherence to business rules governs interactions among doctors, patients, and laboratory staff.
2.4 Proposed System
The proposed system addresses existing challenges in family doctor practices, emphasizing health
information dissemination and basic treatment provision. Key features include:

 User registration
 Storage of patient medical records in a database
 Management of laboratory orders and results
 Facilitation of medication orders
 Account management functionalities
 Report generation capabilities
 Appointment scheduling
 Online communication between patients and doctors

 Doctor's oversight of laboratory operations, user management, and patient care.

proposed new system

The primary purpose of the proposed new system is to provide the following:

 Reduce Workload: It aims to decrease the workload for both patients and doctors.
 Improve Time Efficiency: Users of the proposed system can utilize electronic devices,
reducing time wastage between doctors and patients.
 Provide Online Medication: The system offers online medication and lab test results for
doctors, accessible to registered users anytime, anywhere.
 Store Patient Medical Files: The proposed system registers and stores patient medical files
in a database, minimizing paperwork, data loss, manual searching, and enhancing work
efficiency at clinics.

2.4.1 Functional Requirements

The proposed system encompasses the following functional requirements:

 Online patient registration.

 Management of users, patients, and laboratories.
 User login privileges.
 Generation and storage of patient files.
 Management of medicine orders.
 Facilitation of communication between patients and doctors.
  Facilitation of communication between laboratory staff and doctors.
 Provision of online lab results for doctors.
 Provision of online medication for patients.
 Generation of reports for doctors.
 Appointment scheduling.
 Online patient referrals based on symptoms.
 Online symptom management.
 Management of medicine information.

2.4.2 Non-Functional Requirements

 Usability: The system interface must be interactive and easily understandable.
 Performance Characteristics: Response times during system access should be within an
acceptable range.
 Reliability: Retrieved data or information must be accurate and timely.
 Security: Unauthorized users should not be able to add, delete, retrieve, or update patient
information. Only authorized users should have controlled access.
 Maintainability: The system should be easily maintainable to address any arising issues
effectively.

2.5 System Model

The project development team utilized an object-oriented system development methodology. This
approach provides an easier and more natural way to break down problems into simple, small, and
manageable components, thereby reducing the vague appearance of the overarching problem.
Moreover, it is a predominantly used and popular method in the current software development trend.

The major activities described in this chapter include constructing a use case model, documenting
the use case course of events, constructing sequence and activity diagrams, analyzing the level class
diagram, and creating a user prototype for the proposed system.
3.1.2 Scenarios

Construct description Syntax

Use case A sequence of action including the

function that system can perform to Use case
interact with actor of the system name

Actor A coherent set of role that users of then

use case play when interacting with these
use case

Actor name

System Represents boundary between physical

boundary system and the actor who interact with the
physical system
Association The participation of actors in use case that
is instance of actor and instance of use
case communicate with each other
Extended The relationship from an extension use
case to base use case specify how the
behavior for extension use case can be
inserted into behavioral defined for the
base use case. <<extends>>
An extend relationship between two use
case indicates alternative behavior. <
Use or include A relationship from use case to an
inclusion use case specifying how the
behaviors use case for the inclusion uses
case inserted to the behavior for the base
use case. <<include>>
An include relationship between use cases
indicates where one use case always >
includes the behavior of another.
Generalization Taxonomic relationship between more
general use case and more specific use
case
Figure : Actors and use case of the proposed system description
2.6 System use case
2.6.1 System use case