HAWASSA UNIVERSITY

SCHOOL OF INFORMATICS

DEPARTMET OF INFORMATION SYSTEM COURSE:-INDUSTRIAL PROJECT - 1

Project title: PATIENT MANAGEMENT SYSTEM ( In case of Hawassa university student clinic)

DONE BY: 1. TILAHUN MELESE IS/485/02

2. SENBETO KAYIMO IS/421/02

ADVISOR: AXUMAWIT TASSEW

ACKNOWLEDGMENT

First of all we would like to thanks almighty God for all giving us strength, peace and well health
throughout the journeys of this project. Next, we would like to thank our advisor Axsumawit
Tassew for all admiring advice, support and Passionate guidance which she gave us throughout
the project phases. She was very voluntary to guide and assist us from the beginning of the
project up to now without being bored.
 Thanks to our friends whose support and encouragement goes even beyond the accomplishment
of this project.

Finally, our thanks go to informatics, since it is difficult to mention their contribution to our
achievements in words it is better to say our hearts have recorded it forever.

Contents
ACKNOWLEDGMENT.................................................................................................................2

CHAPTER ONE..............................................................................................................................4

1. Introduction..............................................................................................................................4

1.1. Background.......................................................................................................................4

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 1.2. Description of the existing system....................................................................................5

1.3. Statements of the problem and justification of executing the project...............................5

1.3.1. Problem statement.....................................................................................................5

1.3.2. Justification for execution of the project...................................................................6
1.4. Objective of the project.....................................................................................................6

1.4.1. General objectives.....................................................................................................6

1.4.2. Specific objectives.....................................................................................................6
1.5. Scope and limitation of the project...................................................................................6

1.5.1. Scope of the project...................................................................................................6

1.5.2. Limitation of the project............................................................................................7
1.6. Methodology.....................................................................................................................7

1.6.1. Method of data collection..........................................................................................7

1.6.2. Methodology for the system design and development..............................................7
1.7. Hardware and Software Tools of system development....................................................8

1.8. Cost of the project.............................................................................................................9

1.9. Schedule of project..........................................................................................................10

1.10. Feasibility of the project..............................................................................................11

CHAPTER TWO...........................................................................................................................13

SYSTEM REQUIREMENTS........................................................................................................13

2. PROPOSED SYSTEM..........................................................................................................13

2.1. Overview of proposed system.........................................................................................13

2.2. Requirements..................................................................................................................13

2.2.1. Functional Requirements.........................................................................................13

2.2.2. Non-functional Requirements..................................................................................14
CHAPTER THREE.......................................................................................................................17

SYSTEM ANALYSIS...................................................................................................................17

3.1. Actors of the system........................................................................................................17

3.2. Use Case Identification...................................................................................................17

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 3.2.1. Use Case Diagram...................................................................................................18
Use case Description..................................................................................................................19

3.3. Sequence Diagram..........................................................................................................25

3.4. Activity Diagram.............................................................................................................31

3.5. State Chart.......................................................................................................................40

3.6. Class diagram..................................................................................................................41

3.7. User Interface Prototype.................................................................................................42

CHAPTER FOUR.........................................................................................................................43

SYSTEM DESIGN........................................................................................................................43

4.1 Introduction.....................................................................................................................43

4.2 Design Goal.....................................................................................................................43

4.3 Proposed System Architecture........................................................................................43

4.4 Component Diagram.......................................................................................................44

4.5 Deployment Model.........................................................................................................44

4.6 Sub system decomposition..............................................................................................46

4.7 User Interface Design......................................................................................................47

4.8 Database Design..............................................................................................................57

4.8.1 Entity Relationship diagram....................................................................................57

4.8.2 Database Table and Attribute Format......................................................................58
4.8.3 Normalization..........................................................................................................60
4.8.4 Persistence Model....................................................................................................60
4.9 Conclusion:.....................................................................................................................61

4.10 Glossary.......................................................................................................................61

4.11 Reference.....................................................................................................................61

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 TABLE 1 COST OF THE PROJECT.........................................................................................................................................13
TABLE 2 PROJECT SCHEDULE.............................................................................................................................................14
TABLE 3 LOGIN USE CASE DESCRIPTION...............................................................................................................................24
TABLE 4 PATIENT REGISTRATION USE CASE DESCRIPTION.........................................................................................................25
TABLE 5 SEARCH PATIENT INFORMATION USE CASE DESCRIPTION..............................................................................................26
TABLE 6 VIEW PATIENT INFO USE CASE DESCRIPTION.............................................................................................................27
TABLE 7 UPDATE PATIENT INFO USE CASE DESCRIPTION..........................................................................................................28
TABLE 8 MAKE APPOINTMENT USE CASE DESCRIPTION...........................................................................................................28
TABLE 9 PRODUCE LAB REPORT USE CASE DESCRIPTION..........................................................................................................29
TABLE 10 PRODUCE PHARMACY REPORT USE CASE DESCRIPTION..............................................................................................29
TABLE 11 DELETE PATIENT INFO USE CASE DESCRIPTION.........................................................................................................30
TABLE 12 PRESCRIPTION USE CASE DESCRIPTION...................................................................................................................31

CHAPTER ONE

1. Introduction
The development of different computer based system has provided tremendous advantages for
many organizations and institutions. Many developed countries are using computer technology to
accomplish their everyday activities effectively and efficiently.

Now days many companies are using automated system to accomplish their task but some are
still using manual system. Hawassa university student clinic is one of such institute that use
paper based system to perform all their tasks. The current system is inefficient for better
performance of all tasks, for managing all medical related works to register and store patient’s
record.

1.1. Background
Hawassa University (HU) is one of the famous universities in Ethiopia which is established in
April 2000. HU has five campuses such as main campus, agriculture, referral, Wondogenet and
Yirgalem. HU is giving different services to the students and other staff members. Among those
services, student clinic is the one that provide health care service for student .This student clinic
was established in April 2000 together when the university established.

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 The clinic now a day has different medical departments such as card department, laboratory
department, consultation department, OPD (Out Patient Department), pharmacy department
and archive department.

There are fifteen employees in the clinic; four in card department, three in laboratory department,
seven in OPD department and a doctor.

The clinic was giving medical services for more than 180 students per day. The number of
students is increasing from year to year therefore the number of students getting the clinic
service will increase.

The clinic is using manual system for managing the overall activities of the work in the clinic.
The admission or registration of patients is being done using paper and pen with manpower. The
circulation of information from one department to another is performed by people with paper and
card.

1.2. Description of the existing system

Hawassa University clinic is using manual system. Registration of new patients as well as search
for existing patient record also paper based. The patient arrives at the clinic and he/she will
provide his /her information (name, id, age, dept) and he/she will be given a card. There is also
another card (chart) that contains the patient information and the report of the treatment.

The patient medical document is stored in the catalog in card room according to the card number
assigned to the patient. When the existing (previously registered) patient come for further
treatment, he/she will tell his/her card number and the clerk or receptionist search for that
specific card from the stored catalog of the cards. The clerk form card room after registration
directs the patient to the OPD for consultation and diagnosis and then the nurse order the patient

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 to another departments either to laboratory department for examine the disease or to the
pharmacy department to take necessary drugs.

1.3. Statements of the problem and justification of executing the project

1.3.1. Problem statement

Hawassa university student clinic is facing many problems with its manual (paper based) system.
The number of patients is increasing from time to time, so that managing those patients by using
existing system is very tedious that require more number of human power and material. Some of
the main problems of the existing system are listed as follows

 Difficult to manage patient information.

 Large storage medium (space) is required to store medical documents, cards,
reports, and patient information.
 Searching for even single data is time consuming.
 Loss of patient record
 Redundancy (multiple record of the same data)
 Difficult in preparing an organized reports
 Sudden damage on storage medium resulting zero data
 Circulation of patient information such as (lab report generated by lab technician,
doctor prescription to pharmacy) is too late.
 Patient is not getting service according to their arrival and appointmen

1.3.2. Justification for execution of the project

We are interested to overcome and solve the above mentioned problems by developing web
based system. We believed that the new proposed system will aids the clinic to accomplish their
tasks such as patient registration, storing and retrieving patient information as well as generating
an organized report in efficient and effective manner.

1.4. Objective of the project

1.4.1. General objectives

The main objective of this project is to develop a web based patient management system for
Hawassa University main campus student clinic.

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 1.4.2. Specific objectives
 Studying the background of the organization
 Analyzing the existing system
 Identifying and analyzing the major problems of the current system
 Defining system requirements
 Designing the new system
 Implementing or coding the designed system
 Testing the system
 Deploying the system

1.5. Scope and limitation of the project

1.5.1. Scope of the project

Basically clinic/ hospital management system comprises many tasks associated with health care
in the clinic. This includes patient treatment and management, employee management, inventory
management, patient diagnosis and other. But our proposed system mainly focused on patient
management in case of Hawassa university main campus student clinic. It supports only patient
related activities such as registering new patient, searching for the existing patient, updating and
accessing patient information and generating reports.

But our system doesn’t include the following activities:-

 Bed reservation for in patients

 Billing activities
 Drug related issues

1.5.2. Limitation of the project

 Shortage of written documents in the clinic
 Lack of sufficient information about the existing system because employers are
not voluntary to give such full information

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  Shortage of possible data collecting device and instrument. Such as sound
recorder, digital camera
 Financial problem
 Shortage of time

1.6. Methodology

1.6.1. Method of data collection

We used the following methods to collect relevant data required to our project.

Interview: - we gathered necessary information about the background of the clinic, their
works activities and the function of their existing system using some structured (when did the
clinic was established, how does the existing system function, how many patients get services
per day, how many employers are there etc) and unstructured interview questions.

Observation: We also arrived to the clinic and observed how workers carrying out their work
activities in a natural setting. Observation allows us to collect data in real time where activities
are being performed.

Document analysis:- we also collected certain relevant information from written documents in
the clinic. Not only that but also we tried to review other relevant documents to develop our
project.

1.6.2. Methodology for the system design and development

We prefer OOSAD (Object Oriented System Analysis and Design) methodology and waterfall
model to develop our system. This is because an OOSAD provides the following advantages

 Promotes better understanding of user requirements

 Leads to clear design by using use case, activity diagrams, sequence diagrams
 In comparison to SSAD, the development time, the level of organization, the
robustness, and the code reuse are all greatly enhanced by the OOAD
methodology
 Allows to break down complicated systems into smaller, clearly defined and more
manageable parts

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  Code reusability. This will reduce design, programming and validation costs
 Easy maintenance
 Enables the standardization of objects which increases design understanding and
decreases the risk associated with project development.

1.7. Hardware and Software Tools of system development

Hardware and software tools required for successful completion of the projects are listed below
with their respective significance.

Hardware tools required are:-

Personal computer (PC): almost all tasks of our project are performed on computer
Flash: required for data movement
Disks (CD, DVD): necessary for the movement of relevant data and for backup and
recovery mechanism.
Internet Connection: since our system is web based, it is very necessary requirement. It
is also help us to extract relevant information about our project from internet
Printer: to print documentations
Stationeries (pen, paper): for writing all necessary documentations associated with the
project
Note book: to take notes during data collection and for other documentations

Software tools required are:-

XAMPP server: to provide MySQL for creating and manipulating databases and PHP
(Hypertext Preprocessor) to design user interface from the front end of software.
It also provides the latest releases of phpMyAdmin, HTML, CSS and JAVA SCRIPT
embedded inside it
Microsoft office 2007 and Notepad++: to write on any necessary documents about the
project
Microsoft Visio 2010: used to draw diagrams and GANTT chart
ArgoUML: to draw diagrams such as use cases diagrams, class diagrams, sequence
diagrams, collaboration diagrams, activity diagrams and state charts

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 Adobe Photoshop and Picasso: to edit images and texts:
Windows 7 Operating system:

1.8. Cost of the project

The following table lists budget required for the successful development of the proposed system
Types of costs Tool name Quantity Unit price (in Birr) Total price (in Birr)

PC 2 7000 1400
Flash(2 GB) 2 250 500
Hard ware costs
CD ROM 2 7 14
DVD 2 20 40
Printer 1 3500 3500
Pen 6 3 18
Paper 1 packet 80 80
Note book 2 25 50
XAMPP server 1 Free Free

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 Microsoft office 1 40 40
Software costs 2007
Notepad++ 1 Free Free
Microsoft Visio 1 40 40
2010
urgoUML 2 Free Free
Adobe 1 50 50
Photoshop
Picasso 1 Free Free
Windows 7 OS 1 40 40
Other costs Transportation - - 200
cost and labor
Meal cost - - 500
Miscellaneous - - 150
cost
Total cost - - - 6622
Table 1 Cost of the project

1.9. Schedule of project

The table below represents the main activities of the project together with their respective start
and end date.

Activity name Duration (in day) Start date End date

Data collection and data

analysis 14 Nov 19/11/2012 Dec 02/12/2012
Preparation of project
proposal 21 Dec 3/12/2012 Dec 24/12/2012
Requirement analysis
documentation 14 Dec 26/12/2012 Jan 10/01/2013
System design and design

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 documentation 45 Jan 11/1/2013 Feb 26/02/2013
Implementation 65 March 15/03/2013 May 20/05/2013

Testing 25 May 21/05/2013 June 15/06/2013

Table 2 Project schedule

Project schedule using GANTT

chart

task name Nov Dec Jan Feb March April May June
duration(week) w1 w2 w3 w4 w1 w2 w3 w4 w1 w2 w3 w4 w1 w2 w3 w4 w1 w2 w3 w4 w1 w2 w3 w4 w1 w2 w3 w4 w1 w2 w3
data collection and analysis 2
preparation of project proposal 3
Requirement analysis and documentation 3
system design and documentation 7
Implementation 9
Testing 4

Patient Management System For

HU Student Clinic
Fig 1.1 Gantt chart for project schedule

1.10. Feasibility of the project

Technical Feasibility

The project team members have learned programming languages that required for the successful
completion of the project such as java script, CSS, HTML, PHP, mySQL, ORACLE BD. We
also learned the OOSAD (Object Oriented System Analysis and Design) methodology that we
followed to develop this project. Team members have the required skill to develop the system,
So that the project can be said technically feasible.

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 Operational feasibility

This system bring better achievement for the operations performed by the clinic by providing
efficient registration and storage of patient information, easy updating ,deletion, modification
etc. This intern increases the efficiency of work in the clinic. So that one can say that the system
is operationally feasible.

Political feasibility

The system being developed does not contradict and interfere any political issues and ideas.

Legal feasibility

The project team members built the system without violating rules and regulations of the
governments as well as the organization. The system being built is for the sake of productivity of
the organization, so that the project is legally feasible.

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 CHAPTER TWO

SYSTEM REQUIREMENTS

2. PROPOSED SYSTEM

2.1. Overview of proposed system

The clinic system software that is to be developed is to minimize the problem of current system
as it described in the analysis phase.

The system should be effective at the time of registration, update, search and generate report.

In the requirement analysis phase the document we stated describes the functionalities of the
system in terms of use case from the users’ point of view. But in the design phase those
functionalities of the system shall be decomposed into smaller sub system to easily handle by
developer. Patient registration system provides away for the physician and the manager to keep
the patient information

2.2. Requirements

2.2.1. Functional Requirements

The new proposed system is aimed to solve the problems in current system by creating web
based system that helps the clinic to manage the patient’s journey throughout the clinic. The
system able to

 Register new patient: Our proposed system can register each patient and records
their basic information one database. This helps the clinic to mange and manipulates
patients’ information easily and to store their data and documents permanently.

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  Search for existing patient from database: This enables the users of the system to
find patient information from database which is previously registered. When already
registered patient come for further treatment, the responsible person should search for
that specific patient information. This is done easily by writing patient’s name or
medical identification number. It takes only a few seconds to do this task.

 Update &modify patient information: The authorized users of the system can add,
delete, modify or change patient’s information whenever possible.

 Show patient information (viewing and accessing): The system can display or
show the stored basic information of the patients, other clinical documents, reports
and records which stored in the clinic database. An authorized individuals can view
and access some or all of the patients’ medical treatment information more easily.
Patients also can view their own information.

 Make patient appointment: The clerks or receptionists of the clinic using the system
can assign appointment for a particular patient based on the availability of the
doctors. They can easily set the appointment date and time.

 Generate medical reports: Various medical documentation and reports can be

produced based on doctor’s prescription and patient’s sickness condition. These can
be :

 Laboratory report: the system enables lab technicians to produce lab

reports for individual patient who has laboratory treatment.

 Pharmacy report: Pharmacist also can produce pharmacy report using the
system.

 Prescription: Doctors or nurses can produce consultation and prescription

report for each patient who visited them.

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 2.2.2. Non-functional Requirements
Besides the functional requirements, our system possess other non functional requirements that
reflect the quality of the system such as performance, usability, cost benefit,
integrity ,availability ,reliability, security, error handling,

Performance

The response time that the system uses to process, quire and retrieve patient data and information
from database is very short. That means it takes Short response time for a given piece of work.
The designed system will use low utilization of system resource in terms of space and time.
Many tasks can be performed on the same time that in turns provide time and cost effective
services.

Usability

Usability is a term used to denote the ease with which people can employ a particular tool or
other human-made object in order to achieve a particular goal. In this case our system possesses
the following regarding to usability:

Easier to learn—operation can be learned by observing the object

More satisfying to use

Availability

The system able to give fulltime services to its users without any crash. It is available for 24
hours per day and 7 days per week, unless connection interruption. Is provides real information
at right time.

Integrity

Only an authorized users of the system (administrator, manager or other) can able to update,
modify, delete or access patient data. Access is denied for unauthorized and unauthenticated
users of the system.

Graphical user interface

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 The system provides user friendly services to its users. The user of the system will get the web
page which is very easy to work with. This is achieved by including visual buttons and objects to
simplify the use of the system

Security

Users of the system must be identified, authenticated and authorized before having access to the
system’s services. Users will have their own password and username through which they could
gain access to. It introduces a password size limit facilities. The password with which user are
provide will protect them from potential threats, who could jeopardizing their responsibility. Our
system protects any confidential information of the clinic as well as the patients from
unauthorized users by verifying their user names and passwords.

Error handling

When the users of the system interact with the system errors may appear. To control these
inaccuracies the system will generate different messages. When users of the system input wrong
user names or passwords, the system pops up failure message which tells them that either user
name or password is not correct.

Backup and Recovery

We will use removable flashes and disks such as CD ROM, DVD for backup and recovery
mechanism. Because the risks of data lost might be happen due to a number of reasons such as:
computer viruses, sudden accident on data storages, data theft or power fluctuation.

System modification (maintenance)

Through time there should be changes in the when the users needs another additional
functionalities and new features, when the system administrator identifies the system need to be
modified, while the organizations work style is changed and depending on different reasons. This
can be easily done because the whole system development tasks divided into several smaller
work parts called modules. This process is known as modularization. Since the system was
modularized not the whole system should be maintained rather only the specific modules that
need modification will be modified and maintained. Some of the user interface and basic

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 modification can be performed by the collection of developers but the system developers are the
right persons to update the system.

CHAPTER THREE

SYSTEM ANALYSIS

3.1. Actors of the system

The following are the identified actors (users) that will be participating in the system with their
respective activities.

1) Manager/admin: is the one who manages and maintains the system.

Main activities of system admin/manager include:

 Manage user accounts(create, delete, update)

 View patient information
 Update patient information
 Delete patient information

2) Doctor: A person skilled or specializing in healing arts.

Main activities include:
 Treat patient
 Access patient information
 View reports
 Update patient information
 Write prescription letter
3) Clerk: A worker in card class.
Main activities:

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  Register patient
 Search existing patient
 Make appointment
4) Lab Technician: generate lab report
5) Pharmacist: generate pharmacy report
6) Patient: The patient can be defined as the actor that will receive services from the hospital.
The patient can view his information, provide necessary information while registration.

3.2. Use Case Identification

We identified the following use cases:
 login
 Register patient
 Search patient information
 Produce prescription report
 View patient information
 Update patient information
 Make patient appointment
 Produce lab report
 Produce pharmacy report
 Delete patient information

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 3.2.1. Use Case Diagram

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 Use case Description
1.”Login” use case description

Use case name Login

ID UC #1

Primary actors All system users

Description Login used to authenticate and validate system users so that only
validated users can have access.

Precondition All users must have account.

Event flow 1. click login button

2.The system displays login screen

3. The user inputs his/her user name and password.

4. The system verifies the username and password and displays Login
Success Confirmation message

Post condition  The user will login in to the system

 Users will be validated and identified

Alternative action 1. If either username or password is incorrect, the system will pop up
with alert message like” incorrect username or password.” Go to 3

Table 3 Login use case description

2. Patient registration use case

Use case name Register patient

ID UC #1

Primary actors Clerk, patient

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 Description Register use case is used to register or record all necessary
information of all patient into the database

Precondition Patient must be HU main campus regular student

Event flow 1. clerk click on the register button

2.The system displays the register form

3. Patient provide his/her information (id, name ...etc)

4. clerk enter patient information into the form

5.clerk click on save button

6.System display acknowledgment message

Post condition Patient registered into the clinic database so that its information
efficiently accessed and stored

Alternative action 1. If the patient is already in the database the system display
“prompt message like patient already register” and direct to 2.

Table 4 Patient registration use case description

3. Search patient information use case description

Use case name Search patients information

use case ID Uc#2

Primary actor Clerk

Description Search patient use case enable clerk to search for particular patient
information from the data base

precondition The patient must be register in clinic database

Flow of event 1. clerk browse by clicking on search bottom

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 2. The system displays search form

3. clerk enter related information about patient to be searched

4. system displays patient information

Post condition The required patient information will be successfully searched and found

Alternative If the patient being searched is not in the database the system will
action display message like ”no patient found that match the information you
provide ,please try again enter the correct information” and direct to 3.

Table 5 Search patient information use case description

4. View patient information use case description

use case name View patient information

Use case ID Uc#3

actors Patient, manager, nurse/doctor

description View patient information use case enable authorized users to views/see
all

Of some of the patients information stored in the database

Post condition Patient information must be record in the database

Flow of action 1. authorized user click on view patient information button

2.The system display view patient info window

3. Users enter relevant patient info (id, or name…)

4. The system shows the required result information

Post condition Required patient’s information will be viewed by an authorized users

Alternative 1.If no information found in the database ,the system will display

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 action the warning message like” no information retry with correct
information” and direct to 2

Table 6 View patient info use case description

5 .Update patient information use case description

Use case name Update patient information

Use case ID Uc#4

Actors Manager ,nurse/doctors

description Enable manager or nurse /doctors to update or modify the patient

information stored in the database

precondition  Student should be register first

 a user should be authorized

Action flow 1. Authorized user click on update button

2. system displays update window form

3. manager or nurse enter patient information info and search for a

particular patient

4. system search and display patient’s information

5. manager /nurse enters new information new information and

click update button

6. the system updates and save on the on the database

7. The system acknowledge as successfully updated

Post action Patients information will be update or modified or new information

added

Alternative IF search result is false ,the system display s error message as ”no

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 action data match please enter correct patient information

Table 7 Update patient info use case description

6. Assign appointment use case description

Use case name Assign appointment

Use case ID UC#5

Actors Clerk

descript  Helps a nurse to assign appointment for the patient for the next

additional treatment

precondition The patient should have the first treatment or visit the nurse t o get

Flow of action 1. Clerk click on the assign appointment button

2. system display appointment form

3.nurse fill the form with necessary information and save

4.the system save appointments in the database

Table 8 Make appointment use case description

7. Produce lab report use case description

Use case Produce lab report

name

Use case ID UC#6

actors Lab technician

description Enable lab technicians to produce lab report ,that contain the result of
laboratory result

Preconditio The patient should be prescribed by the nurse/doctor laboratory treatment

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 n

Flow of 1. lab technicians click on “ produce lab report” button

action
2. system display report from to be filled

3. the lab technicians fill all the relevant report from and click on
save button

4. the system saves the report

Post The report of laboratory will be produced

condition

Table 9 Produce lab report use case description

8. Produce pharmacy report use case description

Use case name Produce pharmacy report

Use case ID UC#7

ACTORS Pharmacies

PRECONDITIO Patient should first register into the clinic data base and visit the
N pharmacy in order to produce pharmacy report

Flow of action a) pharmacist brose home page of the web site

b) sign in to the page
c) click o n the produce pharmacy report button
d) fill up the necessary information on the form
e) click on save

Post action Pharmacy report will be produced

Table 10 Produce pharmacy report use case description

9. Delete patient information use case description

Use case name Delete patient information

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 Use case ID Uc#8

description Enable the authenticated actors of the system delete unexpected or

expired or impossible patient accounts or patient information

Actors Manager

Course of 1. manager open the home page of the web site

action 2. log in the page
3. search particular patient information to be deleted
4. click on the delete button

precondition The information of patient to be deleted should be properly verified

Post condition Unwanted patient information will be deleted from the data bas

Table 11 Delete patient info use case description

10. Prescription report use case description

Use case name Prescription report

Use case ID Uc#9

Description Doctor make use of this use case to write prescription about patient
symptoms that may sent to either to laboratory or pharmacy or to both.

Primary actors Nurse/doctor

Pre condition Patient must registered and have to visit doctor.

Event flow 1.Doctor open prescription form

2.He/she fills the prescription form with the necessary information

3. Saves it on the database where lab technician as well as pharmacist

can access it easily.

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 Post condition Produced prescription report.

Table 12 Prescription use case description

3.3. Sequence Diagram

Sequence diagram for “Register patient”

2. Sequence diagram for “search patient info”

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P a ti e n t m a n a g e m e n t s y s t e m f o r H U s t u d e n t c l i n i c Page
 3. Sequence diagram for “update patient info”

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 4. Sequence diagram for “view patient info”

5. Sequence diagram for “produce lab report use case”

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P a ti e n t m a n a g e m e n t s y s t e m f o r H U s t u d e n t c l i n i c Page
 6. Sequence diagram for pharmacy report

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 7. Sequence diagram for delete patient information

3.4. Activity Diagram

In order to show the careful flow of events or action we use an activity diagrams for each of the
use cases.

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 1. Activity diagram for login

2. Activity diagram
for search

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 3. Activity diagram for patient registration

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 4. Activity diagram update patient information

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 5.Activity diagram for making appointment

6. Activity diagram for producing prescription report

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 7. Activity diagram for producing medical reports

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 8. Activity diagram for deleting patient info

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 9. Activity diagram for viewing patient information

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 3.5. State Chart

3.6. Class diagram

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 employ
clinic
+FirstName
+LastName +clinicname
+ID +Caddress
work for 1 +city
+Address
+City * +branch#

+Sex+ Giveservice()
+age
+Office#

Manager useraccount
+userName
manages
nurse +password
Doctor other staff 1
+Phone# manage account()
*
+specialization updatePinfo() valivateuser()
deletPinfo()
treatpatient()
presMedicine()
prescribe test()
updatepinfo()

1
patient
clerk
regisrtation
+regNunber
lab technician pharmacist
1 register
writes
*
registerPatient()
makeAppoint()
tastes() producelabreport()
producelabreport() viewprescription()
viewprescription() 1

1 makes
1 patient
produces
produces +PatientFirstName

* * * appointment
* +PatientLastName
+PatientID
prescription lab report pharmacy report +PatientDOB
+appID gate +PatientAddress
+presID +reportname +reportName +appostartdate +PatientCity+
+presDescription +reportID +reportID
+reportDescription
+appoenddate 1 1 PatientMaritalStatus
+presSate +appodescription +PatientSex+
+reportDate
+patient dept
operations() operations() operations()
request treatment()
get appintment()
view info()

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 3.7. User Interface Prototype

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 CHAPTER FOUR

SYSTEM DESIGN

4.1 Introduction
This application will bring new sort of integration and flexibility of medical patient information
as a result it has a great potential application.

Generally the purpose of the system is to store patient history permanently, avoid data
redundancy when registration takes place, it saves time for the employee and student in addition
it reduces the cost of the clinic by decreasing the number of employee work in the clinic.

4.2 Design Goal

4.3 Proposed System Architecture

In the following section we are presenting the architecture of the system:

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 4.4 Component Diagram

4.5 Deployment Model

We decided that to meet the reliability and performance requirements of the system, we will run
it in an Application Server consisting of: the Apache web server, a JSP scripting engine, and an
EJB app server (WebSphere). The SQL database will run on its own dedicated server. If needed
to increment any of those components, it can be done separately

To model the physical aspect of an Object-Oriented software system, run-time configuration in a

static view and visualizes the distribution of components in an application we used the

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 Deployment Diagram. In most cases, it involves modeling the hardware configurations together
with the software components that lived on. Deployment modeling also used to show the
hardware of the system, the software that is installed in the hardware and also the middleware
that is used to connect the disparate machines to one and other. It also shows how the software
and the hardware components work together.

JDBC (Java Database Connectivity) is a Java-based data access technology. It defines how a
client may access a database and provides methods for querying and updating data in a database

JDBC allows multiple implementations to exist and be used by the same application. JDBC
connections support creating and executing statements. These may be update statements such as
CREATE, INSERT, UPDATE and DELETE, or they may be query statements such as SELECT.
Additionally, stored procedures may be invoked through a JDBC connection.

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 4.6 Sub system decomposition
The whole patient management system decomposed into smaller subsystems called modules.
These subsystems are can include two big branches: conceptual modeling which includes
interaction diagrams, system design, and database schema. On the other hand there is
implementation branch which include coding of different subsystems such as: GUI (home pages
and forms using HTML and CSS coding), storage subsystem (creation of DB and tables using
mySQL), account management subsystem (java scripts), validation subsystem. This enables us to
maintain and modify the system without affecting the whole system. The reason for
implementing subsystems in this project is to organize related software classes into groups. This
organization is useful to provide a software good overall architecture of the system and helps in
the reduction of complexity.

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 4.7 User Interface Design
Home page

search

ABOUT US CONTACT US NEWS CREAT COUNT

DOCTOR

CLERK

PHARMASIST

MANAGER

PATIENT

LAB TECHNICAN

NURSE

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PLEASE LOGIN BY ENTER
YOUR USERNAME & PASS WARD
senbeto
USER NAME:

PASSWORD : ********

Forget user name?

Log In
Forget password?

INTER FACE OF PATIENT REGISTRATION FORM

Search

ABOUT US CONTACT US NEWS CREAT COUNT

DOCTOR

CLERK

PHARMASIST

MANAGER

PATIENT

LAB TECHNICAN

NURSE

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 Registration form

Patient first name: patient sex:

Patient last name: patient department:

Patient id no: patient address:

Registration date: patent card no.:

Save Cancel

Inter face of prescription report form

Search

ABOUT US CONTACT US NEWS CREATE ACCOUNT

DOCTOR

CLERK

PHARMASIST

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MANAGER

PATIENT

LAB TECHNICAN

NURSE

Prescription form

Patient first name : prescription type:

Patient last name: prescription id:

Doctor name: patient card no.:

Prescription description:

Prescription date:
approved signature:

Save Cancel

Inter face of pharmacy report

Search

ABOUT US CONTACT US NEWS CREAT COUNT

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DOCTOR

CLERK

PHARMASIST

MANAGER

PATIENT

LAB TECHNICAN

NURSE

Pharmacy report form

Patient first name : drug name :

Patient last name:

patient card no.:

dozen description:

date:
approved signature:

Save Cancel

Interface of appointment form

Search

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ABOUT US CONTACT US NEWS CREAT COUNT

DOCTOR

CLERK

PHARMASIST

MANAGER

PATIENT

LAB TECHNICAN

NURSE

Appointment form

Patient first name : appointment type:

Patient last name: appointment start date

patient card no.:

appointment start date: appointment end date:

approved signature:

Save Cancel

Interface of doctor home page

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Search

ABOUT US CONTACT US NEWS hi doctor! logout

Update patient info

Prescribe report

View patient info

Search patient

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 Interface of lab technician home page

Search

ABOUT US CONTACT US NEWS hey ! logout

Make lab report

View patient info

Search patient

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 Interface of pharmacist home page

Search

ABOUT US CONTACT US NEWS hey ! logout

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Approved pharmacy
report

View patient info

Search patient

Interface of manager home page

Search

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ABOUT US CONTACT US NEWS Hi! cheble logout

Update patient info

View patient info

Search patient

Delete patient info

Create user account

Interface of clerk home page

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Search

ABOUT US CONTACT US NEWS hey ! logout

Search patient

Make appointment

Register new patient

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 4.8 Database Design

4.8.1 Database Table and Attribute Format

1. Patient_info table

Field name Data type with size Index

P_Fname VARCHAR(20)
P_Mname VARCHAR(20)
P_Lname VARCHAR(20)
P_ID VARCHAR(20) PRIMARY KEY
Dept VARCHAR(20)
P_stud_ID VARCHAR(20)
Age INT(2)
Sex CHAR(5)
Address VARCHAR(20)
Treatment_Date DATE
Symptoms VARCHAR(200)
Prescribing_Doctor VARCHAR(20)
Drug VARCHAR(120)
Pharmacist_name VARCHAR(20)
DiagnosisTest VARCHAR(30)
Lab_result VARCHAR(30)
Lab_Examiner_Name VARCHAR(30)

2. Employ table

Column name Data type and size Index

User_Fname VARCHAR(20)
User_Mname VARCHAR(20)

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 User_Lname VARCHAR(20)
User_Sex CHAR(5)
Account_type VARCHAR(20)
Email VARCHAR(20) PRIMARY KEY
Password VARCHAR(20)
Profession VARCHAR(30)
Phone_num VARCHAR(20)

3. Appointment Table

Column name Data type and size Index

P_ID VARCHAR(10) Foreign key

Appo_NO VARCHAR(10) Primary key
Appo_start_Date Date
Appo_end_Date Date
Time Int(5)
Assigned_doctor_Name VARCHAR(20)
Doctor_office_NO VARCHAR(10)

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 4.8.2 Normalization
In order to avoid redundancy and anomalies in updating (adding, editing, deleting) we try to
normalize basic tables of the clinic database so that easily maintenance and retrieval of patient
information. This is one as follows

First normal form(1NF)

1. Patient_info table

In the patient_info table both symptom , drugName, are multi-valued attributes. We normalize it
as follows.

Field name Patient_symptom table

P_Fname
P_Mname P_ID symptom

P_Lname 11 fever

P_ID 11 Headache

Dept
P_stud_ID
Patient_drug table
Age
Sex
P_ID drugname Doze Availability Reference
Address
11 amox 2 yes No
Treatment_Date
11 amendazol 3 no Red cross
Symptoms
Prescribing_Doctor
Drugname
Pharmacist_name
DiagnosisTestType
Lab_result
Lab_Examiner_Name

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 Patient_DiagnosisTestType Table Patient_ Lab_result Table

P_ID DiagnosisTestType Status P_ID Lab_result

11 blood normal 11 Typhus
11 urine infected 11 Typhoid
11 Fetus nornal 11 Malaria

Second normal form (2NF)

4.9 Conclusion:
Due to the abundance of patients and the growing number of operations at the HU student clinic,
the handling of paperwork had begun to bottleneck and the updating of records had been
difficult. The purpose of this project was to enable the clinic to carefully document all necessary
patient and related information and to manage and manipulate patients’ information effectively.
The system also helps them for the proper functioning of their operation in the considerable time
and accuracy. With all of that in mind, the newly proposed system will allow clinic’ personnel
including doctors, system administrators, administrative clerks, lab technicians and pharmacists
to maintain and manage patient’ information and transactions more efficiently and securely. The
proposed partial system will make it possible to maintain accurate up-to-date records, access
various types of users at any moment, and allow certain users the capacity to print or display
various reports related to patients and/or clinic.

Through several iterations of analysis and design, the designers of the newly designed system
believe that the partial proposed system will be much more efficient and will allow the daily
operations of the clinic to run more smoothly. The overall project processes have been a great
learning experience for us and now, having gone through all the processes, we more fully
understand the importance of each process and how each process informs other processes.

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 4.10 Glossary

1. Diagnosis: - identification of nature in illness by examination of the symptoms

2. Clerk: - Receptionist or worker in card class. In our case the clerk is one of the actors that
register and assign patient schedule

3. OPD: - out patient department where patient admitted (confessed )his or her sickness

4. GUI: - graphical user interface

5. HU: - Hawassa university

6. Manager/admin: - is the one who manages and maintains the system.

7. Doctor: - A person skilled or specializing in healing arts.
8. Patient: - a person who suffer by different disease
9. Lab Technician: - a person who work in laboratory class
10. Pharmacist: - a person who work I drug room.
11. Module: - sub system of the big system

4.11 Reference
1. [Hoffer 2000] Modern System Analysis and Design by Jeffery A. Hoffer Fred R.
McFadden

2. [Whitten] System Analysis and Design Methods (Jeffery l. Whitten and Loinnie D.
Bentley)

3. Object-Oriented and Classical Software Engineering 8th Edition by Stephen R.schach

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