DESIGN AND IMPLEMENTATION

OF AN AUTOMATED PATIENT
MEDICAL REPORT SYSTEM
BY
EYAMIKE AUDREY ERUMU
INTRODUCTION
 The landscape of patient medical reporting systems has evolved
significantly over the past few decades. Traditional paper based systems,
once the norm, are increasingly being replaced by digital solutions that
offer enhanced efficiency, accuracy, and accessibility. These digital
systems include Electronic Health Records (EHRs), Electronic Medical
Records (EMRs), and other health information systems designed to
streamline the collection, storage, and retrieval of patient information.
 At Caleb University Clinic, the current patient medical reporting system is
a hybrid model that incorporates both paper based and digital components.
While some patient data is stored electronically, a considerable portion
remains in physical files.
 STAMENT OF THE PROBLEM
 1. Data Fragmentation and Inconsistency

 The hybrid model of using both paper-based and digital records can lead to data
fragmentation. This inconsistency makes it difficult to have a unified view of a patient's
medical history.

 2. Inefficiencies and Increased Workload : The dual system of paper and digital records
requires more time and effort from staff to maintain, often leading to duplicated efforts.

 3. Limited Data Security: Paper based records are vulnerable to physical damage, loss,
and unauthorized access, while inadequately secured digital systems can be prone to cyber
threats
 Aim and Objectives of the Study
 Aim: The primary aim of designing and implementing an automated patient medical
report system is to streamline the management and accessibility of patient medical
data. This system intends to enhance the accuracy, efficiency, and security of medical
recordkeeping, thereby improving overall healthcare delivery and patient outcomes.

 Objectives:

 1. Develop an automated patient medical report system: using PHP, JavaScript

and SQL

 2. Improve Data Accuracy: Minimize errors associated with manual data entry.
Ensure real-time updating of patient records to reflect the latest medical information.
 Significance of the Study
The design and implementation of an automated patient medical report system for Caleb University Clinic hold
significant potential to transform the healthcare delivery within the institution. The implications of this study are
profound and multifaceted, affecting various stakeholders including patients, healthcare providers, administrative staff,
and the broader university community.

 1. Enhanced Patient Care: Improved Diagnosis and Treatment: With accurate and readily accessible medical
records, healthcare providers can make better informed decisions, leading to more effective and timely diagnoses
and treatments. Personalized Care: The system allows for the collection of comprehensive patient histories,
enabling personalized healthcare plans tailored to individual patient needs.

 2. Operational Efficiency: Streamlined Processes: Automation reduces the administrative burden on healthcare staff,
freeing up more time for patient care. Tasks such as data entry, appointment scheduling, and report generation
become more efficient. Reduced Waiting Times: Faster retrieval and updating of patient information can
significantly reduce waiting times for patients, enhancing their overall experience at the clinic.

 3. Data Security and Compliance: Enhanced Data Protection: Implementing robust security measures ensures that patient data is
protected against breaches and unauthorized access, fostering trust among patients. healthcare regulations and standards (e.g.,
HIPAA), reducing the risk of legal issues related to patient data handling.
 Case Study: Caleb University Clinic
Applying this study to Caleb University Clinic provides a focused context to observe the tangible benefits
and challenges of implementing an automated patient medical report system. The clinic, serving a diverse
university population, stands to gain significantly from this innovation. Specific advantages include:

Contextual Relevance: Tailoring the system to meet the unique needs of the university clinic, considering
factors such as the student population, common health issues, and specific administrative requirements.

Pilot for Broader Implementation: Success at Caleb University Clinic could serve as a model for other
university clinics and similar institutions, demonstrating the feasibility and benefits of such systems.

Community Health Improvement: Enhancing healthcare services within the university can lead to better
health outcomes for students, faculty, and staff, fostering a healthier academic environment.
 Research Scope

The research scope focuses on developing and implementing an automated patient medical report
system for Caleb University Clinic. It includes designing the system architecture, integrating it with
existing systems, and ensuring data security and regulatory compliance. The project involves creating
a user-friendly interface, training staff and patients, and conducting pilot tests to gather feedback.
The study will assess improvements in operational efficiency, patient care quality. Finally, it
considers scalability and sustainability for long-term use, tailored to the specific needs of the
university clinic.
 Definitions of Terms
1. Automated Patient Medical Report System:

A digital platform designed to electronically manage and store patient medical records, automate data entry processes, and facilitate easy
access and retrieval of patient information for healthcare providers.

2. Electronic Health Record (EHR):

A digital version of a patient’s paper chart that contains comprehensive health information, including medical history, diagnoses, medications,
treatment plans, immunization dates, and test results.

3. Data Migration:

The process of transferring existing patient data from traditional paper based records or legacy systems to the new automated system, ensuring
data integrity and consistency.

4. Clinical Decision Support System (CDSS):

A health information technology system that provides healthcare professionals with knowledge and patient specific information, intelligently
filtered and presented at appropriate times, to enhance patient care decisions.
 LITERATURE REVIEW
Introduction

The integration of technology into healthcare has led to significant improvements in the
management and delivery of medical services. Automated patient medical report systems
represent a critical advancement, offering solutions to longstanding issues related to data
accuracy, accessibility, and security. These systems have the potential to transform healthcare
practices by enhancing the efficiency of medical record-keeping, streamlining patient care
processes, and ensuring better compliance with regulatory standards. This literature review
explores the development, implementation, and impact of automated patient medical report
systems, with a focus on their relevance to university clinic settings such as Caleb University
Clinic.
Evolution of Electronic Health Records
(EHR)
Electronic Health Records (EHRs) have evolved over the past few decades from simple digital versions
of paper records to comprehensive systems that support a wide range of healthcare functions. According
to HealthIT.gov (2020), EHRs improve patient care by making health information available when and
where it is needed, enhancing communication among providers, and supporting better health outcomes.
The transition from paper-based records to EHRs marked a significant shift towards more organized and
accessible patient data, enabling healthcare providers to deliver more coordinated and efficient care.

Benefits of Automated Systems

Automated patient medical report systems offer numerous advantages over traditional paper-based systems. A
study by Menachemi and Collum (2011) highlighted key benefits such as increased accuracy of medical
records, reduction in medical errors, and enhanced coordination of care. These systems also support clinical
decision-making through the integration of Clinical Decision Support Systems (CDSS), which provide
evidence-based recommendations to healthcare providers (Sutton et al., 2020). Additionally, automated
systems can facilitate better patient engagement by providing patients with access to their own health
 Challenges in Implementation
Despite the benefits, the implementation of automated systems is not
without challenges. Issues such as high initial costs, resistance to
change among staff, and concerns about data privacy and security are
common (Kruse et al., 2016). Ensuring interoperability between
different systems is another significant challenge, as it requires
standardized protocols and cooperation among various stakeholders
(Adler-Milstein and Jha, 2017). Overcoming these challenges involves
comprehensive planning, stakeholder engagement, and ongoing
training to ensure successful adoption and utilization of the new
system
 Data Security and Compliance

Data security is a critical concern in the implementation of automated medical report

systems. Ensuring compliance with regulations such as the Health Insurance
Portability and Accountability Act (HIPAA) is essential to protect patient
information (Gajanayake et al., 2014). Advanced encryption techniques, secure
access controls, and regular audits are among the measures recommended to
safeguard data (Jalali and Kaiser, 2018). Moreover, fostering a culture of security
awareness among healthcare staff is vital to prevent data breaches and maintain
patient trust.
 Benefits of Automated Systems
Automated patient medical report systems offer numerous advantages
over traditional paper based systems. A study by Menachemi and Collum
(2011) highlighted key benefits such as increased accuracy of medical
records, reduction in medical errors, and enhanced coordination of care.
These systems also support clinical decision making through the
integration of Clinical Decision Support Systems (CDSS), which provide
evidence based recommendations to healthcare providers (Sutton et al.,
2020).
 Impact on Operational Efficiency

Automated systems have been shown to significantly improve the operational

efficiency of healthcare facilities. A study by Hillestad et al. (2005) found that
EHR systems can lead to substantial cost savings through reduced paperwork,
improved safety, and better management of chronic diseases. These
improvements translate to better resource allocation and enhanced patient care
quality.
 SYSTEM ANALYSIS AND DESIGN
Methodology of the Study
The research methodology for analyzing the current patient medical
reporting system at Caleb University Clinic and designing the
proposed automated system encompasses several phases. This
approach ensures a comprehensive understanding of existing
processes, identifies areas for improvement, and develops a tailored
solution that meets the specific needs of the clinic. The methodology
includes a combination of qualitative and quantitative research
methods, data collection techniques, system analysis, and design
strategies
 Method of Data Collection
To ensure a thorough analysis of the current patient medical reporting
system and to inform the design of the proposed automated system at
Caleb University Clinic, a multi-faceted data collection approach was
employed. This approach combines qualitative and quantitative methods
to gather comprehensive insights from various stakeholders and system
components. The following methods were utilized:
 System Analysis
System analysis is a critical step in the process of designing an automated patient
medical report system for Caleb University Clinic. This phase involves a detailed
examination of the current system, identifying its strengths and weaknesses, and
defining the requirements for the new system. The goal is to ensure that the
proposed system effectively addresses existing issues and meets the specific
needs of the clinic’s stakeholders.
 Current System Overview
- Patient Registration: Patients fill out paper forms with their personal and medical information upon their first visit.

- Medical Records Management: Patient information is manually recorded in physical files and stored in filing
cabinets. Updates to patient records are also made manually after each visit.

- Appointment Scheduling: Appointments are booked using a combination of phone calls and physical
appointment books. There is limited visibility of available time slots for both patients and staff.

- Report Generation: Medical reports and test results are written or typed manually. They are then printed and
stored in physical records.

- Data Retrieval: Retrieving patient information for consultations or follow-ups requires manual searching through
physical files, which is time-consuming and prone to errors.
 Requirements for the New System
. Functional Requirements:

- Electronic Patient Registration: Allow patients to input their personal and medical information
electronically, either via a web portal or at kiosks in the clinic.

- Electronic Health Records (EHR): Implement a comprehensive EHR system that centralizes all
patient data, including medical history, treatment plans, and test results.

- Automated Appointment Scheduling: Provide an online booking system that shows real-time
availability, allowing patients and staff to schedule appointments easily.

- Automated Report Generation: Enable automatic generation of medical reports and test results,
with options for electronic distribution to patients and other healthcare providers.

- Data Retrieval and Sharing: Ensure that patient records can be quickly retrieved and shared
among authorized healthcare providers to facilitate coordinated care.
Analysis and Problems of the
Existing System
The existing patient medical reporting system at Caleb University
Clinic is predominantly manual and paper-based. This system, while
functional to a degree, is fraught with inefficiencies and
vulnerabilities that hinder optimal healthcare delivery. This section
provides an in-depth analysis of the current system, identifying key
problems that need to be addressed to improve patient care and
administrative efficiency.
 Problems with the Existing System
1. Inefficiency:

- Time-Consuming Processes: Manual data entry, appointment scheduling, and report generation are labor-intensive and slow.

- Delayed Access: The time required to locate and retrieve physical records delays patient care and administrative tasks.

2. Error-Prone:

- Human Errors: Manual entry and handling of records increase the likelihood of errors, such as incorrect data entry or misfiling of
documents.

- Illegibility: Handwritten notes and records can be difficult to read, leading to potential misinterpretations and medical errors.

3. Limited Accessibility:

- Single Access Point: Physical records can only be accessed by one person at a time, creating bottlenecks in workflows.

- Location Dependency: Records must be physically present at the clinic, making remote access impossible.
 Detailed Problem Analysis

1. Inefficiency in Data Management:

- Manual data entry and retrieval processes are not only time-consuming but also divert staff from more
critical tasks, reducing overall productivity.

- The cumulative time spent on these tasks can significantly delay patient care and administrative functions.

2. Increased Likelihood of Errors:

- Human errors in manual data entry can lead to inaccuracies in patient records, which can adversely affect
patient diagnosis and treatment.
Flowchart
Class Diagram
UML Diagram
Requirements Analysis
The requirements analysis for the new automated patient medical report
system at Caleb University Clinic focuses on identifying the specific
needs and functionalities necessary to replace the existing manual, paper-
based system. The goal is to create a comprehensive, user-friendly, and
secure system that enhances the clinic’s operational efficiency and
quality of patient care.
Analysis of the New Model

The analysis of the new automated patient medical report system

model for Caleb University Clinic assesses its effectiveness in
addressing the shortcomings of the existing manual system. The
new model is designed to enhance operational efficiency, data
accuracy, accessibility, and security while improving patient care
and administrative workflows.
System Design
The system design for the new automated patient medical
report system at Caleb University Clinic aims to create a
robust, user-friendly, and secure platform that addresses
the inefficiencies of the current manual system. The
design integrates key components such as Electronic
Health Records (EHR), appointment scheduling, report
generation, and data management to streamline clinic
operations and enhance patient care
Design Goals

The design goals for the new automated patient

medical report system at Caleb University Clinic
focus on creating a secure, efficient, and user-
friendly platform that enhances operational
workflows and improves patient care.
Key Design Goals
1. Efficiency:

Streamline Workflows: Automate administrative tasks such as patient registration, appointment scheduling, and report generation to
reduce the time and effort required.

Real-Time Access: Ensure immediate access to patient records and appointment schedules, improving clinical decision-making and
patient throughput.

2. Accuracy:

Error Reduction: Minimize human errors through automated data entry and standardized report templates.

Data Integrity: Implement validation checks and real-time updates to maintain accurate and up-to-date patient records.

3. Accessibility:

Multi-User Access: Enable simultaneous access to patient records by multiple healthcare providers to facilitate collaborative care.
System Architecture
The system architecture for the new automated patient medical report
system at Caleb University Clinic is designed to provide a secure,
efficient, and scalable solution. It integrates multiple components to
support seamless data flow, real-time access, and robust security
measures. This architecture is divided into various layers and
components, each with specific functions to ensure optimal performance
and user satisfaction.
Database Design
The database design for the new automated patient
medical report system at Caleb University Clinic
aims to ensure efficient data management, high
availability, and security of patient information.
The design includes structured tables,
relationships, and indexing strategies to support the
system's functionality and performance.
Coding
The coding section provides a basic implementation of
the core functionalities for the new automated patient
medical report system using a modern web development
stack. This includes creating a database, developing
backend APIs, and designing a frontend interface for
patient and staff interactions.
Technology Stack
Frontend: HTML, CSS, JavaScript, React.js

Backend: PHP

Database: MySQL Authentication: JSON Web Tokens (JWT)

Hosting: AWS, Heroku, or any cloud platform

SYSTEM IMPLEMENTATION AND
RESULTS
The implementation of the automated patient medical reporting system at
Caleb University Clinic involved a structured process, beginning with the
planning and design phases, followed by development, testing, and
deployment. The system was designed to streamline patient data
management, improve reporting accuracy, and enhance the overall
efficiency of the clinic’s operations.
Hardware Requirements
The following hardware components were necessary for the system installation:

1. Servers: High-performance servers (MYSQL) to host the central database and application services.

2. Workstations: Desktop computers or laptops for clinic staff to access the system.

3. Network Devices: Routers, switches, and access points to ensure seamless network connectivity.

4. Backup Devices: External hard drives or cloud storage solutions for data backup and recovery.

Software Requirements
The system installation required specific software programs and tools, including:

5. Operating System: Windows Server or Linux for servers; Windows 10 or macOS for workstations.

6. Database Management System (DBMS): MySQL , PHP, JavaScript, CSS and HTML for design and for
managing patient data.
Prototype of Your Design
The prototype of the automated patient medical
reporting system was developed to showcase its
functionality and user interface. The prototype
included key features such as patient registration,
appointment scheduling, medical record
management, and report generation.
Registration page
Doctors page
Rooms
Medical Report
Results
The implementation of the automated patient medical reporting system yielded significant improvements in
the clinic's operations. Key results included:

1. Increased Efficiency: Reduced time for patient registration and report generation, leading to faster service
delivery.

2. Improved Accuracy: Enhanced accuracy in patient records and medical reports, minimizing errors.

3. User Satisfaction: Positive feedback from clinic staff regarding the system’s ease of use and reliability.

4. Performance Metrics: Metrics such as system uptime, response time, and data retrieval speed showed
notable improvements.

5. Data Security: Strengthened data security measures ensured the confidentiality and integrity of patient
information.
SUMMARY, CONCLUSION, AND
RECOMMENDATION
The research study focused on developing and implementing an automated
patient medical reporting system for Caleb University Clinic. Key findings
include the significant improvement in the efficiency and accuracy of patient
data management, as well as high levels of satisfaction reported by clinic staff
regarding the system’s functionality and user interface. Additionally,
performance metrics indicated enhanced system reliability and speed,
demonstrating the overall effectiveness of the new reporting system in a clinical
setting.
Research Conclusion
The automated patient medical reporting system successfully
addressed the challenges faced by Caleb University Clinic in
managing patient data. The system’s implementation resulted in
improved operational efficiency, better data accuracy, and increased
user satisfaction. Overall, the project was deemed successful in
meeting its objectives.