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AL HAYAT HOSPITAL MANAGEMENT SYSTEM
Abdiqani Ali Elmi (ID: 10445)
Bachelor of Science in Information Technology
Supervisor Name:
Mohamed Musse Omer
Amoud University
Faculty of Computing and Information Technology
19 October 2019

TABLE OF CONTENTS
1. Introduction …………………………………………………
1.1 Background …………………………………………………..
1.2 Purpose ………………………………………………………
1.3 Overview …………………………………………………….
2. Literature Review …………………………………………..
3. Problem Statement ………………………………………….
4. Objective……………………………………………………...
5. Scope of Working ……………………………………………
ABSTRACT
“The purpose and essence of any Records Management system is the right information in the right
place in the right order, at the right time for the right person at the lowest cost.”
Hospital management system is a computerized system designed and programmed to deal with
day to day operations taking place. The system can look after inpatients, outpatients, records,
database treatments, status illness, billings in the pharmacy and labs. It also maintains hospital
information such as ward id, doctors in charge and department administering. The purpose of the
project is to computerize the Front Office Management of Hospital to develop system which is
user friendly, simple, fast, and cost – effective. It deals with the collection of patient’s information,
diagnosis details, etc. Traditionally, it was done manually. The project outlines all the process
followed to come up with the software that is from analysis to testing the system
1. INTRODUCTION
Hospitals deal with the life and health of their patients. Good medical care relies on well-trained
doctors and nurses and on high quality facilities and equipment. Good medical care also relies on
good record keeping. Without accurate, comprehensive and up to date and accessible patient notes,
medical personnel may not offer the best treatment or may in fact misdiagnose the condition, which
can have serious consequences. Associated records, such as x-rays, specimens, drug records and
patient registers, must also be well cared for if the patient is to be protected. Good records care
also ensures the hospitals administration runs smoothly; unneeded records are transferred or
destroyed regularly, keeping storage areas clear and accessible; and key records can be found

quickly, saving time and resources. Records also provide evidence of the hospital’s accountability
for its actions and they form a key source of data for medical research, statistical reports and health
information systems. Managing Hospital Records addresses the specific issues involved in
managing clinical and non-clinical hospital records. A comprehensive records management system
in a hospital helps to ensure that staff have access both to clinical information and to administrative
records on a wide range of issues, including policy, precedents, legal rights and obligations,
personnel, finance, buildings, equipment and resources. Records Management refers to an on-
going process of managing the records in a media neutral basis in accordance with approved
policies, procedures and schedules. Records Management as a discipline defines and applies
business rules related to the creation, protection, retrieval and disposition of an organization as
records over time. Retention schedules are the cornerstone of a successful Records Management
process. Records Management as a discipline involves records keeping. Record keeping is an
important aspect of every organizations/ institution’s day to day operations. There cannot be a
records management system without records and neither can there be efficient record keeping
without a good records management system. Therefore, record keeping is the Systematic procedure
by which the records of an organization are created, captured, maintained, and disposed of. This
system also ensures their preservation for evidential purposes, accurate and efficient updating,
timely availability, and control of access to them only by authorized personnel. The record in
question here refers to any item or collection of data.
2. OBJECTIVE
1. Planned approach towards working: - The working in the organization
will be well planned and organized. The data will be stored properly in data
stores, which will help in retrieval of information as well as its storage.
2. Accuracy: - The level of accuracy in the proposed system will be higher.
All operation would be done correctly and it ensures that whatever
information is coming from the center is accurate.
3. Reliability: - The reliability of the proposed system will be high due to the
above stated reasons. The reason for the increased reliability of the system
is that now there would be proper storage of information.
4. No Redundancy: - In the proposed system utmost care would be that no
information is repeated anywhere, in storage or otherwise. This would
assure economic use of storage space and consistency in the data stored.
5. Immediate retrieval of information: - The main objective of proposed
system is to provide for a quick and efficient retrieval of information. Any
type of information would be available whenever the user requires.
6. Immediate storage of information: - In manual system there are many
problems to store the largest amount of information.
7. Easy to Operate: - The system should be easy to operate and should be
such that it can be developed within a short period of time and fit in the
limited budget of the user.

3. PROBLEM STATEMENT
 Lack of immediate retrievals: - The information is very difficult to retrieve
and to find particular information like- E.g. - To find out about the patient’s
history, the user has to go through various registers. This results in
inconvenience and wastage of time.
 Lack of immediate information storage: - The information generated by
various transactions takes time and efforts to be stored at right place.
 Lack of prompt updating: - Various changes to information like patient are
difficult to make as paper work is involved.
 Error prone manual calculation: - Manual calculations are error prone and
take a lot of time this may result in incorrect information. For example
calculation of patient’s bill based on various treatments.
 Preparation of accurate and prompt reports: - This becomes a difficult task
as information is difficult to collect from various registers
Purpose:-
• The system is for the automation of Hospital Management.
• It maintains two levels of users:-
*Administrator
Level *User Level
• The system includes:-
*Maintaining Patient details.
* Providing Prescription, Precautions and Diet advice.
*Providing and maintaining all kinds of tests for a patient.
* Billing and Report generation.
Overview:-
• Project is related to Hospital Management System.
• The project maintains two levels of users:- 1. Administrator Level-Doctor
2. User Level-Data Entry Operator
• Main facilities available in this project are:- 1. Maintaining records of
indoor/outdoor patients.

2. Maintaining patients diagnosis details, advised tests to be done.
3. Database of blood donors/blood group
4. Staff record maintenance
5. Providing different test facilities to a doctor for diagnosis of patients.
6. X-Ray
7. Urine Test
8. Stool Test
9. Blood Test
10. Biochemistry Test, etc.
11. Maintaining patient’s prescription, medicine and diet advice details.
12. Providing billing details for indoor/outdoor patients.
13. Maintaining backup of data as per user requirements (between mentioned
dates).
14. Results of tests, prescription, precautions and diet advice will be
automatically updated in the database.
15. Related test reports, patient details report, prescription and billing reports
can be generated as per user requirements.
16. User or Administrator can search a patient’s record by his/her name or their
registration Number.
17. If user forgets his/her password then it can be retrieved by hint question
Scope of Working:
In the contest of Nepal where most of the hospital is not using computerized
technology to manage hospital management system, this system
will be a perfect way to manage the hospital system. This system contains login form,
patient registration, doctor registration. Hospital Management system allow patients to
edit their information like patient name, contact number, address, disease from which he
is suffering from etc.

It can be used in any Hospital, Clinic, Dispensary or Pathology labs for maintaining
patient details and their test results.
Literature Review
Overvi-ew
In order to understand the concepts associated with records management and or computer-
based records management systems, it is imperative to examine and analyze published
material from experts regarding the field. The purpose of this review is to analyze and
examine and obtain experience as regards the creation and archival processing of
electronic records. The review is based on an exhaustive assessment of the literature on
computerized electronic management and electronic records, and contains an overview of
the main concepts associated with the creation of an electronic records management
system from the perspective of published experts.
Databases as Recordkeeping Systems
Databases are being used as the records management systems of preference because of
their informational value. Such databases are created for their informational value as an
information resource. Statistical databases are good examples of this kind of database.
Terry Cook and Eldon Frost have described the first generation of databases transferred
to the Canadian National Archives as mainly consisting of statistical and survey files.

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