JIMMA UNIVERSITY

JIMMA INSTITUTE OF TECHNOLOGY

FACULTY OF COMPUTING AND INFORMATICS

DEPARTMENT OF SOFTWARE ENGINEERING

COMMUNITY BASED TRAINING PROGRAM PHASE III

Patient management System

 Advisor: Mr. Balew A. Signature : __________________

Date: December 6, 2021

GROUP MEMBERS

NAME ID NUMBER

1. Abdelaziz Mohammed RU2985/11

2. Abdulhakim Mohammed RU3055/11

3. Bekele Tamiru RU2796/11

4. Biruk Mulualem RU3596/11

5. Biruk Tesfaye RU3105/11

6. Dagmawit Tadesse RU3044/11

7. Eba Naguma RU3092/11

8. Hawi Kebbew RU3871/11

9. Kayowak Melese RU3758/11

10. Mestofa Hassen RU2819/11

11. Mustefa Husein RU0784/10

12. Yordanos Ayele RU2843/11

 Acknowledgment

First of all we would like to thank God. We would like to acknowledge our advisor Mr. Balew Ayelew
and Mr. Amanuel Aseffa for being there to assist throughout the project and for giving useful comments.

We would also like to thank Shenen Gibe Hosptal stuffs for their willingness to give information on the
on Hospital.
Contents
CHAPTER ONE.......................................................................................................................... 4
PROJECT OVERVIEW...............................................................................................................4
1.1 Overview of the project..................................................................................................4
1.1.1 Overview of Shenen Gibe Hospital.................................................................................4
1.1.2 Services given in Shenen Gibe Hospital..........................................................................4
1.1.3 Problems in Shenen Gibe Hospital.................................................................................4
1.2 Overall Solution of the Project............................................................................................5
CHAPTER TWO.......................................................................................................................... 6
OBJECTIVE AND SCOPE...........................................................................................................6
2.1. General Objective..........................................................................................................6
Specific Objective..................................................................................................................... 6
2.2. Scope............................................................................................................................. 6
CHAPTER THREE...................................................................................................................... 7
INTERVENTION DETAILS........................................................................................................7
3.1 Overview............................................................................................................................. 7
In this section of the project implementation, different user interfaces designed, results of the evaluated
system have been discussed and described. Following this phase the design of the system was
progressed into development of the new system using Joomla, PHP and MYSQL as database
management system.................................................................................................................... 7
4.1 Significance....................................................................................................................9
CHAPTER FIVE.................................................................................................................... 10
CONCLUSIONSAND RECOMMENDATIONS......................................................................10
5.1 Recommendations............................................................................................................. 10
User manual preparation........................................................................................................ 10
Training................................................................................................................................. 11
Installation Process................................................................................................................. 11
Start-up strategy..................................................................................................................... 11
5.2 Conclusions....................................................................................................................... 11
 CHAPTER ONE

PROJECT OVERVIEW

1.1 Overview of the project

In this project we try to solve the problem which was related with file Management system in
Shenen Gibe Hospital. But Before that, we have to revise what we have done in the last phases
and what was included to understand the output of this project.

1.1.1 Overview of Shenen Gibe Hospital

Shenen Gibe is the only hospital found in the Boche Bore kebele, which was established in 2004,
E.C and it became a general hospital in 2010. It has a total of 215 workers, and it aims to
increase this number to 399. There are 3 specialists, 15 doctors and 60 nurses that work in the
hospital

Currently Shenen Gibe hospital uses traditional file system to record and store patient
information but they use manual file handling system to record patient medical information.

For hospitals time is crucial and costy and the current system the hospital uses consumes lot of
time and labour, thus we are going to develop an efficient and also accessible patient information
and medical record storing and managing system.

1.1.2 Services given in Shenen Gibe Hospital

1.1.3 Problems in Shenen Gibe Hospital

Generally, the following are the main problems observed at Shenen Gibe Hospital
 Lack of security of data: - all medical records are kept on a shelf record (using primitive
ways of file handling system). They are exposed to loss and other environmental
disasters. And patient information is kept on a Computer file if the computer is harmed or
a virus attacked all the patient information will be lost.
  Time consuming: - as it was manual it takes a lot of time to serve patients and access
their medical record because they use papers for medical record. The efficiency of service
provided by the hospital is decreased substantially.
 Costly: -they use large number of document, thus it needs lot manual documents and lot
of labor or consumption of large number of paperwork’s.
 Health problem:- since the record is stored in paper, while the records retain for long
period of time it is subjected to produce smell, this is causing health problems in the staff
members who are working around the record, and also patients when patient get a line to
register the transmission of disease increase extremely eg virus like covid 19 etc.,
 Unsatisfactory of customers:- due to the time consuming and also loss of data the
system is unsatisfactory for patient.
 Non shareability: patient information is stored on a fixed Computer e.g. excel and only
the receptionists in possession of that computer can access the patient information.

1.2 Overall Solution of the Project

In this project we try to provide solution for the problems which was mentioned above by
developing a digital patient management system that encourages to decrease the distress of
patients to get the service provided by the hospital by making patient data and medical record
flow faster inside the hospital.
 CHAPTER TWO

OBJECTIVE AND SCOPE

2.1. General Objective

The main objective of this project is to develop simple and easy system which solve the above-
mentioned problems with existing system. This is achieved by designing patient management
system.

Specific Objective
In order to achieve the above general objective, the following specific activities will be carried
out.

 Registering patients into the patient database

 Giving patients a unique identification number based on the status of patients in the database.
 Giving access to the hospital staff to view the status of patients medical record.
 Checking an appointment for existing patients.
 Notify the patients when order of patients is arrived.

2.2. Scope
The main purpose of this project is to address the possibility of creating a website that can be
applied to record patient’s data. The scope of this project is limited to creating a web based data
management system for the patient medical records.
 CHAPTER THREE

INTERVENTION DETAILS

3.1 Overview

In this section of the project implementation, different user interfaces designed, results of the
evaluated system have been discussed and described. Following this phase the design of the
system was progressed into development of the new system using PHP and MYSQL as database
management system.

3.2 Major Function of the System

The major functions of the system are registering patients into the patient database , giving patients a
unique identification number based on the status of patients in the database , giving access to the hospital

staff to view the status of patients medical record , Checking an appointment for existing patientsSample

pseudo code of the Shenen Gibe Hospital management system are presented below.

Patient Registration
If (first time entry)
{
Load registration form Card Number = check whether is Card Number is unique
First Name = check whether the entered text is less than 34 characters
Father Name = check whether the entered text is less than 34 characters
Grand First Name = check whether the entered text is less than 34 characters
Phone = check whether I/p phone number is 12 digit
Gender = check whether I/p gender has a valid value
Address = check whether I/p address is filled
DOB = check whether I/p is correct date format
}
If (all check results == true)
{
Generate SQL insert queries
Connect to database
Pass queries to database
If (any query fails)
Display error message
Else
 display registration complete message
}
Else
{
Enable update patient record
}
3.3 Sample Prototype Interface
User interface is an implementation part of a system interface that the system uses. The user
interfaces are designed in a way that is easier and can be adoptable with ease to the user. The
design of this system involves different working models (prototype) of the interfaces that the
system uses. The diagram below provides an architectural view of how each user in the system is
allowed to use and access different functionalities and data entry usage based on their own
administrator assigned privilege (40). Below you will find different user interfaces:

User Interfaces of the Shenen Gibe Hospital Patient Management System

Home Page

The home page provides the different information .The tabs that are found at the top lead to different
locations and provide different functions. Most importantly in order to get the required services from the
system the user must login into the system and each user before logs into the system must have the
appropriate password and username and privilege assigned by the administrator.

Registration page

The registration user interface is used to update and register new patient personal information. Thus the
data clerk can access the different functionalities that are required from the system.

_
 CHAPTER FOUR

SIGNIFICANCE AND IMPACT

4.1 Significance
What was the contribution and significance of the project?
What are the achievements and positive changes?

 It helps the hospital to manage data in an easier and efficient way: if a Patient needs its
old Record for some reason the system can search specific Patient record because the system
designed to store the Patient record by some indexing mechanism and It minimize the process
of searching for a specific data or record so that it will be easier for the data to be found .

 It maintain security and durability of data: for security purpose the system provide
access control mechanism by creating user account for every employee on that organization.
So the customer file will be accessed only by an authorized employee of the organization
that own user account.
 It prevent the loss of records and have Better Backup and Recovery : if the patient data
are kept manually and for some reason get lost we can’t recover or backup the manual file
but the system provide digitalized file handling mechanism to recover and backup the
patients files.
 It make wise use of resources and etc.
 CHAPTER FIVE

CONCLUSIONSAND RECOMMENDATIONS

5.1 Recommendations

After completing the project the We provided the following recommendations for practice and
future work.

Recommendations for practice

 we would like to recommend to the Shenen Gibe Hospital to use this system to enhance the
patient management process by using our system.

Recommendations for future work

 We would like to recommend that the system is open for interested groups or individuals who
wish to add new functionalities. Next, the team would recommend that further work should be
done on the system in order to make the system fully functional like the official website since the
system should be upgraded.

To sustain the provided solution

User manual preparation.

Since the system is web based and easily user friendly, everything important for the users will be
explained and implemented while giving short training when the system is deployed. There is no
need of preparing a full user manual because it is only deployed (hosted) on a single machine
that is server. So anyone who can access the internet can also access the system easily within the
given permission by the system administrator.
 Training

During the deployment of this system, the project group members will give short time training
for the system administrator and importer how the system works and in what way they can
manage their system.

Installation Process

Our system is a web based System, there is no need to install it on a particular machine once it is
deployed on a server by the developer, the user of the system can use it at any time and any
place.

Start-up strategy

Once the system is hosted, it has two start-up strategies: the first start-up strategy is for the
administrator, manager, supplier and distributor which require the username and password to
access the system. The user’s accessibility part is restricted for the users and the other one is for
system administrators. The second start-up strategy part is the system home page which does not
require the username and password and it can be viewed by anybody.

5.2 Conclusions

So far we were intending to analyze the existing system of the Shenen Gibe hospital patient
management system up to proposing our new system that solves the difficulties related to the
existing system. To say something about the existing system: it is running almost manually,
hence it is highly exposed to the manual related problems, like the productivity of the
organization is not effective, the work procedure is susceptible to error, Data is not flexible, Data
is not secure as well as it is not well organized. By having this over the existing system our aim
was to build a new system that has greater functionality that enhances effectiveness and
efficiency related parameters on the system. By keeping in mind that the new system will [have
greater usage on]/bring the existing system fully functional.
It is known that developing a web based system for Shenen Gibe Hospital, that is patient
management, is not easy and the system will facilitate the overall process of importing products.
But the team has developed an interesting web based Import management system for Shenen
Gibe Hospital. This system allows a very soft relationship between the doctors, receptionists &
patients.

It is flexible, accurate and attractive with an easy GUI approach. Generally, the team confidently
can ensure that the software is completed successfully with negligible errors. makes it more
reliable and efficient than the previous manual system.