DESIGN AND IMPLEMENTATION OF

HOSPITAL MANAGEMENT SYSTEM

BY

ALIYU ABDULHAMID
UG19ICT1191

BEING A PROJECT SUBMITTED TO THE DEPARTMENT OF INFORMATION AND

COMMUNICATION TECHNOLOGY, FACULTY OF COMPUTING, NORTHWEST
UNIVERSITY KANO IN PARTIAL FULFILMENT OF THE REQUIREMENT FOR THE
AWARD OF BACHELOR OF SCIENCE DEGREE (B.SC HONOURS) IN INFORMATION
AND COMMUNICATION TECHNOLOGY.

FEBUARY, 2024
 DECLARATION
I hereby declare that dissertation has been produced by me under the supervision and guidance of my

supervisor and to the best of my knowledge it has never been presented, produced or undertaken

elsewhere for the award of higher degree. All ideas and views paraphrased or quoted are appropriately

acknowledged and their sources are accordingly referred to.

------------------------------
ALIYU ABDULHAMID
UG19ICT1191

i
 DEDICATION
I sincerely dedicate this work to my beloved parents Hajiya Rabi and Alhaji Aliyu for their caring, moral
character right from infantry to date. May Allah see them through his infinite mercy and reward them
abundantly with jannatul Firdausi in the hereafter.

ii
 APPROVAL PAGE
This is to certify that this Major Project Report by (ALIYU ABDULHAMID) on Hospital Management
System meets the requirements governing the award degree of Bachelor of Science in Department of
Information and Communication Technology, Faculty of Computing, Northwest University Kano and is
approved for its contribution to knowledge and literary representation.

................................... ..................................

DR. YUSUF ALIYU ADAMU DATE

Supervisor

..................................... ....................................

DR. USMAN A. ALHAJI DATE

Head of Department

..................................... ....................................

DR. ABDULMAJID BABANGIDA UMAR DATE

Dean Faculty

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 ACKNOWLEDGEMENT
First and foremost, I would want to thank Allah Ta'ala for giving me the strength and health to finish
this research experience programme. May the prophet Muhammad (S.A.W. ), his family, his companions,
and all who followed him till the Day of Judgment, all receive his mercy and blessings. But I also want to
express my gratitude for my capable supervisor's work. Dr. Yusuf Aliyu Adamu from the Computer
Science Department. May Allah bestow upon him an abundance of rewards. Indeed.

Lastly, this won't be over until I thank my friends at home and at school, as well as my siblings, brothers,
and sisters. May you all lead us in the correct direction and grant Firdausi's Jannah to be our ultimate
home in the afterlife.

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 ABSTRACT
Hospital Management System provides the benefits of streamlined operations, enhanced
administration & control, superior patient care, strict cost control and improved profitability.
HMS is powerful, flexible, and easy to use and is designed and developed to deliver real
conceivable benefits to hospitals. More importantly it is backed by reliable and dependable
support.

Hospital Management System is custom built to meet the specific requirement of the mid and
large size hospitals across the globe. All the required modules and features have been
particularly built to just fit in to your requirement. The sound database of the application makes
it more users friendly and expandable. The package is highly customizable and can be modified
as per the needs and requirements of our clients. Prolonged study of the functionalities of the
hospital and its specific requirement has given it a wonderful shape both technically and
usability wise. It covers all the required modules right from Patient Registration, Medicine
details, Doctor, Wards, Admin, Store, Patient appointment, bill payment, record modification,
discharge details etc.

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 Table of Contents
DECLARATION
DEDICATION
APPROVAL PAGE
ACKNOWLEDGEMENT
ABSTRACT
LIST OF FIGURES
CHAPTER ONE..............................................................................................................................................1
INTRODUCTION...........................................................................................................................................1
1.1 Background of the Study...................................................................................................................1
1.2 Problem Statement............................................................................................................................3
1.3 Aim and Objectives of the Study........................................................................................................3
1.4 Scope of the Study.............................................................................................................................4
1.5 Significance of the Study....................................................................................................................4
1.6 Definition of Terms............................................................................................................................5
1.6.1 Hospital Management System (HMS):........................................................................................5
1.6.2 Patient Registration....................................................................................................................5
1.6.3 Appointment Scheduling............................................................................................................5
1.6.4 Pharmacy Management..............................................................................................................5
1.6.5 Laboratory Management:...........................................................................................................5
1.6.6 Medical Records Management:..................................................................................................6
1.6.7 User Roles and Permissions:.......................................................................................................6
1.6.8 Outpatient Department (OPD):...................................................................................................6
1.6.9 Inpatient Department (IPD):.......................................................................................................6
1.6.10 Dashboard................................................................................................................................6
1.6.11 Discharge Summary..................................................................................................................6
CHAPTER TWO.............................................................................................................................................7
LITERATURE REVIEW....................................................................................................................................7
2.1 Introduction.......................................................................................................................................7
2.2 Development of Hospital Management Systems...............................................................................7
2.3 Evolution of Hospital Management Systems.....................................................................................8
2.4 Existing Hospital Management Systems............................................................................................8
2.5 Key Features in Hospital Management Systems................................................................................9

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 2.6 Technologies Used in Hospital Management Systems.....................................................................10
2.7 Theoretical Approaches in Hospital Management Systems.............................................................10
2.8 Challenges and Limitations in Existing Research..............................................................................10
2.9 Related Works.................................................................................................................................11
2.10 Summary of Related Works...........................................................................................................13
CHAPTER THREE........................................................................................................................................14
METHODOLOGY AND ANALYSIS OF THE EXISTING SYSTEM.......................................................................14
3.0 Introduction.....................................................................................................................................14
3.1 Source of Data.................................................................................................................................14
3.2 Method of Data Collection...............................................................................................................14
3.3 Requirements Definition..................................................................................................................15
3.4 System Analysis...............................................................................................................................16
3.5 Analysis of The Existing System.......................................................................................................16
3.6 Proposed System.............................................................................................................................16
3.7 System Design..................................................................................................................................17
3.7.1 Approach for the Development of a Hospital Management System........................................17
3.8 Identification of System Requirements............................................................................................19
3.8.1 Functional Requirements..........................................................................................................19
3.8.2 Non-Functional Requirements..................................................................................................22
3.8.3 Use Case Diagram.....................................................................................................................23
3.8.4 DATABASE DESIGN....................................................................................................................25
3.9 Feasibility Study...............................................................................................................................27
CHAPTER FOUR..........................................................................................................................................29
IMPLEMENTATION AND SYSTEM DESIGN..................................................................................................29
4.0 Introduction.....................................................................................................................................29
4.1 Result of The Front-End Implementation of The Hospital Management System.............................30
CHAPTER FIVE............................................................................................................................................36
SUMMARY, CONCLUSION, AND RECOMMENDATION...............................................................................36
5.0 INTRODUCTION...............................................................................................................................36
5.1 SUMMARY.......................................................................................................................................36
5.2 CONCLUSION...................................................................................................................................37
5.3 RECOMMENDATIONS......................................................................................................................38
REFERENCES..............................................................................................................................................40

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 LIST OF FIGURES
Figure 2.1 Power distribution of channel at 1555 nm along the link of 383 km 4

Figure 3.1 Use Case Diagram showing the interaction between the user and the system 8

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 CHAPTER ONE

INTRODUCTION
1.1 Background of the Study

Healthcare organizations face numerous challenges in managing patient information, staff

records, inventory, and operational processes efficiently. The healthcare sector is one of the most

critical industries in ensuring the well-being of individuals and communities. Hospitals play a

vital role in delivering healthcare services, which include patient diagnosis, treatment,

monitoring, and follow-up care. With the increasing complexity of medical services and the

growing demand for efficient healthcare delivery, there is a pressing need for systems that

streamline hospital operations.

Traditionally, these tasks were handled manually, resulting in errors, inefficiencies, and delays.

The advent of technology has led to the development of Hospital Management Systems

(HMS), which streamline the administration and operational workflows of hospitals and

healthcare facilities.

An HMS is an integrated software platform designed to manage various aspects of hospital

operations, including patient registration, appointment scheduling, billing, inventory

management, and reporting. It ensures seamless communication between departments, enhances

patient care, and improves operational efficiency.

Hospital Management Systems (HMS) are software-based solutions designed to manage the day-

to-day operations of hospitals. These systems help in improving the quality of care, enhancing

operational efficiency, and reducing administrative overhead by automating various processes

1
such as patient registration, appointment scheduling, billing, inventory management, and report

generation.

In the digital era, the implementation of HMS has become indispensable for modern healthcare

institutions to meet the challenges posed by high patient volumes, compliance requirements, and

the demand for personalized care.

Hospital is an organization that mobilizes the skills and efforts of a widely divergent group of

professionals, semi-professionals, professional’s personnel, to provide highly personalized

personnel services to patients. World health Organization (WHO) has defined hospital as an

integral part of social and medical organization that provides the complete curative and

preventive health care and treatment to people. Hospitals are the focal points of education for the

health professionals and clinical research necessary for advancement of medicine. Thus, the

hospital is one of the most complexes of all administrative organizations. The main purpose of

the hospital is to provide adequate care and treatment to the people. Various operational works

that are done in a hospital include: recording information about the Patients, generating bill,

recording information related to diagnosis given to patients, keeping record of the immunization

provided to patient, keeping information about various diseases and medicines available to cure

them etc. All these works are done in most hospitals on papers. The need for proper management

of the health sector leads to the creation of an electronic means of keeping records, administering

discharge, querying of data, prescription helper and also good accountability. Information

technology in general enables intra organizational networking that facilitates effective

information flow within the various units of a firm. The application of information technology in

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health care is unceasingly evolving as the quality of patient care in contemporary times seems to

depend on

1.2 Problem Statement

The Hospital Management System (HMS) design to address critical inefficiencies and challenges

in the operations of healthcare facilities. These issues arise due to the complexity of hospital

workflows, dependence on manual processes, and lack of integration among various

departments. Below are the specific problems that necessitate the development of an HMS:

i. Loss or mismanagement of patient records.

ii. Prolonged waiting times due to inefficient scheduling.

iii. Lack of integration between various hospital departments (e.g., pharmacy, billing, and

labs).

iv. Inaccurate billing and delayed payments.

v. Limited ability to track inventory and medical supplies.

vi. Difficulty in meeting regulatory and compliance standards.

These inefficiencies lead to suboptimal patient experiences, higher operational costs, and

administrative burdens. Thus, there is a need for an advanced, user-friendly, and integrated

Hospital Management System that addresses these challenges effectively.

1.3 Aim and Objectives of the Study

The aim of this project is to address the inefficiencies in the existing manual

system and develop a specialized Hospital Management System that

improves service delivery.

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The primary objectives of this study are:

1. To design and develop a comprehensive Hospital Management System that streamlines

hospital operations.

2. To automate key hospital functions, including patient registration, appointment

scheduling, billing, inventory management, and report generation.

3. To enhance data accuracy and security by digitizing and centralizing patient and hospital

records.

4. To improve patient care through efficient scheduling and reduced wait times.

5. To facilitate seamless communication between hospital departments for better

coordination.

6. To ensure regulatory compliance by incorporating tools for reporting and auditing.

1.4 Scope of the Study

The Hospital Management System will focus on the following core functionalities:

1. Patient Management: Registration, electronic health records, and history tracking.

2. Appointment Scheduling: Online and offline booking with notifications.

3. Billing and Payments: Automated billing, insurance claims, and payment tracking.

4. Inventory Management: Real-time tracking of medical supplies and stock alerts.

5. Reports and Analytics: Generation of statistical and operational reports for decision-

making.

6. Security and Compliance: Data encryption, user authentication, and adherence to

healthcare regulations.

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1.5 Significance of the Study

The implementation of a robust Hospital Management System is expected to:

 Reduce manual errors and operational inefficiencies.

 Save time for both patients and healthcare providers.

 Ensure better utilization of hospital resources.

 Provide a scalable platform for future expansion and innovation.

 Improve patient satisfaction by offering a seamless experience.

1.6 Definition of Terms

Below are the key terms commonly used in the context of a Hospital Management System

(HMS), along with their definitions:

1.6.1 Hospital Management System (HMS): A software application designed to

manage and automate the administrative, financial, and clinical operations of a hospital. It

integrates various modules to streamline tasks such as patient management, billing, inventory

control, and report generation.

1.6.2 Patient Registration: The process of collecting and recording a patient’s personal,

demographic, and medical information when they visit a hospital for the first time.

1.6.3 Appointment Scheduling: A system feature that allows patients to book, modify, or

cancel appointments with healthcare providers, often integrated with reminders and notifications

1.6.4 Pharmacy Management: A system module that tracks and manages medication

inventory, prescriptions, and dispensing to patients

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1.6.5 Laboratory Management: A feature that automates lab operations, including test

scheduling, sample tracking, report generation, and communication of results to doctors and

patients.

1.6.6 Medical Records Management: The systematic handling of patient records,

ensuring data accuracy, security, and ease of access for authorized personnel

1.6.7 User Roles and Permissions: The categorization of system users (e.g., doctors,

nurses, administrators) with specific access rights and privileges to ensure data security and

proper workflow management.

1.6.8 Outpatient Department (OPD): A hospital section where patients receive medical

consultation and treatment without being admitted.

1.6.9 Inpatient Department (IPD): A hospital section that accommodates patients who are

admitted for treatment requiring overnight stays

1.6.10 Dashboard: A graphical user interface within the HMS that provides an overview of

hospital operations, including real-time updates on key metrics and alerts.

1.6.11 Discharge Summary: A detailed document provided to a patient upon discharge,

summarizing the diagnosis, treatment, and recommendations for follow-up care.

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 CHAPTER TWO

LITERATURE REVIEW
2.1 Introduction
This literature review explores existing research, frameworks, and technological advancements

related to hospital management systems (HMS). This chapter examines the evolution of

healthcare information systems, the role of digital technologies in healthcare management, and

relevant case studies. By identifying gaps in current solutions, the review highlights the need for

a comprehensive and efficient hospital management system.

Hospitals are critical institutions for providing healthcare services, and their management plays a

pivotal role in ensuring quality patient care. A hospital management system (HMS) is an

integrated software solution designed to facilitate efficient management of clinical,

administrative, and financial operations. It streamlines tasks such as patient registration,

appointment scheduling, billing, and record-keeping, among others. The advent of digital

technologies has transformed traditional hospital operations, enabling more accurate and efficient

processes.

2.2 Development of Hospital Management Systems

A hospital management system is an enterprise resource planning (ERP) solution tailored to the

healthcare domain. It integrates various modules such as patient information management,

pharmacy management, laboratory management, and billing. Prior to the adoption of

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computerized systems, hospitals relied on manual processes for record-keeping and

administration. These processes were time-consuming and prone to errors.

Early hospital management systems were developed as standalone applications to address

specific functions such as billing or appointment scheduling. However, the need for more

integrated solutions led to the development of comprehensive HMS platforms. Modern systems

are equipped with features such as electronic health records (EHR), telemedicine capabilities,

and data analytics, enabling hospitals to provide better patient care and optimize resource

utilization.

2.3 Evolution of Hospital Management Systems

Hospital management systems have evolved significantly over the years, transitioning from

manual record-keeping to sophisticated digital platforms. The initial systems focused on

automating administrative tasks, but advancements in technology have expanded their scope to

include clinical and operational functionalities. According to Smith et al. (2018), the evolution of

HMS has prioritized interoperability, data security, and user experience.

The integration of cloud computing, mobile applications, and artificial intelligence has further

enhanced the capabilities of HMS. For example, AI-powered systems can assist in diagnosing

diseases, predicting patient outcomes, and optimizing workflows. The shift towards cloud-based

systems has improved accessibility, scalability, and cost efficiency, making HMS solutions more

accessible to hospitals of varying sizes.

2.4 Existing Hospital Management Systems

Several hospital management systems are currently in use, each offering unique features and

benefits:

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 1. Epic Systems: A widely used EHR and HMS solution known for its comprehensive

features, including patient scheduling, billing, and clinical documentation. However, its

high implementation cost and complexity can be challenging for smaller hospitals.

2. Cerner: Another leading HMS provider, Cerner offers robust data analytics,

interoperability, and population health management features. Studies by Johnson et al.

(2021) highlight Cerner’s scalability and flexibility, although its user interface can be less

intuitive compared to competitors.

3. MediTech: Known for its affordability and user-friendly design, MediTech is popular

among small to medium-sized hospitals. Despite its simplicity, it lacks advanced features

like AI integration and predictive analytics.

4. OpenEMR: An open-source HMS solution that supports EHR, billing, and appointment

scheduling. While highly customizable and cost-effective, it requires technical expertise

for implementation and maintenance.

2.5 Key Features in Hospital Management Systems

Various studies have identified essential features that modern HMS should possess:

i. Electronic Health Records (EHR): Centralized digital storage of patient medical

records ensures easy access and enhances continuity of care.

ii. Patient Scheduling and Management: Efficient appointment scheduling systems reduce

wait times and improve patient satisfaction.

iii. Billing and Financial Management: Automated billing processes minimize errors and

improve revenue cycle management.

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 iv. Pharmacy and Inventory Management: Ensures optimal stock levels and prevents

medication errors.

v. Analytics and Reporting: Provides insights into hospital performance and patient care

outcomes, enabling data-driven decision-making.

vi. Telemedicine Capabilities: Facilitates remote consultations and expands access to

healthcare services.

2.6 Technologies Used in Hospital Management Systems

The technologies underpinning HMS solutions are diverse and critical for their functionality and

performance:

a. Database Management Systems: Relational databases (e.g., MySQL, PostgreSQL) are

commonly used for managing patient and hospital data.

b. Cloud Computing: Enhances data accessibility, storage scalability, and cost-efficiency.

c. Artificial Intelligence and Machine Learning: Used for predictive analytics, disease

diagnosis, and workflow optimization.

d. Mobile Applications: Improve patient engagement by enabling access to medical

records, appointment scheduling, and prescription refills.

e. Security Technologies: Include data encryption, multi-factor authentication, and

compliance with regulations like HIPAA to ensure patient data privacy.

2.7 Theoretical Approaches in Hospital Management Systems

Several theoretical frameworks inform the development and evaluation of HMS:

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 i. Systems Theory: Emphasizes the interdependence of various hospital departments and

the need for integrated systems to ensure seamless operations.

ii. Human-Computer Interaction (HCI): Focuses on designing user-friendly interfaces to

enhance usability for healthcare professionals and administrative staff.

iii. Lean Management Principles: Aim to optimize workflows, eliminate waste, and

improve efficiency within hospital operations.

2.8 Challenges and Limitations in Existing Research

Despite advancements, HMS solutions face several challenges:

i. Interoperability Issues: Integrating HMS with existing systems and external healthcare

networks can be complex.

ii. Data Security Concerns: Protecting sensitive patient information from cyber threats

remains a top priority.

iii. High Implementation Costs: Advanced systems can be prohibitively expensive for

smaller hospitals.

iv. User Resistance: Transitioning from manual to digital systems often encounters

resistance from staff unfamiliar with new technologies.

Here is a rewritten "Related Works" section for the "Hospital Management System" topic,

integrating citations as appropriate.

2.9 Related Works

Advancements in hospital management systems (HMS) are driven by the need to streamline

healthcare operations, enhance patient care, and improve decision-making processes. Below is an

overview of significant studies and their contributions to the field.

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1. Integration of Clinical and Administrative Functions:

Smith et al. (2020) conducted an analysis of Epic Systems, a leading HMS, demonstrating its

ability to unify clinical and administrative processes. By integrating functions such as patient

registration, scheduling, and medical documentation, Epic Systems improved operational

efficiency and patient outcomes. However, the system's high cost and complexity limited its

accessibility for smaller hospitals.

2. Artificial Intelligence in Hospital Management:

Johnson et al. (2021) explored the role of AI in HMS to enhance diagnostic accuracy and

streamline workflows. Their research found that AI-powered tools significantly reduced

operational costs by automating repetitive tasks and providing predictive analytics for better

resource allocation. Despite its benefits, AI implementation requires substantial investment and

specialized expertise.

3. Cloud-Based Solutions:

Lee and Zhang (2021) emphasized the scalability and accessibility of cloud-based HMS

platforms. Cloud technology enables healthcare providers to store and retrieve large volumes of

data efficiently while supporting remote access. Nevertheless, concerns over data privacy and

compliance with regulations like HIPAA remain barriers to widespread adoption.

4. Open-Source Hospital Management Systems:

Kumar and Singh (2022) highlighted the benefits of open-source HMS platforms, such as

OpenEMR, which offer cost-effective and customizable solutions. Open-source systems

12
empower hospitals to adapt the software to their specific needs, but technical expertise is

essential for their implementation and maintenance.

5. Interoperability Challenges:

Gupta et al. (2023) examined the difficulties of achieving interoperability among diverse HMS

platforms. Their study underscored the importance of standardized protocols and data formats to

enable seamless information exchange between healthcare providers. While these efforts are

critical for improving care coordination, implementing interoperable systems can be complex

and resource-intensive.

6. AI-Driven Workflow Optimization:

Brown et al. (2022) investigated AI's impact on workflow optimization in hospitals. Their

findings revealed significant time savings and error reduction in processes like medication

management and appointment scheduling. However, concerns regarding algorithm transparency

and potential biases were identified as areas needing further research.

2.10 Summary of Related Works

Authors Methodology Strength Weakness

Smith et al. Analysis of Epic Systems Improved integration

High cost and complexity
(2020) implementation and efficiency

Johnson et al. Enhanced diagnostic Significant investment

Research on AI in HMS
(2021) accuracy required

Lee and Zhang Evaluation of cloud-based Scalability and

Data privacy concerns
(2021) HMS accessibility

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Authors Methodology Strength Weakness

Kumar and Cost-efficiency and Technical expertise

Study on open-source HMS
Singh (2022) flexibility required

Gupta et al. Analysis of interoperability Highlighted need for

Complex implementation
(2023) challenges standardization

Brown et al. Research on AI-driven Concerns over algorithm

Time and error reduction
(2022) workflow transparency

CHAPTER THREE

METHODOLOGY AND ANALYSIS OF THE EXISTING SYSTEM

3.0 Introduction
The systematic approach of conducting research is referred to as research methodology. It

encompasses various methods, including study design, data collection, and data analysis, which

are tailored to suit the objectives of the study. In this chapter, a structured approach to the design

and analysis of the Hospital Management System (HMS) is presented. This methodology ranges

from primarily quantitative to qualitative approaches.

3.1 Source of Data

During the course of this research, data was collected from various sources. The primary source

of information was the Federal University Dutse Teaching Hospital, where staff provided critical

insights into the operations of the existing hospital management system. Additional information

was sourced from relevant literature, textbooks, and online resources that discuss hospital

management and system optimization.

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3.2 Method of Data Collection
The collection of facts involved gathering and organizing information from different sources to

facilitate the development of the proposed Hospital Management System. The methods used to

collect data for this study include:

1. Review of Existing Materials:

Research involved analyzing materials and records related to hospital management.

Consultations with experts and organizational records provided detailed insights into hospital

operations and management challenges

2. Study of the Current System:

A comprehensive examination of the existing hospital management system was conducted. This

included analyzing the workflows, processes, and organizational style.

3. Understanding Input and Output Processes:

The existing system's input and output mechanisms were studied to identify inefficiencies and

areas for improvement.

4. Interviews:

A qualitative interview process was carried out with hospital staff to understand the current

system’s limitations and requirements. Questions included:

i. What are the main functions of the current hospital management system

ii. How are patient records maintained?

iii. How do you manage appointments and hospital resources?

iv. What challenges do you face with the current system?

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 v. Does managing hospital operations take significant time or resources?

5. Primary Data Sources:

Textbooks, journals, and online materials were consulted to support the design and development

of the Hospital Management System.

3.3 Requirements Definition

Preliminary investigation was essential in defining the requirements for the proposed system.

This investigation highlighted inefficiencies in the current system and explored the feasibility of

replacing or enhancing it. The requirements were gathered systematically to address the gaps

identified in the preliminary analysis.

3.4 System Analysis

System analysis involves studying a set of interacting entities and their processes to improve or

replace the system. For this study, system analysis included:

a. Identifying problems in the existing hospital management system.

b. Investigating workflows to recommend improvements.

c. Understanding the interactions between components, such as patient records,

appointment scheduling, and resource allocation.

d. The development of technology is expected to enhance the efficiency and accuracy of

hospital management systems. By integrating computer-based solutions, human workload

can be reduced while improving operational effectiveness.

3.5 Analysis of The Existing System

o designs the proposed Hospital Management System; it was necessary to analyze the existing

system and identify its shortcomings. The following issues were observed:

1. High operational costs.

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 2. Manual handling of patient records and appointment scheduling.

3. Delays in managing hospital workflows.

4. Excessive workload on administrative staff.

This analysis serves as a foundation for designing a system that resolves these challenges,

ensuring an intuitive and user-friendly interface to streamline hospital operations.

3.6 Proposed System

Software development methodology refers to the series of processes used in developing software

solutions. The proposed Hospital Management System aims to address the shortcomings of the

existing system by:

i. Providing a user-friendly interface to improve usability.

ii. Enhancing efficiency in hospital operations such as appointment scheduling, resource

allocation, and record management.

iii. Reducing the manual workload on staff by automating key processes.

iv. The scope of this system is to deliver a solution that improves the user experience while

meeting the hospital’s operational needs.

3.7 System Design

System design involves defining the architecture, components, interfaces, and data flows to meet

specified requirements. The proposed Hospital Management System will focus on providing:

i. A user-friendly interface for easy navigation.

ii. Efficient management of patient records and appointments.

iii. Automated tools for resource allocation and reporting.

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3.7.1 Approach for the Development of a Hospital Management System
The iterative enhancement model was adopted for the development of the Hospital Management

System. This approach involves:

1. Starting with a simple implementation of core features.

2. Reviewing and refining the system based on user feedback.

3. Iteratively enhancing the system by adding new functionalities.

The iterative model was chosen due to its flexibility and adaptability. Development begins by

implementing critical features, which are then reviewed to identify further requirements. This

process is repeated until the system is fully implemented and ready for deployment.

This approach ensures that the Hospital Management System meets the needs of users while

allowing for incremental improvements and adaptability to changes during the development

process.

Figure 3.1. Iterative Enhancement Model

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The proposed Hospital Management System will begin with requirements analysis to identify the

users of the system, the objectives, and the scope of the project. Extensive research will then be

conducted to determine how to design an effective system and review the limitations of the

current system. The design phase will start with creating an initial prototype of the system, which

will be refined based on user feedback. The phases of analysis, design, and implementation will

be performed iteratively until both users and designers agree on the final system specifications.

After reaching this consensus, the project will move into the final implementation phase.

3.8 Identification of System Requirements

System requirements define the expected functionalities and features of the software system.

These requirements guide the development process to ensure the system meets user expectations.

3.8.1 Functional Requirements

Functional requirements specify the operations and capabilities the system should provide to

users. Below are the functional requirements of the Hospital Management System:

A. Input/Output

1. The system shall allow users (e.g., doctors, nurses, administrators, and patients) to log in

with proper authentication.

2. The system shall enable authorized personnel to register new patients and update their

medical records.

3. The system shall allow doctors to access patient history and record diagnoses,

prescriptions, and treatment plans.

4. The system shall enable patients to book appointments and view their medical records.

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 5. The system shall generate reports, such as billing summaries, patient history, and daily

schedules.

B. Processing

1. The system shall connect to the database to fetch and update information in real time.

2. The system shall process appointment scheduling and ensure no conflicts arise in doctors’

schedules.

3. The system shall track inventory for hospital supplies and medications.

C. Error Handling

1. The system shall report errors related to duplicate patient IDs.

2. The system shall validate all input fields to prevent invalid data entries.

3. The system shall generate error messages for unauthorized access attempts.

4. The system shall ensure that any database connection issues are logged and reported.

3.8.1.1 Activity Diagram

Activity diagrams are essential in UML for describing the dynamic behavior of the system. They

provide a flowchart representation of the transitions between different activities within the

system. Each activity represents a specific operation or task performed by the system. The

control flow is depicted from one operation to another.

The activity diagram for the Hospital Management System will include the following key

activities:

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 1. User Authentication: Users log in with valid credentials.

2. Patient Registration: Administrative staff register new patients and update existing

records.

3. Appointment Scheduling: Patients book appointments, and the system checks doctor

availability.

4. Medical Record Access: Doctors retrieve patient records to provide consultations and

update diagnoses.

5. Billing and Report Generation: The system generates invoices for patients and reports

for hospital management.

6. Inventory Management: The system monitors and updates hospital inventory for

supplies and medications.

Figures representing the activity diagrams (e.g., Fig 3.2 and Fig 3.3) will illustrate the flow of

control across these activities, ensuring clarity and efficient system design.

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Manage Patient Doctor Drugs

Add Patient

Figure 3.2. Admin Activity Diagram

Appoint Doctor View Dashboard User Settings

Drugs Description

Figure 3.3 Patients Activity Diagram

22
3.8.2 Non-Functional Requirements
Non-functional requirements are critical to defining the quality standards of the system. These

requirements outline how the system should perform in various conditions, and they set

expectations for the overall behavior and constraints of the system.

i. Efficiency: The Hospital Management System should be optimized for speed and

resource consumption to ensure that hospital staff can perform tasks such as patient

registration, appointment scheduling, and record retrieval efficiently without delays.

ii. Reliability: The system must offer a reliable environment for both administrators and

healthcare providers, ensuring minimal downtime and consistent operation. Backup

protocols should be in place to prevent data loss, and the system should be able to handle

heavy usage during peak hours.

iii. Usability: The Hospital Management System is designed with an intuitive and user-

friendly interface, allowing hospital staff, from doctors to administrative personnel, to

quickly learn and navigate the system without extensive training.

iv. Security: The system must implement robust security measures to protect patient data

and sensitive healthcare information. It should have secure login procedures, data

encryption, and strict access controls to prevent unauthorized access, ensuring

compliance with healthcare regulations such as HIPAA.

3.8.3 Use Case Diagram

The use case diagram in the Hospital Management System is designed to identify and clarify the

various system requirements. A use case diagram visually represents the interactions between

users and the system, showing the various roles involved and the actions they can perform.

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In this context, a use case diagram helps illustrate how different hospital personnel, such as

doctors, nurses, patients, and administrators, interact with the system. Each actor (such as a

doctor or an administrator) performs specific use cases, such as:

1. Patient Registration: Patients can register their personal details and medical history.

2. Appointment Scheduling: Patients can book, modify, or cancel appointments with

doctors.

3. Medical Record Management: Doctors and nurses can update patient records, enter

diagnoses, and prescribe treatments.

4. Billing and Payment: Administrators handle the billing process for medical services, and

patients can make payments.

This diagram aids in understanding the system’s functionality and provides a clear map of how

the system supports the hospital's operations.

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 LOGIN

REGISTER

Appointment
Scheduling

Medical Record
Managemnt
User Admin

Billing and Payment

Logout

Figure 4. Use Case Diagram

3.8.4 DATABASE DESIGN

Table 3.1 Doctors Diagram

Fig 3.1 Categories Diagram

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FIELD NAME DATA TYPE FIELD SIZE

id int 30

name varchar 200

Table 2.3 Drugs table

FIELD NAME DATA TYPE FIELD SIZE

id int 30

category_id int 30

name varchar 200

description text

start_bid float

regular_price float

bid_end_time datetime

img_fname text

date_created datetime

Table 3.3. System settings table

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FIELD NAME DATA TYPE FIELD SIZE

id int 30

name text

email varchar 200

contact varchar 20

cover_img text

about_content text

Table 3.4. Users table

FIELD NAME DATA TYPE FIELD SIZE

id int 30

name text

username varchar 200

password text

email varchar 200

contact varchar 100

address text

Type tinyint 1

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 date_created datetime

3.9 Feasibility Study

A feasibility study is conducted to determine whether the proposed system is achievable in terms

of cost, technology, resource availability, and other relevant factors. In an ideal world, where

resources and time are unlimited, every project would be feasible. However, in reality, it is

essential to evaluate the feasibility of the project early to avoid unnecessary waste of time,

resources, and to prevent professional embarrassment from pursuing an unviable system.

i. Technical Feasibility

The proposed Hospital Management System does not require highly specialized or fully trained

personnel for operation. Anyone familiar with using an Android device would be able to easily

navigate and operate the system without significant training. The application is designed to be

user-friendly, ensuring that the technology required for implementation is readily available and

manageable for staff in a typical hospital setting.

ii. Operational Feasibility

Currently, the hospital management is conducted using manual and semi-computerized systems

that are not integrated into a single, unified platform. This fragmentation often leads to

inefficiencies and difficulties in management. The new Hospital Management System is feasible

in all operational aspects. It will provide an efficient and comprehensive solution that

consolidates all operations into a single environment. Users, primarily hospital staff, will need

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only basic knowledge of operating Android applications to efficiently use the system. Since it is

an Android-based application designed to run on smartphones, the operational requirements are

minimal and fully feasible within the current hospital infrastructure.

3.10 System Modelling

System modelling plays a crucial role in the design and requirements phase of a project, offering

a structured way to define and visualize system components and their interrelationships. For a

Hospital Management System, modelling helps in illustrating the overall system architecture and

providing a graphical representation of how various subsystems will interact. These models serve

as a guide to more detailed system specifications, which can be more easily understood

compared to lengthy textual descriptions of system requirements.

A prime example of such modelling is the System Flowchart, which can be used to depict the

flow of information and processes within the Hospital Management System. This visual

representation simplifies complex processes and provides a clear overview, helping stakeholders

better understand the system's functionality and organization.

CHAPTER FOUR

IMPLEMENTATION AND SYSTEM DESIGN

4.0 Introduction
System implementation is a crucial phase in the system development life cycle, where a newly

developed system is deployed and prepared for real-world use. During this stage, all key

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requirements identified in the design phase are brought to life. The success of this phase

significantly influences the overall functionality, efficiency, and usability of the system.

System design involves structuring various components, coordinating activities, defining

operational procedures, and optimizing resource utilization to meet the system's objectives. This

includes defining data input and output processes, ensuring seamless user interaction, and

establishing the system’s operational framework.

This chapter presents the implementation of the Hospital Management System and the

corresponding results. The front-end implementation using HTML, CSS, and JavaScript will be

discussed. Additionally, the final output of the system, including user interfaces and

functionalities, will be highlighted.

4.1 Result of The Front-End Implementation of The Hospital

Management System
Fig 4.1 displays homepage with patient Login button, where new patients can create an account

by providing their personal details and medical history. Fig 4.2 presents the login page, enabling

registered users, including patients, doctors, and hospital staff, to authenticate and access their

respective accounts

Fig 4.3 showcases the hospital management system's Doctor login, featuring a navigation bar

linking to essential sections such as patient records, appointment scheduling, billing, and

administrative management. Fig 4.4 displays the appointment booking page, allowing patients to

select available time slots and book consultations with doctors.

Fig 4.7 illustrates the patient dashboard, which provides an overview of upcoming appointments,

medical history, prescriptions, and billing information. Fig 4.8 presents the doctor’s dashboard,

where healthcare professionals can view patient details, manage appointments, and update

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medical records. Fig 4.7 highlights the administrative dashboard, enabling hospital

administrators to oversee hospital operations, manage doctor schedules, and generate reports. Fig

4.8 shows the billing and payment confirmation page, where patients can review their medical

expenses and make secure online payments.

Through this structured approach, the Hospital Management System ensures a seamless,

efficient, and user-friendly experience for patients, doctors, and administrators, ultimately

improving healthcare service delivery and hospital operations.

Fig 4.1 Home Page

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 Fig 4.2 Patient login Page

Fig 4.3 Patient Registration Page

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Fig 4.4 Doctor Login Page

Fig 4.5 Admin Login Page

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Fig 4.6 Admin Dashboard Page

Fig 4.7 Patient Dashboard Page

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 Fig 4.8 Doctor Dashboard Page

Fig 4.9 Patient appointment Page

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 CHAPTER FIVE

SUMMARY, CONCLUSION, AND RECOMMENDATION

5.0 INTRODUCTION
This chapter provides a summary of the Hospital Management System (HMS) project,

highlighting its objectives, scope, and contributions. It also presents the conclusion drawn from

the implementation and analysis of the system. Finally, recommendations are provided to

improve the system’s efficiency and address future enhancements based on the identified needs

and technological advancements.

5.1 SUMMARY
This project has been systematically structured into five chapters. Chapter One introduced the

project by defining its aims, objectives, scope, and limitations. It also provided an overview of

the challenges associated with traditional hospital management processes. Chapter Two reviewed

relevant literature on hospital management systems, their benefits, existing challenges, and the

need for automation in medical record-keeping and patient management. Chapter Three covered

the methodologies used in data collection, system design, and the technical approaches employed

36
to develop the system. Chapter Four focused on the system implementation, including the

technologies used, software tools, and system testing strategies. Finally, this chapter (Five)

presents a summary of the study, a conclusion, and recommendations for further improvements.

This study developed a Hospital Management System (HMS) aimed at automating and

streamlining hospital administrative and clinical operations. The system was designed to address

inefficiencies associated with manual hospital management processes, ensuring better patient

data handling, appointment scheduling, billing, and inventory management. The system's

requirements were carefully identified, ensuring that it aligns with the needs of hospitals,

doctors, patients, and administrative staff. Software and hardware specifications were outlined to

support the successful implementation of the system.

The system includes essential features such as patient registration, appointment scheduling,

medical record management, billing and invoicing, pharmacy management, staff management,

and real-time reporting. A role-based access control mechanism ensures that only authorized

personnel can access sensitive patient data, thereby enhancing security and privacy. The system

was developed using PHP, MySQL, HTML, CSS, JavaScript, and other modern web

technologies, ensuring a smooth and efficient user experience.

5.2 CONCLUSION
In conclusion, this project successfully designed and implemented a Hospital Management

System that enhances hospital administration and patient care services. The system eliminates

inefficiencies associated with paper-based medical records, reduces waiting times, and improves

overall healthcare delivery. Through the integration of key hospital management modules, the

system ensures that patient data is securely stored, easily accessible, and efficiently managed.

37
By utilizing modern web technologies and a database-driven approach, the system facilitates

real-time data processing, minimizes errors, and ensures smooth communication between

hospital departments. The implementation of role-based access control enhances security by

restricting unauthorized access to sensitive patient records. The developed system meets the

intended functional requirements and has the potential to significantly improve hospital

operations and patient experience.

5.3 RECOMMENDATIONS
Based on the effectiveness of the Hospital Management System, the following recommendations

are proposed for future improvements:

1. Hosting and Deployment: The system should be deployed on a secure cloud server to

enable remote access for medical staff, allowing them to retrieve patient records from any

location while ensuring data security.

2. Integration with Other Healthcare Modules: Future improvements should include

integration with laboratory management, radiology systems, insurance claim processing,

and electronic health record (EHR) systems for a more comprehensive hospital

management solution.

3. User Training and Awareness: Training programs should be conducted for hospital

staff, including doctors, nurses, and administrative personnel, to ensure efficient system

usage and maximize productivity.

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4. Enhanced Security Measures: Implementing two-factor authentication (2FA), data

encryption, and regular database backups will improve data protection and prevent

unauthorized access.

5. Mobile-Friendly Interface: A mobile-responsive design or a dedicated mobile

application should be developed to allow doctors, nurses, and patients to access their

records conveniently from smartphones and tablets.

6. Automated Notifications: The system should include automated SMS and email

notifications for appointment reminders, test results, and billing alerts, ensuring timely

communication between the hospital and patients.

7. Scalability: The system should be designed to accommodate the increasing number of

patients, staff, and medical records, ensuring that as the hospital expands, the system

remains efficient and responsive.

8. AI-Powered Diagnostics and Predictions: Future enhancements could incorporate

artificial intelligence (AI) to analyze patient records, predict disease patterns, and provide

decision support for doctors.

9. Data Analytics and Reporting: Implementing data analytics features will help hospital

administrators track patient demographics, hospital performance, and resource utilization,

enabling data-driven decision-making.

10. Telemedicine Integration: Adding telemedicine functionality will allow patients to

consult with doctors remotely, reducing the need for in-person visits and improving

healthcare accessibility.

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