CHUKA UNIVERSITY PROJECT PROPOSAL

CHUKA UNIVERSITY PROJECT PROPOSAL BSC. APPLIED COMPUTER SCIENCE NAME: EMMANUEL KIRERI MUCHIRI REG.NO: EB3/31472/17. PROJECT TITLE: HOSPITAL APPLICATION SUPERVISOR: DR. EDNA TOO YEAR 2021

DECLARATION I hereby declare that this project report entitled HOSPITAL APPLICATION, submitted by EMMANUEL KIRERI, under the guidance of my supervisor, DR EDNA TOO of Chuka University is my original work and has never been submitted to any other University or institution or published earlier by any student. Name: EMMANUEL KIRERI Signature:……………………… Date: ……………………………. This proposal has been submitted for examination with my approval as University Supervisor: Name: DR. EDNA TOO Signature:……………………… Date:…………………………………………… 2

Table of Contents DECLARATION ....................................................................................................................................... 2 ABSTRACT ............................................................................................................................................... 3 CHAPTER ONE ........................................................................................................................................ 8 1.1 BACKGROUND .................................................................................................................................. 8 1.2 PROBLEM DEFINITION ................................................................................................................ 10 1.3 OBJECTIVES .................................................................................................................................... 10 1.3.1 GENERAL OBJECTIVES ............................................................................................................... 10 1.3.2 SPECIFIC OBJECTIVES ................................................................................................................. 10 1.4 RESEARCH QUESTION ................................................................................................................. 11 1.5 JUSTIFICATION .............................................................................................................................. 11 1.6 SCOPE ................................................................................................................................................ 11 CHAPTER TWO ..................................................................................................................................... 12 LITERATURE REVIEW ....................................................................................................................... 12 2.1 Introduction ......................................................................................................................................... 12 2.2 Related Studies ................................................................................................................................... 12 2.2.1 Halogen Talent Space Hospital ......................................................................................................... 12 2.2.2 e- Hospital Systems .......................................................................................................................... 13 2.2.3 ACUITY Advanced Care .................................................................................................................. 16 2.2.4 GeroPro ............................................................................................................................................ 16 2.3 Summary ............................................................................................................................................ 17 2.4 Research Gap ..................................................................................................................................... 17 2.5 Proposed Methodology ...................................................................................................................... 17 CHAPTER THREE ................................................................................................................................. 18 METHODOLOGY .................................................................................................................................. 18 3.2.1.1 Inception ........................................................................................................................................ 18 3.2.1.2 Elaborations ................................................................................................................................... 19 3.2.1.3 Constructions ................................................................................................................................. 19 3.2.1.4 Transition ....................................................................................................................................... 19 Figure 1: Incremental Methodology Diagram ............................................................................................ 20 4

3.3 Feasibility Study ................................................................................................................................ 20 3.4 Data Collection Methodology ........................................................................................................... 21 3.4.1 Questionnaire .................................................................................................................................... 21 3.4.2 Observation ...................................................................................................................................... 22 CHAPTER FOUR ................................................................................................................................... 23 SYSTEM ANALYSIS AND REQUIREMENT INVESTIGATION .................................................... 23 4.1 Introduction ....................................................................................................................................... 23 4.2 Current system investigation ............................................................................................................ 23 4.3 System Analysis ................................................................................................................................. 24 Figure 2: Authentication flow diagram .................................................................................................. 25 4.3.1 Requirement analysis ..................................................................................................................... 25 4.3.1.1 Requirements gathering ................................................................................................................. 27 Figure 3: Questionnaire example ........................................................................................................... 28 4.3.1.2 Data processing ............................................................................................................................. 29 Table 1: Methods used fir data recording .............................................................................................. 29 Table 2: Classification of current data retrieving methods .................................................................. 30 Table 3: Description of money fraud cases ............................................................................................ 30 Table 4: Description of how data is shared between departments ....................................................... 31 Table 5: Services to be improved ............................................................................................................ 31 4.3.1.3 Functional requirements. ............................................................................................................... 31 4.3.1.4 Nonfunctional requirements ........................................................................................................... 32 4.3.1.5 Hardware Requirements ................................................................................................................ 32 4.3.1.6 Software Requirements .................................................................................................................. 33 CHAPTER FIVE ..................................................................................................................................... 33 SYSTEM DESIGN .................................................................................................................................. 33 5.1 System Design .................................................................................................................................... 33 5.1.1 Flow chart diagram ........................................................................................................................... 34 Figure 4: System flow chart diagram ..................................................................................................... 34 5.1.2 Class diagram ................................................................................................................................... 34 Figure 5: System Class diagram ............................................................................................................. 35 5.1.3 State diagram .................................................................................................................................... 35 Figure 6: System use case diagram ......................................................................................................... 36 5

Table 15: Project Schedule ........................................................................................................................ 50 7

List of Tables 1

>Generating bills of each patient which include; lab fees, registration fees and medications fees. >Recording information related to diagnosis given to patients. >Keeping information about various diseases and medicines available to cure them. These are the various activities that need to be carried out in a Hospital by the operational staff, nurses and doctors. These activities are carried out as follows: 1. Information about Patients is done by just collecting the Patients name, id, contacts, gender, home area, age and gender. Whenever the Patient visits the facility, in most cases where there is no automated system the information is stored again resulting into redundancy of data and where an automated system exist the information is reflected by the system. 2. Bills are generated by recording charges for each service provided to Patient with the manual system providing different receipts but the automated system produce a single receipt will all charges from registration fees, lab fees and medication fees and any other charges included. 3. Diagnosis information to patients is generally recorded on the document, which contains Patient information. It is destroyed after some time period to decrease the paper load in the office. But in the case of an automated system the data is recorded permanently to keep track of the patient’s health status. The data can be accessed years later. 4. Information about various diseases is kept as paper files but in an automated system stores the data as digital data. Doctors themselves do the remembering various medicines and prescriptions but in other cases they consult the files in the system. In cases where the Doctors have to remember various medicines available for diagnosis leads to missing better alternatives as they can’t remember them at that time. 1.2 PROBLEM DEFINITION Lack of immediate information storage and retrieval in Hospitals is a problem facing many hospitals. The information generated by various transactions takes time and efforts to be stored at right place due to a lot of paper materials usage. 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. In other cases various changes to information like patient details or immunization details of child are difficult to make as paper work is involved. Also, lack of transparency in charging of services offered to the patients is also a problem in the modern operations in hospitals. Some medics seem to exaggerate payments to be made by patients leading to fraud. They tend to table their self- declared charges that at the end do no conform to the set charges of that certain hospital. This 3

then causes lack of transparency as there are a lot of imbalances when it comes to services charging. 1.3 OBJECTIVES 1.3.1 GENERAL OBJECTIVES The objective of this system is to automate the activities in various departments of a hospital system and integrating the activities reducing the work and establishing a proper storage of patient’s data with ease in access. 1.3.2 SPECIFIC OBJECTIVES (a) To develop a system that will enable collecting of patient’s details and having them stored in a permanent database. (b) To develop a system that will facilitate sending of patient’s information to all departments. (c) To develop a system that will facilitate payment of hospital bills by the patient in a transparent way. (d) To develop a system that will be keeping track of sessions by doctors. 1.4 RESEARCH QUESTION (a) How and which methods will be used to send information between departments? (b) Which method will be used to collect patient’s details? (c) Which method will be used to develop a transparency mode of bills and cost payment by the patients? (d) How will doctor’s sessions tracked? 1.5 JUSTIFICATION This system will automate the hospital system thus organizing and planning the activities and also maintaining patient’s data from all hospital staff ranging from doctors to finance clerks. The patient’s details will be recorded afresh if they are visiting the hospital for the first time. Otherwise the patient’s data is recorded alongside the patient earlier details thus making sure that the patient’s data can be easily retrieved if needed and allowing easy storage of data with minimum time. This automation will lead to coordination between different departments of the hospital without movement out of work areas. The system will ensure that no information is repeated anywhere, in storage. This would assure maximum use of storage space and consistency in the data stored. The system is also meant to make payment of charges a transparent process. Payments by patients will be recorded in the system for future reference by the management. 4

CHAPTER TWO LITERATURE REVIEW 2.1 Introduction The following are cases where this problem has been solved, how better these systems have been able to perform and the different failures encountered with these systems. These cases show how these systems function and the way they are developed . 2.2 Related Studies 2.2.1 Halogen Talent Space Hospital  Halogen Talent Space is easy to use and is powerful. The system ensures performance reviews and competency assessments get done on time by automating and simplifying your processes and forms. Staff throughout the organization get the direction, feedback, development and recognition they need to be engaged and have an efficient performance — and to improve patient care. Managers and employees get one simple, consistent interface to access all their information and complete their tasks. You can create all the processes and forms you need with point and click simplicity – and without needing help from IT. And you can easily add modules over time as you mature your talent management practices. Advantages  Eliminate time consuming paper work and manual processes to save everyone time and lessen your administrative burden.  Performance reviews, competency assessments, compensation adjustments and more get completed efficiently and on time.  Everyone always has all the information they need at their fingertips. 2.2.2 e- Hospital Systems E-Hospital System is a comprehensive, integrated a hospital management software, medical software, and designed to manage all the aspects of a hospital operation, such as OPD management and IPD Management, Patient Registration, Appointment, Medical Billing, and HR / payroll and the corresponding service processing and the corresponding service processing. Traditional approaches encompass paper- based information processing as well as resident work position and mobile data acquisition and presentation. Benefits of e-Hospital System 6

(a) Easy access to doctor’s data to generate varied records, including classification based on demographic, gender, age, and so on. It is especially beneficial at ambulatory (out- patient) point, hence enhancing continuity of care. As well as, Internet-based access improves the ability to remotely access such data. It helps as a decision support system for the hospital authorities for developing comprehensive health care policies. (b) Efficient and accurate administration of finance, diet of patient, engineering, and distribution of medical aid. It helps to view a broad picture of hospital growth Improved monitoring of drug usage, and study of effectiveness. This leads to the reduction of adverse drug interactions while promoting more appropriate pharmaceutical utilization. (c) Enhances information integrity, reduces transcription errors, and reduces duplication of information entries. (d) Hospital software is easy to use and eliminates error caused by handwriting. New technology computer systems give perfect performance to pull up information from server or cloud servers. - Services Management This module will take care of services provided by the hospital. Rate of services is charged by rules of hospital. It will consider panel, Night Charges, Emergency charges, Age of patient and other parameters while calculating the rate of services for a particular patient. -Patient Management This is where every patient treated in hospital will be given unique Patient ID which is useful in tracking visits of patients. All patient’s data is useful for MRD (medical record department) purposes.  OPD Registration OPD Registration is done when a patient comes to the reception desk, a new registration number is automatically allotted to him. His personal details like Name, Age, Sex, Address etc. and the services desired are fed into the software.  OPD Billing (Outdoor Patient data) OPD Billing / Collecting Billing of all OPD patients with complete details of Patient Information, Services provided like Consultation, ELABORATORY, X-ray, Ultrasound, Medicines, Procedures etc. along with Payment details.  IPD Management (Indoor Patient Data) This is when indoor patients are given their unique patient ID to facilitate efficient service delivery. 7

 Radiology Management As the tests related to radiology is booked at reception request is automatically send to radiology department.  Medical Data This module will take care of all medical data of patient. Patient's intake, outtake, Medication, reading etc.  Reception Management Status of any patient/doctor can be queried from this module e.g. timing of consultant, residential address/patient room search.  MIS Reports It will provide vital and key reports to management. All the Further we are planning to incorporate graphical analysis of reports. 2.2.3 ACUITY Advanced Care ACUITY-Advanced-care is an integrated, user friendly care management software application that provides flexibility to support the specific needs of case, utilization, disease and population health management programs. Fully client configurable Patient-centric system: a 360° patient overview Business rules automated task and workflow management Automated patient care plans from risks/gaps in care identified in-care assessments View claims, labs, medications and other data. Advantage of this system Easy access to doctors data, Enhances information integrity and eliminates error caused by handwriting. 2.2.4 GeroPro GeroPro is a complete Healthcare Information suite confederated with applications to actualize Financial & Clinical needs of LTC Facilities. GeroPro is modulated to manage the all-important functions of healthcare organizations; Patient Demographics and Face sheets, Administration of Patient Billing, Accounts Receivables, Account Payables, Resident Trust Funds & MDS, Care Plan, General Ledger, Resident Charting, Payroll, Management dashboards and etc. GeroPro advantages  Modules-Integrated Financial, Clinical & Management modules that constitute to a main goal of a fully patient care healthcare system  Fully responsive-Fully responsive with various desktop and tablet devices to improve access by the organizations staff with ease. 9

 Advance technology-Electronic submission and digitized resident records instead of storing user data in paper records.  Controlled access levels-Role based access, access restrictions and user logs that allows data protection from access by an authorized users.  Smart and flexible-Extremely user friendly and customizable interfaces  Full support-GeroPro expert team on standby for support can be notified by the system when they are need. 2.3 Summary The following weakness have been identified in the above cited cases; (i) The system is more leaned on improving the management by focusing on reducing the administrative burden instead of improving the quality of health care. (ii) The system has not introduced other payment methods rather than cash. (iii) The system is more concentrated on health management programs and data collection. (iv) The system is more a financial than a health care system because it more concentrated on staff and making the staff environment conducive. 2.4 Research Gap Reducing the patient’s service time by making the process involved consume less time thus resulting to an overall reduction in the total service time. Also catering for patients in different conditions while undergoing the same process and having other means of payment that consumes less time. 2.5 Proposed Methodology This is a combination of iterative design and incremental build model for software development. During software development, more than one iterations of the software development cycle may be in progress at the same time. The basic idea behind this method is to develop a system through repeated cycles and in smaller portions at a time (incremental) thus allowing developers to take advantage of what was learned during earlier developments. At each iteration, the design modifications are made and new functional capabilities are added. The procedure itself consists of the initialization and iteration steps and project control list. The goal of the initialization step is to create a product which the user can interact. To guide the iteration process, a project control list is created that contains a record of all tasks that need to be performed. It includes new features to be implemented. Incremental development divides the system functionality into portions, each portion is delivered through a process from requirements to development. The process groups iterations into phases: inception, elaboration, construction and transition. 10

iteration process, a project control list is created that contains a record of all tasks that need to be performed. It includes new features to be implemented. Incremental development divides the system functionality into portions, each portion is delivered through a process from requirements to development. The process groups iterations into phases: inception, elaboration, construction and transition. 3.2.1.1 Inception This identifies project requirements which include functional and non-functional requirements and risks. The following techniques are applied in requirements collection (i) Questionnaire- This involves having a set of questions to be given to the target system users to acquire system requirements. (ii) Interviews- this involves coming into contact with the system users and ask the questions inclined on gathering information from the in order to get system requirements. (iii) Observation- this involves observing the intended system users and gaining information from them without interaction with them. 3.2.1.2 Elaborations This phase delivers a working architecture that removes the risks and fulfills the non- functional requirements. The point in this phase is to ensure that the team developing a system develop a system according to the requirements set. 3.2.1.3 Constructions This phase incrementally fulfills the architecture of the system with the production of portions of the system that fulfill the functional requirements of the system. The portion produced is tested for existing errors or bugs and debugged making sure that the portions is fully functional and ready for use by the target user. 3.2.1.4 Transition This is the final phase in a project. The phase is meant to deliver the new system to its end user/client. This phase includes the migration of data from legacy system to the end user’s trainings. A representation of incremental methodology is as below; 12

Figure 1: Incremental Methodology Diagram Advantages of using Iterative and incremental Methodology  Generates a working software quickly and early during the life cycle.  It is more flexible as it requires less cost to change the scope and requirements.  Easier to test and debug during a smaller iteration.  Easier to manage risk as risky pieces are identified and handled during its iteration.  Each iteration is an easily managed milestone. 3.3 Feasibility Study This is the study of availability of the resources that ought to be used in the process of system development. The study also involves the resources to be used in the system implementation. This also includes the process of determining whether the resources and technologies to be used fit the budget that has been set. Some of the details to be considered are; Operational feasibility Some of the operational feasibility factors include;  System implementation issues.  Advantage of the system that the other existing systems.  Skills required to use the system. 13