Patient Record Management System Report

PATIENTS RECORDS MANAGEMENT

SYSTEM

A CASE STUDY OF EMMANUEL MEDICAL

CENTRE

By

OCHAN KALUNGI JIMMY

FEB/2011/BIT/B8182/DAY

Supervisor

Ms. Namara Asiimwe

Department of CIT

A Research Report Submitted in Partial Fulfillment of the

Requirements for the Award of Bachelor Degree in

Information Technology of Nkumba University

May, 2014.1

DeclarationI do hereby declare that this report is my original work and has

never been submitted for any award of a degree in any institution

of higher learning.

NAME INDEX NO REG-NOOCHAN KALUNGI JIMMY FEB/2011/BIT/

B8182/DAYI060

i

ApprovalI certify that this project is the original work of the above

named student and has been done under my supervision. The work

has never been submitted for any award of a degree in any

institution of higher learning.

ii

Signed:………………………………… Date:……………………………….

Supervisor

Ms. Namara Asiimwe

iii

DedicationI dedicate this report to my parents, guardians and my supervisor

and all those who have supported me in my research and findings.

May the Almighty God bless you.

iv

AcknowledgmentI am grateful to several people for the support and guidance they

accorded me.

Special thanks go to Ms. Namara Asiimwe my supervisor for

enabling me to realize the importance of time management and for

her continued guidance throughout the course of the project.

To the mentors, thank you for the advice and support.

I was lucky enough to work with a group of enthusiastic and

communicative people: to my colleagues and the lecturers, thank

you for being cooperative and helpful.

I would like to thank my parents for the encouragement, love and

financial support they gave me. Most importantly, we thank the

Almighty God for keeping me strong and healthy and enabling me to

complete our course.

v

Contents

Declaration

iiApproval

iiDedication

iiiAcknowledgment

iiiTable of contents vList of Tables v

vi

List of Figures

viList of Appendices

viiiList of Abbreviations

ixAbstract xCHAPTER 1 1Introduction 11.0 Introduction 11.1 Background 11.2 Problem Statement 11.3 Objectives 21.3.1 Main Objective 21.3.2 Specific Objectives 21.4 Scope 21.5 The importance of the problem 21.6 Beneficiaries 3

CHAPTER 2 4

vii

Literature Review 42.0 Introduction 42.1 Description of the current system 42.2 Patients Records Management System 52.2.1 The need for a Patients Records Management System 52.2.2 Features of a Patients Records Management System 62.3 Related systems (existing systems) 72.3.1 Patient Management Software 72.3.2 Chronic Patient’s Management. 72.4 Types of Record Management System 82.4.1 Conclusion 9CHAPTER 3 9Methodology 93.1 Study Analysis 93.2 Literature review.........................................103.3 Requirements gathering

113.3.1 System study

113.3.2 Interviews

113.3.3 Questionnaires

113.4 System Design

viii

123.5 Software Implementation

123.5.1 Server

123.6 Testing and Validation of the interfaces

13CHAPTER 4

14System Analysis and Design

144.1 Introduction

144.2 System Study

144.3 Table of findings

144.4 Weaknesses of the current system

194.5 Proposed Improvements

19

ix

4.6 Functionalities of the proposed Patients Records Management system........................................................204.7.1 User Requirements

204.7.2 Functional Requirements

214.7.3 Non-functional Requirements

214.7.4 System Requirements

214.8 Design Modeling

224.8.1 Context diagram for Patients Records Management System

244.8.2 DFDs for Patient’s Records Management System

254.8.3 Level 1 DFD

264.8.3 Data dictionary describing Level 1 DFD on figure 2

274.9 Data Modeling

x

274.9.1 Logical Data Modeling

284.9.2 Modeling relationships between entities

294.9.3 Entity Relationship Diagram for Patients Records Management System

314.9.4 Physical Database Design................................324.9.5 Pseudo Codes for Patients Records Management System

35CHAPTER 5

38Presentation of Results

385.1 Number of patients attended to by a doctor

385.2 What Management owes a Doctor

39References

40

xi

Appendices

41CHAPTER 6

506.1 FINDINGS.................................................506.2 CONCLUSIONS..............................................746.3 RECCOMMENDATIONS.........................................756.4 FUTURE WORK..............................................75

List of Tables

TABLE 1: SHOWING TYPES OF RECORDS MANAGEMENT SYSTEM.....................8

TABLE 2: TABLE SHOWING QUESTIONNAIRES FOR DOCTORS.....................16

TABLE 3: TABLE SHOWING QUESTIONNAIRES FOR MANAGEMENT...................17

TABLE 4: TABLE SHOWING QUESTIONNAIRES FOR PATIENTS....................18

TABLE 5: A DESCRIPTION OF HARDWARE REQUIREMENT.......................21

TABLE 6: A DESCRIPTION OF SOFTWARE REQUIREMENTS.......................21

TABLE 7: A DATA DICTIONARY FOR DATA FLOWS...........................24

TABLE 8: A DATA DICTIONARY FOR DATA STORES...........................25

TABLE 9: A DESCRIPTION OF ENTITIES AND THEIR ATTRIBUTES................26

TABLE 10: A DESCRIPTION OF ENTITY DOCTORS...........................29

TABLE 11: A DESCRIPTION OF ENTITY MANAGEMENT_STAFF....................29

TABLE 12: A DESCRIPTION OF ENTITY PATIENTSRECORDS.....................30

TABLE 13: A DESCRIPTION OF ENTITY PRESCRIPTION.......................30

TABLE 14: A DESCRIPTION OF ENTITY SYSTEMS_ADMINISTRATOR................31

Table 15: Table showing time frame............................37

xii

List of FiguresFIGURE 4.1: CONTEXT DIAGRAM FOR PATIENTS RECORDS MANAGEMENT SYSTEM......23

FIGURE 4.2: LEVEL 1 DATA FLOW DIAGRAM FOR THE PATIENT’S RECORDS MANAGEMENT

SYSTEM......................................................24

FIGURE 4.3: ENTITY RELATIONAL DIAGRAM FOR PATIENTS RECORDS MANAGEMENT

SYSTEM......................................................28

FIGURE 4.4 : PIE CHART 1: SHOWING THE AGE OF DOCTORS OR NURSES.........45

FIGURE 4.6 : PIE CHART 3: SHOWING THE LEVEL OF EDUCATION OF DOCTORS OR

NURSES.......................................................46

FIGURE 4.7 : PIE CHART 4: SHOWING THE SYSTEM DOCTORS USE FOR PRESCRIPTION.

...........................................................47

FIGURE 4.8 : PIE CHART 5: SHOWING THE CHECKING OF PRESCRIPTION.........48

FIGURE 4.9 : PIE CHART 6: SHOWING THE CURRENT SYSTEM’S PATIENTS RECORD

KEEPING .....................................................48

xiii

FIGURE 4.10 : PIE CHART 7: SHOWING THE TRACKING OF THE PATIENTS RECORDS .49

FIGURE 4.11 : PIE CHART 8 : SHOWING THE CURRENT SYSTEM’S MEANS OF

COMMUNICATION ................................................50

FIGURE 4.12 : PIE CHART 9 : SHOWING THE CURRENT SYSTEM’S SAVING OF PATIENTS

INFORMATION...................................................50

FIGURE 4.13 : PIE CHART 10: SHOWING THE CURRENT SYSTEM’S RETRIEVAL OF

PATIENTS INFORMATION ..........................................51

FIGURE 4.14 : PIE CHART 11 : SHOWING THE CURRENT SYSTEM’S CONTRIBUTION TO

RESEARCH AND ACADEMIA .........................................52

FIGURE 4.15 : PIE CHART 12 : SHOWING THE CURRENT SYSTEM’S ACCESSIBILITY OF


FIGURE 4.16 : PIE CHART 13 : SHOWING THE CURRENT SYSTEM’S SHARING OF


FIGURE 4.17 : PIE CHART 14 : SHOWING THE RATE OF SERVICE DELIVERY OF

DOCTORS OR NURSES.............................................54

FIGURE 4.18 : PIE CHART 15 : SHOWING CURRENT SYSTEM’S GENERATION OF REPORTS

...........................................................54

FIGURE 4.19 : PIE CHART 16: SHOWING THE CURRENT SYSTEM ON HAVING MULTIPLE

FILES OF PATIENTS.............................................55

FIGURE 4.20 : PIE CHART 17 : SHOWING THE ABILITY OF THE CURRENT SYSTEM

EXPERIENCING DISASTERS..........................................56

FIGURE 4.21: PIE CHART 18 : SHOWING THE CREATION OF NEW SYSTEM TO REDUCE ON

ADMINSTRATIVE COSTS............................................56

FIGURE 4.22 : PIE CHART 19 : SHOWING THE DESIRE OF DOCTORS OR NURSES TO

HAVE AN AUTOMATED PATIENTS RECORDS MANAGEMENT SYSTEM.................57

xiv

FIGURE 4.23 : PIE CHART 20 : SHOWING THE AGE OF THE ADMINSTRATORS IN

MANAGEMENT...................................................58

FIGURE 4.24 : PIE CHART 21: SHOWING THE GENDER OF THE ADMINSTRATORS IN THE

MANAGEMENT ..................................................58

FIGURE 4.25 : PIE CHART 22 : SHOWING THE CONTRIBUTION OF THE CURRENT SYSTEM

TO RESEARCH AND ACADEMIA........................................59

FIGURE 4.26 : PIE CHART 23 : SHOWING THE CURRENT SYSTEM’S MEANS OF

COMMUNICATION AMONG THE MANAGEMENT................................60

FIGURE 4.27 : PIE CHART 24 : SHOWING THE CURRENT SYSTEM’S SHARING OF

INFORMATION AMONG MANAGEMENT.....................................60

FIGURE 4.28 : PIE CHART 25 : SHOWING THE CURRENT SYSTEM’S ABILITY TO

GENERATE REPORTS..............................................61

FIGURE 4.29 : PIE CHART 26 : SHOWING WHETHER THE CURRENT SYSTEM CAN

EXPERIENCE DISASTERS...........................................61

FIGURE 4.30 : PIE CHART 27 : SHOWING THE CREATION OF NEW SYSTEM TO REDUCE

ON ADMINSTRATIVE COSTS.........................................62

FIGURE 4.31 : PIE CHART 28 : SHOWING THE CURRENT SYSTEM ABILITY TO HELP IN

PLANNING ....................................................63

FIGURE 4.32 : PIE CHART 29 : SHOWING THE AGE OF THE PATIENTS.........64

FIGURE 4.33 : PIE CHART 30: SHOWING THE GENDER OF THE PATIENTS.........64

Figure 4.34 : Pie chart 31 : showing the system doctors use for

presription ...............................................65

xv

List of Appendices

APPENDIX I: BUDGET ESTIMATES......................................36

APPENDIX II: TIME FRAME..........................................37

xvi

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List of Abbreviations

DB- Database

DBMS- Database Management System

DFD- Data Flow Diagrams

ERD- Entity Relational Diagram

HTTP- Hypertext Mark-up Language

MySQL- My Structured Query Languages

PHP- Hypertext Pre-Processor

xvii

AbstractWith the highly improving technology today, the Patients Record

Management System was a vital system to cope up with rapid

growing technology. It’s considered as the only means of moving

from manual system of recording patient’s information to another

new system where the whole process is automated. Considering

management of patient’s information manually a lot of challenges

were met. Issues like fire outbreaks, misplacements of patient’s

information, time wasting in search for this files, the whole

process of accessing the files. Eliminating this delays and

improving accessibility of the patients information were most

important considering the fact that the system aimed at reducing

time spent on searching for patient’s files. This system could be

accessed by the authorized users say the medical personnel of a

given health unit.

xviii

To come up with this system, user and system requirements were

elicited and analyzed to determine functional and non-functional

requirements of the proposed system. This design was thus

implemented and tested to come up with a functional system. This

system enables quality of service in terms of medical attention

given by enabling doctors and management to be able to view the

rate of common diseases and their percentages.

Management is also able to know the number of patients a

doctor has attended to within a particular specified period of

time. This makes it easier for management to view and know how

much a doctor is supposed to be paid at the end of the month.

xix

CHAPTER

ONE

Introduction

Patients Records Management System is a fully-fledged system

which is aimed at enabling Emmanuel Medical Centre to keep track

of all the patients’ records and be accessed with ease. This

helped to improve ways in which services were rendered to

patients by increasing efficiency. Emmanuel Medical Center has

three clinics (general clinic, dental clinic and eye clinic) and

services offered include Reproductive Health, Pharmacy, Emergency

Services, X-Ray and Ultra Sound Services, Physiotherapy Services,

Laboratory Services, Ward Services. The developed system enhanced

quality and efficiency delivery of the above services due to the

ease at which the records were accessed.

1.0 Background

Emmanuel Medical Centre is one of the largest public Medical

Centre in Entebbe which provides medical services to people in

Entebbe, staff of and private patients.

The number of patients to be served has dramatically increased

leading to a slow delivery of services. There is a possibility of

the patients being given wrong drugs prescriptions due to fatigue

caused by a lot of writing by doctors and nurses trying to reduce

the queues.

1

1.1 Problem Statement

The problem Emmanuel Medical Centre facing is using the manual

process to provide health services, use of cards, files to track

records of continuing patients and set up records for new

patients in the hospital. This process has many inconsistencies

and inconveniences like patients losing their health cards or

their files being misplaced. Therefore an automated system helps

to keep track of patient’s records and medical bills making it

easy to determine the state of new and continuing patients. This

system enhances quality of service in terms of medical attention

given by enabling doctors and management to be able to view the

rate of common diseases and their percentages. Management is also

able to know the number of patients a doctor has attended to

within a particular specified period of time. This makes it

easier for management to view and know how much a doctor is

supposed to be paid at the end of the month.

1.2 Objectives of the study

1.3.1 Main Objective of the study

To design a Patients Records Management System that enables

Emmanuel Medical Centre keep track of their patient’s records,

doctors and management to be able to view the rate of common

diseases and their percentages, management to know the number of

patients a doctor has attended to within a particular specified

period of time thus making it easier for management to view and

2

know how much a doctor is supposed to be paid at the end of the

month.

1.3.2 Specific Objectives

A. To design a user friendly system that will capture, store

and retrieve the stores records.

B. To design a database and its application that will generate

reports concerning the evolution of the store.

C. To develop a secured store system which can access storage

with a huge amount of data.

3

1.4 Scope

The study focuses on designing a Patients Records Management

System that was used by Emmanuel Medical Centre in keeping track

of their patient’s records.

1.4.1 Context diagram for Patients Records Management System

This figure shows how the major entities in the system that is

medical personnel, management and system administrator’s

interaction with the main system.

Figure 4.1: Context diagram for Patients Records Management System

4

1.4 The significance of the study

Many patients end up spending a lot of time when being diagnosed

because the original diagnosis and treatment notes cannot be

retrieved, so with the development of the proposed system this

problem is solved since the system is able to manage the

patient’s details.

Another serious issue is over prescription, where patients are

continued on a prescription that is not effective and yet this

can have access to the patient records. So with the development

of this system, the patient’s details will be followed by the

doctor to prescribe better or effective prescriptions.

1.5 Beneficiaries

The developed system is beneficial to medical officers and

researchers in patient record management systems.

Patients (Students)

The system will ease on the burden of carrying the medical cards

which can easily be misplaced by the patients or students

Doctors and Nurses

The system will help Doctors and Nurses to give proper

prescriptions to the patients considering the previous

prescriptions given to them and avoids the making of mistakes

made due to lack of documents to show the previous prescriptions

given.

5

Management

Help in record keeping for overall operations to improve on the

service delivery.

CHAPTER 2

STUDY

LITERATURE

2.0 Introduction

This chapter covers how the current process was carried out and

findings that is reviewed from different sources such as eBooks,

online journals, newspapers, magazines and the internet. It shows

brief on what other studies worked on and how their system works.

The chapter presents various systems used by hospitals to

automate the process. Various literatures from various studies on

the types of hospital management systems they operated their

advantages, how they manage and how effective it brings the

organization in use. Literature review published information in a

particular subject area, and sometimes information in a

particular subject within a certain period of time.

2.1 Description of the current system

Accessing patient’s files and records at Emmanuel Medical Centre

is manually in all the departments, making it very labor

6

intensive and ineffective. This process involves very large

amounts of data, thus consuming a lot of time. The cause of data

retrieval, loss of information results since the nurse or the

person involve in data search dealt with very many files for

different years. This was actually cumbersome and extremely

hectic. This trend was good to be dealt out with for better

services to the patients in hospitals. This process had so many

inconsistencies and inconveniences like patients losing their

health cards or their files being misplaced. Therefore an

automated system helps to keep track of patient’s records and

medical bills making it easy to determine the state of new and

continuing patients.

The following are some of the reasons why the manual

files storage should not be used in the hospital.

The current process of attending to patients has a number of

problems including the following:

7

1. High possibility of losing patients previous records and files

due to misplacement, disasters occurrences like fit breaks.

2. It is time wasting e.g. in terms of capturing, analyzing and

verifying details about patients, scheduling and making of their

appointments.

3. It faced a possibility of many human error caused by doctors

in their prescription due to fatigue.

4. It is expensive due to high administrative costs incurred in

terms of high stationary costs, printing patient’s cards, data

entry and capture, data analysis and cleaning for storage

purposes.

Emmanuel Medical Centre was able to efficiently store and keeps

track of their patient’s records; the system provides an easy

mechanism for doctors and nurses to retrieve the prescription

they had earlier written so as to avoid making wrong

prescriptions. The management was able to budget and improve the

service delivery of the hospital. The project produces a Patients

Records Management System that enabled Emmanuel Medical Centre

keeps track of their patient’s records.

2.2 Patients Records Management System

This is an automated system that keeps track of all patients’

details and enables easy access, retrieval and storage of the

patient’s information. The management was able to budget and

improve the service delivery of the hospital.

8

2.2.1 The need for a Patients Records Management System

A need according to Encarta Dictionaries is defined as a pressing

requirement of something essential in order to have success or

achieve a goal, Encarta Dictionaries, 2008. The proposed Patients

Records Management System was dramatically and by a large extent

helped Emmanuel Medical Centre improve on the quality of services

offered to its patients. The hospital is able to efficiently

store and keep track of their patient’s record that is the system

provided an easy mechanism for doctors and nurses to retrieve the

prescription they had earlier written so as to avoid making wrong

prescriptions and the management to easily budget for hospital.

The project produced a Patients Records Management System that

enabled Emmanuel Medical Centre keeps track of their patient’s

records.

2.2.2 Features of a Patients Records Management System

According to Entreon, Warken aan warrken, 2009 “A system that has

various intuitive features will make it more convenient to the

users in an organizations”.

These features include:

Easy usability

Usability is the degree to which a given product or system

assists the person using it to accomplish a task.

Reliability

A measure of consistency or stability.

Programming logic

9

Programming logic consists of one server program, scripts that

are used to validate data, perform calculations or navigate the

patients through the Patient’s Information Management system.

According to Introduction to Programming logic (2009).

Database

A database is a shared collection of logically related data and

a description of this data designed to meet the needs of an

organization. Connolly & Begg (2004). The database could be a

set of flat files and/or database tables. The structure of the

database was designed to facilitate data access and/or updates by

both the medical personnel and the server.

Secure user-login and management interface

The system is to ensure security and integrity of information

captured by enhancing restricted login and rights to respective

entity given according to regulations and policies of Emmanuel

Medical Centre

2.3 Related systems (existing systems)

2.3.1 Patient Management Software

Patient Management Software (PMS) is software that is regulated

as a medical device. It is software that is used to acquire

medical information from a medical device to be used in the

treatment or diagnosis of a patient. It was also used as software

that is an adjunct to a medical device and directly contributed

to the treatment of the patient by performing analysis, or

providing treatment or diagnosis functionality that replaced the

10

decision and judgment of a physician. This is being used in

Canada.

The system was implemented to run on a desktop setting or from a

server where multiple accesses can be done. The system utilizes

QR codes to confirm payments and also record patient diagnosis

results that made using this system highly sophisticated tool for

storing and retrieving patient’s details. According to De Toledo

P, et al (2000). A telemedicine system to support a new model for

care of chronically ill patients.

The implementation of a Patients Records Management System came

up with a system that will enable Emmanuel Medical Centre and

other hospitals keep track of their patient’s records, doctors

and management to be able to view the rate of common diseases and

their percentages, management to know the number of patients a

doctor has attended to within a particular specified period of

time thus making it easier for management to view and know how

much a doctor is supposed to be paid at the end of the month.

2.3.2 Chronic Patient’s Management.

The system was developed to support the Chronic Disease

Management Model consists of two main elements:

1. A virtual and ubiquitous cooperative working space, a

continuum of care space, to coordinate at any time and place all

professionals of the multidisciplinary care team (primary care

personnel, specialists based at different hospitals. All of them

procuring common targets centered on the patient, with predefined

11

and consensual care plans and making use of tools to optimize all

available resources and tasks efficiency

2. A multi-access system to allow the patient or the professional

to access any service available adapted to his/her better

convenience and needs, including telemonitoring services if

required by the patient. According to Pauwels RA, Buist AS, et al

(2003)

2.4 Types of Record Management System

Patients

Records

Management

System

Document

Management

System

Library

Management

System

Digital

Imaging

System

Speed

Accuracy

Accessibility

Completeness

Comprehensive

12

nessCompliance

Effectiveness

Security

Authenticity

Table 1: showing types of records management system used in

different organizations

A number of record management systems above were reviewed

according to various system requirements and Patients Records

Management System was adopted.

.

CHAPTER

THREE

Research Methodology

3.1 Introduction

Chapter three majorly focuses on the various basic methodologies

for the research project the study analysis that is carried out,

the key elements of the system design methods to be used. The

13

main goal is to implement a research project that would be used

by Emmanuel Medical Centre.

3.2 Requirements gathering

3.1.1 System studyObjective (a) of obtaining the requirements for designing a Patients

Records Management System, a system study and analysis for

Emmanuel Medical Centre are carried out.

3.2.1 Interviews

An interview is a conversation between two or more people (the

interviewer and the interviewee) in a context where the questions

are asked by the interviewer to obtain information from the

interviewee. The free dictionary, 2007 Interviews was conducted

with the help of a number of groups using the current

technologies for example Emmanuel Medical Centre and staff.

Interviews are used because:

They help to document personalities of prospective users of

Emmanuel Medical Centre Management and staff that are both

technical and operational.

They assist to expand our understanding of the hospital

operations thus the researcher is in a better position to

collect requirements.

3.1.1 Questionnaires

A Questionnaire is a form containing a set of questions addressed to a statistically significant number of subjects as a way of gathering information for a survey.The free dictionary, (2007).

14

Questions were used to capture raw data from individuals whowere patients, nurses, doctors, management, students and anyother relevant group that provided the information.

Questionnaires are used to capture raw data from individuals

in the shortest time possible. They contained direct

questions designed to strategically attain data on

particular fields.

The questionnaire method of data collection has the

following advantages:

Questionnaires are familiar to most people since nearly

everyone has some experience in completing questionnaires.

Questionnaires reduce bias since there is a uniform question

presentation. The researchers’ opinions is not influenced

the respondent to answer questions in a certain manner thus

offers great anonymity.

Questionnaires are easy to analyze using SPSS and Excel thus

coming up with a comprehensive report of the findings.

3.4 System Design

Objective (b) of systems analysis and design of the proposed Patients

Records Management System was achieved by designing a database

using conceptual, logical and physical database a design.

These were developed using tools such as Microsoft Visio. Project

management tools such as Microsoft project professional are used

15

to present the time schedules for the system development

procedures, task dissemination and ordering

3.5 Software Implementation

Objective (c) of software implementation of the proposed Patients

Records Management System was achieved by use of a client-server

model architecture which involves having a main server that

provided information to other workstations/computers, which are

known as the clients that accessed it through the internet. The

server runs a server-side program that is accessed by client

programs through the internet.

3.5.1 Server

Essentially the server is a computer with server software

installed and running, connected to a network .The server is

networked to connect it with other machines by connecting it to

the clients. The system included a server side application. The

following applications were used to implement the server side

application.

(i) PHP

16

The researcher used visual studio due to the advantages that fall

under the programming languages. Visual studio languages enhance

the need to expand a program where features of the objects in the

program can be added independently without reorganizing the

system.

(ii) Databases

The system has a database on which the rest of the application is

based. The researcher used VB for the Patients Record management

database application.

(iii) Client interface

The user-facing element in a Client Server application provides

the means to interact with it. The interface takes the form of a

web application, connecting and interfacing with the database.

The client interface's role overall is to sending a request to

the server, which responds in return. The researcher developed

the interface using VB on windows operating system platform.

3.6 Testing and Validation of the interfaces

Objective (d) of testing and validation of the proposed Patients

Records Management System is achieved by unit and integration

testing of the developed system. The researcher fed in test data

in the required fields in system and upon execution checked if

the system realized the expected output. This helped the

researcher to know whether the functionality of the system had

been achieved and check for errors. The validation is done

through an experiment in an actual computer where the system is

17

deployed in a few computers and actual users are able to interact

with the system and provided feedback.

Appendices

Appendix I: Budget Estimates

Item quantity rate

Amount

Stationery

Sub-total

200.000/=

Sub-total

200.000/=

This budget includes a feasibility study, mapping out the field

as well as organizing and carrying out interviews.

Secretarial Services

Word processing (typing) and printing

50.000/=

Photocopying 20.000/=

Data analysis 200.000/=

Binding books 3 10.000@ 30.000/=

Sub- total 300.000/=

Grand total 500.000/=

18

Appendix II: Time Frame

Activities Month1. Writing and submission of

research proposal

2. Collection of data

3. Data analysis

4. Writing research report

February

2012

March

2012

March 2012

April

2012

19

5. Submitting research report May 2012

CHAPTER 4

System Analysis and Design

4.1 IntroductionThis chapter focuses on system analysis, determining of

requirements that is; user, functional and non-functional

requirements and system design among others.

4.2 System StudyDuring the system study the researcher used various mechanisms to

come up with the findings and fully understood end user

20

requirements. They were identified by using questionnaires,

interviewing and observing end users. During the system study, it

was discovered that here was a high occurrence of prescription

mistakes to patients due to lack of reference mechanisms that are

supposed to help the doctors. Requirements were categorized into

three mainly user requirements, functional requirements and non-

functional requirements.

4.3 Table of findings

QUESTIONAIRE FOR DOCTORS/ NURSES

The table shows analyzed data of the questionnaires from doctors.

QUESTION ANSWER SCORE

Age 25 and below 325-35 335-45 045 and above 0

50%

50%

0%

0%

Gender

Male 4Female 2

67%

33%

Level of

educationCertificate 2

21

Diploma 1Degree 3Masters 0Phd 0

33%

17%

50%

0%

System doctors

use for

prescription

manual system 6Automated system 0

100%

0%

Checking

prescription Yes 3No 3

50%

50%

System keep all

patients

records

Yes 4No 2

67%

33%

Track the

patients

records

very fast 0Fast 0Fair 0Slow 5very slow 1

0%

0%

0%

83%

17%

Means of

communicationYes 5No 1

83%

17%

Save patients

informationManually 6Automated system 0

100%

22

0%

Retrieve

patients

information

very fast 0Fast 0fairly fast 0Slow 5very slow 1

0%

0%

0%

83%

17%

Contribute to

researchYes 4No 2

67%

33%

Access patients

informationvery fast 0Fast 0fairly fast 4Slow 1very slow 1

0%

0%

67%

16%

17%

Share patients

information very fast 0Fast 0fairly fast 0Slow 4very slow 2

0%

0%

0%

67%

33%

Rate your Excellent 0 0%

23

service

deliveryGood 0Fair 4Poor 2

0%

67%

33%

Quickly

generate

reports

Yes 1no 5

17%

83%

Patients to

have multiple

files

Yes 2No 4

33%

67%

Experience

disasters Yes 4No 2

67%

33%

Reduce on

administrative

costs

Yes 5no 1

83%

17%

Patients

records

management

system

Yes 5No 1

83%

17%

Table 2: Table showing questionnaires for doctors

QUESTIONAIRE FOR MANAGEMENT

24

The table shows analyzed data of the questionnaires from hospital

management.

QUESTION ANSWER SCOREAge 25 and below 0

25-35 035-45 245 and above 4

0%

0%

33%

67%Gender Male 2

Female 433%

67%Contribution of

the current

system

Yes 4No 2

67%

33%

Means of


67%

33%Sharing of

information among

management

very fast 0Fast 0Fairly fast 0Slow 4very slow 2

0%

0%

0%

67%

33%Generate reports Yes 4

No 267%

33%Experience

disastersYes 4No 2

67%

33%Reduce on

administrative

costs

Yes 4No 2

67%

33%

Current system Yes 2 33%

25

help you plan

efficiently No 4 67%

Table 3: Table showing questionnaires for management

QUESTIONAIRE FOR PATIENTS

The table shows analyzed data of the questionnaires from various

patients.

QUESTION ANSWER SCORE

Age 25 and below 425-35 235-45 045 and above 0

67%

33%

0%

0%

Gender Male 3Female 3

50%

50%

System doctors

use for

prescription

manual system 6Automated system 0

100%

0%

Table 4: Table showing questionnaires for patients

26

4.4 Weaknesses of the current system It was realized that the current system does not allow

doctors to view previous prescriptions pertaining made

pertaining the disease thus prone to making mistakes due to

fatigue.

The current system does not enable doctors to record and

store patient’s information in an organized way for easy

retrieval.

It was noted that prescriptions are given to patients who in

the long run goes away with them thus a challenge in

retaining similar information for future reference.

Retrieval of needed information by doctors or management was

not enhanced in the current system.

There was no information sharing and dissemination by

medical staff in the current system that will enhance easy

identification of new symptoms and prescriptions

4.5 Proposed Improvements

Doctors and management be able to view the rate of common

diseases and their percentages.

Management to be able to know the number of patients a

doctor has attended to within a particular specified period

of time thus making it easier for management to view and

27

know how much a doctor is supposed to be paid at the end of

the month.

4.6 Functionalities of the proposed Patients Records Management

system

The system enables doctors to record and store patient’s

information in an organized way for easy retrieval.

The system stores patients’ information that is recorded for

future reference.

The system enables doctors or nurses to give prescriptions

to patients and store all the prescriptions given.

The system enables doctors or nurses to check and view

previous prescriptions to avoid mistakes.

The system enhances retrieval of needed information by

doctors or management.

The system enables information sharing and dissemination by

medical staff for easy identification of new symptoms and

prescriptions.

4.7.1 User RequirementsUsers are the people who will interact with the system in one way

or the other. Potential

Users of the system are the medical personnel, system

administrators, administrators and organizations that many need

to do further data processing with the system data. The different

user requirements are described below:

28

a) Medical personnel

The system should enable doctors to record and store

patient’s information in an organized way for easy

retrieval.

View the prescriptions that were previously given to the

patient’s before prescribing for them new drugs

Medical personnel will also be able to know the number of

patients that have been entered or registered by the system

and their full information concerning their previous

diagnosis.

b) System Administrators

Ensure proper functionality of the system by ensuring a high

uptime is maintained for easy operation ability.

c) Management

The system enhances management to generate end process

reports easily.

4.7.2 Functional Requirements The system should be able to respond to searches by the

medical personnel or even other users of the system.

The System should be able to summarize the reports to the

administrators about what is happening on daily basis or

after every minute.

29

Administrative Interface should allow for proper

interpretation of data through the use of graphs and

reports.

4.7.3 Non-functional Requirements System must ensure right format is followed while

interacting with the system and only valid date should be

sent to the system.

The system should use more informative error messages to

help the user understand what to do next.

For the administrative interface, only administrators can

add or remove other administrators but there should be at

least one administrator of the system.

The system should allow future expansion and modification.

.

4.7.4 System RequirementsThis section describes the hardware and software requirements of

the system.

Table 5: A description of Hardware Requirement

Hardware Minimum Specifications

30

Server - Random Access Memory(RAM): 512 MB or

higher

- Processor Speed: 1.3 GHz and above

- Hard Disk Space: 10GB

- 1 year uptimeSystem Unit - Processor: Pentium III and above

- Memory: 512 MB of RAM or higher

- Hard Drive space-10 GBMonitor display -1024 × 768 High color-16 bit Recommended

Table 6: A description of Software requirements

Software SpecificationsOperating System - Windows 7, Windows 2000,

Windows NT, Windows XP and

Windows Server 2005 Enterprise

EditionDatabase MySQL

Server Apache

4.8 Design ModelingRepresentation of the system was done by use of a Data Flow

Diagram. This describes the design that includes: the structure,

31

behavior, and interaction of the different components in the

system, the context diagram and the architecture of the system. KEYSYMBOLS

Symbo

l

Description

External

entity

It is outside the context of the system

and can be any class of people,

organization or another system.

Its function is to supply or receive

data. It is the originator or receiver

of information outside the scope of the

system portrayed in the data flowing.

Data flow It shows the movement of data and is a

pipeline carrying data through the

system. These show the movement of data

between processes, external entities,

and data stores in a DFD

32

Process This portrays the transformation of

input data flows to output data flows in

DFDs. Incoming data flows are processed

or transformed into outgoing data flows.

Data store A temporary /time delayed repository

that processes can add data to/or

retrieve data from.

Data Report Shows reports generated after an action

performed

4.8.1 Context diagram for Patients Records Management System This figure shows how the major entities in the system that is

medical personnel, management and system administrators’

interaction with the main system.

33

Figure 4.1: Context diagram for Patients Records Management System

4.8.2 DFDs for Patient’s Records Management System

DFDs were used to establish system functions. It was broken down

from the context diagram onward into a Level 0 and 1 DFDs through

a technique called Leveling. Leveling is the decomposition from a

Context Diagram to a much detailed representation in this case,

levels 0 and 1.

34

External entities: Medical personnel, management, System

administrators.

Process: Patients Records Management System

4.8.3 Level 1 DFDFigure shows how the Patient’s Records Management System was

decomposed into different processes that interact with data

stores and external entities.

35

Figure 4.2: Level 1 Data Flow Diagram for the Patient’s Records

Management System

4.8.3 Data dictionary describing Level 1 DFD on figure 2

Table 7: A data dictionary for data flows

Data flow name DescriptionPatient’s information Refers to the information users send to

the system to either register with the

system or ask for the services from the

system.Registration of

patients

Patients are registered by the medical

personnel in the systemLogin details The user of the system enters the

required login details by the systemViews reports The medical personnel, management and

system administrators are able to view

reports as requestedAdd, view , delete,

update

When the system administrator wants to

make changes as required Generates Report When management or any other user of the

system is need of some information

concerning the patients, a report is

generated.Prescription of drugs Refers to prescribing of drugs to the

patients

36

Table 8: A data dictionary for data stores

Data store name DescriptionPatient’ s registration

store

Stores the registered details or

information about the patientsUser registration store Stores user registration information.

E.g. medical personnel and the system

administratorsPatient’s Prescription Store the prescriptions of the patients.

4.9 Data ModelingData modeling is the analysis of data objects that are used in a

business or other context and identification of the relationships

among these data objects.

4.9.1 Logical Data ModelingEntity name Description Attributes

1 systems_adminis

trator

After login he can change password

or username. Add/remove users.

Add services like

Add/update patients

View reports

Patients information

Other users information

AdminId

Usertype

Password

Username

2 prescription Prescriptions given to customers

including the previous ones

PrescriptionId

PrescriptionGive

37

n

AdditionalInform

ation

DateOfPrescripti

on

AmountPaid

PatientsId

3 patientsrecords Shows all the patients

information

PatientsId

PhysicalAddress

LastName

Age

Gender

Contact

FirstName

4 management_staf

f

Stores the information of the

management staff as well as their

customers.

StaffId

FirstName

LastName

38

Gender

Usertype

Department

Designation

5 doctors Shows and stores the doctors

details

DoctorsId

FirstName

LastName

Gender

DoctorsQualifica

tions

PrescriptionGive

n

PatientsId

Department

Table 9: A description of entities and their

attributes

4.9.2 Modeling relationships between entities

has reports

39

Systemadministrator

Managementstaff

1:*

1:*

A system administrator can report to one or many management

staffs while a one management staff can view one or many reports

from the system administrator. Hence the cardinality of this

relationship is a 1: M

Treats

1:* 1:*

A patient is treated by one or many doctors while a doctor can

treat one or many patients cardinality of this relationship is a

1: M

Employs

1:*

1:*

A system administrator is employed by one or many management

staffs and management staff can employ one or many system. Hence

the cardinality of this relationship is a 1: M

40

Patient Doctor

Managementstaff

Systemadministrator

Employs

1:*

1:*

Management staff can employ one or many doctors while one doctor

can be employed by one or many management staffs. Hence the

cardinality of this relationship is a 1: M

Prescribe

s

1:1

1:*

One doctor prescribes drugs for one or many patients while one

patient can be prescribed drugs by one and only one doctor. Hence

the cardinality of this relationship is a 1: M.

4.9.3 Entity Relationship Diagram for Patients Records ManagementSystemThe diagram below describes in detail the entities involved and

the relationships between these entities

41

Managementstaff Doctors

Doctors Patient

Figure 4.3: Entity Relational Diagram for Patients Records

Management System

4.9.4 Physical Database Design

1. Doctors: Keeps record of doctors.

S.n

oField name

Data

typeDescription

Constrai

nts

1 DoctorsId IntegerDoctor’s

identity number

Primary

key

2 FirstName varchar(

20)

First Name of

the doctor

42

3 LastName varchar(

20)

Last Name of

the doctor

4 Gender varchar(

30)

Gender of the

doctor

5DoctorsQualific

ationsvarchar(

30)

Qualification of

the doctor

6PrescriptionGiv

envarchar(

30)

Prescriptions

given to the

patient

7 PatientsId IntegerPatients

identity number

8 Department varchar(

30)

Department of

the doctor

Table 10: A description of entity doctors

2. management_staff: Keeps record of management staff.

43

S.n

oField name

Data

typeDescription

Constrai

nts

1 StaffId IntegerStaff identity

number

Primary

key

2 FirstName Integer Staff’s first name

2 LastName varchar(

20)Staff’s last name

3 Gender varchar(

20)

Gender of

management staff

4 Usertype Real Type of the user

5 Department Date Department neme

6 Designation time(7) Designation name

Table 11: A description of entity management_staff

3. Patientsrecords: keeps records of patients.

S.n

oField name

Data

typeDescription

Constrai

nts

1 PatientsId IntegerPatients identity

number

Primary

key

44

2PhysicalAdd

ressVarchar(

30)

Physical address of

the patient

3 LastName Varchar(

30)

Last name of the

patient

4Age Varchar(

20) Age of the patient

5Gender Varchar(

20)

Gender of the

patient

6 Contact Varchar(

30)

Contact information

of the patient

7FirstName Varchar(

30)

First name of the

patient

Table 12: A description of entity Patientsrecords

4. prescription: prescriptiondetails.

S.n

oField name

Data

typeDescription

Constrai

nts

1 PrescriptionId IntegerPrescriptions identity

number

Primary

key

2PrescriptionGiv

envarchar(

20)

Prescriptions given to the

patient

3AdditionalInfor

mationvarchar(

20)

More information about the

patient

45

4

DateOfPrescript

ion DateDate a patient is

prescribed drugs

5 AmountPaid varchar(

20)

The amount of money paid by

the patient

6PatientsId varchar(

20)Patients identity number

Foreign

key

Table 13: A description of entity prescription.

systems_administrator Details.

S.n

o

Field

name

Data

typeDescription

Constrai

nts

1 AdminId IntegerStaff identity

number

Primary

key

2 Usertype varchar(

20)Administator

user type

2 Password varchar(

20)Administartor

password

3 Username varchar(

20)Administartor

username

46

Table 14: A description of entity systems_administrator

4.9.5 Pseudo Codes for Patients Records Management SystemPseudo code for authentication login.

If (user type=Admin && $Username = $_POST ['Username'] &&

$Password = $_POST ['Password'];)

{

URL = "Admin_page.php";

}

Else if (user type=Management && $Username = $_POST ['Username']

&& $Password = $_POST ['Password'] ;)

{

URL = "Management_page.php";

}

Else if (user_type=Doctor && $Username = $_POST ['Username']

&& $Password = $_POST ['Password'] ;)

{

URL = "Doctors_page.php";

}

Pseudo code for management functions.

47

If (user_type=Management ;)

{

Search, view prescriptions, doctors information and

patients information;

View number of patients a doctor has

attended to;

View how much management owes a doctor at

the end of the month;

View rate of common diseases &

percentages;

}

Pseudo code for administrator functions.

If (user_type=Admin ;)

{

Add, edit, view, search, prescriptions, doctors

information and patients;

Add, edit, and view new users;

Calculate how much management owes a

doctor at the end of the month;

48

View rate of common diseases &

percentages;

}

Pseudo code for doctor’s functions.

If (user type=Doctor ;)

{

Enter patient’s information;

View patient’s information;

Make new prescription;

Search prescription;

View prescriptions;

}

49

CHAPTER 5

Presentation of Results

5.1 Number of patients attended to by a doctorThis information displays the number of patients a doctor has

attended to on a given particular day. This information is used

to calculate the amount of money a doctor is supposed to receive

at the end of the month.

50

5.2 What Management owes a Doctor

This information displays the amount management owes a doctor at

the end of a month depending on the number of patients attended

to.

How the calculation is done;

The maximum patients a doctor can attend to in a normal working

day are forty (40).

A doctor is entitled to a certain amount per each patient

attended to. Any extra patient on top of 40 is taken as overtime.

Total pay = 40 patients * pay per patient + overtime (All extra

patients * pay per patient * 1.5)

Using example demonstrated:

Basic pay: 40 * 200,000 = Ugx 8,000,000/=

Overtime: 10 * 200,000 * 1.5 = Ugx 3,000,000/=

Total pay= 8,000,000 + 3,000,000 = Ugx 11,000,000/=

51

AppendicesAppendix I: Budget Estimates

Item quantity rate

Amount

Stationery

Sub-total

200.000/=

Sub-total

200.000/=

This budget includes a feasibility study, mapping out the field

as well as organizing and carrying out interviews.

52

Secretarial Services

Word processing (typing) and printing

50.000/=

Photocopying 20.000/=

Data analysis 200.000/=

Binding books 3 10.000@ 30.000/=

Sub- total 300.000/=

Grand total 500.000/=

Appendix II: Time Frame

Activities Month

6. Writing and submission of

research proposal

February

2014

53

7. Collection of data

8. Data analysis

9. Writing research report

10. Submitting research report

March

2014

March 2014

April

2014

May 2014

54

Appendix III:Screen shots

Administrator’s Login Panel

55

Login fail page

56

Doctors’Login panel

57

Homepage

Doctor’s view

58

Management Staff Login Panel

60

Front Desk panel

61

Enter new patients form

62

CHAPTER 6

6.0 IntroductionThis chapter consists of results and findings of the system model

developed, the recommendations and conclusion of the research

carried out by our group.

6.1 FINDINGSDuring system testing and validation, we asked users a number of

questions to find out whether the current system meets their

requirements. The analyzed questions which were given to doctors

or nurses , management and patients include the following :

QUESTIONAIRE FOR DOCTORS/ NURSES

AGE25 and below 325-35 335-45 045 and above 0

63

Figure 4.4 : Pie chart 1: showing the Age of doctors or nurses.

50% of the doctor or nurses are of age of 25 and below , 50% of the

doctors or nurses are of age 50% .

GenderMale 4Female 2

64

Figure 4.5 : Pie chart 2 : showing the gender of the doctors or

nurses.

67% of the doctors or nurses are male and 33% of the doctors or nurses

are female

Level of educationCertificate 2Diploma 1Degree 3Masters 0Phd 0

65

Figure 4.6 : Pie chart 3: showing the level of education of

doctors or nurses.

50% of doctors or nurses are of degree level , 33% of the doctors or

nurses are of certificate level and 17% of doctors or nurses are of

diploma level .

System doctors use for

prescriptionmanual system 6Automated system 0

66

Figure 4.7 : Pie chart 4: showing the system doctors use for

prescription.

All doctors use the manual system for prescription with the 100%

Checking

PrescriptionYes 3No 3

67

Figure 4.8 : Pie chart 5: showing the checking of prescription.

50% of the doctors or nurses say current system can check for

prescription and 50% of the doctors or nurses say current system

cannot check for prescription.

system keep all

patients recordsYes 4No 2

68

Figure 4.9 : Pie chart 6: showing the current system’s patients

record keeping .

67% of the doctors or nurses say the current system can keep all

patients records and 33% of the doctors or nurses say the current

system cannot keep all patients records

track the patients

recordsvery fast 0fast 0fair 0slow 5very slow 1

69

Figure 4.10 : Pie chart 7: showing the tracking of the patients

records .

83% of the doctors or nurses say the current system is slow in

tracking the patients records and 17% of the doctors or nurses say the

current system is very slow in tracking the patients records

means of


70

Figure 4.11 : Pie chart 8 : showing the current system’s means of

communication .

83% of the doctors or nurses say there is a means of

communication and 17% of the doctors or nurses say there is no

means of communication

save patients informationManually 6Automated system 0

71

Figure 4.12 : Pie chart 9 : showing the current

system’s saving of patients information.

All of the doctors or nurses say the current

system can save patients information manually

retrieve patients


72

Figure 4.13 : Pie chart 10: showing the current

system’s retrieval of patients information .

83% of the doctors or nurses say the current

system retrieves patients information slowly and


system retrieves patients information very slowly

contribute to

researchYes 4No 2

73


system’s contribution to research and academia .


system contributes to research and 33% of the

doctors or nurses say the current system does not

contribute to research

Access patients


74

Figure 4.15 : ie chart 12 : showing the current

system’s accessibility of patients information .


system can access patients information fairly fast

, 17% of the doctors or nurses say the current

system can access patients information slowly and


system can access patients information very slowly

share patients


75


system’s sharing of patients information .

67% of the doctors or nurses say the current system

can share patients information slowly and 33% of the

doctors or nurses say the current system can share

patients information very slowly

rate your service

deliveryExcellent 0Good 0Fair 4Poor 2

76

Figure 4.17 : Pie chart 14 : showing the rate of

service delivery of doctors or nurses.

67% of the doctors or nurses say rate of service

delivery is fair and 33% of the doctors or nurses

say rate of service delivery is poor

quickly generate

reportsYes 1no 5

77

Figure 4.18 : Pie chart 15 : showing current

system’s generation of reports .


system does not quickly generate reports and 17%

of the doctors or nurses say the current system

quickly generates reports

patients to have

multiple filesYes 2No 4

78

Figure 4.19 : Pie chart 16: showing the current

system on having multiple files of patients.


system does not have multiple files about patients

and 33% of the doctors or nurses say the current

system does have multiple files about patients

experience

disastersYes 4No 2

79

Figure 4.20 : Pie chart 17 : showing the ability

of the current system experiencing disasters.


system does not experience disasters and 33% of

the doctors or nurses say the current system can

experience disasters

reduce on

adminstrative costsYes 5no 1

80

Figure 4.21: Pie chart 18 : showing the creation

of new system to reduce on adminstrative costs.


system needs to reduce on administrative costs and


system can not reduce on administrative costs

patients records

mgt systemYes 5No 1

81

Figure 4.22 : Pie chart 19 : showing the desire of

doctors or nurses to have an automated patients

records management system.

83% of the doctors or nurses say there is need to

create an automated patients records management

system and 17% of the doctors or nurses say there

is no need to create an automated patients records

management system

QUESTIONAIRE FOR MANAGEMENT


82

Figure 4.23 : Pie chart 20 : showing the age of the adminstrators

in management.

67% are of age between 45 and above, 33% are of age between 35-45 and

0% for those of age 25-35 and 25 and below.


83

Figure 4.24 : Pie chart 21: showing the gender of the

adminstrators in the management .

33% of the management are males and 67% of the management are females.

Contribution of the

current systemYes 4No 2

84

Figure 4.25 : Pie chart 22 : showing the contribution of the

current system to research and academia.

67% of the management say that the current system contributes to

research and academia and 33% of the management say that the current

system does not contribute to research and academia.

means of communicationYes 4No 2

85

Figure 4.26 : Pie chart 23 : showing the current system’s means

of communication among the management.

67% of the management say that the current system enables

communication between doctors and management while 33% of the

management say the current system does not enable the communication.

very fast 0Fast 0Fairly fast 0Slow 4very slow 2

86

Figure 4.27 : Pie chart 24 : showing the current system’s sharing

of information among management.

67% of the management say the sharing of information amongst them is

slow and 33% of the management say the sharing of information amongst

them is very slow .

Generate reportsYes 4No 2

87

Figure 4.28 : Pie chart 25 : showing the current system’s ability

to generate reports.

67% of the management say the current system can generate reports

about patients and 33% of the management say the current system cannot

generate reports.

experience disastersYes 4No 2

88

Figure 4.29 : Pie chart 26 : showing whether the

current system can experience disasters.

67% of the management say the current system can

experience disasters and 33% of the management say the

current system cannot experience disasters.

reduce on administrative

costsYes 4No 2

89

Figure 4.30 : Pie chart 27 : showing the creation

of new system to reduce on adminstrative costs.

67% of the management say the current system can

reduce on administrative costs and 33% of the

management say the current system doesnot reduce

on administrative costs.

current system help you

plan efficientlyYes 2No 4

90


system ability to help in planning .

67% of the management say that the current system

helps in planning efficiently and 33% of the

management say that the current system does not

help in planning.

QUESTIONAIRE FOR PATIENTS


91

Figure 4.32 : Pie chart 29 : showing the age of the patients.

67% of the patients are of age 25 and below , 33% of the patients are

of age between 25-35 and 0% for both 35-45 and 45 and above.


92

Figure 4.33 : Pie chart 30: showing the gender of the patients.

There is 50% for both the males and females.

System doctors use for

prescriptionmanual system 6Automated system 0

93

Figure 4.34 : Pie chart 31 : showing the system doctors use for

presription .

The manual system is used by doctors for prescription that is it

has 100%.

6.2 CONCLUSIONS

This project is of great importance to management of any hospital

as a means of keeping track of activities, budgeting for the

hospital and determining the quality of services given to their

patients. Due to time limitations however, the scope of the

project was limited to Makerere University Hospital. But with

expected success of the project, it is expected to spread to the

rest of the regions in Uganda.

6.3 RECCOMMENDATIONS

Data collected from this system can be used for a number of

statistical purposes and help in the inspection of the quality of

service provided by other hospitals. This data can also be useful

to the hospital management through getting some form of

feedback about their work from the system’s perspective.

6.4 FUTURE WORKFurther research is required in order to come up with a more advanced

system that can check the health of the patient without help from any

medical personnel , prescribe medicine for him or her and advice him

94

or her on the diet he or she should have in order to have an immune

and well protected health. This will lead to the reduction of getting

preventable diseases like malaria, bacteria infections, six killer

diseases.

95

Patient Record Management System Report

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