Project – Design and implementation of patient record system

CHAPTER ONE

• INTRODUCTION

Generally, computer has played an important role in global economy in various ways. The Computer is used in many different fields such as in education for learning, in entertainment industries, for management, for problem solving and in business e.t.c. Due to its importance it has been recognized world-wide. One of its vital roles is in management systems. Today in health services, management of patient records requires a process and keeping of records from different departments in the hospital. All these record are very vital information needed by the organization for efficient and effective operation. Patient Record System (PRS) is an information system designed to help manage the various aspects of patient data in the hospitals with the administrative process. Health care centers depend on patient information, for the efficient of administrative process, for better management.

The principle objective of PRS is to streamline the stream of data from the hospital towards decision making for patient planning and management in an enhanced and effective ways. A Computerize PRS will be important in light of the fact that, there are a considerable measure of challenges in keeping up a lot of data on paper, particularly as there is usually no backup for the data, access to data can be tedious in the event that require for the search of a file, and accuracy is required in the recording of key data, and the administrator cannot manage all that is composed on the tremendous measure of paper to be utilized.  Hence, it is very important for health organizations like hospitals and clinics to have a computerized patient Record system.

This project “Patient Record System (PRS) includes registration of patients, storing their details into the system and various hospital daily services. This software has the facility to give a unique id for every patient and stores the details of every patient and staff automatically. It includes a search facility to know the current status of each room in which user can search to know the availability of rooms and the ones being occupied. The Patient Record System can be entered using a username and password. It is accessible either by an administrator or receptionist. Only the specified users can add data into the database but only an administrator can perform specific alteration. The data can be retrieved easily.  The interface is very user-friendly and data are well protected for personal use and makes the data processing very fast.

1.1 HOSPITAL PROFILE

Amity Hospital is one of the major Private Hospitals in Kano located at 31^st link Hausawa Quarters off Court-Road by PDP Secretariat. It was established in 2011 by Prof. Jamilu Tukur (Consultant Gynaecologist), Prof. Muhammad Aminu Muhammad (Consultant Paediatric Surgeon), and Dr Bashir Muhammad (Consultant Physician). They became the directors of the hospital at which each of them assumed a yearly tenure as a medical director. In 2014, Dr Bashir Muhammad who was the current medical director during that period died as a result of car accident. However, they decide to take additional 2 directors which include Dr Garba Daiyabu Gwarzo (Consultant Paediatrician) and Dr Ibrahim Nashabaru (Consultant Physician) who replaced Dr Bashir Muhammad. As a result, they became 4 directors governing the hospital. Currently, Dr Garba Daiyabu Gwarzo is the medical director, who assumed duty in January, 2018.

Amity hospital start it services with 10 staffs and operate a 24 hours services (including weekend and public holiday) and currently have 20 staffs which include, 4 Directors (of which are consultants and surgeons), 1 General Doctor, 7 qualified Nurses of which matron is their head, Admin Officer, Record Officer, 2 Receptionists and the Ward Attendants (Cleaners).

Almost all the services of the hospital are controlled by the admin officer. The record officer is responsible for patient’s daily records i.e. type and time of visit, type of investigation/diagnosis done for the patient, if admitted or discharged. While the receptionists are responsible for file opening, consultation fees, bill payment and also refer a patient to his particular doctor with his folder.

All the activities carried out by the record officer and the receptionists are done manually. As a result, the patient records are at risk of misplacement and data lose. Therefore, this project will develop software that will be used in storing and managing patient’s information in the clinic. The software will also facilitate easy access to a particular patient record, doctor’s information, staff information, about rooms, as well as consultation

• PROBLEM STATEMENT

Some of the problems that this project is set to solve in the manual method of keeping and retrieving patient record are:

• Lack of immediate retrievals: -The information is very difficult to retrieve and to find particular information like- E.g. – To find out about the patient’s history of visit, the user has to go through various registers. This results in inconvenience and wastage of time.
• Lack of immediate information storage: – The information generated by various transactions takes time and efforts to be stored at right place.
• Lack of prompt updating: -Various changes to information like patient details or diagnosis details of a patient are difficult to make as paper work is involved.
• Long queuing: During registration, students remain in a queue for a long period before they could be registered.
• Error prone manual calculation: – Manual calculations are error prone and take a lot of time; this may result in incorrect information. For example, calculation of hospital daily services.

• AIMS AND OBJECTIVES

The aim of this project is to design and implement Patient Record System for Amity Hospital to ease the use of manual record system. The main objectives of the proposed system can be enumerated as follows:

• To design a computerize Patient Record system.
• To implement the designed system
• To have immediate storage and retrieval of information.
• To ease operation.
• To reduce redundancy.
• To encourage the use of computers in processing patient’s record, staffs and doctors record.
• To provide automatic search of record by typing in the patient file number.
• Ensure data security and accuracy.
• To eliminate the problem of missing records.

• SIGNIFICANT OF STUDY

The importance of this project is to eliminate redundancy in term of data storage. Reduce the time wasted in retrieving patient data. Presently Amity hospital operates on a manual records system. With the implementation of this project work, the benefits listed below will be achieved;

• It will provide adequate security to loss of patient data.
• It will reduce queuing during registration
• It will enhance, improve and ease medical services.
• It will minimize the use of paper work in record keeping.
• It will reduce the cost of money spent on purchasing written documents like paper, pen, files printing of patient card etc.

• SCOPE OF STUDY

The scope of this project work is to design a system that will enable the receptionist to register patients, pay their bill, history of patient and time of visit, patient diagnosis, and account for hospital daily services and transactions e t c. This will enable the record Officer to take in records easily. This Patient Record System can be used in any hospital or clinic. This research work focuses solely on the Patient Record keeping system

• LIMITATION

This software does not support the following;

• Pharmacy record inventory
• Billing system
• Unit record keeping

• DEFINITION OF TERMS

• SYSTEM: -It is a set of interacting or interdependent component forming an integrated whole or a set of elements to other elements.
• RECORD: – A record is one single piece of information, which consist of fields. One complete set of fields is called a record.
• HOSPITAL: – Is a health care institution providing patient treatment by specialized staff and equipment.
• DATA: A representation of facts or ideas in a formalized manner capable of being communicated or manipulated by some process.
• DOCTOR: is a member of medical association, the one who is trained and licensed to heal and treat the sick person.
• PATIENTS: A person who receives treatments from a doctor or other medically educated person.

Project – Design and implementation of patient record system