CLINIC MANAGEMENT SYSTEM PROJECT REPORT

CLINIC MANAGEMENT SYSTEM PROJECT REPORT

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MEDICAL CLINIC MANAGEMENT SYSTEM PROJECT REPORT

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Clinic Management System for UTeM is a system that can help the clinic to manage

their daily activity. This system help reduce the problems occur when using the

manual system. This system enables doctors and clinic assistant to manage patient

records, medicine stock, and appointment and produce reports. The system is develop

due to the problems that exist when using the manual system. Data inconsistency,

data mix with other data and problem regarding reporting is the main problem that the

user is facing. Due to that, this system is develop to overcome the problems. This

system is easy and simple to use by the user. Other than that, the system is userfriendly

and it can help the clinic to manage their activity and at the same time

overcome the problem.

INTRODUCTION

1.1 Project Background

Clinic management is introduced to optimize clinic's operation. Because of huge

changes in management nowadays, management for clinic is important due to the widely

spread of technology. This system is proposed for clinic in Universiti Teknikal Malaysia

Melaka (UTeM) to manage the clinic's operation efficiently.

The process indeveloping the system include student's clinic in UTeM. The area

consists of the user in clinic which is doctor and clinic assistant. Basically there are no

such systems in the clinic. The system use before has caused a lot of problems to the

user. Due to that, using manual system seems to be the only solutions in managing the

daily works. The system will help out the user in the clinic in managing the work.

1.2 Problem Statement

Clinic Management System for UTeM is developed for Universiti Teknikal

Malaysia Melaka (UTeM). The system is enhanced from the previous system that has

been using in the clinic. Based on the previous system, the patient who comes to the

clinic for the first time is registered via the system. The assistant assist the student by

key in the data into the system. The patient gets the treatment and data about the

treatment is recorded into the system. The system manages the activities in the clinic. It

includes medicine registration, generate report and register new disease and category.

From the interview carried out, the previous system has cause problems to the

user. The clinic stop using the system and choosing manual is the best way to overcome

the problem exists.

For Projek Sarjana Muda (PSM), Clinic Management System for UTeM is

developed to overcome the problems. The system has few modules such as patient

registration, medicine registration, disease registration and treatment history, patient

record search, appointment and reporting.

The system has extra features that will display the information regarding BMI

(body mass index). BMI will calculate either weight or height for a person is suitable or

not. This is extra function in the system and the user will fmd it useful and benefit.

1.3 Objective

Based on the problem, a few objectives have been identified:

To overcome the problem exists in the previous system.

The problem stated by the user is the major points that will be develop.

To make management easy to maintain record

The management will find it usefbl to them as it help in daily activity in the clinic.

All the details will be kept in database.

To enable clinic assistant to view and print-out various type of clinic reports.

Various types of report can be view and print out according to the user requirement.

1.4 Scope

There are six modules in the system:

1. Modules

a) Patient Registration

Patient need to register before use the facilities at the clinic. All the information

will be keep in database.

b) Medicine Registration

This module manages all the medicine stock in the clinic. It will show current

quantity of medicine in the clinic. It includes the record search.

c) Disease Registration

This module manages data about patient's treatment history and register for

various type of disease.

d) Appointment -

This module manages appointment made by doctor to the patient.

e) Reporting

This module manages generate report according to the user need.

1.5 Project Significance

Clinic Management System for UTeM is used by the doctor and clinic assistant. The

user will find it useful because the system has benefits that can help the operation of the

clinic.

The web-based clinic management system gives profit to user as the user can retrieve

data regarding themselves through the internet. They can access the clinic system

throughout the internet and those who have difficulties to go the clinic will find it

practical.

The system makes record keeping more efficient and secure from an unauthorized

people. Only authorized user has the right to retrieve data of their own. This will secure

the patient's information.

Beside that, it is easy for the management to maintain record about the patient. The

time for retrieving the information needed will be less compare to the manual. This will

help the clinic assistant in doing the job.

Furthermore, the system helps in minimize the losing of data. The clinic assistant can

view and generate report for the specified data.

1.6 Expected Output

This system has overcome the problems occur while using the manual system and

the previous system.

The system can generate report according to the user requirement. The report can be

either the type of treatment, type of medicine and number of patient per year. The extra

feature in the system can help the user to increase their knowledge and at the same time

help them to solve their problem.

1.7 Conclusion

Clinic Management System for UTeM is a system that can help clinic organization

to manage their activity everyday. This system will help reduce the problems occur

while using the manual system. Furthermore, it is hope that the system can fulfill the

user requirement in the future.

The next chapter focuses on the literature review and project methodology. It

consists of introduction, facts and findings, technique, project methodology, project

requirements and lastly project schedule and milestones.

CHAPTER I1

LITERATURE REVIEW AND PROJECT METHODOLOGY

2.1 Introduction

This chapter discusses about the literature review and project methodology of the

project. Literature review is a comprehensive survey of publications in a specific field of

study or related to a particular line of research, usually in the form of a list of references

or an indepth review of key works.

In software engineering and project management, a methodology is a codified set

of practices (sometimes accompanied by training materials, formal educational

programs, worksheets, and diagramming tools) that may be repeatably carried out to

produce software.

2.2 Facts and Findings

2.2.1 Domain

There are two main things that have been identified in this section which is

management and web-based system.

2.2.1.1 Management

Until recently many researchers have shown interest in the field of management

and communication technology. They have carried out numerous experiments and field

observations to illuminate the darkness of this field. Their findings and suggestions are

reviewed here:

According to the Oxford Student's Dictionary (2002), there are two definitions

for management .First, management is defined as the process of managing a business or

group of people. Second, the people who manage the business.

This is the basic definition regarding the meaning of the management.

Management as define above play an important role as it is the study of how to make all

the people in the organization more productive. In this to-be system, management is

used in order to manage the activity effectively.

Based on the article The Pharmaceutical Journal Vol 265 No 7112 p331

September 2,2000 Letters, the writer said that 'The conclusion of the reported study was

that self-management was as eflective as clinic management and better accepted by

patients. I do not have the study to evaluate it in detail but feel that there are several

points worth rising on the strength of The Journal report alone'.

This passage illustrate that, clinic management is important as self management.

In the journal entitled, "Best practice Clinic: The making of a good quality

management system" written by Greg Dwyer, he said that to be manageable and

effective, a quality management system that is compliant with LAW 9000 should:

be easy to manage and involve minimal or no allocation of additional s*, and

work in tandem with existing initiatives, systems and structures.

2.2.1.2 Web-based systems

'The wide spread evolution of global ir#orrnation infrastructure, especially based on

Internet and the immense popularity of web technology among people have added to the

number of consumers as well as disseminators of information. Until date, plenty of

search engine are being developed, however researcher are trying to build more

eficient search engines. Web site developers and web mining researchers are trying to

address the problem of average users in quicMyJinding what they are looking for from

the vast and ever-increasing global information network'

(International Journal of Data Warehousing and rnining,3(1),29-53 January-March 2007:

SeqPAM : A Sequence Clustering Algorithm for Web Personalization,

P.Kumar,R.S.Bapi)

Due to the technology nowadays, the web based is important for those involved

in information and communication technology.

2.2.13 Comparison with existing system

Figure 2.2: Panel Clinic System

This system used by the clinic and is develop using visual basic 6.0 and access.

But, the system caused problems to the user and due to that the user decides to use

manual system.

The system is develop using web-based concept where PHP is the programming

language and mysql is the database.

2.2.2 Existing System

Clinic Management System for UTeM is an enhanced system that is develops

due to the problems that exist when using the manual system. The user has experience

problems while using the clinic system. During the first interview with the

user in the clinic, the user states few problems that arise when using the manual system

and clinic system.

The problems include the report that needs to be display and print-out. The data

mix with other data and are also displayed in the report and this do not Ilfill the user

requirements.

Due to that, the user uses the manual system to manage the activity in the clinic.

Clinic assistant use manual system to record all the information about the patient that

visits the clinic. Everyday, the number of patient will increased and at the same time the

patient's data also increased. This will affect the use of paper each time patient comes to

get treatment.

Furthermore, the boost of data needs large storage to keep it. In short term, it can

be more beneficial than owning a computer but in long term, many problems will arise.

2.23 Technique

According to the web, technique is a well-defined procedure used to accomplish

a specific activity or task. More than one technique may be available for accomplishing

a specific activity or task. Selection of the technique should be based on project

approach, available tools and others.

In this system, the data is collected using different alternatives that are available.

One of it is through the interviews with the real user. A set of questionnaires is prepared

to make the flow of the interviews run smoothly and can be completed according to the

time given. The communication between the programmer and the real user can be

develop at this time.

Another approach is made by observation during the visit to the clinic to get

treatment. At this moment, the process that take place in the clinic can be noted down

and can be using in analysis process.

Compare to the previous project, the system is develop standalone and for PSM,

web-based concept is used as the sources for the programming language because php is

open source and the coding can be search easily.

23 Project Methodology

The Database Lifecycle (DBLC) contains six phases: database initial study,

database design, and implementation and loading, testing and evaluation, operation and

maintenance and evolution.

23.1 Database Initial Study

The database designer might be a lone operator or part of the systems

development team composed of a project leader, one or more senior systems analysts,

and one or more junior systems analysts. It also depends on the complexity and scope of

the database environment. The purpose of the database initial study is to analyze the

company situation, define problems and constraints, define objectives and define scope

and boundaries.

a. Analyze company situation

The company situation describes the general conditions in which a company

operates its organizational structure, and its mission. The database designer need to

discover what the company's operational components are, the function and how the

interaction are. The design must satisfl the operational demands created by the

organization's mission. When the database designer know who controls what and who

reports to whom it make them easy to defmed required information flows, specific report

and query formats, and so on.

b. Define problems and constraints

Information can be divided into two categories which are formal and informal.

The paper trail will be informative to the development team, especially designer. The

designer must always alert to differences in information. The problem definition process

might appear unstructured. Other than that, the company's end user unable to describe

the large scope of company operations and hard to identify the real problems which are

occurred during the company operation. Overall, the managerial view of company

operations has a large difference compare to the end-users who perform the actual

routine work. The designer will be the main person who collects very broad problem

description in the initial problem definition process.

c. Define objectives.

The database system that wants to be developed must be designed in order to

solve at least the major problems that identified during the problem discovery process.

Sometime sources cannot be discovered. So, the designer will always keep note of the

initial study phase where it also contribute to the problem solution. The designer's job is

to make sure the database objective always Mfill the end-users expectation. In any

cases, the designer will begin to address the following questions: -

What is the proposed system's initial objective?

Will the system interface with other existing or future systems in the

company?

Will the system share the data with other systems or users?

d. Define scope and boundaries.

The designer must get to know about the existence of two sets of limits which are

known as scope and boundaries. The system's scope will define the extent of the design

related to the operational requirement. By knowing the scope, it will help to define the

required data structures, the type and numbers of entities, the physical size of the

database and so on. The boundaries are known as external to the system. Boundaries

also required by existing hardware and software. Preferably, the designer can choose the

hardware and software that will best accomplish the system goals.

23.2 Database Design

The second phase focuses on the design of the database model that will support

company operations and objectives. In the process of database design, we must

concentrate on the data characteristics required to build the database model. In short, we

have 2 views of the data within the system: the business view of data as a source of

information, and the designer's view of the data structure, its access, and the activities

required to transform the data into information. Below are the main processes in

database design: -

a) Create the conceptual design

In this stage, the data modeling will be used to create the abstract database

structure, which represents the real world objects in more natural. It also will be easier to

understand. Moreover, it also must represent a clear view of the business and its'

functional parts. Abstraction level can define where the hardware and the database

model not yet identified. The design must be software and hardware independent, where

the system can be built within any hardware and software platform which will be chosen

later by the development team.

b) DBMS Software Selection

The selection of the DBMS software is very important to the information's

system for a smooth operation. Therefore the proposed DBMS software has its' own

advantages and disadvantages where it must be studied carefully. Other than that, the

end users also must be always aware of both DBMS and the database limitation to avoid

false expectations.

c) Create the logical Design

Logical design can be define as the major component where it will be used to

translate the conceptual design into the internal model for a selected database

management system (DBMS) such as SQL Server, Oracle, Access and so on. Further

more, all the objects in the model will be mapped to a specific constructs that used by

the selected database. The logical design for a relational DBMS is included by tables,

indexes, views, transactions, access authorities and so on.

d) Create the physical Design

Physical design can be define as a process of select the data storage and data

access characteristics of the chosen database. The characteristics of storage are the types

of devices supported by the hardware, type of data access methods supported by the

system and the DBMS. The physical design will affect the location of the data in the

storage device and also the performance of the system. Other than that, can also say that

the physical design described the technical job and more typical of the client or server.

233 Implementation and Loading

In modern relational DBMS such as IBM DB2, Oracle or Microsoft SQL Server,

a new database implementation requires the creation of special storage-related constructs

to address the end-user tables. After the database has been created, the data must be

stored in to the database tables. If the data currently stored are different from the new

DBMS requirement, the data must be converted first before loaded. During the

implementation and loading phase, we also must address performance, secdty, backup

and recovery, integrity, company standards and concurrency control.

2.3.4 Testing and Evaluation

Once the data have been loaded into the database, the DBA will test and fine

tunes the database for performance, integrity, and concurrent access and security

constraints. The testing and the evolution phase occur in parallel with programming

applications. Moreover the programmers will use the database tools to prototype the

applications during the coding session. If the database implementation is fails to meet

the system's evolution criteria or requirement, several options will be considered to

enhance the system such as follows: -

For performance related issues, the designer must consider fine tuning

specific system and DBMS configuration parameters. The best sources of

information are the hardware and software technical reference manuals.

Modify the physical design.

Modify the logical design.

Upgrade or change the DBMS software or the hardware platform.

23.5 Operation

Once the database has been passed the evolution stage, it will consider being

operational. At this point the database, management, users and the application programs

will compose a complete information system. The beginning of the operational phase

consistently starts the process of the system evolution. When all the targeted end-users

entered the operation phase, the problems that could not predict during the testing phase

can be detected.

23.6 Maintenance and Evolution

The database administrator must be prepared to perform routine maintenance

activities within the database. Some of the required periodic maintenance activities

included such as follows: -

Preventive maintenance (backup)

Corrective maintenance (recovery)

Adaptive maintenance (enhancing performance, adding entities and attributes

and so on)

Assignment of access permission and their maintenance for new and old

users.

Generation of database access statistics to improve the efficiency and

usefulness of system audits and to monitor system performance.

Periodic security audits based on the system generated statistics.

23.7 Database Development Methodology

The methodology used to implement this database system is Waterfall

Development. It is a step-by-step approach to the Database Life Cycle that moves

logically from one phase to the next. Below are the phases involved:

a. Planning

The project planning starts in this phase. First, the information is gathered fiom

the management staff and the end users about the current system and also the expected

system. Then, the scope, objectives and the goals for the proposed system are set up. The

tentative schedule consists of project work plan and Gantt chart is developed.

b. Analysis

For this project, DBLC (Database Life Cycle) is used as project methodology. In

the database initial study phase, I study the situation of Student's Clinic in UTeM. From

that, I can know the business process. The problem statement of the system can be

defined throughout the observation. It will become the objective for the system. The

scope can be extracted fiom the objective to develop the system.

c. Design

Database design is define as the second phase, where a design for the database is

form. It can support the Clinic Management System operational and objective, as

MySQL and phpmyadmin is choose for the database management. The minimum

requirement for the installation need to be confirmed first in order for the DBMS in the

server to run smoothly.

Moreover, the Entity Relationship Diagram (ERD), and data dictionary is create

where it will explain the main basic workflow of the system.

All relationship between the tables, define the storage structures and the access

paths will be known. In the conceptual design stage, data modeling is used to create an

abstract database structure which represents the real-world objects. There are two types

of database design such as top-down design and bottom-up design. At the top-down

level, the data set is identified and data element is defined. This process involves the

identification of different entity types and the definition of each entity's attributes.

Beside that, in bottom-up design data element will be identified which also called items

and the group them together in datasets. Although these two methodologies are

balancing, but priority goes to bottom-up approach because the Clinic Management

System has a small database with few entities, attributes, relations and transactions.

Interaction with the end-users is needed in order to develop a precise description

of end user data views. After that, end-user data view will be used to identify the

databases main data elements. Business rules that extract from a detailed description will

help to create actions within the organizations environment. The business rules defined

will properly describe the entities, attributes, relationship and connectivity and

constraints.

d. Implementation

During this phase, the database management that has been design will be load

and implement. I install the database that has been design for the system. The data will

be load to create tables and defined the relationship.

e. Testing

The next phase of DBLC is testing and evaluations. Once the data have been load

into the database, the database is test for performance, integrity, and concurrent access

and security constraints. Other than that, testing and evaluate the system parallel with

application programming is done.

AAer the evaluation stage, it can pass through the operational system. This phase

involve all the users in Clinic Management system that will use this system. In this stage

it can be define that the users meets their requirement. Once the data loaded into the

database, the processes such as tests and fine-tunes will be carried out for purposes of

performance, integrity, and concurrent access and security constraints.

The testing and evaluation phase occurs in parallel with applications

programming. If the database implementation fails to meet the user's requirement,

several options will be consider in order enhancing the system.

g. Evaluation and Maintenance

Maintenance and evolution is the last stage in the methodology and it also life

time stage. The system developer will perform routine maintenance to the Clinic

Management System which periodic maintenance require doing on the system backup,

recovery, enhancing or normal maintenance.

2.4 Project Requirements

2.4.1 Software Requirement

a. Equipment/development tools (eg: LI)E/Microsofi Project)

Macromedia Dreamweaver 8

Microsoft Project

Microsoft Visio

Adobe Photoshop

b. Operating systemlserver (eg: OS/Web serverIApp Server)

Apache

Windows XP Professional

c. Database system (eg: OracleIMS SQL ServerIMySQL)

MySQL

2.4.2 Hardware Requirement

Computer

o Intel Pentium I11 with CPU 300MHZ and 300 MI3 of RAM

2.43 Other Requirement

LAN (Local Area Network)

2.6 Conclusion

Briefly this chapter describes on literature review and project methodology.

Information for literature review is gathered from journals in library, online journal,

magazines and article. All the information is useful to support the statement from the

approaches that has been made.

In project methodology, it described about methodology that will be develop for

the system. It consists of six phases which has been explained in this section.

Furthermore, in project requirements, it tell about the software and hardware that been

choose to develop the project.

Gantt chart attached is to help to manage project schedule so that this project will

be finished on time. Managing time is the way to assuring the project can be finish

according to the plan.

Next chapter discusses about analysis where it cover problem analysis and

requirement analysis.