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* Technical Documentation 164
* User Documentation 183
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5.1. Technical Documentation
MediCare - HOSPITAL SYSTEM
5.1.1. Purpose
After considering many problems faced by the patients when they arrive at the MediCare Hospital, I decided to implement a system which will help to overcome these problems.
Using the new system, I hope that all these problems were solved. I created data entry forms which can hold details about patients, employees, doctors, daily transactions, purchase orders, pharmacy items, and payments to doctors and about appointments.
Creating these forms makes the system work faster and efficient than it was before. Once the members have registered, their information is not needed again when come back on another day. Information about daily treatments and daily transactions are saved on hard disk so that it can save storage space. Daily appointments and appointed doctors can be scheduled removing any conflicts within the staff and the patients.
The new system also provides security using password and usernames.
5.1.2. Author
B.K Anuradha Wishmantha
5.1.3. Hardware and Software Used for Development
5.1.3.1. Hardware Used for Development
* A Pentium(IV) 3.06GHz Processor
* 512 MB RAM
* A coloured Laser Printer
* 80 GB Hard Drive
5.1.3.2. Software Used for Development
* Operating System: Windows XP Professional Edition 2007
* Microsoft Word 2003
* Microsoft Access 2003
* Adobe Photoshop CS version
5.1.4. Hardware and Software Used
The minimum hardware requirements are as follows:
* A microcomputer including
A monitor
A mouse
A disk drive
A hard disk with at least 100Mb of free space to install the system
* A black/white laser printer
The minimum software requirements are as follows:
* Operating system: Windows 2000
* Microsoft Word 2002
* Microsoft Access 2002
5.1.5. File and Table Specifications
The following are the tables that I have created in order to get the required outputs, which I have mentioned, in the objectives during the analysis.
* Table - Employee Details
* Table - Doctor's details
* Table - Payments to Doctors
* Table - Daily Treatment
* Table - Patient's Details
* Table - Daily Transaction
* Table - Specification of Item
* Table - Purchase Orders
* Table - Appointments
* Table - Appointments Doctor
Following are the table structures for above mentioned tables
Table - Employee Details
Field Name
Data type
Validation Rule
Validation Text
Input Mask
EMPLOYEE_ID
Text
Like "MCE####"
Text you entered is invalid in the field EMPLOYEE_ID. The entry must be 7 characters long. The first letter must be the letter M, the second letter must be C, the third letter must be E followed by 4 numbers. E.g.: MCE1234
FIRST_NAME
Text
LAST_NAME
Text
INITIALS
Text
ADDRESS1
Text
ADDRESS2
Text
ADDRESS3
Text
TELNO
Text
!\(999") "000\-0000;0;_
DOB
Date/Time
99/99/0000;0;_
CIVIL
Text
"Married" Or "Single"
Text you entered is incorrect!. Please enter either Married or Single.
SEX
Text
"Male" Or "Female"
Text you entered is incorrect!. Please enter either Male or Female.
DEPT
Text
NIC NO
Text
PICTURE
OLE Object
Table - Doctor's details
Field Name
Data type
Validation Rule
Validation Text
DOCTOR ID
Text
Like "MCD###"
Text you entered is invalid in the field DOCTOR_NO. The entry must be 6 characters long. The first letter must be the letter M, the second letter must be C, and the third letter must be D followed by 3 numbers. E.g.: MCD123
NAME
Text
ADDRESS
Text
TEL NO
Number
SPECIALIZED FIELD
Text
FEES
Currency
HOLIDAY
Text
MAX APP
Number
Table - Payments to Doctors
Field Name
Data type
Validation Rule
Validation Text
DOCTOR NAME
Text
DOCTOR ID
Text
Like "MCD###"
Text you entered is invalid in the field DOCTOR_NO. The entry must be 6 characters long. The first letter must be the letter M, the second letter must be C, and the third letter must be D followed by 3 numbers. E.g.: MCD123
FEES
Currency
NO OF APP
Number
PAYMENTS
Currency
MONTH
Text
Table - Patient's Details
Field Name
Data type
Validation Rule
Validation Text
Input Mask
PATIENT_ID
Text
Like "MCP####"
Text you entered is invalid in the field PATIENT_ID. The entry must be 7 characters long. The first letter must be the letter M, the second letter must be C, and the third letter must be P followed by 4 numbers. E.g.: MCP1234
FIRST_NAME
Text
LAST_NAME
Text
INITIALS
Text
ADDRESS1
Text
ADDRESS2
Text
ADDRESS3
Text
TELNO
Text
!\(999") "000\-0000;0;_
DOB
Date/Time
99/99/0000;0;_
CIVIL
Text
"Married" Or "Single"
Text you entered is incorrect! Please enter either Married or Single.
SEX
Text
"Male" Or "Female"
Text you entered is incorrect! Please enter either Male or Female.
NIC NO
Text
PICTURE
OLE Object
NOTES
Text
Table - Daily Treatment
Field Name
Data type
Validation Rule
Validation Text
PATIENT_ID
Text
Like "MCP####"
Text you entered is invalid in the field PATIENT_ID. The entry must be 7 characters long. The first letter must be the letter M, the second letter must be C, and the third letter must be P followed by 4 numbers. E.g.: MCP1234
DATE
Date/Time
TIME
Date/Time
ILLNESS
Text
TREATMENT DESCRIPTION
Text
REMARKS
Text
Specification of Item
Field Name
Data type
Validation Rule
Validation Text
ITEM_ID
Text
Like "ITEM####"
Text you entered is invalid in the field ITEM_ID. The entry must be 8 characters long. The first letter must be the letter I, the second letter must be T, the third letter must be E, the fourth letter must be M, followed by 4 numbers. E.g.: ITEM1234
ITEM DESCRIPTION
Text
MANUFACTURER
Text
UNIT PRICE
Currency
CAPACITY
Text
QTY_ON HAND
Number
>5
The minimum stock level will never go below 5
MFG_ DATE
Date
DATE OF EXP
Date
Table - Appointments Doctor
Field Name
Data type
Validation Rule
Validation Text
DOCTOR NAME
Text
DOCTOR ID
Text
Like "MCD###"
Text you entered is invalid in the field DOCTOR_ID. The entry must be 6 characters long. The first letter must be the letter M, the second letter must be C, and the third letter must be D followed ...
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Text
QTY_ON HAND
Number
>5
The minimum stock level will never go below 5
MFG_ DATE
Date
DATE OF EXP
Date
Table - Appointments Doctor
Field Name
Data type
Validation Rule
Validation Text
DOCTOR NAME
Text
DOCTOR ID
Text
Like "MCD###"
Text you entered is invalid in the field DOCTOR_ID. The entry must be 6 characters long. The first letter must be the letter M, the second letter must be C, and the third letter must be D followed by 3 numbers. E.g.: MCD123
DATE
Date/time
NO OF APP
Number
DUE APP
Number
Table - Appointments
Field Name
Data type
Validation Rule
Validation Text
REFERENCE NO
Number
DATE
Date/time
TIME
Date/time
PATIENT ID
Text
Like "MCP####"
Text you entered is invalid in the field PATIENT_ID. The entry must be 7 characters long. The first letter must be the letter M, the second letter must be C, and the third letter must be P followed by 4 numbers. E.g.: MCP1234
PATIENT NAME
Text
DOCTOR NAME
Text
DOCTOR ID
Text
Like "MCD###"
Text you entered is invalid in the field DOCTOR_NO. The entry must be 6 characters long. The first letter must be the letter M, the second letter must be C, and the third letter must be D followed by 3 numbers. E.g.: MCD123
APPOINT ON
Date/time
APPOINT TIME
Date/time
DOCTOR'S CHARGES
Currency
HOS CHARGES
Currency
TOTAL_CHARGES
Currency
Table - Purchase Orders
Field Name
Data type
Validation Rule
Validation Text
PURCHASE_ORDER_NUMBER
Number
SUPPLIER_ID
Number
Like "MCS###"
Text you entered is invalid in the field SUPPLIER_ID. The entry must be 6 characters long. The first letter must be the letter M, the second letter must be C, the third letter must be S followed by 3 numbers. E.g.: MCS123
SUPPLIER_NAME
Text
PURCHASE_ORDER_DESCRIPTION
Text
ORDER_DATE
Date/Time
ORDER_DUE_DATE
Date/Time
FREIGHT
Text
ORDER_QTY
Number
ORDER _COST
Currency
Table - Daily Transaction
Field Name
Data type
Validation Rule
Validation Text
ITEM_ID
Text
Like "ITEM####"
Text you entered is invalid in the field ITEM_ID. The entry must be 8 characters long. The first letter must be the letter I, the second letter must be T, the third letter must be E, the fourth letter must be M, followed by 4 numbers. E.g.: ITEM1234
ITEM_ DESCRIPTION
Text
ITEM_CATOGERY
Text
DATE
Date/Time
TIME
Time
QUANTITY
Number
PATIENT_ID
Text
Like "MCP####"
Text you entered is invalid in the field PATIENT_ID. The entry must be 7 characters long. The first letter must be the letter M, the second letter must be C, and the third letter must be P followed by 4 numbers. E.g.: MCP1234
5.1.6. Relationships
This is how the tables are linked to each other so that when a change is made to one, similar data automatically gets updated.
5.1.7. Restrictions and Limitations
After you have installed the system and want to run it, you will find that in order to access the system, you will need some information.
The first thing that appears that appears when you open the system is the Login form which requires the password and the username. These two key information is given below.
Password : Medicare
The password is not sensitive to any capital and simple letters used in the wrong place.
Username : Administrator
The username can be typed in capitals or simples only. You cannot use capital or simple letters in the wrong place.
Once the username and password is correctly typed in, the main menu appears giving you a chance to make your selections.
5.1.8. Queries and macros used
5.1.8.1. Queries
* Special Information on Patients Query
Field
Table
[PATIENT_NO]
Table - Patient's Details
[FIRST_NAME]
Table - Patient's Details
[CIVIL]
Table - Patient's Details
[DOB]
Table - Patient's Details
[SEX]
Table - Patient's Details
[NOTES]
Table - Patient's Details
This query is being used to identify each patient specifically.
This helps to check whether each patient's allergies and other records about the medical history. Therefore doctors are able to treat the patients according their records resisting any damages or injuries towards the patient.
* Item Checking Query
Field
Table
[ITEM_ID]
Table - Specification of Item
[ITEM DESCRIPTION]
Table - Specification of Item
[QTY_ON HAND]
Table - Specification of Item
This query is used to check the balance of Items in the stores.
Item checking query can be used by the employees to see if the company is running out of medicine items. Therefore it can be updated before the company run out of medicine items.
5.1.8.2. Macros
I have used only one macro in my database. This macro is used in the login form. The design of the macro is shown below.
Condition
Action
[text4]="Administrator" And [text6]="MediCare"
MsgBox
...
OpenForm
Not [text4]="Administrator" And [text6]="MediCare"
MsgBox
[text4]="Administrator" And Not [text6]="MediCare"
MsgBox
Not [text4]="Administrator" And Not [text6]="MediCare"
MsgBox
5.1.9. Structure Charts (DFDs)
In this section I have used data flow diagrams to describe my proposed solution. I used DFDs specifically because they help to identify each step and how the system works periodically.
Here I have used four DFDs.
* Item DFD
* Patient DFD
* Employee DFD
* Doctor DFD
Each DFD explains how and what happens when something or someone registers newly into the system, how they are updated and validated.
This diagram shows the process and procedures which takes place when displaying the information about the items and updating when items are bought by the company. Also this diagram shows how the purchase orders are printed and sent to the suppliers when items are needed. Every time the data is edited it is being updated and stored. An error report is produced when an error is detected while validation step is performed.
This diagram shows the process and procedures which takes place when an employee registers newly to the company and when the information of the employee is needed and when needed editing the information keyed in. Every time the data is edited it is being updated and stored. An error report is produced when an error is detected while validation step is performed.
This diagram shows the process and procedures which takes place when a doctor registers newly to the company and when the information of the doctor is needed and when needed editing the information keyed in. Every time the data is edited it is being updated and stored. An error report is produced when an error is detected while validation step is performed.
This diagram shows the process and procedures which takes place when a patient registers newly to the company and when the information of the patient is needed and when needed editing the information keyed in. Every time the data is edited it is being updated and stored. An error report is produced when an error is detected while validation step is performed. These procedures are frequently taking place, because more patients do come more than any other persons.
5.2. User Documentation
5.2.1. Hardware required by the system
* Processor - Intel Pentium(IV) 1800 MHz CPU(Central Processing Unit)
Reason - Fast loading of programs.
Fewer computer crashes.
At present people are used to computers with a processor more than 2500 MHz, but in the proposed Medi Care Hospital system it doesn't need much speed because it uses simple application which are being used in daily life.
It is cheap when compared with other processors which work at the same speed.
Can open multiple programs without getting the system crash. (E.g.: Can open the calculator while working on the proposed system)
? RAM - 256 MB DDR 1 Random Access Memory.
Reason - Many programs can be loaded at once due its high capacity. Fast loading of programs and no chance of running out of memory.
It needs to suit the processor (1.8 GHz)
To quickly record the details about patients.
? VGA - 64 MB Video Graphics Array
Reason - Higher VGA memory is not needed for the proposed solution since graphics does not play a major part in the system.
Enables the proposed system to work properly along with its applications. Healthy for eyes and also cheap.
? Monitor - 17 inch, flat screen, low radiation colour Visual Display Unit.
Reason - Large screen size makes the system more clear and vivid.
Colour and flatness makes the employees work with good efficiency and increase their attraction towards the system.
Low radiation helps the employee to get free of eye strains.
? Hard disk - 25 GB Free disk space
Reason - Since the system is updated daily and being backup monthly it needs a varying amount of disk space. 25 GB will be enough because the proposed system stores files in a format which doesn't consume much space.
Daily treatments, appointments and transaction are being stored in magnetic tapes after 1 year; therefore they can maintain the free space of the disk.
? Floppy drive - 3 1/2 inch Diskette Drive
Reason - Floppy disks will not be used frequently, because all the data is being typed in rather than inputting it externally through storage devices.
? CD Drives - Combo Drive
Reason - Proposed system can backup their important information on CDs.
? Keyboard - Anti RSI, 101 keys PS/2 port key board.
Reason - This type of keyboard is very common through out the world, therefore it will be easy for the employee to get used to it soon.
Anti RSI is used because the system is being updated by entering data manually through the keyboard very frequently by the employee, therefore this technology prevents any harm towards the employee.
? Mouse - 3 button, PS/2 port optical mouse.
Reason - No dust collecting and less sound when compared to other models.
3 buttons makes it more reliable and makes it easy to navigate.
? Printer - Laser Jet Black/white printer
Reason - Even though it is more expensive than normal printers, it is cheap to maintain than any other printer. Print outs are going to be fast therefore less time consuming.
Reports doesn't need be coloured, therefore black/white printer is essential because it is cheap.
5.2.2. Software required by the system
Data Base Management System
Ms Access 2003
As the system is expected to be less complicated, easy to use with fewer problems I recommend Microsoft Access. It is the most appropriate for the system to be run because:
. Ms Access has availability for Wizard help and also it is compatible with most of the other softwares.
2. Errors can easily be recognized and corrected therefore more accurate.
3. Easy to use and handle.
4. Integration between softwares is easier.
5. Transferring, editing, moving or amending data is easier.
6. It stores large number of data and even in a large company they store lots of data and these can be used in other network databases
* MS Access is the most demanding and conceptually challenging software.
Therefore, the most suitable Data Base Management System would be MS Access 2003.
Operating System
Windows XP Professional edition Service Pack 2
. This is easy to use and more manageable,
2. Less commands are required making the users more comfortable with the system,
3. Different options are available providing more facilities.
4. User friendly interface.
Therefore, the most suitable operating system would be Windows XP.
5.2.3. How to install the solution
Notice: A space of approximately 100Mb is required to install the system.
* Insert the disk and wait for a few seconds for the disk to load.
* A screen shown below will appear asking you what you want to do with the CD.
* Click on "Open folder to view files using Windows Explorer" which is highlighted in the above diagram.
* Under the drive, the CD is in, you will see a folder named "MediCare Hospital System". Double click on it.
* You will see a Microsoft Access icon titled "Hospital System". Right click on it and select "Copy".
* Go to the drive you want the system to be held in. Right click on the screen and select "Paste".
5.2.4. User Maintenance
* CREATING A TABLE:
* Adding a table- To add a table there are three ways by clicking on "Create table in Design View" Here once the table is opened the field names and properties can be given and declared. You can also create a table by clicking on "Create table by using wizard". Here you can follow the wizard and create the table. Or else you can "Create table by entering data", here the data can automatically added to a table that has been already created by the system.
* CREATING A NEW FORM:
* Adding a Form - There are two ways in which you can add a form that by Design view or using Wizard. If using design view then click on "create form in Design view" and the start creating the form. If it is using Wizard then click on "create form by using Wizard" and follow instructions of the wizard to create the form.
* EDITING A FORM:
* Editing Forms - The current forms used in the system can be altered. The following steps show how to alter a form. Open the form you need to edit and click on the button "Design" which is on the toolbar with an icon of set of mathematical instruments. Now the necessary changes can be made to the form using the toolbox.
The following is a picture of a toolbox.
* Add command buttons
In order to add command buttons you must first the 'control wizards' button which is represented by a wand. Once you have selected this button you must then select the command button which looks like this. Then you must place the button where you please on the form. Then 'command button wizard' will open up you can follow the wizard to make your command button do whatever you want it to do.
* Change the heading of the form
To change the heading of the form you must select the heading and then replace it with whatever heading you want to appear.
* Change the labels
To change the labels on the form you must select the label that you wish to change and then simply replace it with whatever name you want to appear in its place.
* Add a label
To add a label you must select the 'label button'. Then you must place the label where ever you want on the form.
* Add a text box
To add a text box you must select the 'text box' button and then you must place the text box where ever you want on the form.
* You can enter various forms of entering data on the forms too. The various forms available are :
* 'toggle button'
* 'option button'
* 'check button'
* 'combo box'
* 'list box'
* 'tab control'
* Lines
* Shapes
* Images.
All of these features can be entered by selecting the relevant button and then placing the function where ever you want on the form.
* Adding fields
You can add fields on to the form so that you can enter data through the form and then the data will be entered to the tables through the forms. To enter fields from the tables you have to click on the 'Field List' button and then you can drag and drop the fields that you want to use on the form, on to the form.
* EDITING THE SWITCHBOARD - Here it can be edited in the same way as a usual form.
* The background of the form can be changed. First by deleting the present image, then click on the 'image icon' which is represented by a picture of two mountains and a sun.
* If more forms have been added to the system, then a command button can be added to the Switch Board to open the new form. This button can be added by clicking on the "command button" on the toolbox and placing it ware ever needed in the form. Then using command button wizard you should select 'Form operation' and then click on 'Open Form' and then proceed giving the button a name. This button in the Switch Board will be used to open the new form in the system.
* Adding Reports
* Reports can be added to the system by using the wizard or in design view. If you are using wizard then you have to select the 'Create report by using wizard' you can then follow the wizard and make a report. Then if you are using design view you must then select 'Create report in design view' and then you can create the report.
* Editing Reports
* The background of a report can be in two ways this is by adding an image as the background or by changing the fill colour of the report.
* The fill colour can be changed by right clicking on the background of the form and under 'Fill colour' select the colour needed for the report. To add an image as the background you must select the 'Image button' and add the picture needed for the background of the report.
* The heading of the report can be changed in the report in the section where it says "Page Header". Page number can be entered under "Page Footer".
* Text boxes can also be entered in to the report. This can be done by clicking on the "text Box" button in the toolbox which as an icon of ab. Then the text box can be placed where ever needed in the report.
* Label's can also be entered in to the report. This can be done by clicking on the "Label" button in the toolbox which as an icon of Aa. The label the can be placed where ever needed in the form.
5.2.5. How to enter, edit, and save data.
The following diagrams show the buttons used for navigating and editing data in a data entry form.
When you open the system, the login form automatically appears as shown below. This requires your username and password.
Password : Medicare
The password is not sensitive to any capital and simple letters used in the wrong place.
Username : Administrator
The username can be typed in capitals or simples only. You cannot use capital or simple letters in the wrong place.
Once the username and password is correctly typed in, the main menu appears as shown below giving you a chance to make your selections.
Here there are many options for the user to select according to his/her need.
I have grouped these selections according their categories. The main commonly used data entry forms are on the top centre of main menu.
They are : Daily Appointments
Specification of Items
Payments to Doctors
Purchase orders
Following are the screen shots of the above mentioned data entry forms.
When you click on the button "DAILY APPOINTMENTS" on the Main Menu the switchboard which contains the following forms appear as shown below.
* DAILY APPOINTMENTS
* DAILY APPOINTMENTS
When you click on the button "DAILY APPOINTMENTS" on the form "DAILY APPOINTMENTS" which links to the screen shown below. This includes all the sheduled appointments which can be printed and given to the patients when they arrive if they have booked it earlier.
* APPOINTMENTS DOCTOR
When you click on the button "APPOINTMENTS DOCTOR" on the MAIN MENU a screen appears where the user can check the appointments sheduled upon doctors and a hard copy can be given to the doctors to arrange their daily routine.
You can go back to the Main Menu by clicking on the button "MAIN MENU".
* SPECIFICATION OF ITEMS
When you click on the button "SPECIFICATION OF ITEMS" on the MAIN MENU a screen appears as shown below. This form contains all the information of items (medicine) available at the pharmacy. This contains the manufactured date,expiry date,price and the quantity on hand.
* PAYMENTS TO DOCTORS
When you click on the button "PAYMENTS TO DOCTORS" on the MAIN MENU a screen appears as shown below. This contains all the informations about payments done to the doctors.
* PURCHASE ORDERS
When you click on the button "PURCHAS ORDERS" on the MAIN MENU a screen appears as shown below. This form contains the information about the purchase orders that are to be sent to the suppliers.
The next most section is about the member details, therefore I have categorised these under the category of "MEMBER DETAILS"
The data entry forms which comes under this category are
* Patient Details
* Doctor Details
* Employee Details.
The following are the screen shots of the above data entry forms once they are clicked.
* PATIENT DETAILS
When you click on the button "PATIENT DETAILS" under the section member details on the MAIN MENU a screen appears as shown below. This contains all the information about the all the registered patients at MediCare Hospital System.
* EMPLOYEE DETAILS
When you click on the button "EMPLOYEE DETAILS" under the section member details on the MAIN MENU a screen appears as shown below. This contains all the information about the all the registered employees at MediCare Hospital System.
* DOCTOR DETAILS
When you click on the button "DOCTOR DETAILS" under the section member details on the MAIN MENU a screen appears as shown below. This contains all the information about the all the registered doctors
You can also select the queries under 'QUICK REFERENCE" section of the MAIN MENU. These are mentioned as quick reference because the only main information is available.
These queries are : Item quantity available
Patient Details
* Item Checking Query
This query is used to check the balance of Items in the stores.
Item checking query can be used by the employees to see if the company is running out of medicine items. Therefore it can be updated before the company run out of medicine items.
* Patient Details Query
This query is being used to identify each patient specifically.
This helps to check whether each patient's allergies and other records about the medical history. Therefore doctors are able to treat the patients according their records resisting any damages or injuries towards the patient.
Quick reports of Daily Transactions and Payments to Doctors are available under section of "QUICK REPORTS" in MAIN MENU.
* TRANSACTION DETAILS
This report represents the daily transactions occurring in the pharmacy section, involving medicine items which are bought by the patients. This report is send to the stores to update the item detail master file at the end of the day.
* PAYMENTS TO DOCTORS
This is a report delivered to the doctors along with their payments. A copy of this report is also sent to the monthly transactions master file for it to get updated.
How problems might be avoided
When entering data into forms...
Fill in the primary key of the particular form first (for example, Patient Number in the Patient Details form) to prevent any error messages from appearing.
Try not to change the coding behind the forms as this could create complications.
How to cope with any problems that may arise
If you cannot make a backup copy of the system...
Make sure that the database is close first
Make sure that there is sufficient space in the particular drive
If you cannot enter the Patient Number, Doctor Number, Employee Number or any other primary key into a form...
Press the "Backspace" button on your keyboard until the "line" is at the beginning of the box and then start typing.
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