Researchjournali’s Journal of Information Technology Vol. 1 | No. 1 May | 2014 1 www.researchjournali.com Adewale O Adebayo School of Computing and Engineering Sciences, Babcock University, Ilishan-Remo, Ogun, Nigeria Olugbake Kanyinsola School of Computing and Engineering Sciences, Babcock University, Ilishan-Remo, Ogun, Nigeria Toluhi David School of Computing and Engineering Sciences, Babcock University, Ilishan-Remo, Ogun, Nigeria Patient Record Management Information System
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Researchjournali’s Journal of Information Technology Vol. 1 | No. 1 May | 2014
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Adewale O Adebayo
School of Computing and Engineering Sciences,
Babcock University, Ilishan-Remo, Ogun, Nigeria
Olugbake Kanyinsola
School of Computing and Engineering Sciences,
Babcock University, Ilishan-Remo, Ogun, Nigeria
Toluhi David
School of Computing and Engineering Sciences,
Babcock University, Ilishan-Remo, Ogun, Nigeria
Patient Record
Management
Information System
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Abstract
The purpose and essence of any records management system is to provide the right information in the right
place, in the right order, at the right time for the right person at the lowest cost. This is better achieved by a
computer-based system. There are some patient record management information systems (PRMISs) in
existence, but they are not readily usable nor are their designs available for improvement. The main objective
of this research was, therefore, to design and develop a PRMIS that would automate patient information
management and give direct benefit in certain terms, whilst avoiding any confusion that would jeopardize the
quality of patient care. The research strategy was design and creation, and the software development model
used was the waterfall. The design and implementation of PRMIS is presented, a veritable stepping stone.
Keywords: Patient Record, Hospital Management, Management Information System, Patient Record
management, Record Management
1. Introduction
Patient Management Information Systems (PMISs) are comprehensive, integrated information systems
designed to manage the information of patients of a hospital and manage the service processes. Hospitals are
becoming more reliant on the capability of patient management information system to assist in the diagnosis
process and management, for better and improved services and practices. The main goal of PMISs is to
streamline the flow of information across the hospital towards effective decision making for patient care, in an
optimized and efficient manner. Recording of patient information, be it medical, personal, financial or legal,
or recording of medical personnel information on paper is at risk of thievery, fire outbreaks, misplacement by
employees and even petty things such as handwriting legibility. An automated PMIS will be necessary
because there are a lot of difficulties in maintaining a large amount of information on paper, especially as
there is usually no back-up for the information, access to information can prove difficult and time-consuming
if it has to be searched for, and accuracy is needed in the recording of vital information, and chief medical
personnel cannot oversee all that is written on the vast amount of paper to be used. It is, therefore, vital for a
healthcare organization such as a hospital to have an automated patient management information system.
There are a number of hospital management applications, open source and non-open source, but they are
usually difficult to customize or proprietary and expensive, and their designs are not readily available for
appreciation and improvements. The aim of this research is, therefore, to design and create a patient record
management system that would enhance information integrity, reduce transcription errors by minimizing the
chances of wrong documentation, reduce duplication of information entries, optimize report turnaround time,
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reduce the chances of pilferage as related data would be readily available electronically, and maintain records
of indoor and outdoor patients.
The research strategy was design and creation (Oates, 2009). The development model employed for the
project was the waterfall model (Hughes & Cotterell, 2009) because the project‟s requirements were clear and
understood before the commencement of design and development. Interview and direct observation data
collection methods were utilized at two hospitals to gather information about patient record management. In
addition, extant literatures were reviewed and existing software providing similar facilities were examined for
enlightenment and possible improvement. The resultant application was evaluated within certain limits. No
exceptional difficulty of being ethical researcher was encountered.
Effective management of information in any organization is vital for the optimal maintenance and growth of
that organization. Management of information in healthcare organisation can in some cases be the difference
between life and death. Hence, a healthcare organization such as a hospital will benefit from system such as
the proposed, and its design is available for adoption and improvement.
2. The Patient Record Management System
The system specification describes the functional and non-functional requirements posed on a system element
(Modelli, 2010). The Use Case diagrams, Figures 1 to 4, present the Receptionist, Nurse, Doctor, and
Administrator, the key hospital entities, requirements of the system. The attendant processes flowcharts are
shown in Figures 5 to 8, respectively.
Figure 1 - Receptionist Requirements
Login
Login
Logout
Register Patient
Search for Patient Record
View Patient Record
Edit Patient Record
Save Patient record as pdf-document
Receptionist
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Figure 2 - Nurse Requirement
Figure 3 - Administrator Requirements
Figure 4 - Doctor Requirements
Login
Login
Assign Patient to Bed
Login
Assign Patient to Ward
Assign Patient
to Room
Login
Logout
Login
View Patient Record
Search for Patient Record Nurse
Login
Login
Assign Staff to Department
Delete Staff record
Logout
Login
Create New Staff Record
Search for Staff Record Administrator
Login
Login
Search For patient record
Logout
Login
View Patient Record
Upload patient Diagnosis Summary Doctor
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Figure 5 - Receptionist Processes Flowchart
Figure 6 - Nurse processes
Start
Login
Validation details
Validation successful
Register Patient View patient record Search for patient
record
Edit patient record
Save patient
record
Update database
Logout
Stop
NO
YES
YES
NO
Start
Login
Validation details
Validation successful NO
YES
View patient record Search for patient
record
Assign patient
to ward/bed
Assign patient
to bed
Update database
Logout
Stop
YES
NO
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Figure 7 - Doctor processes
Figure 8 - Administrator processes
Start
Login
Validation details
Validation successful NO
YES
View patient record Search for patient
record
Upload patient
diagnosis summary
Update database
Logout
Stop
YES
NO
Start
Login
Validation details
Validation successful NO
YES
Create staff record Search for staff
record
Assign staff to
department
Update database
Logout
Stop
YES
NO
Delete staff /patient
record
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Some of the algorithms formulated include Login, Register User, Add a Record, Edit Record, and Delete
Record algorithms. These pseudo codes detail the processes much like the flow charts. The Login algorithm,
for example, follows:
- System startup
- Enter login details
- On click of login button
- Connect to database
- Database query for user login verification authenticity
- If inauthentic
- Deny access and return to login page with error message
- If authentic
- Allow login
- Set administrator session
- Re-direct administrator to home page with administrator-privilege access
- If not administrator
- Allow login
- Set user session
- Re-direct user to home page with user-privilege access
2.1 Database Design
The database had to be designed in a particular manner, as one of the core elements of any management
information system. The entities about which data is required include the Patient, Staff, Appointment,
Prescription, Departments, Patient Diagnosis History, Patient Family Medical History, Patient Medical
History, Admission, Wards and Responsible Party. A number of the required attributes are presented in
Tables 1 to 9, as part of the physical database design. This process started at the analysis phase of the project,
to identify the necessary entities and relations, and their attributes, leading to determination of tables required
for the database and the associated field names, format and length of each table. The Entity Relationship
Diagram (ERD), which is a graphical representation of the relationship between the entities, and their
attributes within proposed database of the system, is shown in Figure 9.
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Table1: Patient Details Table
Table 2: Staff details table
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Table 3: Department Table
Table 4: Patient Diagnosis History Table
Table 5: Patient Family Medical History Table
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Table 6: Patient Medical History
Table 7: Admission Table
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Table 8: Wards Table
Table 9: Responsible Party Table
Figure 9: The Database ERD
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2.2 Software Implementation
Implementation is the realization of an application, or execution of a plan, idea, model, design, specification,
standard, algorithm or policy (Laudon & Laudon, 2010). Modules of the proposed application include Login,