Implementing An Automated Management System For Medical Centers

Manual Functionality and Issues

Question:

Discuss about implementing an automated management system for the medical system. 
 

The report presented here discuss about the business process operations that has been manually conducted in the medical center. The current operation process in the medical center is totally manual such as payment system, record keeping and schedule and other bookings.   This kind of manual functionality do cause slower operations in the medical center and can lead to misplacing data or critical information and takes lot of time for a single procedure (Nielsen et al. 2012). The main objective of the medical center is to implement an automated management system or process to ease the process of management in the medical center. There are some lists of functionalities that Dr. Slate wants to have in their operation management system. The automated system which will be implementing shall maintain the records, have a proper accounting details and providing automatic generated receipt and other such activities to east the management processes (Madathil et al. 2013).  The main objective of this report is to present an overall idea of implementing an automated management process in a medical center.

Keeping the tracks of the all the records and the activities on paper is always a clumsy and difficult task. It is also important for any medical center to keep track of its daily records and activities of their customers, nurses, doctors and other office staff individuals that keeps the medical center function smoothly and successfully (Padovani et al. 2014). The main objective of the new system is to have the ability of different functionality and it will be a solution to all the business process issues. The system will have a complete and flexible architecture that will support the business process. The paper works are very inefficient and consuming lot of time (Öker and Özyapici 2013). It has been observed that due to daily increase of visitors and people in the center it has been hard to maintain so many paper works for each individual and recording detail in the record books. It is so inefficient and slow process that consumes lot of time and there are lots of chances of making mistakes. Moreover it is not technical feasible and it is not economical as well to maintain these records on the book (Wagner et al. 2014). Therefore, the main goal is to implement an automated management system in the medical center to improve the process operation in the center. The main goal of the system is to decrease the paper work as low as possible by providing a reliable and cost effective automation system (Tang and Zhang 2013). This system other objective is to provide a better security to the system and the information at each stage of customer system interaction and gives a trustable and robust and backing up functionalities.

The objective of having an automated management system is to maintain the daily activities such as maintaining the list of doctors, generating report, admitted and discharged patients and etc. (Van Gigch 2013). The key objectives are listed below:

1. The appointment of the patients with doctors should be properly schedule to ensure convenient for both doctor and patient.
2. To make things digital as far as the details of hospital and patients are concern.
3. It should maintain and control the generated reports of the patients and other official work in the labs of the medical center.
4. For the medical store it should automatically decrease the considiton of the stock in medical section and have to list which medical was issued to which patient.
5. The automatic up-gradation of equipments should be done whenever a transmission is done.
6. All the data should be maintain in individual account of the patients and the staff and it has to be kept in a database for future references.
7. The service scheduling of guest doctors and in emergency cases should be properly done by utilizing the automated management system.

Objectives of the Automated Management System

Primary Data collection

The primary data needs to be collected from the source. The primary data or raw data are not manipulated or processed; it is used as a source input. The primary data is collected from the source through survey of different hospital management systems. The data provided in the assignment consists of the new data collected from the research performed by the team. The raw data are collected directly from the market source and the respondents (Aggelidis and Chatzoglou 2012). The information is regarding the problem that is identified in managing the hospital system. All the inquiries that was asked during the survey was absolutely impartial and defined so that the others could comprehend it. 

For collecting the secondary data the organizational records, census and other internet sources are analyzed, on the other hand the primary data are collected by the researcher. Different multispecialty hospitals are surveyed and their services that they are providing are also analyzed from the internet sources (Vasquez et al. 2013). The collection of secondary data saves time and the database we get from the secondary data collection has high-quality however it may be useless for the company as sometimes the data collected from the different sources are outdated. 

Introduction

The system requirement is an entire behavior description of the system which will be created and involve a group of used cases which explains communication the users will have the application. It contains both technical and non-technical needs of the system (Ward and Peppard 2016). The system requirements are critical and need to be met to properly function in the implemented organization.

The key purpose of the system requirement to present in a correct manner all the abilities that will be given by the applied application i.e. “Automated HMS (Hospital management system)”. It is also mentions different restrictions which the system will acknowledge for. The presented document will give us a clear idea about the software requirements, capabilities and specifications (Davenport 2013). The proposed system is HMS. The proposed system will be utilized in pathology labs, medical section, hospital and etc.

Let us check some of the functional and non-functional system requirements in the below table.

Functional Requirements	Description
Information or Data management	The medical center staff can easily update the relevant data or information in the provided system (Haux et al. 2013).
Keeping Records	It will allow the management team and other office staff to maintain and control the records.
Tracking day to day activities	Allow the hospital management to track the daily activities.

Table 1: System Functional Requirements

(Source: Hatley and Pirbhai 2013)

Non-Functional Requirements	Description
Performance	The system can handle multiple operations and can handle a large bandwidth.
Reliability	The system has to allow data division into other data server.
Usability	The system has to be easy to use and convenient to operate.
Security	The system has to be well protected  and secured in every stage of user operation

Table 2: System Non-Functional Requirements

(Source: Iannone et al. 2013)

Product point of view

The product would run on windows platform without any third party application programs.

User Interface:

The software designed for the hospital management system would have a menu based interface design, interactive and graphically user friendly design. The portal would display the category of the user in the first page i.e. the admin and the normal user. The admin could access all the service but the normal users would be restricted to access all the services (Laguna and Marklund 2013). The normal users can search the doctor’s specialization; number of beds available, charge of the doctor etc. while the admin can search the details of an existing patient from the database and add new patient records. The admin also manages the bills and the appointments for the patients and generate reports according to it.

Data Collection and System Requirements

Hardware Requirement

Processor: Dual core processor and motherboard

RAM: 2GB

HDD: 500GB

Input Device: Mouse, Keyboard

Output Device: Monitor, Printer

Software Requirement

O.S: Windows 7, 8.1, etc.

Front End: Microsoft Visual Basic

Back End: Microsoft Access

Workings:

The software that is implemented for the hospital management system does not automatically records the database. The database administrator handles the client side manually. The DBA also handle the data recovery and backup of the database, the old non required data are deleted by the DBA manually from the database (Lian et al. 2014). 

Login Module – This will record the customer’s password and customer’s details.

Patient Module – It will keep a proper track of entire information about both in-patient and out-patient along with patient details such as name, address, contact number, doctor name and allotted room number which will be stored for future reference.

In & Out Patient Module – It will contain patient in and out details such s request form for admission before the patient is admitted in the hospital along with their health details and prior health history. Secondly the other aspect is that the patient detail will be update in case of patient getting discharge from the hospital and its present health situation.

Billing Module – This module will produce bill for in and out patient who comes and leaves the hospital and other billing aspect such as medical purchasing bills from the hospital stores.

Pathology Module – This will generate reports from the pathology labs of the hospital.

The hospital management needs a lot of decision making which is highly critical if the management system is not so effective then it will create lots of issues in getting the right data and implementing in every stage (Westbrook et al. 2015). A proper system can transform an hospital into super functionality or specialty hospital.

Reach better quality ratings – The hospital management system will play a critical role when it comes to top-preferred and high rated hospitals. Many hospitals rely on such systems upto a major extent.

Better Revenue Management – Any hospital with better management system will like to give equal important to serve humanity as well as to make profits as well because it’s a business. Better revenue management is a key element because it needs fortune to run the hospital (Dey et al. 2013). The automated HMS which is customize as per the medical center needs can solve it effectively.

Enhance clinical decision-making ­– The major aspects of having a good management system is to make sure that the clinical decision making and operation process is efficient, accurate and fast (Grefen et al. 2012).

Enhance data security – It is critical important that every company or business has to have a protected management system to protect their confidential data and it has to be safe to make sure that no unauthorized access is made.

Pharmacy Manager Scenario

Figure 1: Pharmacy Manager Scenario

(Source: Created by author)

Figure 2: Management and Staff Scenario

Functional and Non-functional Requirements

(Source: Created by author)

The below table describes the DF diagram for the medical center.

Name	Symbols	Description
External Entity		The external entities supply data from outside or use the system output.
Data flow		It is used to represent the flow of the information from the source to the destination.
Process		The process is used to manipulate and transform the data flow within the system.
Database		The database is used to store the records and entries.

Table 4: Entity Relationship Diagram

(Source: Created by author) 

Figure 3: Context Level DFD

(Source: Created by author)

Figure 4: DFD Level-0

(Source: Created by author)

Figure 5: DFD Level-1

(Source: Created by author)

The below table describes the ER diagram for the medical center.

Name	Symbol	Description
Attribute		It describes the characteristics or property of the entity
Entity		It is a place, person, object or anything
Relationship		It describes the relationship between the entities

Table 4: Entity Relationship Diagram

(Source: Created by author)

Figure 6: Entity Relationship Diagram

(Source: Created by author)

Conclusion

The report presented here discuss about implementing an automated management system for the medical system. The report provides a clear discussion of what is the system design is all about and how it will serve the medical center functionalities that was mentioned by Dr. Robert Slate. In this report a clear explanation has been provided about how they can be benefited by the upgrading from manual business operation to automated business operation. The Data flow diagrams have been provided with a clear scenario about how the system will perform with respect automated management system. The implementation criteria have also been mentioned in this report. The overall conclusion of this report explains that there are multiple benefits if the automated management system has been implemented in the medical center.  

References

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