Project Specification Page 1

HOSPITAL MANAGEMENT SYSTEM

Introduction

This project will automate the daily operations of a hospital. The project keeps track of the staff and
patient (in-patient, out-patient) details. It also takes care of the ward, medical, invoice and the doctor’s
appointment details. The system generates the daily ward availability, the status of the operation theatres
and ICU. The system also generates invoice, patient wise invoice, stock availability and staff shift schedule
for every patient.

Data Flow Diagram

User

Logon

Operation
Doctors/Surgeons Wards
Theatres

Book / Book / Book /

Cancel Cancel Cancel

Appointments Availability Operations

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Database Schema

Table: HOSPITAL
Column Name Data Type Description
Hospital_name VARCHAR(20) Name of the hospital
Address VARCHAR(50) Address of the hospital location
No_of_floors NUMBER(2) Number of floors in the hospital
No_of_rooms NUMBER(3) Number of rooms in the hospital

Table: WARD_MASTER
Column Name Data Type Description
Ward_id VARCHAR(3) Unique identification of a ward
Ward_name VARCHAR(25) Name of the ward (ENT, Maternity, ICU, Operation Theater etc)
Floor_no NUMBER(2) The floor in which the ward is situated
No_of_rooms NUMBER(3) The number of total rooms present in the ward
Occupied_rooms NUMBER(3) The number of rooms occupied by patients

Table: STAFF
Column Name Data Type Description
Staff_id NUMBER(4) Unique identification of an hospital staff
Staff_name VARCHAR(25) Name of the staff
Address VARCHAR(50) Address of the staff
Phone_no VARCHAR(15) Phone number(s) of the staff (if any)
Doj DATETIME Date of joining
Type VARCHAR(15) Category to which the staff belongs to (doctor, nurse etc.)
Specialization VARCHAR(25) The area of specialization (Applicable only to doctors – ENT, eye specialist, cardiologist
Qualification VARCHAR(15) Qualification of the staff
Level VARCHAR(5) Level of the staff (applicable only for nurses – general or supervisor)
Active VARCHAR(1) Stores Y if the staff is still working for the hospital or N otherwise

Table: PATIENT
Column Name Data Type Description
Patient_id NUMBER(7) Unique identification of the patient
Patient_name VARCHAR(20) Name of the patient
Address VARCHAR(50) Address of the patient
Patient_type VARCHAR(3) Whether in-patient(IN) or outpatient(OUT)
Category VARCHAR(2) Whether emergency (E) or non emergency (NE)
Type_of_treat VARCHAR(30) The type of treatment given to the patient
Room_no NUMBER(3) Room number in which the patient is occupying
Add_date DATETIME Date on which the patient was admitted
Dis_date DATETIME Date on which the patient was discharged

Table: SHIFT
Column Name Data Type Description
Staff_id NUMBER(4) Refers to the staff_id of the staff table
From_date DATETIME The start date of the shift
To_date DATETIME The end date of the shift
Shift NUMBER(3) The type of shift (G-general, M-morning, N-night)

Table: WARD_TRANS
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Column Name Data Type Description

Ward_id VARCHAR(3) Refers to the ward_id of the ward_master table
Patient_id NUMBER(7) Refers to the patient_id of the patient table
Room_no NUMBER(2) Room number in which the patient is staying
Date_in DATETIME The date on which the patient started occupying the room

Table: APPOINTMENT
Column Name Data Type Description
App_no NUMBER(4) Unique identification of an appointment
App_date DATETIME Date of appointment
App_time VARCHAR(5) Time of appointment
Doc_name VARCHAR(25) Name of the doctor the patient is willing to meet
App_fixed_on DATETIME Date on which the appointment is made

Table: MEDICALS
Column Name Data Type Description
med_id NUMBER(9) Unique identification of the medicine
Med_name VARCHAR(40) Name of the medicine
Date_of_exp DATETIME Date on which the drug expires
Qty_on_hand NUMBER(5) The quantity of the drug that is available in the store
Rate NUMBER(9,2) The rate of the particular drug
Manuf VARCHAR(40) The manufacturer of the drug
Re_ord_qty NUMBER(2) Indicates the re-order quantity of the drug

Table: INVOICE
Column Name Data Type Description
Inv_no NUMBER(6) Unique identification of the invoice
Inv_date DATETIME The date on which the invoice was raised
Patient_id NUMBER(7) Refers to the patient_id in the patient table
Med_id NUMBER(9) Refers to the med_id in the medicals table
Qty NUMBER(4) Quantity of the particular drug purchased

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Menu Structure

The menu structure must be as shown in the following figure.

On selecting the Master option and one of the four options, the screens for entering the screens for
entering staff, patient, ward, medicine details must be displayed respectively. The Action menu option
must be enabled only if any of the options under the Master menu option is selected.

The application must accept data only on selecting Action  New from the menu. The Confirm option must be enabled only if the New or
Update option is selected from the Action menu and the Action option must be disabled.

In order to modify, view or delete a record form a particular table, the corresponding option is selected from the Master menu and then
Action  Modify, Action  View or Action  Delete option must be selected respectively. The record must be modified only after the
Confirm  Update menu option is clicked. The Confirm option must be disabled and the Action option must be enabled. When the
Confirm  Clear option is selected, all the fields must be cleared and the Action option must be enabled and the Confirm option must be
disabled.

The Close option in the Master menu must close the currently open form and the Exit option must quit the application.

When starting the application for the first time the details of the hospital must be accepted and stored. The details must be displayed in all the
forms and also on the invoice that is generated.
Hospital
The hospital table stores the physical details of the hospital, like the name, address, phone number and the number of floors present. The
name and address of the hospital must be displayed in all the forms.

Ward Master
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The details are accepted once at the beginning. The ward id must be automatically generated. The name of the ward, the number of rooms and
the floor number are accepted and updated in the ward_master table.

Staff Details
When accepting the staff details the staff id must be generated automatically. The staff type is accepted in a drop down list box. The other
details must be accepted in a text box. The specialization must be accepted only when the staff type is doctor or nurse.

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When the staff type is selected as Nurse then, the Level field must be accepted as shown below:

The active field in the staff table is set to ‘Y’. When a staff resigns, then his record is not deleted. Instead, the active field is set to ‘N’.

Patient Details
The patient id must be automatically generated. When the patient type is selected as in-patient, then the admission date, room number and
ward must be accepted.

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When the patient gets discharged, then the Action  Delete option must be selected. On doing this the dis_date column of the corresponding
patient is set to current date. Also the ward_master table is updated to reflect the room availability.
The ward_trans table is also updated automatically when a patient gets admitted or discharged.
Appointments

The appoint table stores the appointment details of all the doctors. When entering the appointment details the appointment id (app_id) must
be automatically generated. The list of doctors must be retrieved from the staff table and displayed. However, the table appoint must store
only the doc_id field, which is used to refer the staff table. Then the date on which the appointment is sought is accepted. Validation is done
so that the date is not less than the current date. If the appointments are full for that day, then a message box indicating that “No more
appointments” must be displayed.
After accepting the date and if there are empty appointment slots, the time of appointment must be displayed. After accepting the time,
validation must be done, so that there’s no other appointment on that time. The app_fixed_on field defaults to current date.

Medicals
The medicals table stores the details of the medicines in stock. The screen must allow addition, modification and deletion of item in the store.
Medicines have expiry dates and hence, every morning the list of items that are going to expire within a week must be displayed. Similarly,
the drugs that have to be re-ordered must be displayed.

Invoice
The invoice details are accepted when medicines are purchased on behalf of the patient. Here the invoice number must be generated
automatically. The screen must accept as many medicine details as possible. After accepting the quantity the amount must be calculated

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automatically if there is enough stock. The total amount of the invoice is also calculated automatically, at the end. After the Confirm 
Update option is selected, the invoice must be printed in the same format as it appears below.

Window
The window option must display the list of opened windows, and highlight the currently active window.

Reports
The reports that must be generated are the patient wise invoice, medicine stock availability and the staff shift schedule.

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Patient Wise Invoice

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Medicine Stock Availability

Staff Shift Schedule

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