PATIENTS RECORDS MANAGEMENT SYSTEM

A CASE STUDY OF EMMANUEL MEDICAL CENTRE

By

OCHAN KALUNGI JIMMY

FEB/2011/BIT/B8182/DAY

Supervisor

Ms. Namara Asiimwe

Department of CIT

A Research Report Submitted in Partial Fulfillment of the

Requirements for the Award of Bachelor Degree in

Information Technology of Nkumba University

May, 2014.

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Declaration
I do hereby declare that this report is my original work and has never been submitted for any
award of a degree in any institution of higher learning.

NAME INDEX NO REG-NO

OCHAN KALUNGI JIMMY FEB/2011/BIT/B8182/DAY I060

i
Approval
I certify that this project is the original work of the above named student and has been done
under my supervision. The work has never been submitted for any award of a degree in any
institution of higher learning.

Signed:………………………………… Date:……………………………….
Supervisor
Ms. Namara Asiimwe

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Dedication
I dedicate this report to my parents, guardians and my supervisor and all those who have
supported me in my research and findings. May the Almighty God bless you.

iii
Acknowledgment
I am grateful to several people for the support and guidance they accorded me.
Special thanks go to Ms. Namara Asiimwe my supervisor for enabling me to realize the
importance of time management and for her continued guidance throughout the course of the
project.
To the mentors, thank you for the advice and support.

I was lucky enough to work with a group of enthusiastic and communicative people: to my
colleagues and the lecturers, thank you for being cooperative and helpful.
I would like to thank my parents for the encouragement, love and financial support they gave me.
Most importantly, we thank the Almighty God for keeping me strong and healthy and enabling
me to complete our course.

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Contents

Declaration ii
Approval ii
Dedication iii
Acknowledgment iii
Table of contents v
List of Tables v
List of Figures vi
List of Appendices

viii
List of Abbreviations ix
Abstract x
CHAPTER 1 1
Introduction 1
1.0 Introduction 1
1.1 Background 1
1.2 Problem Statement 1
1.3 Objectives 2
1.3.1 Main Objective 2
1.3.2 Specific Objectives 2
1.4 Scope 2
1.5 The importance of the problem 2
1.6 Beneficiaries 3

v
CHAPTER 2 4
Literature Review 4
2.0 Introduction 4
2.1 Description of the current system 4
2.2 Patients Records Management System 5
2.2.1 The need for a Patients Records Management System 5
2.2.2 Features of a Patients Records Management System 6
2.3 Related systems (existing systems) 7
2.3.1 Patient Management Software 7
2.3.2 Chronic Patient’s Management. 7
2.4 Types of Record Management System 8
2.4.1 Conclusion 9
CHAPTER 3 9
Methodology 9
3.1 Study Analysis 9
3.2 Literature review......................................................................................................................10
3.3 Requirements gathering 11
3.3.1 System study 11
3.3.2 Interviews 11
3.3.3 Questionnaires 11
3.4 System Design 12
3.5 Software Implementation 12
3.5.1 Server 12
3.6 Testing and Validation of the interfaces 13
CHAPTER 4 14
System Analysis and Design 14
4.1 Introduction 14
4.2 System Study 14
4.3 Table of findings 14
4.4 Weaknesses of the current system 19

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4.5 Proposed Improvements 19
4.6 Functionalities of the proposed Patients Records Management system..................................20
4.7.1 User Requirements 20
4.7.2 Functional Requirements 21
4.7.3 Non-functional Requirements 21
4.7.4 System Requirements 21
4.8 Design Modeling 22
4.8.1 Context diagram for Patients Records Management System 24
4.8.2 DFDs for Patient’s Records Management System 25
4.8.3 Level 1 DFD 26
4.8.3 Data dictionary describing Level 1 DFD on figure 2 27
4.9 Data Modeling 27
4.9.1 Logical Data Modeling 28
4.9.2 Modeling relationships between entities 29
4.9.3 Entity Relationship Diagram for Patients Records Management System 31
4.9.4 Physical Database Design........................................................................................32
4.9.5 Pseudo Codes for Patients Records Management System 35
CHAPTER 5 38
Presentation of Results 38
5.1 Number of patients attended to by a doctor 38
5.2 What Management owes a Doctor 39
References 40
Appendices 41
CHAPTER 6 50
6.1 FINDINGS...........................................................................................................................50
6.2 CONCLUSIONS..................................................................................................................74
6.3 RECCOMMENDATIONS...................................................................................................75
6.4 FUTURE WORK.................................................................................................................75

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List of Tables

TABLE 1: SHOWING TYPES OF RECORDS MANAGEMENT SYSTEM ..............................................................8

TABLE 2: TABLE SHOWING QUESTIONNAIRES FOR DOCTORS......................................................................16
TABLE 3: TABLE SHOWING QUESTIONNAIRES FOR MANAGEMENT...............................................................17
TABLE 4: TABLE SHOWING QUESTIONNAIRES FOR PATIENTS.......................................................................18
TABLE 5: A DESCRIPTION OF HARDWARE REQUIREMENT..........................................................................21
TABLE 6: A DESCRIPTION OF SOFTWARE REQUIREMENTS..........................................................................21
TABLE 7: A DATA DICTIONARY FOR DATA FLOWS......................................................................................24
TABLE 8: A DATA DICTIONARY FOR DATA STORES.....................................................................................25
TABLE 9: A DESCRIPTION OF ENTITIES AND THEIR ATTRIBUTES....................................................................26
TABLE 10: A DESCRIPTION OF ENTITY DOCTORS......................................................................................29
TABLE 11: A DESCRIPTION OF ENTITY MANAGEMENT_STAFF.....................................................................29
TABLE 12: A DESCRIPTION OF ENTITY PATIENTSRECORDS..........................................................................30
TABLE 13: A DESCRIPTION OF ENTITY PRESCRIPTION................................................................................30
TABLE 14: A DESCRIPTION OF ENTITY SYSTEMS_ADMINISTRATOR...............................................................31
Table 15: Table showing time frame..............................................................................................37

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List of Figures
FIGURE 4.1: CONTEXT DIAGRAM FOR PATIENTS RECORDS MANAGEMENT SYSTEM .....................23
FIGURE 4.2: LEVEL 1 DATA FLOW DIAGRAM FOR THE PATIENT’S RECORDS MANAGEMENT
SYSTEM................................................................................................................................. 24
FIGURE 4.3: ENTITY RELATIONAL DIAGRAM FOR PATIENTS RECORDS MANAGEMENT
SYSTEM............................................................................................................................... 28
FIGURE 4.4 : PIE CHART 1: SHOWING THE AGE OF DOCTORS OR NURSES......................................45
FIGURE 4.6 : PIE CHART 3: SHOWING THE LEVEL OF EDUCATION OF DOCTORS OR NURSES..........46
FIGURE 4.7 : PIE CHART 4: SHOWING THE SYSTEM DOCTORS USE FOR PRESCRIPTION.................47

FIGURE 4.8 : PIE CHART 5: SHOWING THE CHECKING OF PRESCRIPTION.......................................48

FIGURE 4.9 : PIE CHART 6: SHOWING THE CURRENT SYSTEM’S PATIENTS RECORD KEEPING ........48
FIGURE 4.10 : PIE CHART 7: SHOWING THE TRACKING OF THE PATIENTS RECORDS .....................49
FIGURE 4.11 : PIE CHART 8 : SHOWING THE CURRENT SYSTEM’S MEANS OF COMMUNICATION .. .50
FIGURE 4.12 : PIE CHART 9 : SHOWING THE CURRENT SYSTEM’S SAVING OF PATIENTS
INFORMATION........................................................................................................................ 50

FIGURE 4.13 : PIE CHART 10: SHOWING THE CURRENT SYSTEM’S RETRIEVAL OF PATIENTS
INFORMATION ....................................................................................................................... 51
FIGURE 4.14 : PIE CHART 11 : SHOWING THE CURRENT SYSTEM’S CONTRIBUTION TO RESEARCH
AND ACADEMIA ....................................................................................................................52
FIGURE 4.15 : PIE CHART 12 : SHOWING THE CURRENT SYSTEM’S ACCESSIBILITY OF PATIENTS
INFORMATION ....................................................................................................................... 53
FIGURE 4.16 : PIE CHART 13 : SHOWING THE CURRENT SYSTEM’S SHARING OF PATIENTS
INFORMATION ....................................................................................................................... 53
FIGURE 4.17 : PIE CHART 14 : SHOWING THE RATE OF SERVICE DELIVERY OF DOCTORS OR
NURSES..................................................................................................................................54

FIGURE 4.18 : PIE CHART 15 : SHOWING CURRENT SYSTEM’S GENERATION OF REPORTS .............54
FIGURE 4.19 : PIE CHART 16: SHOWING THE CURRENT SYSTEM ON HAVING MULTIPLE FILES OF
PATIENTS............................................................................................................................... 55

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FIGURE 4.20 : PIE CHART 17 : SHOWING THE ABILITY OF THE CURRENT SYSTEM EXPERIENCING
DISASTERS............................................................................................................................. 56

FIGURE 4.21: PIE CHART 18 : SHOWING THE CREATION OF NEW SYSTEM TO REDUCE ON
ADMINSTRATIVE COSTS......................................................................................................... 56

FIGURE 4.22 : PIE CHART 19 : SHOWING THE DESIRE OF DOCTORS OR NURSES TO HAVE AN
AUTOMATED PATIENTS RECORDS MANAGEMENT SYSTEM......................................................57

FIGURE 4.23 : PIE CHART 20 : SHOWING THE AGE OF THE ADMINSTRATORS IN MANAGEMENT.....58
FIGURE 4.24 : PIE CHART 21: SHOWING THE GENDER OF THE ADMINSTRATORS IN THE
MANAGEMENT ......................................................................................................................58
FIGURE 4.25 : PIE CHART 22 : SHOWING THE CONTRIBUTION OF THE CURRENT SYSTEM TO
RESEARCH AND ACADEMIA................................................................................................... 59

FIGURE 4.26 : PIE CHART 23 : SHOWING THE CURRENT SYSTEM’S MEANS OF COMMUNICATION
AMONG THE MANAGEMENT...................................................................................................60

FIGURE 4.27 : PIE CHART 24 : SHOWING THE CURRENT SYSTEM’S SHARING OF INFORMATION
AMONG MANAGEMENT..........................................................................................................60

FIGURE 4.28 : PIE CHART 25 : SHOWING THE CURRENT SYSTEM’S ABILITY TO GENERATE REPORTS.
.............................................................................................................................................. 61
FIGURE 4.29 : PIE CHART 26 : SHOWING WHETHER THE CURRENT SYSTEM CAN EXPERIENCE
DISASTERS............................................................................................................................. 61

FIGURE 4.30 : PIE CHART 27 : SHOWING THE CREATION OF NEW SYSTEM TO REDUCE ON
ADMINSTRATIVE COSTS......................................................................................................... 62

FIGURE 4.31 : PIE CHART 28 : SHOWING THE CURRENT SYSTEM ABILITY TO HELP IN PLANNING .63
FIGURE 4.32 : PIE CHART 29 : SHOWING THE AGE OF THE PATIENTS............................................64
FIGURE 4.33 : PIE CHART 30: SHOWING THE GENDER OF THE PATIENTS.......................................64
Figure 4.34 : Pie chart 31 : showing the system doctors use for presription ................................65

x
List of Appendices

APPENDIX I: BUDGET ESTIMATES..............................................................................................36

APPENDIX II: TIME FRAME........................................................................................................37

xi
List of Abbreviations
DB- Database

DBMS- Database Management System

DFD- Data Flow Diagrams

ERD- Entity Relational Diagram

HTTP- Hypertext Mark-up Language

MySQL- My Structured Query Languages

PHP- Hypertext Pre-Processor

xii
Abstract
With the highly improving technology today, the Patients Record Management System was a
vital system to cope up with rapid growing technology. It’s considered as the only means of
moving from manual system of recording patient’s information to another new system where the
whole process is automated. Considering management of patient’s information manually a lot of
challenges were met. Issues like fire outbreaks, misplacements of patient’s information, time
wasting in search for this files, the whole process of accessing the files. Eliminating this delays
and improving accessibility of the patients information were most important considering the fact
that the system aimed at reducing time spent on searching for patient’s files. This system could
be accessed by the authorized users say the medical personnel of a given health unit.
To come up with this system, user and system requirements were elicited and analyzed to
determine functional and non-functional requirements of the proposed system. This design was
thus implemented and tested to come up with a functional system. This system enables quality of
service in terms of medical attention given by enabling doctors and management to be able to
view the rate of common diseases and their percentages.
Management is also able to know the number of patients a doctor has attended to within a
particular specified period of time. This makes it easier for management to view and know
how much a doctor is supposed to be paid at the end of the month.

xiii
 CHAPTER ONE
Introduction
Patients Records Management System is a fully-fledged system which is aimed at enabling
Emmanuel Medical Centre to keep track of all the patients’ records and be accessed with ease.
This helped to improve ways in which services were rendered to patients by increasing
efficiency. Emmanuel Medical Center has three clinics (general clinic, dental clinic and eye
clinic) and services offered include Reproductive Health, Pharmacy, Emergency Services, X-Ray
and Ultra Sound Services, Physiotherapy Services, Laboratory Services, Ward Services. The
developed system enhanced quality and efficiency delivery of the above services due to the ease
at which the records were accessed.

1.0 Background
Emmanuel Medical Centre is one of the largest public Medical Centre in Entebbe which provides
medical services to people in Entebbe, staff of and private patients.
The number of patients to be served has dramatically increased leading to a slow delivery of
services. There is a possibility of the patients being given wrong drugs prescriptions due to
fatigue caused by a lot of writing by doctors and nurses trying to reduce the queues.

1.1 Problem Statement

The problem Emmanuel Medical Centre facing is using the manual process to provide health
services, use of cards, files to track records of continuing patients and set up records for new
patients in the hospital. This process has many inconsistencies and inconveniences like patients
losing their health cards or their files being misplaced. Therefore an automated system helps to
keep track of patient’s records and medical bills making it easy to determine the state of new and
continuing patients. This system enhances quality of service in terms of medical attention given
by enabling doctors and management to be able to view the rate of common diseases and their
percentages. Management is also able to know the number of patients a doctor has attended to
within a particular specified period of time. This makes it easier for management to view and
know how much a doctor is supposed to be paid at the end of the month.

1
1.2 Objectives of the study
1.3.1 Main Objective of the study
To design a Patients Records Management System that enables Emmanuel Medical Centre keep
track of their patient’s records, doctors and management to be able to view the rate of common
diseases and their percentages, management to know the number of patients a doctor has
attended to within a particular specified period of time thus making it easier for management to
view and know how much a doctor is supposed to be paid at the end of the month.
1.3.2 Specific Objectives
A. To design a user friendly system that will capture, store and retrieve the stores records.
B. To design a database and its application that will generate reports concerning the
evolution of the store.
C. To develop a secured store system which can access storage with a huge amount of data.

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1.4 Scope
The study focuses on designing a Patients Records Management System that was used by
Emmanuel Medical Centre in keeping track of their patient’s records.

1.4.1 Context diagram for Patients Records Management System

This figure shows how the major entities in the system that is medical personnel, management
and system administrator’s interaction with the main system.

Figure 4.1: Context diagram for Patients Records Management System

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1.4 The significance of the study
Many patients end up spending a lot of time when being diagnosed because the original
diagnosis and treatment notes cannot be retrieved, so with the development of the proposed
system this problem is solved since the system is able to manage the patient’s details.

Another serious issue is over prescription, where patients are continued on a prescription that is
not effective and yet this can have access to the patient records. So with the development of this
system, the patient’s details will be followed by the doctor to prescribe better or effective
prescriptions.
1.5 Beneficiaries
The developed system is beneficial to medical officers and researchers in patient record
management systems.

Patients (Students)
The system will ease on the burden of carrying the medical cards which can easily be misplaced
by the patients or students
Doctors and Nurses
The system will help Doctors and Nurses to give proper prescriptions to the patients considering
the previous prescriptions given to them and avoids the making of mistakes made due to lack of
documents to show the previous prescriptions given.

Management
Help in record keeping for overall operations to improve on the service delivery.

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 CHAPTER 2
STUDY LITERATURE
2.0 Introduction
This chapter covers how the current process was carried out and findings that is reviewed from
different sources such as eBooks, online journals, newspapers, magazines and the internet. It
shows brief on what other studies worked on and how their system works. The chapter presents
various systems used by hospitals to automate the process. Various literatures from various
studies on the types of hospital management systems they operated their advantages, how they
manage and how effective it brings the organization in use. Literature review published
information in a particular subject area, and sometimes information in a particular subject within
a certain period of time.
2.1 Description of the current system
Accessing patient’s files and records at Emmanuel Medical Centre is manually in all the
departments, making it very labor intensive and ineffective. This process involves very large
amounts of data, thus consuming a lot of time. The cause of data retrieval, loss of information
results since the nurse or the person involve in data search dealt with very many files for
different years. This was actually cumbersome and extremely hectic. This trend was good to be
dealt out with for better services to the patients in hospitals. This process had so many
inconsistencies and inconveniences like patients losing their health cards or their files being
misplaced. Therefore an automated system helps to keep track of patient’s records and medical
bills making it easy to determine the state of new and continuing patients.

5
The following are some of the reasons why the manual files storage should not be
used in the hospital.

The current process of attending to patients has a number of problems including the following:
1. High possibility of losing patients previous records and files due to misplacement, disasters
occurrences like fit breaks.
2. It is time wasting e.g. in terms of capturing, analyzing and verifying details about patients,
scheduling and making of their appointments.
3. It faced a possibility of many human error caused by doctors in their prescription due to
fatigue.
4. It is expensive due to high administrative costs incurred in terms of high stationary costs,
printing patient’s cards, data entry and capture, data analysis and cleaning for storage purposes.
Emmanuel Medical Centre was able to efficiently store and keeps track of their patient’s records;
the system provides an easy mechanism for doctors and nurses to retrieve the prescription they
had earlier written so as to avoid making wrong prescriptions. The management was able to
budget and improve the service delivery of the hospital. The project produces a Patients Records
Management System that enabled Emmanuel Medical Centre keeps track of their patient’s
records.
2.2 Patients Records Management System
This is an automated system that keeps track of all patients’ details and enables easy access,
retrieval and storage of the patient’s information. The management was able to budget and
improve the service delivery of the hospital.
2.2.1 The need for a Patients Records Management System
A need according to Encarta Dictionaries is defined as a pressing requirement of something
essential in order to have success or achieve a goal, Encarta Dictionaries, 2008. The proposed
Patients Records Management System was dramatically and by a large extent helped Emmanuel
Medical Centre improve on the quality of services offered to its patients. The hospital is able to
efficiently store and keep track of their patient’s record that is the system provided an easy
mechanism for doctors and nurses to retrieve the prescription they had earlier written so as to
avoid making wrong prescriptions and the management to easily budget for hospital.

6
The project produced a Patients Records Management System that enabled Emmanuel Medical
Centre keeps track of their patient’s records.
2.2.2 Features of a Patients Records Management System
According to Entreon, Warken aan warrken, 2009 “A system that has various intuitive features
will make it more convenient to the users in an organizations”.
These features include:
Easy usability
Usability is the degree to which a given product or system assists the person using it to
accomplish a task.
Reliability
A measure of consistency or stability.
Programming logic
Programming logic consists of one server program, scripts that are used to validate data, perform
calculations or navigate the patients through the Patient’s Information Management system.
According to Introduction to Programming logic (2009).
Database
A database is a shared collection of logically related data and a description of this data designed
to meet the needs of an organization. Connolly & Begg (2004). The database could be a set of
flat files and/or database tables. The structure of the database was designed to facilitate data
access and/or updates by both the medical personnel and the server.
Secure user-login and management interface
The system is to ensure security and integrity of information captured by enhancing restricted
login and rights to respective entity given according to regulations and policies of Emmanuel
Medical Centre
2.3 Related systems (existing systems)
2.3.1 Patient Management Software
Patient Management Software (PMS) is software that is regulated as a medical device. It is
software that is used to acquire medical information from a medical device to be used in the
treatment or diagnosis of a patient. It was also used as software that is an adjunct to a medical
device and directly contributed to the treatment of the patient by performing analysis, or
providing treatment or diagnosis functionality that replaced the decision and judgment of a
physician. This is being used in Canada.

7
The system was implemented to run on a desktop setting or from a server where multiple
accesses can be done. The system utilizes QR codes to confirm payments and also record patient
diagnosis results that made using this system highly sophisticated tool for storing and retrieving
patient’s details. According to De Toledo P, et al (2000). A telemedicine system to support a new
model for care of chronically ill patients.
The implementation of a Patients Records Management System came up with a system that will
enable Emmanuel Medical Centre and other hospitals keep track of their patient’s records,
doctors and management to be able to view the rate of common diseases and their percentages,
management to know the number of patients a doctor has attended to within a particular
specified period of time thus making it easier for management to view and know how much a
doctor is supposed to be paid at the end of the month.
2.3.2 Chronic Patient’s Management.
The system was developed to support the Chronic Disease Management Model consists of two
main elements:
1. A virtual and ubiquitous cooperative working space, a continuum of care space, to coordinate
at any time and place all professionals of the multidisciplinary care team (primary care
personnel, specialists based at different hospitals. All of them procuring common targets centered
on the patient, with predefined and consensual care plans and making use of tools to optimize all
available resources and tasks efficiency
2. A multi-access system to allow the patient or the professional to access any service available
adapted to his/her better convenience and needs, including telemonitoring services if required by
the patient. According to Pauwels RA, Buist AS, et al (2003)

8
2.4 Types of Record Management System

Patients Document Library Management Digital Imaging

Records Managemen System System
Manage t System
ment
System
Speed   
Accuracy  
Accessibility   
Completeness  
Comprehensiveness  
Compliance   
Effectiveness  
Security   
Authenticity  

Table 1: showing types of records management system used in different organizations

A number of record management systems above were reviewed according to various system
requirements and Patients Records Management System was adopted.

CHAPTER THREE
Research Methodology
3.1 Introduction

Chapter three majorly focuses on the various basic methodologies for the research project the
study analysis that is carried out, the key elements of the system design methods to be used. The
main goal is to implement a research project that would be used by Emmanuel Medical Centre.

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3.2 Requirements gathering
3.1.1 System study
Objective (a) of obtaining the requirements for designing a Patients Records Management
System, a system study and analysis for Emmanuel Medical Centre are carried out.
3.2.1 Interviews
An interview is a conversation between two or more people (the interviewer and the interviewee)
in a context where the questions are asked by the interviewer to obtain information from the
interviewee. The free dictionary, 2007 Interviews was conducted with the help of a number of
groups using the current technologies for example Emmanuel Medical Centre and staff.
Interviews are used because:
 They help to document personalities of prospective users of Emmanuel Medical Centre
Management and staff that are both technical and operational.
 They assist to expand our understanding of the hospital operations thus the researcher is
in a better position to collect requirements.
3.1.1 Questionnaires
 A Questionnaire is a form containing a set of questions addressed to a statistically
significant number of subjects as a way of gathering information for a survey.The free
dictionary, (2007).

 Questions were used to capture raw data from individuals who were patients, nurses,
doctors, management, students and any other relevant group that provided the
information.

 Questionnaires are used to capture raw data from individuals in the shortest time possible.
They contained direct questions designed to strategically attain data on particular fields.

The questionnaire method of data collection has the following advantages:

 Questionnaires are familiar to most people since nearly everyone has some experience in
completing questionnaires.
 Questionnaires reduce bias since there is a uniform question presentation. The
researchers’ opinions is not influenced the respondent to answer questions in a certain
manner thus offers great anonymity.

10
  Questionnaires are easy to analyze using SPSS and Excel thus coming up with a
comprehensive report of the findings.
3.4 System Design
Objective (b) of systems analysis and design of the proposed Patients Records Management
System was achieved by designing a database using conceptual, logical and physical database a
design.
These were developed using tools such as Microsoft Visio. Project management tools such as
Microsoft project professional are used to present the time schedules for the system development
procedures, task dissemination and ordering

3.5 Software Implementation

Objective (c) of software implementation of the proposed Patients Records Management System
was achieved by use of a client-server model architecture which involves having a main server
that provided information to other workstations/computers, which are known as the clients that
accessed it through the internet. The server runs a server-side program that is accessed by client
programs through the internet.

3.5.1 Server
Essentially the server is a computer with server software installed and running, connected to a
network .The server is networked to connect it with other machines by connecting it to the
clients. The system included a server side application. The following applications were used to
implement the server side application.

(i) PHP

11
The researcher used visual studio due to the advantages that fall under the programming
languages. Visual studio languages enhance the need to expand a program where features of the
objects in the program can be added independently without reorganizing the system.
(ii) Databases

The system has a database on which the rest of the application is based. The researcher used VB
for the Patients Record management database application.
(iii) Client interface
The user-facing element in a Client Server application provides the means to interact with it. The
interface takes the form of a web application, connecting and interfacing with the database. The
client interface's role overall is to sending a request to the server, which responds in return. The
researcher developed the interface using VB on windows operating system platform.
3.6 Testing and Validation of the interfaces
Objective (d) of testing and validation of the proposed Patients Records Management System is
achieved by unit and integration testing of the developed system. The researcher fed in test data
in the required fields in system and upon execution checked if the system realized the expected
output. This helped the researcher to know whether the functionality of the system had been
achieved and check for errors. The validation is done through an experiment in an actual
computer where the system is deployed in a few computers and actual users are able to interact
with the system and provided feedback.

Appendices
Appendix I: Budget Estimates
Item quantity rate Amount
Stationery
Sub-total 200.000/=

Sub-total 200.000/=
This budget includes a feasibility study, mapping out the field as well as organizing and carrying
out interviews.

12
Secretarial Services
Word processing (typing) and printing 50.000/=
Photocopying 20.000/=
Data analysis 200.000/=
Binding books 3 10.000@ 30.000/=

Sub- total 300.000/=

Grand total 500.000/=

Appendix II: Time Frame

Activities Month
1. Writing and submission of research proposal February 2012

2. Collection of data March 2012

March 2012
3. Data analysis

13
 April 2012

4. Writing research report May 2012

5. Submitting research report

CHAPTER 4

System Analysis and Design

4.1 Introduction
This chapter focuses on system analysis, determining of requirements that is; user, functional and
non-functional requirements and system design among others.

4.2 System Study

During the system study the researcher used various mechanisms to come up with the findings
and fully understood end user requirements. They were identified by using questionnaires,
interviewing and observing end users. During the system study, it was discovered that here was a
high occurrence of prescription mistakes to patients due to lack of reference mechanisms that are
supposed to help the doctors. Requirements were categorized into three mainly user
requirements, functional requirements and non-functional requirements.

14
4.3 Table of findings

QUESTIONAIRE FOR DOCTORS/ NURSES

The table shows analyzed data of the questionnaires from doctors.

QUESTION ANSWER SCORE

Age 25 and below 3 50%

25-35 3
35-45 0 50%
45 and above 0
0%

0%

Gender

Male 4 67%
Female 2
33%

Level of education

Certificate 2 33%
Diploma 1
Degree 3 17%
Masters 0
Phd 0 50%

0%

System doctors use for manual system 6 100%

prescription Automated system 0
0%

Checking prescription Yes 3 50%

No 3
50%

System keep all Yes 4 67%

patients records No 2

15
 33%

Track the patients very fast 0 0%

records Fast 0
Fair 0 0%
Slow 5
very slow 1 0%

83%

17%

Means of Yes 5 83%

communication No 1
17%

Save patients Manually 6 100%

information Automated system 0
0%

Retrieve patients very fast 0 0%

information Fast 0
fairly fast 0 0%
Slow 5
very slow 1 0%

83%

17%

Contribute to research Yes 4 67%

No 2
33%

Access patients very fast 0 0%

information Fast 0
fairly fast 4 0%
Slow 1
very slow 1 67%

16%

16
 17%

Share patients very fast 0 0%

information Fast 0
fairly fast 0 0%
Slow 4
very slow 2 0%

67%

33%

Rate your service Excellent 0 0%

delivery Good 0
Fair 4 0%
Poor 2
67%

33%

Quickly generate Yes 1 17%

reports no 5
83%

Patients to have Yes 2 33%

multiple files No 4
67%

Experience disasters Yes 4 67%

No 2
33%

Reduce on Yes 5 83%

administrative costs no 1
17%

Patients records Yes 5 83%

management system No 1
17%

Table 2: Table showing questionnaires for doctors

17
QUESTIONAIRE FOR MANAGEMENT

The table shows analyzed data of the questionnaires from hospital management.

QUESTION ANSWER SCORE

Age 25 and below 0 0%
25-35 0
0%
35-45 2
45 and above 4 33%
67%
Gender Male 2 33%
Female 4
67%
Contribution of the Yes 4 67%
current system No 2
33%
Means of Yes 4 67%
communication No 2
33%
Sharing of information very fast 0 0%
among management Fast 0
0%
Fairly fast 0
Slow 4 0%
very slow 2 67%
33%
Generate reports Yes 4 67%
No 2
33%
Experience disasters Yes 4 67%
No 2
33%
Reduce on administrative Yes 4 67%
costs No 2
33%
Current system help you Yes 2 33%
plan efficiently No 4
67%

Table 3: Table showing questionnaires for management

QUESTIONAIRE FOR PATIENTS

18
The table shows analyzed data of the questionnaires from various patients.

QUESTION ANSWER SCORE

Age 25 and below 4 67%

25-35 2
35-45 0 33%
45 and above 0
0%

0%

Gender Male 3 50%

Female 3
50%

System doctors use for manual system 6 100%

prescription Automated system 0
0%

Table 4: Table showing questionnaires for patients

4.4 Weaknesses of the current system

 It was realized that the current system does not allow doctors to view previous
prescriptions pertaining made pertaining the disease thus prone to making mistakes due to
fatigue.

 The current system does not enable doctors to record and store patient’s information in an
organized way for easy retrieval.
 It was noted that prescriptions are given to patients who in the long run goes away with
them thus a challenge in retaining similar information for future reference.
 Retrieval of needed information by doctors or management was not enhanced in the
current system.
 There was no information sharing and dissemination by medical staff in the current
system that will enhance easy identification of new symptoms and prescriptions

19
4.5 Proposed Improvements

 Doctors and management be able to view the rate of common diseases and their
percentages.
 Management to be able to know the number of patients a doctor has attended to within a
particular specified period of time thus making it easier for management to view and
know how much a doctor is supposed to be paid at the end of the month.

4.6 Functionalities of the proposed Patients Records Management system

 The system enables doctors to record and store patient’s information in an organized way
for easy retrieval.
 The system stores patients’ information that is recorded for future reference.
 The system enables doctors or nurses to give prescriptions to patients and store all the
prescriptions given.
 The system enables doctors or nurses to check and view previous prescriptions to avoid
mistakes.
 The system enhances retrieval of needed information by doctors or management.
 The system enables information sharing and dissemination by medical staff for easy
identification of new symptoms and prescriptions.

4.7.1 User Requirements

Users are the people who will interact with the system in one way or the other. Potential
Users of the system are the medical personnel, system administrators, administrators and
organizations that many need to do further data processing with the system data. The different
user requirements are described below:

a) Medical personnel
 The system should enable doctors to record and store patient’s information in an
organized way for easy retrieval.
 View the prescriptions that were previously given to the patient’s before prescribing for
them new drugs
20
  Medical personnel will also be able to know the number of patients that have been
entered or registered by the system and their full information concerning their previous
diagnosis.

b) System Administrators
 Ensure proper functionality of the system by ensuring a high uptime is maintained for
easy operation ability.

c) Management
 The system enhances management to generate end process reports easily.

4.7.2 Functional Requirements

 The system should be able to respond to searches by the medical personnel or even other
users of the system.
 The System should be able to summarize the reports to the administrators about what is
happening on daily basis or after every minute.
 Administrative Interface should allow for proper interpretation of data through the use of
graphs and reports.

4.7.3 Non-functional Requirements

 System must ensure right format is followed while interacting with the system and only
valid date should be sent to the system.
 The system should use more informative error messages to help the user understand what
to do next.
 For the administrative interface, only administrators can add or remove other
administrators but there should be at least one administrator of the system.
 The system should allow future expansion and modification.

21
4.7.4 System Requirements
This section describes the hardware and software requirements of the system.

Table 5: A description of Hardware Requirement

Hardware Minimum Specifications

Server - Random Access Memory(RAM): 512 MB or higher
- Processor Speed: 1.3 GHz and above
- Hard Disk Space: 10GB
- 1 year uptime
System Unit - Processor: Pentium III and above
- Memory: 512 MB of RAM or higher
- Hard Drive space-10 GB
Monitor display -1024 × 768 High color-16 bit Recommended

Table 6: A description of Software requirements

Software Specifications
Operating System - Windows 7, Windows 2000, Windows NT,
Windows XP and Windows Server 2005
Enterprise Edition
Database MySQL

Server Apache

22
4.8 Design Modeling
Representation of the system was done by use of a Data Flow Diagram. This describes the design
that includes: the structure, behavior, and interaction of the different components in the system,
the context diagram and the architecture of the system.
KEY SYMBOLS

Symbol Description

External entity It is outside the context of the system and can be any class
of people, organization or another system.

Its function is to supply or receive data. It is the originator

or receiver of information outside the scope of the system
portrayed in the data flowing.

Data flow It shows the movement of data and is a pipeline carrying

data through the system. These show the movement of data
between processes, external entities, and data stores in a
DFD

Process This portrays the transformation of input data flows to

output data flows in DFDs. Incoming data flows are
processed or transformed into outgoing data flows.

Data store A temporary /time delayed repository that processes can add
data to/or retrieve data from.

Data Report Shows reports generated after an action performed

23
4.8.1 Context diagram for Patients Records Management System
This figure shows how the major entities in the system that is medical personnel, management
and system administrators’ interaction with the main system.

Figure 4.1: Context diagram for Patients Records Management System

4.8.2 DFDs for Patient’s Records Management System

DFDs were used to establish system functions. It was broken down from the context diagram
onward into a Level 0 and 1 DFDs through a technique called Leveling. Leveling is the

24
decomposition from a Context Diagram to a much detailed representation in this case, levels 0
and 1.

 External entities: Medical personnel, management, System administrators.

 Process: Patients Records Management System

4.8.3 Level 1 DFD

Figure shows how the Patient’s Records Management System was decomposed into different
processes that interact with data stores and external entities.

Figure 4.2: Level 1 Data Flow Diagram for the Patient’s Records Management System

25
4.8.3 Data dictionary describing Level 1 DFD on figure 2

Table 7: A data dictionary for data flows

Data flow name Description

Patient’s information
Registration of patients
Login details
Views reports
Add, view , delete, update
Generates Report
Prescription of drugs
Refers to the information users send to the system to either
register with the system or ask for the services from the
system.
Patients are registered by the medical personnel in the
system
The user of the system enters the required login details by
the system
The medical personnel, management and system
administrators are able to view reports as requested
When the system administrator wants to make changes as
required
When management or any other user of the system is need
of some information concerning the patients, a report is
generated.
Refers to prescribing of drugs to the patients

Table 8: A data dictionary for data stores

Data store name Description

Patient’ s registration store
User registration store
Patient’s Prescription
Stores the registered details or information about the
patients
Stores user registration information. E.g. medical personnel
and the system administrators
Store the prescriptions of the patients.

4.9 Data Modeling

Data modeling is the analysis of data objects that are used in a business or other context and
identification of the relationships among these data objects.

4.9.1 Logical Data Modeling

Entity name Description Attributes

26
1 systems_administrator After login he can change password or username. AdminId
Add/remove users.
Usertype
Add services like
 Add/update patients Password
 View reports
 Patients information Username
 Other users information

2 prescription Prescriptions given to customers including the PrescriptionId

previous ones
PrescriptionGiven

AdditionalInformation

DateOfPrescription

AmountPaid

PatientsId

3 patientsrecords Shows all the patients information PatientsId

PhysicalAddress

LastName

Age

Gender

Contact

FirstName

27
4 management_staf Stores the information of the management staff as StafId
well as their customers.
FirstName

LastName

Gender

Usertype

Department

Designation

5 doctors Shows and stores the doctors details DoctorsId

FirstName

LastName

Gender

DoctorsQualifications

PrescriptionGiven

PatientsId

Department

Table 9: A description of entities and their attributes

4.9.2 Modeling relationships between entities

Management staf
has System reports
administrators 1:* 1:*

28
A system administrator can report to one or many management staffs while a one management
staff can view one or many reports from the system administrator. Hence the cardinality of this
relationship is a 1: M

Patient Doctor
Treats
1:* 1:*

A patient is treated by one or many doctors while a doctor can treat one or many patients
cardinality of this relationship is a 1: M

Employs
Management staf System
administrator
1:* 1:*

A system administrator is employed by one or many management staffs and

management staff can employ one or many system. Hence the cardinality of
this relationship is a 1: M

Employs
Management staf
Doctors
1:* 1:*

Management staff can employ one or many doctors while one doctor can be employed by one or
many management staffs. Hence the cardinality of this relationship is a 1: M

Prescribes
Doctors Patient

1:1 1:*

29
One doctor prescribes drugs for one or many patients while one patient can be prescribed drugs
by one and only one doctor. Hence the cardinality of this relationship is a 1: M.

4.9.3 Entity Relationship Diagram for Patients Records Management System

The diagram below describes in detail the entities involved and the relationships between these
entities

Figure 4.3: Entity Relational Diagram for Patients Records Management

System

4.9.4 Physical Database Design

1. Doctors: Keeps record of doctors.

S.no Field name Data type Description Constraints

30
 Doctor’s identity
1 DoctorsId Integer Primary key
number
2 FirstName varchar(20) First Name of the doctor

3 LastName varchar(20) Last Name of the doctor

4 Gender varchar(30) Gender of the doctor

Qualification of the
5 DoctorsQualifications varchar(30)
doctor

Prescriptions given to
6 PrescriptionGiven varchar(30)
the patient

7 PatientsId Integer Patients identity number

8 Department varchar(30) Department of the doctor

Table 10: A description of entity doctors

2. management_staff: Keeps record of management staff.

S.no Field name Data type Description Constraints

1 StafId Integer Staff identity number Primary key

2 FirstName Integer Staff’s first name

2 LastName varchar(20) Staff’s last name

31
 3 Gender varchar(20) Gender of management staff

4 Usertype Real Type of the user

5 Department Date Department neme

6 Designation time(7) Designation name

Table 11: A description of entity management_staff

3. Patientsrecords: keeps records of patients.

S.no Field name Data type Description Constraints

1 PatientsId Integer Patients identity number Primary key

2 PhysicalAddress Varchar(30) Physical address of the patient

3 LastName Varchar(30) Last name of the patient

Age Varchar(20) Age of the patient

4
Gender Varchar(20) Gender of the patient
5
6 Contact Contact information of the
Varchar(30)
patient
FirstName Varchar(30) First name of the patient
7

Table 12: A description of entity Patientsrecords

4. prescription: prescriptiondetails.

S.no Field name Data type Description Constraints

1 PrescriptionId Integer Prescriptions identity number Primary key

32
 2 PrescriptionGiven varchar(20) Prescriptions given to the patient

3 AdditionalInformation varchar(20) More information about the patient

DateOfPrescription Date Date a patient is prescribed drugs

4
5 AmountPaid
varchar(20) The amount of money paid by the patient

PatientsId varchar(20) Patients identity number Foreign key

6

Table 13: A description of entity prescription.

systems_administrator Details.

S.no Field name Data type Description Constraints

1 AdminId Integer Staff identity number Primary key

2 Usertype varchar(20) Administator user type

2 Password varchar(20) Administartor password

3 Username varchar(20) Administartor username

Table 14: A description of entity systems_administrator

4.9.5 Pseudo Codes for Patients Records Management System

Pseudo code for authentication login.

33
If (user type=Admin && $Username = $_POST ['Username'] && $Password = $_POST
['Password'];)

URL = "Admin_page.php";

Else if (user type=Management && $Username = $_POST ['Username'] && $Password = $_POST
['Password'] ;)

URL = "Management_page.php";

Else if (user_type=Doctor && $Username = $_POST ['Username'] && $Password = $_POST

['Password'] ;)

URL = "Doctors_page.php";

Pseudo code for management functions.

If (user_type=Management ;)

Search, view prescriptions, doctors information and patients information;

View number of patients a doctor has attended to;

34
 View how much management owes a doctor at the end of the month;

View rate of common diseases & percentages;

Pseudo code for administrator functions.

If (user_type=Admin ;)

Add, edit, view, search, prescriptions, doctors information and patients;

Add, edit, and view new users;

Calculate how much management owes a doctor at the end of the month;

View rate of common diseases & percentages;

Pseudo code for doctor’s functions.

If (user type=Doctor ;)

Enter patient’s information;

View patient’s information;

Make new prescription;

Search prescription;

View prescriptions;

35
 }

CHAPTER 5

Presentation of Results

5.1 Number of patients attended to by a doctor

This information displays the number of patients a doctor has attended to on a given particular
day. This information is used to calculate the amount of money a doctor is supposed to receive at
the end of the month.

36
5.2 What Management owes a Doctor

This information displays the amount management owes a doctor at the end of a month
depending on the number of patients attended to.

How the calculation is done;

37
The maximum patients a doctor can attend to in a normal working day are forty (40).

A doctor is entitled to a certain amount per each patient attended to. Any extra patient on top of
40 is taken as overtime.

Total pay = 40 patients * pay per patient + overtime (All extra patients * pay per patient * 1.5)

Using example demonstrated:

Basic pay: 40 * 200,000 = Ugx 8,000,000/=

Overtime: 10 * 200,000 * 1.5 = Ugx 3,000,000/=

Total pay= 8,000,000 + 3,000,000 = Ugx 11,000,000/=

Appendices
Appendix I: Budget Estimates

Item quantity rate Amount

Stationery

Sub-total 200.000/=

38
Sub-total 200.000/=

This budget includes a feasibility study, mapping out the field as well as organizing and carrying
out interviews.

Secretarial Services

Word processing (typing) and printing 50.000/=

Photocopying 20.000/=

Data analysis 200.000/=

Binding books 3 10.000@ 30.000/=

Sub- total 300.000/=

Grand total 500.000/=

Appendix II: Time Frame

Activities Month

6. Writing and submission of research proposal February 2014

7. Collection of data

39
 March 2014

8. Data analysis March 2014

April 2014
9. Writing research report

May 2014
10. Submitting research report

Appendix III:Screen shots

Administrator’s Login Panel

40
Login fail page

41
42
Doctors’Login panel

43
Homepage

Doctor’s view

44
Management Staff Login Panel

45
Front Desk panel

46
Enter new patients form

47
48
CHAPTER 6

6.0 Introduction
This chapter consists of results and findings of the system model developed, the
recommendations and conclusion of the research carried out by our group.

6.1 FINDINGS
During system testing and validation, we asked users a number of questions to find out whether
the current system meets their requirements. The analyzed questions which were given to doctors
or nurses , management and patients include the following :

QUESTIONAIRE FOR DOCTORS/ NURSES

AGE
25 and below 3
25-35 3
35-45 0
45 and above 0

Figure 4.4 : Pie chart 1: showing the Age of doctors or nurses.

50% of the doctor or nurses are of age of 25 and below , 50% of the doctors or nurses are of age 50% .

49
 Gender
Male 4
Female 2

Figure 4.5 : Pie chart 2 : showing the gender of the doctors or nurses.

67% of the doctors or nurses are male and 33% of the doctors or nurses are female

Level of education
Certificate 2
Diploma 1
Degree 3
Masters 0
Phd 0

50
Figure 4.6 : Pie chart 3: showing the level of education of doctors or nurses.
50% of doctors or nurses are of degree level , 33% of the doctors or nurses are of certificate level and
17% of doctors or nurses are of diploma level .

System doctors use for prescription

manual system 6
Automated system 0

Figure 4.7 : Pie chart 4: showing the system doctors use for prescription.

51
All doctors use the manual system for prescription with the 100%

Checking Prescription
Yes 3
No 3

Figure 4.8 : Pie chart 5: showing the checking of prescription.

50% of the doctors or nurses say current system can check for prescription and 50% of the doctors or
nurses say current system cannot check for prescription.

system keep all patients

records
Yes 4
No 2

52
Figure 4.9 : Pie chart 6: showing the current system’s patients record keeping .
67% of the doctors or nurses say the current system can keep all patients records and 33% of the doctors
or nurses say the current system cannot keep all patients records

track the patients records

very fast 0
fast 0
fair 0
slow 5
very slow 1

53
Figure 4.10 : Pie chart 7: showing the tracking of the patients records .
83% of the doctors or nurses say the current system is slow in tracking the patients records and 17% of
the doctors or nurses say the current system is very slow in tracking the patients records

means of communication
Yes 5
No 1

Figure 4.11 : Pie chart 8 : showing the current system’s means of communication .
83% of the doctors or nurses say there is a means of communication and 17% of the doctors or
nurses say there is no means of communication

save patients information

Manually 6
Automated system 0

54
Figure 4.12 : Pie chart 9 : showing the current system’s saving of
patients information.
All of the doctors or nurses say the current system can save patients
information manually

retrieve patients
information
very fast 0
Fast 0
fairly fast 0
Slow 5
very slow 1

55
Figure 4.13 : Pie chart 10: showing the current system’s retrieval of
patients information .
83% of the doctors or nurses say the current system retrieves patients
information slowly and 17% of the doctors or nurses say the current
system retrieves patients information very slowly

contribute to research
Yes 4
No 2

56
Figure 4.14 : Pie chart 11 : showing the current system’s contribution
to research and academia .
67% of the doctors or nurses say the current system contributes to research
and 33% of the doctors or nurses say the current system does not
contribute to research

Access patients information

very fast 0
Fast 0
fairly fast 4
Slow 1
very slow 1

Figure 4.15 : ie chart 12 : showing the current system’s accessibility of

patients information .
67% of the doctors or nurses say the current system can access patients
information fairly fast , 17% of the doctors or nurses say the current
system can access patients information slowly and 16% of the doctors or
nurses say the current system can access patients information very slowly

57
 share patients information
very fast 0
Fast 0
fairly fast 0
Slow 4
very slow 2

Figure 4.16 : Pie chart 13 : showing the current system’s sharing of

patients information .
67% of the doctors or nurses say the current system can share patients
information slowly and 33% of the doctors or nurses say the current system can
share patients information very slowly
rate your service delivery
Excellent 0
Good 0
Fair 4
Poor 2

58
Figure 4.17 : Pie chart 14 : showing the rate of service delivery of
doctors or nurses.
67% of the doctors or nurses say rate of service delivery is fair and 33% of
the doctors or nurses say rate of service delivery is poor

quickly generate reports

Yes 1
no 5

59
Figure 4.18 : Pie chart 15 : showing current system’s generation of
reports .
83% of the doctors or nurses say the current system does not quickly
generate reports and 17% of the doctors or nurses say the current system
quickly generates reports

patients to have multiple

files
Yes 2
No 4

Figure 4.19 : Pie chart 16: showing the current system on having
multiple files of patients.
67% of the doctors or nurses say the current system does not have multiple
files about patients and 33% of the doctors or nurses say the current
system does have multiple files about patients

experience disasters
Yes 4
No 2

60
Figure 4.20 : Pie chart 17 : showing the ability of the current system
experiencing disasters.
67% of the doctors or nurses say the current system does not experience
disasters and 33% of the doctors or nurses say the current system can
experience disasters

reduce on adminstrative
costs
Yes 5
no 1

61
Figure 4.21: Pie chart 18 : showing the creation of new system to
reduce on adminstrative costs.
83% of the doctors or nurses say the current system needs to reduce on
administrative costs and 33% of the doctors or nurses say the current
system can not reduce on administrative costs

patients records mgt system

Yes 5
No 1

62
 Figure 4.22 : Pie chart 19 : showing the desire of doctors or nurses to
have an automated patients records management system.
83% of the doctors or nurses say there is need to create an automated
patients records management system and 17% of the doctors or nurses say
there is no need to create an automated patients records management
system

QUESTIONAIRE FOR MANAGEMENT

AGE
25 and below 0
25-35 0
35-45 2
45 and above 4

Figure 4.23 : Pie chart 20 : showing the age of the adminstrators in management.
67% are of age between 45 and above, 33% are of age between 35-45 and 0% for those of age 25-35 and
25 and below.

Gender

63
 Male 2
Female 4

Figure 4.24 : Pie chart 21: showing the gender of the adminstrators in the management .
33% of the management are males and 67% of the management are females.

Contribution of the current system

Yes 4
No 2

64
Figure 4.25 : Pie chart 22 : showing the contribution of the current system to research and
academia.
67% of the management say that the current system contributes to research and academia and 33% of
the management say that the current system does not contribute to research and academia.

means of communication
Yes 4
No 2

Figure 4.26 : Pie chart 23 : showing the current system’s means of communication among
the management.
67% of the management say that the current system enables communication between doctors and
management while 33% of the management say the current system does not enable the communication.

very fast 0
Fast 0
Fairly fast 0
Slow 4
very slow 2

65
Figure 4.27 : Pie chart 24 : showing the current system’s sharing of information among
management.
67% of the management say the sharing of information amongst them is slow and 33% of the
management say the sharing of information amongst them is very slow .

Generate reports
Yes 4
No 2

66
Figure 4.28 : Pie chart 25 : showing the current system’s ability to generate reports.
67% of the management say the current system can generate reports about patients and 33% of the
management say the current system cannot generate reports.

experience disasters
Yes 4
No 2

Figure 4.29 : Pie chart 26 : showing whether the current system can
experience disasters.
67% of the management say the current system can experience disasters and
33% of the management say the current system cannot experience disasters.
reduce on administrative costs
Yes 4
No 2

67
Figure 4.30 : Pie chart 27 : showing the creation of new system to
reduce on adminstrative costs.

67% of the management say the current system can reduce on

administrative costs and 33% of the management say the current system
doesnot reduce on administrative costs.

current system help you plan

efficiently
Yes 2
No 4

68
 Figure 4.31 : Pie chart 28 : showing the current system ability to help
in planning .
67% of the management say that the current system helps in planning
efficiently and 33% of the management say that the current system does
not help in planning.

QUESTIONAIRE FOR PATIENTS

AGE
25 and below 4
25-35 2
35-45 0
45 and above 0

69
Figure 4.32 : Pie chart 29 : showing the age of the patients.
67% of the patients are of age 25 and below , 33% of the patients are of age between 25-35 and 0% for
both 35-45 and 45 and above.

Gender
Male 3
Female 3

Figure 4.33 : Pie chart 30: showing the gender of the patients.

70
There is 50% for both the males and females.

System doctors use for prescription

manual system 6
Automated system 0

Figure 4.34 : Pie chart 31 : showing the system doctors use for presription .
The manual system is used by doctors for prescription that is it has 100%.

6.2 CONCLUSIONS
This project is of great importance to management of any hospital as a means of keeping track of
activities, budgeting for the hospital and determining the quality of services given to their
patients. Due to time limitations however, the scope of the project was limited to Makerere
University Hospital. But with expected success of the project, it is expected to spread to the rest
of the regions in Uganda.

6.3 RECCOMMENDATIONS
Data collected from this system can be used for a number of statistical purposes and help in the
inspection of the quality of service provided by other hospitals. This data can also be useful to

71
the hospital management through getting some form of feedback about their work from the
system’s perspective.

6.4 FUTURE WORK

Further research is required in order to come up with a more advanced system that can check the health
of the patient without help from any medical personnel , prescribe medicine for him or her and advice
him or her on the diet he or she should have in order to have an immune and well protected health. This
will lead to the reduction of getting preventable diseases like malaria, bacteria infections, six killer
diseases.

72