Advance Informatics: Existing Workflow Process and Revisions to Exiting Workflow Diagram

This article discusses the existing workflow process and revisions to the existing workflow diagram in the case study of admission and discharge process within a hospital. The manual process is often error-prone and inaccurate, and the article suggests implementing an automated system to reduce errors and increase accuracy. The article also includes a bibliography of relevant studies.

Running head: ADVANCE INFORMATICS
Advance Informatics
Name of the Student
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Table of Contents
1. Existing Workflow Process: 2
2. Existing Workflow Diagram: 4
3. Revisions to Exiting Workflow Diagram: 4
Bibliography: 6

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1. Existing Workflow Process:
The selected case study is the admission and discharge process within hospital. The
admission process is completed through sixteen processes. The processes in the following has
been presented in chronological order.
Apply for Admission: The family members or the patient can directly apply for
admission within the organization by submitting forms manually. These forms are available at
the hospital reception only. After the form is filled up, the hospital management body accepts the
form and initiate the admission process.
Fill in Letter: The letter of consent is for authorizing a person to carry out some
processes on behalf of who is writing the letter. One of the family members will fill in the letter
of consent and submit it to the hospital. This letter will be the proof that doctors and specialists
can do whatever they need for patient treatment. The family members will also submit the letter
of guarantee to the hospital. These two letter will be filled up by the family members of the
patient manually. These letters will be submitted to the reception and the reception will forward
these letters to management.
Verify Certificates: The family members will make copies of the certificates to be
submitted to the management. These copies will be submitted to the reception. The receptionist
will send the copies of the certificates to the management. The management will verify the
certificates. If the certificates are verified, then the process will move to next phase.
Hospitalizing: After the verification of the certificates is successful then the patient will
be hospitalized. The hospital will send a letter to the patient address regarding admission process.

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Hospital Admission Procedure: Each of the hospitals has different admission
procedures. The admission process will include filling up some forms. The patient has to wait
until the hospital management finds the patient a bed. A nurse will be appointed to the patient.
Request Discharge: The family members of the patient will request for discharge from
the hospital. The members have to provide a written request to the receptionist. The receptionist
will send the request to the management. The management will discuss with the doctors and then
they will reply to the request.
Hospital Discharge Permit: The family members of the patent will issue a discharge
permit to the hospital. The hospital will provide the fee bill to the patient’s family. The family
members also fill an outpatient appointment form. The bill consists of medications used during
treatment, meals consumed and medical process cost.
Provide Permit: The hospital will give the permit to the patient’s family to discharge
after payment is successful. The hospital receptionist will generate receipts against the paid bills
and hand it over to the patient family. In addition to that, a catastrophic card will be provided to
the patient family.
Settle Account: Upon the discharge of the patient, hospital account will be settled. This
process is complete done manually. The accountant will create the insert the financial details to
the ledger and the management will collect required data from gathered information.
Complete Discharge Process: If all the above mentioned processes are done properly
then the hospital will close the treatment and discharge the patient from the hospital.

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2. Existing Workflow Diagram:
Figure 1: Existing Workflow Diagram
(Source: Created by Author)
3. Revisions to Exiting Workflow Diagram:
The main issue in the current workflow is the manual process. The manual process is
often error prone and inaccurate. It is important to change the manual process to automated
process as much as possible. The main issue, the patient family face, is that they have to come to
hospital to collect the admission form. The process is only initiated by the receptionist. The

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hospital will host a website that the patient family can access remotely. The website will have an
admission request section. This section will have forms that is essential to be filled for
admission. The patient family can upload the scanned copy of the certificates on the website.
This information will be stored to the system database installed within hospital. The authorized
person will be able to see the required data. This will decrease the data theft. As the system will
be integrating various checks and rules, the system will be accepting only the accurate and valid
data. The hospital management system will have a payment gateway. The system will be
monitoring all the processes and create reports for management. The system will create bills
automatically.
Figure 2: Revised Workflow Diagram

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(Source: Created by Author)
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Al-Khatib, I. A., Eleyan, D., & Garfield, J. (2016). A system dynamics approach for hospital
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