Hospital Information System Upgrade

This paper offers an architecture plan for upgrading the hospital information system. It covers the background information on the current manual system, objective and scope of the proposed system, system architecture, data flow diagram, work flow form, and maintenance.

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Hospital Information System Upgrade
Students’ Name:
Professor:
Date:
Institutional Affiliations:

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Executive Summary
A healing center is a perplexing establishment subsequently requires a definite and
effective PC frameworks. It has a great deal of medicinal data frameworks from various
proprietors where numerous contrariness issues emerge. Over the span of building up doctor's
facility data framework that is up and coming, the joining of heterogeneous frameworks must
be thought about. The total coordination ought to include information, capacity and work
process incorporation. Be that as it may, the manual frameworks accessible does not effectively
do finish incorporation. This paper goes for offering an engineering plan of data frameworks for
the clinic. It additionally goes for anticipating the three fundamental components that make a
decent framework design.

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Table of Contents
1. Introduction 2
2. Background information on the current manual System 2
3. Objective & Scope of Proposed System 4
3.1. Background information on the current system………………………………………..4
3.2. Project Description……………………………………………………………………………………………….5
3.3. Project Scope……………………………………………………………………………………………………….5
4. System Architecture………………………………………………………………………………………………………………6
4.1. Data Flow…………………………………………………………………………………………………………8
4.2. Work flow form……………………………………………………………………………………………….10
5. Maintenance……………………………………………………………………………………………………………………...11
6. Conclusion………………………………………………………………………………………………………………………….11
7. References…………………………………………………………………………………………………………………………..12
Table of Figures
Figure 1 Data Flow Diagram......................................................................................................................10
Figure 2 Work Flow Diagram.....................................................................................................................11

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1. Introduction
Administration of clinical data in a doctor's facility is an issue that no framework
has possessed the capacity to deliver to the desire for the whole condition of a healing
center. A portion of the regular restorative data frameworks for instance Hospital
Information System (HIS) are ordinarily utilized however they are disengaged and
heterogeneous [1]. The information necessities in the framework is deficient and
disrupted, work process is spasmodic and the general administration isn't uniform.
It has been the fantasy of the chief and partners of the healing facility to
redesign the frameworks in order to incorporate each heterogeneous frameworks and
make all the accessible information including lab reports and restorative pictures
sensible and their stream persistent at whatever point they are required.
Numerous endeavors have been directed in incorporating these frameworks in
healing facilities. Some of them give the meaning of the institutionalized interfaces in
wellbeing focuses.
Because of presence of different assortment of heterogeneous frameworks, the
three viewpoints are considered in the execution of the of the framework design and its
capacity mix. Despite what might be expected, the vitality directed have not totally
managed the issues in that. This has rendered the mix in the framework deficient and
wasteful. In taking care of the said issues, this paper gives recommendations on the
compositional plan that has one server farm with Interface Viewer for clients with
various necessities to get help. This outline upon execution will see the doctor's facility
accomplish the point of full joining among heterogeneous frameworks inside the clinic.
2. Background Information on the current Manual System
The hospital uses the manual method to manage the data that it collects. The system
requires many paper forms, with information stores spread all over the hospital management
areas. The information collected and stored is mostly incomplete and fails to meet the required
standards. The documents are often lost on transit between departments which calls for a
comprehensive auditing process to make sure that no important information is lost or land in
the wrong hands.
The current manual system in the hospital is putting a lot of pressure on the user may
they be doctors or nurses [15]. It also requires higher degrees of precision in collecting the
details of the patients. On top of that, as it is known, to err is human and no one is perfect,

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many mistakes are done in the manual system which leads to distortion or loss of recorded
information.
The manual system services are dependent on individual capabilities and this puts a lot
of pressure on the management to recruit skilled and experienced writers so that the system
can run effectively. Also, they are forced to carry out a continued process of training to update
on the upcoming trends in data collection methodologies. The workers of the hospital are
always kept motivated to enhance quality work and also make sure they follow the correct
procedures. Taking a case example of less motivated workers, it will be easy to switch details
accidentally and end up with totally wrong data that can be catastrophic. This can even lead to
wrong medical procedure and to the wrong patients.
On top of that, there is the likelihood of the institution losing trust from the customers.
It can also lead problems related to the quality of service making the information not to be used
for giving reports and finding the current trends using data recovery. The system takes more
effort and physical space keeping track of the documents, to find data and to keep the record
secure. In the case of a mistake or any correction needed, the manual system transcription
must be completely redone rather just updated. With such a system, information regarding the
facility has to be written down ad copied a couple of times. Systemization which reduces
amount of data duplication is unavailable.
Another concern of the manual system is that customer question can be challenging to
respond to since that information is stored in different places that might take time to reach.
On the other hand, the current manual system has an advantages as will be seen below.
Data maintenance is simple and cheap. Since all the data are in form of document, they are
safely stored where they can be accessed without the need of hiring people to manage them
like in computer systems. The data stored cannot be corrupted easily [3]. The documents are
more permanent and cannot be attacked by viruses or crushing of system which leads to
massive loss of data.
Manual system has many disadvantage hence the need to migrate to a more stable and
effective system. The greater risk of the system is that it depends hugely on individuals who are
good.
3. Objective and scope of proposed system.
3.1. Back ground Information.

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Hospital management system is a computerized system that is well designed and
programmed to do all day to day operations that takes place. The program can check after
inpatients, outpatients, records, database treatments and other medical related details. The
purpose of the project is to carry computerized actions in the desks where registration of new
patient, update patient information, delete information, placement of appointments, vie
patients’ information and generate reports for doctors take place.
3.2. Project description
The management systems employed in hospital are powerful, flexible and easy to apply
and are designed and programmed to give a real conceivable benefits to hospitals and clinics.
On top of that, the reliability of the information in the institutions is up to the mark. Hospital
Management System is built purposely for multi-specialty hospitals so that they can cover a
panoramic range of hospital management and administration processes therein [2]. The system
is integrated end to end so that it provides needed information across the clinic to aid in proper
decision rendering for patience treatment, administration and important accounting in a
seamless path.
This system is a software product suite programmed to scale the quality and
management of care rendered. This system will also help in development of organization,
improve the efficiency and quality of the work delivered. Managing the important processes
and procedures efficiently is a critical component if fruition is going to be realized in the
hospital.
The system to be implemented is for the automation of hospital management. It
consists of two main levels of management;
 Administrator level
 User level
The system software will carry out the following;
 Report and billing development
 Provide required prescription and dietary advice.
 Provision and maintenance of all kinds of tests for patients.
 Maintenance of patients details
3.3. Project Scope
The proposed system is the Hospital Management System (HMS). The core use of the
system is to get the information from the patients and then storing them for future references.
The manual system in use is paper based. It is slow and is unable to give updates of patients
within the set time bracket. Systems are used solely to reduce the time wasted and increase the

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number of patients that can be cared for per unit time [5]. The requirements given in this paper
are functional and non-functional.
The system that will be employed consists of logins, patients’ registration and doctor
registration. The hospital has mandated the patient to edit their personal information should
the need arise. This personal information includes addresses, phone number and the illnesses
they suffer. The system can be applied in any hospital, clinic or even pathology labs for
maintaining patients details and their test results.
4. System Architecture
The system chosen is the Hospital Management System. This is a system to replace
manual method in the hospital. This method of management of information has many
advantages and upper hand in making an effective management of data. Bearing in mind that
the information in the hospital is vital for future use, it is therefore important to apply the most
efficient system architecture.
The system consists of online platform which gives storage, updates and retrieval
means. This platform enhances less or no paper work and at the same time provides help to
doctors and nurses. In the system, every document or information is stored in electronic form
hence less amount of paperwork is required [5]. On top of that, information needed can easily
be accessed.
The owner of the hospital wants an economically friendly system that can even be intact
without funds. The HMS does not require enormous amounts of funds to be implemented. The
economic maneuvers can be tricky if the planners do not do it judicially. The cost of the project
relies mainly on the number of man-hours that are required.
On top of that, the most vital issue about suitability of a project is to see whether it
consist of front and back-end. The decision to develop the system came after feasibility study to
determine its abilities and suitability [8]. The extensive research done on HMS has shown that it
suits the needs of the hospital. Its front end qualities are;
 Scalability and extensibility
 Flexibility
 Robustness
 Platform independence
 Easy to debug and maintain
 It is in line with requirement and culture of the organization
 Provide quality report utilities.

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On the other hand, the back-end selection includes;
 Multiple user support
 Efficient data handling
 Operating system compatibility
 Availability of various drivers
 Easy to implant with the Front-end
 Provide vital features for security
As outlined earlier, the architecture of the system will be highly
emphasized on the integration of key functional elements which are, work flow
integration, data integration and function integration.
Data integration.
The key problem in many systems is keeping integrated data set. When all
clinical data is kept together, so many advantages arises for example easy accessibility. On top
of that, there are challenges that accrue when large quantities of data are collected. There are
many complexities in unifying the data from heterogeneous systems where it seems to be
efficient in small hospitals [9].
Data integration enhances the movement of information to data centers. This ensures
data security and ease of accessibility. To be ideal, any activity done in any medical field in the
hospital should be recorded, including medical report, injection of prescribed medicine to
patients and any test or measurement done [6]. All the issues concerning data storage and
accessibility is scaled up by the integration of all the information available.
Function Integration
Hospitals require an efficient and affordable system. The systems should be able to
carry out the expected tasks flawlessly in panoramic areas of institutions be it pharmacies, labs,
physicians’ wards and others. The operations involved are interrelated hence function
integration is key to aid in information distribution. In the design, the common activities done
across the departments are recognized as a set of web services on an enterprise basis
information center [10]. The function integration process involves data registry service where it
emphasizes on virtual data center. It is important for all data in the systems to be registered
through the service. Also it consists of patient identification service. Identification is a vital
process that must be done to determine the identity of the person and whether he or she has
been in the hospital again. The medical history is necessary when an ailment has hit back.

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Work flow integration
Information reconciliation is essentially gone for making virtual server farm which helps
in dealing with the whole dispersion of restorative data [13]. None of them center around work
process, which is actually an innovative perspective that screens forms and furthermore
permits the stream of work between offices or individuals to be characterized [7]. It is generally
set up by information connections of the information base in the customer server demonstrate.
4.1. Data Flow Diagram
The data flow is structured as outlined by the administration of the hospital.
The outline is as follows;
 Register a new patient (Front Desk)
 Update patient information (Front Desk)
 Delete patient information (by Doctor)
 Place an appointment (Front Desk operation)
 View patient information (by Doctor and the Front Desk)
 Generate reports for Doctor (Front Desk and Doctor)
Other key issue regarding the requirements of the administration will be
shown in the data flow below.

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Figure 1 Data Flow Diagram

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Work Flow Form
Figure 2 Work Flow Diagram
Start
X-Ray and lab System
Order to nurse
Conversion
Diagnosis
Nurse notes
Drugs
Save the file
End
Internet
Electronic
Atchiving
Conversion to
the doctor
Search Patients'
Data Registration

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5. Maintenance
The maintenance of the system focuses on the transition that comes hand in hand with
error rectification, responsive behavior anticipated as the environment of the software
changes [14]. Changes from the enhancements arising from changing customer
requirements. There are for types of changes that are met in the mentainence phase.
They are;
 Correction
 Adaptation
 Enhancement
 Prevention.
Correction involves rectification of an error made by the system or the person operating it.
Adaptation involves the response given after a problem is encountered. The system is required
to adapt so that it can handle similar problems should they appear in future. Enhancement
involves equipping the system with more preventive awareness [12]. Finally, Prevention is the
use of system software that protect the software program from crashing and other effects that
may lead to loss of data.
6. Conclusion
The bundle is planned in a way that it invites warmly any future headways in
innovation as far as alterations. The accompanying conclusion can be produced using the
improvement of the venture:
• The computerization of the framework enhances in proficiency
• Provide a cordial graphical client stage which is better that the manual framework that
is right now in the healing facility.
• It requires access to the approved clients relying upon their conceded authorization.
• It requires refreshing of data.
• System security, information security and unwavering quality are the significant striking
highlights.
• The frameworks clears courses for alteration when fundamental.

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7. References
[1] R. Bose, Knowledge management-enabled: health care management systems: Capabilities,
infrastructure and decision-support., New York, 2013.
[2] Z. S. M. a. Z. G. e. a. Chang, Realization of integration and working on digital hospital information
system., 2013.
[3] B. a. H. B. Glover, RFID Essentials, Gravenstein Highway, 2016.
[4] B. E. A. Gerber, "The patient-physician relationship in the internet age: Future prospects and the
research agenda," Journal of Medical Internet Research, p. 24, 2011.
[5] K. K. J. P. R. S. N. v. d. W. J. van Hee, "Designing case handling systems," In: Proc. of the
International Workshop on Petri Nets and Software Engineering, 2017.
[6] S. P. S. C. A. M. G. P. C. S. Quaglini, "Smooth integration of decision support into an existing
electronic patient record," 2015, pp. p. 89-93.
[7] F. S. L. M. Ricci, Toward a patient centric healthcare information system. Studies in Health
Technology and Informatics, Boston, 2015.
[8] H. T. G. Koh, "Data mining applications in healthcare," Journal of Healthcare Information
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[9] M. e. a. Adams, "Worklets: A service-oriented implementation of dynamic flexibility in workflows.,"
in OTM, Springer, Heidelberg, 2016, pp. 291-308.
[10] K. L. I. O. O. S. A. S. N. V. M. van Hee, "Nested Nets for Adaptive Systems," in ICATPN, Springer,
Heidelberg, 2016, pp. 241-260.
[11] B. P. D. a. N. M. Hollingsworth, Efficiency measurement of health care: A review of non-parametric
methods and applications., 2011.
[12] K. Jensen, Coloured Petri Nets. Basic Concepts, Analysis Methods and Practical Use. In:
Monographs in Theoretical Computer Science, Springer, Heidelberg , 2010.
[13] K. L. I. O. O. S. A. S. van Hee, Checking properties of adaptive workflow nets. Fundamenta
Informaticae, 2017, pp. 347-362.
[14] C. G. A. W. T. Charles, "Shared decision-making in the medical encounter: What does it mean (or it
takes at least two to tango)," Social Science and Medicine, pp. 681-692, 2010.
[15] W. van der Aalst, "Verification of workflow nets," in ICATPN, 2011.

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