Hospital Database Management System RFP: Data Security and Design

This report presents a comprehensive RFP (Request for Proposal) for a hospital database management system, addressing the critical need for digitized data handling in healthcare. The report begins with an executive summary highlighting the challenges of manual data storage and the benefits of a database management system, including improved efficiency, data security, and accessibility. It outlines the hospital's organizational structure, defining the roles of the board of directors, executives, department administrators, medical consultants, patient care staff, and receptionists. The RFP emphasizes the importance of data integrity, efficient monitoring of drug usage, and ease of access for authorized personnel. The report then delves into the importance of a database management system, emphasizing its role in improving efficiency, monitoring, and data integrity. The RFP includes an overview for vendors, detailing the hospital's structure and security concerns common to all RDBMS, including the types of data stored and the importance of security. The report also outlines security assurance and functional requirements, vendor security standards, and disaster recovery plans. The report serves as a detailed guide for vendors, ensuring that the new system meets the hospital's specific needs for data security and efficient management.

Running Head: HOSPITAL DATABASE MANAGEMENT SYSTEM 1
HOSPITAL DATABASE MANAGEMENT SYSTEM
STUDENT’S NAME
INSTITUTION
COURSE
DATE

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PART 1: RFP
EXECUTIVE SUMMARY.
With the rapid increase in environmental problems, there has been a corresponding
increase in health problems. Hospitals are currently registering a mass number of patients daily.
This has led to an increase in paperwork in most hospitals. Patient records are currently being
stored manually, a process that threatens to render the information useless, as heaps of paper are
used to store data. A major challenge to the use of paper is that paper is like temporary storage
since it can easily be destroyed by natural causes. More problems linked to this manual practice
is that there is difficulty in the retrieval of patients' records, insecurity of files, the method is
time-consuming, inaccuracy due to human errors, access of files by unauthorized persons, among
others. Thus, the single goal of this research is to find out the existing information about
hospitals and find out a better and digitized method of handling these data.
Following the disadvantages of the mentioned processes, our hospital has adopted the use of
a database management system. In order to come up with a quality system, there is a need to
follow an organization structure that defines the roles of involved individuals in achieving a
certain aim and objective set by the hospital management. Our hospital has a well-defined
management structure that includes the roles of each player, rules to be followed at all times,
responsibilities of individuals and an organized channel of the flow of information from one
level to the next (Zingg et al., 2015).
The use of a digitized management structure will see the offsetting of these chronic manual
problems. It will ensure the safety of stored files. In addition, it will be easy to access stored

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information. Concisely, it will have the proper mechanism of storing the details of patients and
staff. Upon entry to the hospital, it will be easy to check on the availability of doctors just by the
click of a mouse at a desk. Last, one can find out the details of the patient. This included age,
sex, time and date of admission and health problem. Work such as information of patients,
Immunization records, information about diseases and diagnosis of patients are all done at the
reception and other operational areas. This prompts doctors to recall various medicines available
to enable diagnosis.
INTRODUCTION.
Our hospital has had a reputable image far and wide. Most of the achievements are the
active and well-organized management structure that has ensured quality service provision to all.
In spite of the physical structure that has helped achieve greatness, there still exists a need for a
system that will ensure that information is well stored while the hierarchy of management is still
considered. A hospital database management system is useful since it provides a common source
of information concerning the patient’s history. It is crucial since it is the safest way to keep the
patient's record (Coronel et al., 2016).
A hospital is one of the most vital institutions where there is a need for smooth service
delivery since good health is of great value to society. Therefore, there is a need for the provision
of a system that will bring about efficiency as far as service delivery is concerned. In the recent
past, the pressure is being exerted on the need for establishing a database management system
that is user-friendly. The new hospital database management system is seen to be in the course of
offsetting the inherent data management problem. It is seen as fully automating the operation of

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the hospital and the entire managerial system, it is helpful in accurate keeping of records and
finally achievement of good computing skills.
An Overview of Hospital Management Structure
Every hospital that has the vision of impacting society and saving lives requires a clear
outline and accountability in its functioning. A defined management structure helps employees in
the hospital to know what they are required of by those around them and whom they are to report
to. Our hospital has an organized structure that defines the roles and responsibilities of each level
of management. The type of hierarchy in the hospital depends on a top-down approach as the
main management strategy. The hierarchy consists of:
The Board of directors
This is the topmost leadership rank in the hospital’s management hierarchy. It is composed of
directors who ensure review and development of overall hospital mission strategy. They make
decisions, formulate policies and ensure their implementation. They also act as the governing
body of the hospital. The board keeps an overall oversight of the hospital. They are mandated
with various responsibilities which include:
 Making important and critical decisions concerning the hospital.
 Hiring and monitoring the performance of a CEO.
 Ensuring the smooth running of the hospital.
 Overseeing the financial well-being of the hospital.
 Ensuring that the hospital offers quality care.
 Staying updated to healthcare trends and technologies.

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 Ensuring the inclusion of a representative of the hospital in the community.
The board does not indulge themselves in the daily processes of the hospital. They have a role to
come up with a mission and strategy for the hospital. They also ensure the correct guidance of
long-term goals and policies for the hospital. Another of their roles is the establishment of a
detailed CEO's job description and ensuring that the strategy, goals, and objectives of the
hospital are well known to the CEO. Not only do they overlook to ensure that the CEO is
working according to expectations but also determine the competency of the CEO. The board
members have the role of being in touch with the CEO during the hiring of personnel.
The Executives
They are the managers of the institution. They play the role of making decisions and overseeing
every ligament that involves the hospital business. Medical and health officers oversee the
clinical operations of the hospital. They are the ones who ensure that patients are well attended
to. They serve as advisors on issues related to health and the control of diseases. They also
investigate issues related to health and they pinpoint areas of inconsistencies.
Assistant medical officers perform all medical and health officer’s duties in their absentia. They
ensure the compliance of other junior staffs to the regulations of the organization. This position
is usually occupied by a qualified medical doctor. Their roles revolve around ensuring the quality
of clinical services. Also found under the executives are the financial officers who ensure the
availability of finances. They are the ones who deal with all issues concerning finances. Finally,
the Chief Executive Officer (CEO) is the one who is involved in making critical decisions and

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ensuring quality strategic plans are implemented. They have the mandate of giving the final word
in every decision concerning the hospital.
Department Administrators
Any hospital usually consists of various departments. These things include surgical, Outpatient
and X-ray. Managers in these departments are responsible for ensuring efficiency in these
departments. They keep the department record and delegate duties and responsibilities to other
officers. They are answerable to the executives and they have the role of managing activities in
different departments in the hospital. They are the link between departments.
They also ensure that patients are given care in the respective departments. Department heads
assist in screening and enrollment of personnel into the hospital. Another role among many
others is that they ensure there is communication between stock distributors and the department
to ensure an adequate supply of products at all times.
Consultant medical doctors
They help to gather and analyze patient’s data as well as helping in drawing conclusion inform of
recommendation. They also help in services of regulations such as the issuance of the license.
Finally, they also help in project planning. Every time a project arises, they are in the forefront to
have well-laid strategies to realize the success of the project.
Patient care Nurses.
They are personnel who manage a group of professionals who are in direct link with the patients.
They ensure that orders are carried out, and that professionals are working hard and that they are

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within the legal limits. Their work is mainly to supervise the workers to ensure that quality is
maintained.
Qualified nurses and Auxiliary nurses
Our hospital has at least 8 of qualified nurses and two Auxiliary nurses. These nurses help in
diagnosing diseases in patients. Nurses also can play a great deal in Immunization and
vaccination of children. After drugs have been prescribed, nurses give then. Lastly, nurses help
doctors in ensuring no commotion during service delivery.
Receptionist
They provide customer care services including but not limited to: registering patients entry
records, their time of arrival. Moreover, receptionist ensures equity in service delivery. They are
tasked with welcoming patients and ensuring they are comfortable as they wait for assistance.
They are also responsible for picking phone calls and scheduling appointments with doctors.
They keep records of those entering and leaving the facility. They also oversee the budget
required in the respective offices.
Laboratory Technologist
Laboratory technologists help physicians in diagnosis and testing of samples to determine the
illness patients are suffering from. They help in handling the sophisticated equipment in the
hospital, help in lab examination, they also train junior staff and orientations. They also prepare
tissues for examination by pathologists. Laboratory technologists assist in giving the observed
results from tests to doctors for proper prescription of medicine.

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IMPORTANCE OF DATABASE MANAGEMENT SYSTEM
A database management system is a platform that provides for improved methods of storing and
accessing data whenever it is needed. The access to data is facilitated by application programs.
Organization data is highly susceptible to losses, and hence it requires a model that will assure of
data quality and availability (Elmasri, 2017).
Efficient and Accurate
Since information is kept in a more digitized format it serves a great deal of hospital efficiency.
Computers require little space to store the details of staff and patients. Medical professionals find
it easy to reach the patients, prescribe drugs among others. There is also avoidance of human
errors resulting from manual writing and storage of records. The number of operational staffs is
also cut by a great deal since it's not labor intensive. Efficiency comes in the sense that space is
saved and there are less or no errors.
Improved monitoring
Database system helps in monitoring of drug usage. Unlike manual method where doctors have
to write down and remember all drugs and how they have been used by patients. The digitized
model helps to store drug prescriptions and medications for both and outpatients. Such records
provide ground for monitoring the occurrence of certain diseases. In the case of re-admission,
doctors can easily give an alternative medication. Monitoring of frequently used drugs can
suggest that there is a likelihood of having an outbreak. Consequently, the most readmitted
patient is subjected to proper medical care.

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Information Integrity
Database management system ensures honesty in the information provided. Since no
unauthorized persons can get access to this data. Since their maybe interrelationships between
patients and diseases digitize model will help to display such as distinct entities. The information
stored in the database will always be in sync with the information that has been entered. The
DBMS will always ensure that even when there is more than one person performing an update
operation on the database at the same time, the data will be updated on the right part of the
database.
Easy usage
There is easy usage of hospital facilities. Errors due to human handling are greatly reduced.
There is also an easy retrieval of patients’ records. Officers don't need to go through so many
files to a single patient record or even end up missing some. A lot of time is saved as all
hospital’s information is kept just at a central place. There are also backups thus breakdown of
one PC does not affect the running of the business. Unlike in manual whereby loss of a single
paper means a total loss.
Reduced data Redundancy
It reduces data redundancy and inconsistency by reducing the number of files in which the same
data has been repeated. A database management system achieves this by ensuring that every
repeated data has been given the same values. The data is uncoupled to ensure that each data
stands on their own (Kim et al., 2016).

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Reduced storage space
Data reduction is one of the ways that data is reduced to occupy less space. This can be done by
deduplication, data compression, and single-instance storage. Common ways exist of reducing
the amount of data to be stored without shrinking the size of the files. The data is stored in
formats which conserve space. The DBMS performs automatic archiving of old, infrequently
accessed data from expensive storage devices to low cost-effective storage devices.
Data Sharing capability
The DBMS enhances data sharing capability by increasing access to the database by the use of
queries. This increases the accuracy of access to data, although the data is from the same
database. Different users can be able to access the same database from different devices and at
different physical locations. Similarly, users with different applications can still get access to the
data. This would not be possible without a database management system (DBMS).
Easy retrieval and updates
Since many people are able to access the database from anywhere, it is easy to get data that one
needs at a given time and with a lot of ease. The use of indexing and other sorting algorithms has
made it easy for people to search for specific data from a pool of related data.
Quick decision making

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Database management systems make it possible for the information to be analyzed at a glance
and make a decision from the information. Database management systems are used to make
analytical decisions from the data that has been stored, by the use of certain techniques. It is
possible to carry out data mining, Online analytical processing, and predictive analysis. They can
help in making analytical decisions.
Type of Data Stored in a Hospital Database
A hospital database can be used to store information from patients, and also the information
concerning the hospital in general. The type of data stored in the DBMS are;
Patient’s Personal Information Records
With hospitals experiencing a lot increased rate of in patients. Manual method is proving to slow
and inefficient. The outdoor information stored includes; time of admission, patients address,
age, gender, and date. This information is very vital since it can be used to show the rate of
infection among various gender (ratio of male to a female). Since certain diseases usually affect
given age brackets of individuals, this information kept on a database is usually important in
times of analysis. Dates prove to be vital when it comes to periodical epidemic studies. Such
Information gives medical professionals a chance to see a time when some diseases occur.
Inpatient details are useful as doctors can identify the rooms when patients are admitted and give
prescriptions online.
Patients diagnosis records

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Patients are diagnosed with varied diseases amongst include malaria, Tuberculosis, Typhoid
Ulcers, etc. These records are helpful in a number of ways. They help in monitoring how the
patients are responding to prescribed drugs. Diagnosis records can also be used to show
reoccurrence of diseases thus showing resistance of the disease to drugs. They also help to
maintain to keep records done by doctors.
Billing records
Payment of hospital bills is a very sensitive process that needs an accurate way of handling. The
use of manual labor in this process can prove to be tiresome and often, human errors during
calculations are inevitable. A hospital management system will help in reducing the stress and
errors that accompany this process since the system is accurate, efficient and it does not tire in
making calculations. Patient invoices are managed by the hospital management system, and it
ensures that the information is intact.
Office files and email systems
Office files can be digitized and stored in the hospital management system for future access. The
DBMS also eases communication between groups in the hospital by use of an integrated
emailing system. Finding files in the system is also eased since files in the DBMS is easily
accessible.
Defensive model
In these sections, we shall discuss the hospital healthcare database. The protection and security
dangers, in relation to information delicate, is prolonged by a little developing pattern in the