General Hospi tal calabar. The hospital provide qualitative Health care services but maintains that they do not just heal mere physical illness which… [602013]

1
CHAPTER ONE
INTRODUCTION

1.1 BACKGROUND OF STUDY
General Hospi tal calabar. The hospital provide qualitative Health care services
but maintains that they do not just heal mere physical illness which attacks the
human body, but a much deeper and holist ic healing of the entire human
person.
These service areas include all the wards (medical and surgical for male and
female, pediatrics, chest unit and the maternity section as a whole. Other
departments are out patient department (OPD), laboratory depar tment,
pharmacy department, central sterling and supply department (C.S.S.D), X –
RAY department community medicine and the mobile clinic, and theatre
department. The roles of these departments are complementary and depict
what they call team -work in patien t management, the patient always beings at
the center.
The Hospital since its establishment has demonstrated a very keen
interest in the staff recruitment and development of highly skilled and very
dependable medical and paramedical personnel. Presently, their work force
stands at 460.

2 1.2 STATEMENT OF THE PROBLEMS
Many problems are encountered with the manual method of handling files. It
is quite unfortunate that ESUT Teaching Hospital. In spite of her large medical
service and recognition still keep h er records manually.
The problems associated with this manual system include time wastage,
ineffective use of statistical data, and duplication of efforts in records keeping.
Delay in decision making, it requires a lot of clerical efforts inability to co pe
up with daily work load. Slow in responding the queries / enquires, Rodents
records, lot of human mistakes, lack of confidentiality of files and high cost of
stationary.
This project is aimed at devising a system that will eradicate these above
proble ms and improve medical services to the citizens. This computerization
process is believed to be capable of not only solving these problems but many
more to be encountered.

1.3 AIM/ OBJECTIVES OF THE PROJECT
The main purpose of this project is to investi gate and design a computer
based medical services, capable of eradicating the above mentioned problems
to be speeding up the processing, storing and retrieval of information which
greatly assist medical personnel in the performance of their duties. Again, it
will provide a means to ease medical laboratory statistics and improve decision
making by reducing processing time, as well as reducing the communication
gap between the Doctors and other staff still involved in the patient medical
care. It will also reduce human errors to the barest minimum and improve

3 confidentiality of files. In summary, the objective is to set an efficient medical
database for the advancement of the medical research and analysis.

1.4 JUSTIFICATION FOR THE PROJECT
The rese archer during the course of this investigation found out that all
the medical keeping record are done manually and having seen the problem
associated with the manual system, the researcher calls for a new system in
patient related services. The new system is justified in many ways.
The design of the new system will eliminate the problems of the system
mentioned earlier by providing quick file retrieval and searches. By providing
accurate up to date information on demand.
It will minimize redundantly , l oss of information will be prevented, the
need for volume paper files and unnecessary spending of paper folders, file
cabinet will be removed and adequate security will be provided to ensure
database system.
Furthermore, the new system is justified when r eceptionist, medical
record clerks in recording would not be our worked again by the implemented
of the automatic system.

1.5 OBJECTIVES OF THE STUDY
The main objective of this study is to develop a computerised management
system. Others include;
i. To prov ide total asset visibility.
ii. To allow high levels in giving full patient history.

4 iii. To reduce lead time, shelf space, and errors due to damage, fatigue of
staff .
iv. To facilitate “just in time” deliveries.
v. To provide f ull process control for the patient .
vi. To pro vide higher level security as the system would be passworded to
prevent unauthorised access.
vii. To shorten cross docking time and speeds up sort/pick up rate.
viii. To help the management plan, monitor, optimize resources and ascertain
their financial position at a ny time.

1.6 SCOPE OF THE STUDY
The scope of the project covers the development of a computer based database
application for use b y the these sections (patient state of health,bill payment
and address ) at the general hospital to replace their old pa per notebook
recording system.
The requirements include designing a user interface for the application and
providing options for a user to log into the application by supplying the correct
username and password com bination; register new patient and view a list of
already registered patient; to keep records of out patient and in -patient in the
hospital; view p atient registere d on the database; admitt ed, discharge , bill
patient etc. It also covers writing the background programming to ensure that
the interfa ce works with the database through the underlying codes to perform

5 the required actions. It also involves the testing, improvement and optimization
of the application.

1.7 DEFINITION OF TERMS
MEDICAL RECORDS: It is the records that spell out the patient’s illness and
treatment during a particular period for out patients and inpatients.
OUT PATIENTS: Any person who goes to receive treatment in the Hospit al
but does not stay overnight.
WARD: A section in the hospital where inpatient stays and recei ves treat ment
on regular bases.
INPATIENTS: A patient staying and receiving treatment in the hospital.

1.8 PROJECT REPORT ORGANIZATION
This report is organized into five chapters. The first chapter takes care of
introduction: background, aims and objectives, just ification and scope of the
project. Chapter two surveys the literature review of this work. In chapter
three, the project methodology, data collection, analysis, limitations of the
existing system, system design, system flowchart and top down design were
done. The input, processing and output modules are critically analysed.
In chapter four, system implementation, testing and integration: choice of
development tools, system requirements, and testing were carefully done.
Finally chapter five closes up w ith summary, recommendations and

6 conclusions: limitation, Bill of Engineering Measurement and Engineering
(BEME), bibliography, appendices

7 CHAPTER TWO
LITERATURE REVIEW
Sequel to what other people have been saying and writing about the use
of computers in establishments, it is still necessary to bring the suggestions and
opinion of these people to our enormous readers. If against this background
that this chapter is set aside for analyzing the different vies of these computers
users and experts who hav e previously done a work on the same project topic.
The design and implementation of a computerized hospital space management
information system.
The computer based information system is of great importance to the
growth and survival of the various secto rs of the economy because according to
JOHNSON B. A. (2003) computers have large storage capacity and besides,
the over all cost of computerization is in general less than manual process cost
for large jobs.
It should be noted that the main purpose of co mputerization irrespective
of the application is to process data quickly, efficiently and effectively so that
information kept is timely, meaningful and accurate.
Timeless is essential in the field of HEALTH SERVICES, for instance,
ANUKEN, K (1990) confir med that as work load in medical laboratory
increase day -by-day due to improved method of diagnosis, the time -lag
between request and report of analysis will definitely increase, thereby making
it cumbersome to the clerical system to cope up with the incre ase in the area of
record keeping which may include features like sex, age record number,
address and diagnosis. It may be programmed in a computer. This will

8 conveniently aid other people who may need the same data about such patient
to be retrieved. I f in case a note on diagnosis is written by a Doctor and
another, Doctor wants to know the condition of particular patient, this of course
will cause the attending Doctor to start all over again but if it is programmed,
the safety is granted as it is perma nently in the storage devices.
In the light of the above, SHANNON M.D (1974) Opted that the
computerization of records should be maintained in hospital management to
help the updating, storage, and processing the records. From the author’s point
of view, the updating of the records would be of immediate help in the visiting
Doctor making him to know where and how to start treatment of the patient.
In another development, some authors are not of the view that computers
should be used owing to the disadvan tages ranging from the loss of job by non
expert to incomplete record keeping since all these records can not be found at
once. CORNELIUS, C. N (1989) disapproved the process of computerization
of medical record management system. According to him, it wo uld require
summarizing all the old records which may lead to incomplete computerization
of the record. When the required records are not to complete, proper, and
efficient managem ent of such an organization can not be done. But seen to
nullify his views bearing in mind that no technology or development is without
at least a minute disadvantage but regarding the enormous gains that accrue
from such computerized and should be encourage.
WEED (1980) stated that the computerizatio n of medical records manageme nt
information system aids physic ian by identifying the patient’s problems and
then out lining the plan for a cause of treatment of the specified problem. To

9 the author’s view a better organized, more rational and more consistent way of
gathering medical records about the patients cline problems is not available and
this will enable the Doctor to know how to prescribe drugs to the patients.
OSCAR, E. (1986) in this own contribution say that if computer should
last longer, a budget should be made for that, the author’s stresses that for only
organization t o progress, the introduction of computer or rather
computerization should be welcomed and considered to services of the
computer in any given task, budgeting for it, in all the establishment especially
Hospital should not be left out.
For perfection to be actualized, computers should be put in place of
human brain. ADENTAL (1998) stated the computerization actually has taken
the whole world by storm because of the relief if offers human brains as well as
the greater efficiency that it has given to the perfor mance of many activities.
Hospitals should not be an exception introduction / Application of computers
in Hospital management information system saves, time.
GALLON NENNO (1985) disclosed that comput erized management
information system in record keepint allows trained medical professional to
spend less time practicing medicine.
He further stated that “computers are also assisting in the maintenance of
patient laboratory records and Hospitals or clini cs”. A specimen arrive to be
tested, specific test data can be input into computer and once the testing has
been completed, the appropriate nurse’s station. Thus, keeping a patient’s
records accurate, up -date and readily available. Many people think tha t by the
introduction of computr to different sectors of the economy like pay roll -unit,

10 medical record department etc. will make them redumdate in their jobs. For
instance, AVORN, J. (1974) argued that this process is not accepted because
some doctors ma y not be happy about the fact that computers are being
programmed and protocols are being used in ways that will permit trained para –
medical personnel to perform the task exclusively meant for them. This
misconception about my computer should be disregard . Rather, it will help in
processing their structur al data leaving the structure d ones, structured data
therefore, are data under standardized rules.
EZEANO A.N. (1997) Stated that systems that computerized should be
well guarded and adequate security st rategy and control measures instituted to
avoid malicious and disgruntled users access to the computer files, room and
system. He further stated that this security strategy could be inform of
protection against damage and that it could be achieved through three
generation of files dumping techniques instituted to generate files store on
magnetic tape or disk.

11 CHAPTER THREE
SYSTEM AN ALYSIS AND METHODOLOGY

3.1 METHODOLOGY
This involves the specification of procedures for collecting and analyz ing
data necessary to define or solve the problem for which the research is
embarked upon. The scope of this research covers the general hospital calabar
in particular.

3.1.1 Primary Source
This involves oral interviews conducted wi th various personn el in the hospital
Calabar , review and sharing their experience about the difficulties they
undergo in using file methods

3.1.2 Secondary Source
This includes the use of textbooks, dictionaries, journals, newspapers,
electronic books and internet do wnloads to collect data and aid comprehension
of the system.

3.1.3 Observational Method
This covers my personal visit to the General hospital Calabar during their
contact with sick people. I observed the maternity wards, both female and male
wards.

12

3.2 DATA COLLECTION
This is a method of collecting facts about the general administration and how
other things like record keeping of the hospital from which relevant data and
information concerning the system could be obtained.
It is essential to gathe r the facts about the existing system as it will aid to
discoverer all the strength and weakness of the system. The facts finding
technique used includes:

(a) INTERVIEW METHOD
This is a process by which trained agents known as enumerators collect data by
personal interaction with the respondents (or informants). The researcher
constructs a number of questions with which the enumerator visit the informant
to solicit answers. The information obtained from the respondents are entered
informs ca lled schedul e. The interview method was used because of the
following merits.

i) It enables the respondent to understand the question properly. Since
the numerator will be there to clear any doubts.
ii) It ensures the collection of reliable data because of the existence o f a
close contact between the enumerator and the informant.
iii) This method tends itself to high response rate since an enumerator is
place in a better position to convince the respondents to give

13 responses to certain question which the May, otherwise be unwil ling
to do.

(b) OBSERVATION METHOD
This involves the researcher’s personal observation on recording of business
operations and system, including the examination of documents and inspection
of reports. The researcher also used this method in his findings. This method
helps us to gather information about some functions of some of the staff of the
hospital.
During the course of this research work, a good number of documents and
records were shown to me for thorough examination. Some of the documents
inclu des:

Out-patient form
Prescription form
Registration form
Laboratory test form etc.

3.3 ANALYSIS OF THE EXISTING SYSTEM
System analysis is meant to reveal the current system of administration and
record keeping of the hospital which were studied under t he system
investigation. This analysis meant to propose a well designed computer base

14 management information system that will take care of the existing problems of
the current system.

The investigation carried out revealed that when a patient visits the
hospital, he will first of all obtain a card at the registry, called
reference card. Another card Doctor prescription will be given.
The Doctor diagnoses illness, its causes and prescribes drugs for it
treatment. The Doctor will then direct the patients to the O.P.D
pharmacy to collect the drugs. The treatment card will be filled at the
O.P.D at the end of the day, the treatment caret will be collected from
the O.P.D filling section and filed according to their registration
numbers.
If the patient come s on the data given to him by the Doctor for
checkup, he will still present his reference card to the check who
update his files and this is done with the help of the name and
registration number. The patient will still be asked to see the Doctor
for actu al “checkup”.
But if the patient is on admission, a case note which will contain the
Doctor, the patients’ name, Address, Occupation, Date of admission,
Religion, Age, Date of discharge index no, the year the patient is
admitted to the hospital, the diseas e, ward or unit prepared.
After the patient must have been treated and discharged, the case note
will be collected from the war. The medical record officer will know

15 the total number of patients discharge, the number of days stayed and
this diagnosis will then be coded according to the number of the
disease falls into.
For instance the table below

Table 3.1 show the Disease and code No
DISEASE CODE NO
Typhoid fever
Food Poisoning
Malaria
Tuberculosis of intestine 07
05
022
016

3.4 LIMITATIONS OF THE EXISTING SYSTEM
From the information gathered during the system investigation it was
discovered that the existing system operated manually and realied heavily on
the ability of the nurses doctors and clerks who keep and collected the medical
records for each patient.
The problems encountered by the hospital include the following:

(a) LOSS OF FILES
The existing system is operating an open shelve filling system, then
there is always the possibility of somebody (non -staff) taking a patients record
file co ntaining the records of any patients is lost, that means the giving of
patient particulars and information over again

16 (b) MIS -FILING
This is the main problem faced by the medical record section of the
hospital. The existing system used is referred to as the serial filling system and
this type of filling done alphabetically meaning that file number one will
appear before file number two, and son on. This method was observed to be
tedious and energy sapping, since files are numbered alphabetically. The
storage maintains the same order. Mis -filing occurs as a result of wrong
positioning of files. This is very dangerous because of a patient may die or
develop a more serious and complicated problem while waiting for the retrieval
of his / her files.
(C) LACK OF SPACE
Space or storage area for the accommodation of ever increasing record is
a problem faced by the hospital. And because of this, files that are not useful at
the present but might be useful in the nearest future for research purposes are
destr oyed. Even with the little space available in the record section clerks are
unable to utilize it to the maximum because they are not trained as medical
record personnel.
(D) LACK OF BACK -UPS
There is no provision for a secondary storage in another envir onment in
case of any natural disaster like fire outbreak, earth quake or burglary. Hence
if any of the above occurs the hospital will be rendered useless and non –
functional without records.

17 Therefore, if computer based information system is introduced in this regard,
these problems associated with the old system will be a thing of the past.
3.4 This is the main problem faced by the medical record section of the
hospital. The existing system used is referred to as the serial filling system and
this type o f filling done alphabetically meaning that file number one will
appear before file number two, and son on. This method was observed to be
tedious and energy sapping, since files are numbered alphabetically. The
storage maintains the same order. Mis -filing occurs as a result of wrong
positioning of files. This is very dangerous because of a patient may die or
develop a more serious and complicated problem while waiting for the retrieval
of his / her files.
(E) LACK OF SPACE
Space or storage area for the accommodation of ever increasing record is
a problem faced by the hospital. And because of this, files that are not useful at
the present but might be useful in the nearest future for research purposes are
destroyed. Even with the little space available in the record section clerks are
unable to utilize it to the maximum because they are not trained as medical
record personnel.
(F) LACK OF BACK -UPS
There is no provision for a secondary storage in another environment in
case of any natural disaster like fire outbreak, earth quake or burglary. Hence
if any of the above occurs the hospital will be rendered useless and non –
functional without records.

18 Therefore, if computer based information system is introduced in this regard,
these problems associated wit h the old system will be a thing of the past.

19 CHAPTER FOUR

IMPLEMENTATION , TESTING AND INTEGRATION

3.5 SYSTEM DESIGN
Some factors are considered when designing the new system so as to achieve a
good design standard:, among th em are:
Designing a system that will capture data faster than the old system thus
improves efficiency.
Designing a system that will minimize time -wastage which as a case will lead
to quick processing of data collection from various patients.
Designing a s ystem that will eliminate unnecessary long queues of patients in
the hospital.

3.5.1 Output Specification and Design
The output form is designed to generate printable reports from the database.
The output is placed on a database grid and contains informat ion on patient’s
records. The output produced can be printed on a hard copy or viewed on the
screen. The output generated includes:
1. Patients File
2. Bill Record
3. Treatment Record.

20

Fig: 3.1 List of admitted patients

21 Fig:3.2 Patients Bill Info rmation
The input files will be expected to contain all the necessary data items of the
output files.
The input forms and cards will form the source from which all these items will
keyed into the system. Having drawn the output form the input records are
also designed. A part from other content and format of the output design, the
computation system of input include, record number, patient name, address,
sex, age. Date of birth.

3.3 Input Specification and Design
The input to the new system is the patien t’s admission form, which is entered
through the keyboard. The input form design takes the format bellow.

Fig: 3.4 Bill input form

22

Fig: 3.5 Treatment form

3.5 File Design
In any good database design, effort should be made to remove completely or at
worst reduce redundancy. The database design in the software is achieved
using Microsoft access database. Bellow is the structure of the file designed in
the database.

23 Table 3.2 PATIENTS TABLE
FIELD FIELD TYPE FIELD SIZE
Card No Text 15
Patie nts Name Text 20
Address Text 30
Age Integer 2
Sex Text 8
Ward Text 20
Bill Single 4
Date admitted Date/time 8
Treatment Text 100

3.6 DATA BASE DESIGN
Files used in this project are made up of different data types. Some of the files
are des igned and linked with database. There are several advantages of storing
data in database and Microsoft Access database was used in this project design.
All data is stored at one location when a database is used, all tables are
stored in a single file thus, and we need not deal with separate buttons
using the single database file. Though all data is stored in a single file,
distinctions exist because tables are used since each table is stored as a
separate entity in the file.

24
It is possible to define relatio nship between tables and these are also
stored in the database.
It is possible to define validation at fields as well as table level and this
ensures accuracy of data being stored.
Query, report, sorting etc. are also used The proprietor is the overseer of
all the affairs of the hospital and receives reports from various
management sections of the hospital.

25 3.7 System Flowchart

Fig 3.6 System flowchart

PATIENT DATA
RECORD
KEY IN OF DATA IN
THE COMPUTER VIA
THE KEYBOARD
PROCESSING OF DATA
IN THE CPU OUTPUT
DISPLAY ON
SCREEN
DISK FILE PRINTING
OUTPUT
REPORT
FOLLOW – UP
FORM DISCHARGE
FORM SUMMARY
FORM

26 3.8 TOP DOWN DESIGN

Fig 3.7 Top down design

This diagram breaks down what is contained in the software .when the
software is run, the login form appears and the user must input the information
required by the software to allow access to all its features which are; username
and password. Once information is inputted, the user can finally gain access to
its features (i.e. software). After passing through the login form, you find the
customer maintenance button which contains two forms, the register new
customer form and edit customer record form. The next button you’ll see is the Main Menu

Admission
Bill
Payment
Treatment Query
Patients
Record Report
List of Admitted
Patients
Patients Bill
Information Help Exit

27 stock button which carries also two forms; the register product and edit product
form. The next button that you’ll see is the transaction button that houses two
forms; the supply and view transaction form. Another button you’ll see is the
security button which carries only one form; the user form. Next button is the
summary button which also carries only one form; summary records form. The
next feature to be seen is the logout button, when clicked takes the user back to
the login fo rm thereby putting the system on some sort of lock mode. The next
feature to be seen is the exit button, when clicked on, closes the entire
software. The next button seen is the help button which contains only one
form; about IVS.

28 Program Flo wchart Procedure Chart

FIGURE 3.8 CHECK PASSWORD
ENTERED
DISPLAY
IF MENU =1 SELECT
IF MENU =2
IF MENU =3
IF MENU =4
IF MENU =5
IF MENU =6
STOP START
VIEW UPDATE DELETE MODIFY INPUT
YES YES YES YES YES YES
NO
NO
NO
NO
NO

29

DELETE

FIGURE 3.9 START
INPUT PATIENTS
OPEN FILE
SEARCH FOR IT
IF
FOUND
THEN
DELETE THE RECORD
OPEN FILE
RETURN TO MENU
START YES
NO

30 INPUT

FIGURE 4.0

CLOSE DATA BASE
RETURN TO MENU
STOP DISPLAY ON VDU START
OPEN FILE
IF
CORRECT
THEN NO ENTER PATIENT NUMBER

31 UPDATE

FIGURE4.1 START
OPEN FILE
SPECIFY RECORD
TO UPDATE
GET THE RECORD
IF
FOUND
THEN
DISPLAY RECORD
ON VDU
ENTER NEW RECORD
WRITE TO FILE
UPDATE THE MASTER
FILE
CLOSE FILE
RETURN TO MENU
STOP

32 VIEW

FIGURE 4.2

START
OPEN
SPECIFY RECORD
THE VIEW
SEARCH FOR THE
RECORD
IF NOT =
Specify THE
DISPLAY
RECORD ON
VDU
CLOSE FILE
RETURN TO MENU
STOP END NO
YES

33

4.1 CHOICE OF DEVELOPMENT TOOLS
The new system is implemented using Microsoft Visual Basic programming
language. This is because the programming language has the advantage of easy
development. Flexibility and it has the ability of providing the
developer/programmer with possible hints and it produces a graphical user
interface.
4.2 SYSTEM REQUIREMENTS
The requirements for the implementation of this system are as follows;
 Software requirement.
 Hardware requirement.
 Functional requirement.
 Non-functional requirement.
4.2.1 Software Requirement
Computer system is mad e up of units that are put together to the work as one to
achieve a common goal. There are two parts of the computer system, namely.
 The Hardware
 The Software
Hardware Requirement
The program for this project is written in Visual Basic Programming Langu age.
6.0. it is designed to run on an IBM personal computer. The following
minimum hardware specification is needed

34 Intel Pentium 1.MMX technology
14” VGA or SVGA Monitor
16 MB RAM
3.5 Floppy Drive
24 x CD ROM Drive
2.1 GB Hard Drive
Keyboard
Printer

Software Requirement
The following minimum software specification is needed:
Microsoft windows 98 or later versions
Microsoft Access 97
Visual basic 6.0

The Back end – Microsoft Access 2007
Some additional features of VB like Datagrind, DataReport.

35 4.2.2 Hardware Requirements

For effective operation of the newly designed system, the following minimum
hardware specifications are recommended:
a) The computer system to use should be 100% IBM compatible since they
are considered done systems.
b) The comp uter system processor to be used should be Intel Pentium
technology.
c) The minimum Random Access Memory (RAM) should be 128MB.
d) The system should have a hard disk of at least 20GB, 3.5 floppy drive
and CD -ROM drive.
e) The system to use should be equipped with 1 4” VGA or SVGA monitor
(colored).
f) The mouse, keyboard and printer are also required.
The listed configurations are the minimum requirements, but if the
configurations are of higher versions, the processing derived will definitely be
better and the program will run faster.

4.2.3 Functional Requirements
A. INPUT/OUTPUT
i. System shall have a form to accept the customer details.
ii. System shall have a form to accept customer order.
iii. System shall display transaction details.

36 iv. System should provide facility for change in address/ name.
v. System should maintain details about placing order/ dispatch or order
status.
B. ERROR HANDLING
i. System should report any errors on duplicate primary keys.
ii. System should report out of range values on numeric fields.
iii. System should report dat a type mismatches on fields on the form.
iv. System should report invalid dates.
v. System should report violation of rights authorization.
vi. System should report invalid login errors.
4.2.4 Non – Functional Requirements
i. All user manuals should be provided in th e necessary format.
ii. Application should support 5simultaneous users.
iii. Transaction should be completed within seconds.
iv. There will be backup procedure to maintain records.

4.3.1 SYSTEM CONVERSION
System conversion examines the pros and cons of various approa ches to
system change over from the old to the new system and recommends which is
the most suitable for the present study. It also goes further to plan a course of
action for the conversion. In this project work, the researcher adopted the
parallel change over procedures. It is a situation where the old system
processes data alongside with the new system.

37 4.3.2 CHANGE OVER PROCEDURE

Change over implies that conversion from the manual record keeping
system of the hospital to new computerized based system. Without the analyst,
programmers and operating staff, this change over from clerical procedure to
computer procedure will not be achieved thus; their services are highly needed
for the new system to work effectively.
The developed system can also be installed using various method of change
over listed below.
DUAL SYSTEM METHOD
This method requires that the existing system be gradually phased out as
the new system is gradually introduced.
INVENTORY METHOD
This is the process whereby the old syste m is abandoned completely and
the one is taken up immediately. This is as a result of the need to familiarize
and impose users with the new computer based system.
PILOT SYSTEM METHOD
In this method, a small portion of the new system is being installed an d
evaluated while the existing system is then in use, if the small portion
succeeds, then the old will installed.

4.3 IMPLEMENTATION
The new system is designed to be put into efficient use. Here, we will look into
the various technical aspects that in fluenced the successful implementation of

38 this system and determine the effective operation of the system. System
implementation follows the approval of the system proposals and its objectives,
thus it is to arrive at a satisfactory, implemented, completed , and function
evaluated automated system. It also embodies the preparation of resources
including equipments and personnel.
The supplier login password and identification is entered, he checks, tracks
order, dispatch order on customer and sends invoice af ter which he updates
records. The customer studies and makes a list of requirement, places the order,
makes payment and receives his invoice.

Fig 4.1 Patients File Processing Interface

39 4.4 TESTING
Testing presents an interesting anomaly for the software engineer where he
attempts to build software from an abstract concept to a tangible product.
During testing, the engineer creates series of test cases to discard preconceived
notions of the “correctness” of software just developed and overcome a c onflict
of interest that occur when errors are uncovered. As a secondary benefit,
testing demonstrates that the software functions appear to be working
according to specification, that behavioural and performance requirements
appear to have been met. In ad dition, data collected as testing is conducted
provide a good indication of software reliability and quality as a whole.
Testing should begin “in the small” and progress toward testing “in the large”.
80 percent of all errors uncovered during testing will likely be traceable to 20
percent of all program components. The components would be isolated and
thoroughly tested. Testing ensures that internal operations are performed
according to specifications and all internal components have been adequately
exercis ed.

40 4.4.1 Unit Testing

Table 4.1 the Test Data, Expected Data, and Actual Result
The Test Data Expected Tested Result Actual Test Result

Login Form
Expected to see the login form
immediately the software is run When the software is run, a fo rm
now appears where you supply
your username and password

Main Form Contain 8 buttons, 6 are expected to
drop down a menu and the
remaining are not expected to.
1st button: Customer maintenance
drops down New customer and
Edit new customer .
2nd button: Stock drops down
Register stock and Edit stock .
3rd button: Transaction drops down
Supply and View transaction .
4th button: Security drops down
User account .
5th button: summary drops down
Summary records.
6th button: logout
7th button: Exit

After login, 8 buttons appear. 6
drop down menus while the
remaining 2 don’t.

41 8th button: Help

Main customer form Expected to enable user to register
new customers Allows the user to register new
customers

Edit customer form Expected to enable user to e dit
registered customer information if
necessary Allows the user to edit registered
customer information if
necessary

Register stock form Expected to enable user to register
new products brought to be put in
the ware house Allows the user to register new
products brought to be put in the
ware house

Edit stock form Expected to enable the user to edit
registered product information if
necessary Allows the user to edit registered
product information if necessary

Supply form Expected to enable user to mak e
supplies of registered products to
registered customers Allows the user to make supply
of registered products to
registered customers

42
View transaction form Expected to enable the user to view
the transactions to perform at a
particular period in time Allows the user to view the
transactions to perform at a
particular period in time

User account form Expected to allow user add new
users and also delete unwanted
users
Allows user to add new users
and also delete unwanted users

Summary form Expected t o allow the user to get a
total of the sales made for a
particular period Allows the user to get a total of
the sales made for a particular
period

Invoice form Expected to allow the user print out
an invoice to the customer after a
supply is made Allows the user to print out the
invoice to the customer after
supply is made

Logout module When clicked, it is expected to carry
the user back to the login form
thereby placing the software on a
stand -by mode Allows the user to be carried
back to the login for m when
clicked, therefore placing the
software on a stand -by mode

43
Exit module
When clicked is expected to close
the entire software
Allows the entire software to be
closed when clicked

Help form It is expected to see some
information about the develo per
here Information about the developer
is found here.

4.4.2 System Testing
After test running was varied data, which is after running the program, the
output was shown on the monitor. The output can also be printed on paper.
This shows that the ne w system was perfect and effective.

44 4.4.3 Testing Process
The testing process can be shown as;

YES

NO

Fig 4 :2 System Testing Process

4.5 INTEGRATION.
System integration is the successful putting together of the various
components, assemblies, and subsystems of a system and having them work
together to perform what the system was intended to do. After successfully
designing my LOGIN form, CUSTOMER MAINTENANCE form,
STOCK form, TRANSACTION form, SECURITY form, SUMMARY Levels of testing Test
Plan Test Procedures
Is error
uncovered ?
Test
Report Test Case
Specification
Test Case
Execution
Test Case
Analysis

45 form, LOGOUT form, EXIT form and HELP form and tested them to make
sure that they are working properly; I merged them together to make up the
complete system. Integration follows the coding phase in the develo pment life
cycle, as shown in below and is intertwined with the testing.

Fig4: 3 Integration's Place in the Development Life Cycle

46
CHAPTER FIVE

SUMMARY, RECOMMENDATIONS AND CONCLUSION

5.1 SUMMARY OF FINDINGS
Without the use o f computerized system for medical system, I wonder what
will be the stand of our economy today. Since, the implementation of this
system does more good than harm in our country especially health sector.
Hence not only does it provide good health with the help of the following
factors, accuracy, flexibility, and speedy treatment. But, also it will be a big
relief for medical doctors and nurses when attending to patients.
This project is well designed with reliability and efficiency as our mainstay,
have c ome just in time to correct those weaknesses and anomalies, which exist
in the existing manual method. The achievements made up this design can be
summarized
a. Result of high processing speed of the computerize system
b. Patient’s records can now be retrieved e asily.
c. Billing system in the hospital will be more effective.
d. Similarly there is also an easy accesses to clinical reports for research
purpose and decision making

47 5.2 LIMITATIONS OF THE PROJECT.
This work is limited to the teaching hospital Enugu due to time and resource
constraint.

5.3 RECOMMENDATIONS .
The objective of the project will be fulfilled if the following recommendations
are adopted.
TRAINING
The key personnel and staff of the ESUT teaching Hospital selected from the
related depa rtment involved should be enrolled in computer training school for
awareness course. This will enable them to know the following .
(1) What is a computer?
(2) The role computer plays in medicine
(3) The need for computer in modern society
(4) The duties of system analyst, programmer and computer operators
(5) Data preparation methods and programming
(6) The personnel to be employed for the new system.

OTHER RECOMMENDATION INCLUDES:
An establishment of medical record department
Medical record administrator who should report to the chief matron
Efficient computerized medical record. System with time -sharing
data processing.

48 5.4 BEME (Bill of Engineering Measurement & Engineering)
Table 5.1 Total cost of the project
ITEM ITEM PRICE( N )
COMPACT DISK 400
MODEM 6000
TRANSPORT 2000
VB 10 TUTORIALS 20,000.00
COMPUTER
OPERATOR 2,000.00
COMPUTER SYSTEM 110,000.00
PRINTING 2,000.00
BINDING 500.00
TOTAL 142,900.00

5.5 CONCLUSION
Coming to the end of this project work the researcher is concluding with the
following points.
A close investigation and analysis of the manual record keeping system
of the Enugu State University of Science and Technology teaching Hospital
Enugu reveals so many problems and loop holes.

49 To overcome these problems of the manual system, computer based
system have been designed the design provides a system specification and
clearly pointing out the requirement specification for the system.
In all, the project equally provided and efficient working program for the
effective operation of the computer base system.

50 REFERENCES
ADENETAL (1998) “The computer age” science
Research associates
ANUKEN, K. (1990) “The computer loboratory diagnosis and the year 2000”
state man, No. V10 page 7
AVORN, J. (1994) “The future of Doctor Alantic” pa ge 77
CORNELIUS, CN (1989) “Medical and health” encyclopedia vol. 2 edited by
Richard J. 4th Edition page 1139
EZEANO A. N. (1992) “Fundamental of Operating system / file organization
and management” unpublished handout
GALLON NENNO (1985) “Computer and society PWS Publisher” pages 139,
138,668, 330.
OKORONKWU, M. A. (1993) “Computerization of Medical record system
project (unpublished project) page7.
OSCAR. E. (1986) “Utilizing the computer for efficiency business concord
August 22 p 13
SHANNON, M. D (1974) “Medical and health” Encyclopedia, vol. 2 4th
Edition
page 13g
JOHNSON O. A (2002) “Medical record on patient case” vol. 2 1st edition
page 6
WEED, L. (1980) “Medical care in developing countries” an Aspen publishing
3rd edition page 56

51
APPENDI X
Option Base 1
Private reclenght, reci, recindex, I, t As Integer
Option Explicit

Private Sub Combo2_Change()

End Sub

Private Sub Command1_Click()

Form2.Data1.Recordset.AddNew
Form2.Data1.Recordset.Fields("id") = Form2.Text1.Text
Form2.Data1.Recordset .Fields("name") = Form2.Text2.Text
Form2.Data1.Recordset.Fields("sex") = Form2.Combo1.Text
Form2.Data1.Recordset.Fields("age") = Form2.Text4.Text
Form2.Data1.Recordset.Fields("address") = Form2.Text6.Text
Form2.Data1.Recordset.Fields("symptoms") = " -"
Form 2.Data1.Recordset.Fields("ward") = Form2.Text7.Text
Form2.Data1.Recordset.Fields("date admitted") = Form2.Text5.Text
Form2.Data1.Recordset.Fields("bill") = 0
Form2.Data1.Recordset.Fields("amount paid") = 0
Form2.Data1.Recordset.Fields("balance") = 0

52 Form2. Data1.Recordset.Fields("date discharged") = " -"
Form2.Data1.Recordset.Fields("treatment") = " -"
Form2.Data1.Recordset.Fields("dept") = Form2.Text12.Text
Form2.Data1.Recordset.Fields("Remark") = "Admitted"
Form2.Data1.Recordset.Fields("view") = "Yes"
Form2. Data1.Recordset.Update
Form2.Text1.Text = ""
Form2.Text12.Text = ""
Form2.Text2.Text = ""
Form2.Text3.Text = ""
Form2.Text4.Text = ""
Form2.Combo1.Text = ""
Form2.Text5.Text = ""
Form2.Text6.Text = ""
Form2.Text7.Text = ""
Form2.Text8.Text = ""

End Sub

Private Sub Command2_Click()
Command1.Enabled = False
Command4.Enabled = False
Form2.Hide
End Sub

53
Private Sub Command3_Click()
Form2.Data1.Recordset.MoveFirst
Do Until Form2.Data1.Recordset.EOF
If frmDataEnv.Combo2.Text = Form2.Data1.Recordset.Fields("id") Then
Form2.Data1.Recordset.Edit
Form2.Data1.Recordset.Fields("date discharged") = Date
Form2.Data1.Recordset.Fields("Remark") = "Discharged"
Form2.Data1.Recordset.Update
Form2.Text1.Text = ""
Form2.Text12.Text = ""
Form2.Text2.Text = ""
Form2.Text3.Text = ""
Form2.Text4.Text = ""
Form2.Combo1.Text = ""
Form2.Text5.Text = ""
Form2.Text6.Text = ""
Form2.Text7.Text = ""
Form2.Text8.Text = ""

Exit Do
Else
Form2.Data1.Recordset.MoveNext
End If

54 Loop

End Sub

Private Sub Command4_Click()
Form2.Data1.Recordset.M oveFirst
Do Until Form2.Data1.Recordset.EOF
If frmDataEnv.Combo2.Text = Form2.Data1.Recordset.Fields("id") Then
Form2.Data1.Recordset.Edit
Form2.Data1.Recordset.Fields("id") = Form2.Text1.Text
Form2.Data1.Recordset.Fields("name") = Form2.Text2.Text
Form2.D ata1.Recordset.Fields("sex") = Form2.Combo1.Text
Form2.Data1.Recordset.Fields("age") = Form2.Text4.Text
Form2.Data1.Recordset.Fields("address") = Form2.Text6.Text
Form2.Data1.Recordset.Fields("symptoms") = Form2.Text3.Text
Form2.Data1.Recordset.Fields("war d") = Form2.Text7.Text
Form2.Data1.Recordset.Fields("date admitted") = Form2.Text5.Text
Form2.Data1.Recordset.Fields("treatment") = Form2.Text8.Text
Form2.Data1.Recordset.Fields("dept") = Form2.Text12.Text

Form2.Data1.Recordset.Update
Form2.Text1.Text = " "
Form2.Text12.Text = ""

55 Form2.Text2.Text = ""
Form2.Text3.Text = ""
Form2.Text4.Text = ""
Form2.Combo1.Text = ""
Form2.Text5.Text = ""
Form2.Text6.Text = ""
Form2.Text7.Text = ""
Form2.Text8.Text = ""

Exit Do
Else
Form2.Data1.Recordset.MoveNext
End If
Loop
End Sub

Private Sub Command5_Click()
Form2.PrintForm
Printer.EndDoc
End Sub

Private Sub Combo1_Click()
Form2.Data1.Recordset.MoveFirst
Do Until Form2.Data1.Recordset.EOF

56 If frmDataEnv.Combo1.Text = Form2.Data1.Recordset.Fields("id") Then
frmDataEnv.T ext1.Text = Form2.Data1.Recordset.Fields("name")
Exit Do
Else
Form2.Data1.Recordset.MoveNext
End If
Loop
End Sub

Private Sub Combo3_Click()
Form2.Data1.Recordset.MoveFirst
Do Until Form2.Data1.Recordset.EOF
If frmDataEnv.Combo3.Text = Form2.Data1.Recordse t.Fields("id") Then
frmDataEnv.Text3.Text = Form2.Data1.Recordset.Fields("name")
Exit Do
Else
Form2.Data1.Recordset.MoveNext
End If
Loop
End Sub

Private Sub Command1_Click()
Form2.Data1.Recordset.MoveFirst
Do Until Form2.Data1.Recordset.EOF

57 If frmDataEnv. Combo1.Text = Form2.Data1.Recordset.Fields("id") Then
Form2.Data1.Recordset.Edit
If frmDataEnv.Option1.Value = True Then
Form2.Data1.Recordset.Fields("bill") = Form2.Data1.Recordset.Fields("bill")
+ Val(frmDataEnv.Text2.Text)
Form2.Data1.Recordset.Fields(" balance") =
Form2.Data1.Recordset.Fields("balance") + Val(frmDataEnv.Text2.Text)
Else

Form2.Data1.Recordset.Fields("amount paid") =
Form2.Data1.Recordset.Fields("amount paid") + Val(frmDataEnv.Text2.Text)
Form2.Data1.Recordset.Fields("balance") =
Form2.Da ta1.Recordset.Fields("balance") – Val(frmDataEnv.Text2.Text)
End If
Form2.Data1.Recordset.Update
Exit Do
Else
Form2.Data1.Recordset.MoveNext
End If
Loop
frmDataEnv.Text1.Text = ""
frmDataEnv.Text2.Text = ""
End Sub
Private Sub Command2_Click()

58 frmDataEnv.F rame1.Visible = False
End Sub
Private Sub Command3_Click()
On Error Resume Next
Form2.Data1.Recordset.MoveFirst
Do Until Form2.Data1.Recordset.EOF
If frmDataEnv.Combo2.Text = Form2.Data1.Recordset.Fields("id") Then

Form2.Text1.Text = Form2.Data1.Recordse t.Fields("id")
Form2.Text2.Text = Form2.Data1.Recordset.Fields("name")
Form2.Combo1.Text = Form2.Data1.Recordset.Fields("sex")
Form2.Text4.Text = Form2.Data1.Recordset.Fields("age")
Form2.Text6.Text = Form2.Data1.Recordset.Fields("address")
Form2.Text 3.Text = Form2.Data1.Recordset.Fields("symptoms")
Form2.Text7.Text = Form2.Data1.Recordset.Fields("ward")
Form2.Text5.Text = Form2.Data1.Recordset.Fields("date admitted")
Form2.Text9.Text = Form2.Data1.Recordset.Fields("bill")
Form2.Text10.Text = Form2. Data1.Recordset.Fields("amount paid")
Form2.Text11.Text = Form2.Data1.Recordset.Fields("balance")
Form2.Text8.Text = Form2.Data1.Recordset.Fields("treatment")
Form2.Text12.Text = Form2.Data1.Recordset.Fields("dept")

Form2.Show

59 frmDataEnv.Frame2.Visible = False
Form2.Command1.Enabled = False
Form2.Command3.Enabled = True
Form2.Command4.Enabled = True

Exit Do
Else
Form2.Data1.Recordset.MoveNext
End If
Loop

End Sub

Private Sub Command4_Click()
frmDataEnv.Frame2.Visible = False

End Sub

Private Sub Comma nd5_Click()
Form2.Data1.Recordset.MoveFirst
Do Until Form2.Data1.Recordset.EOF
If frmDataEnv.Combo3.Text = Form2.Data1.Recordset.Fields("id") Then
Form2.Data1.Recordset.Edit
Form2.Data1.Recordset.Fields("symptoms") = frmDataEnv.Text4.Text

60 Form2.Data1.Recor dset.Fields("treatment") = frmDataEnv.Text5.Text
Form2.Data1.Recordset.Update
Exit Do
Else
Form2.Data1.Recordset.MoveNext
End If
Loop
frmDataEnv.Text3.Text = ""
frmDataEnv.Text4.Text = ""
frmDataEnv.Text5.Text = ""

End Sub

Private Sub Command6_Click()
frmDataEnv.Frame3.Visible = False

End Sub

Private Sub dpr_Click()
On Error Resume Next
frmDataEnv.Combo1.Clear
Form2.Data1.Recordset.MoveFirst
Do Until Form2.Data1.Recordset.EOF
frmDataEnv.Combo1.AddItem Form2.Data1.Recordset.Fields("id")

61 Form2.Data1.Recor dset.MoveNext
Loop
frmDataEnv.Option1.Value = True
frmDataEnv.Frame1.Visible = True
frmDataEnv.Frame1.Caption = "Bill Patient"

frmDataEnv.Text1.Text = ""
frmDataEnv.Text2.Text = ""

End Sub

Private Sub ex_Click()
End
End Sub

Private Sub Form_Load()
frmD ataEnv.Hide
frmLogin.Show
End Sub

Private Sub inr_Click()
DataEnvironment1.Connection1.Open
DataEnvironment1.Command1
DataEnvironment1.Connection1.Close

62 DataEnvironment1.Connection1.Open
DataEnvironment1.Command1
DataReport2.Show

End Sub

Private Sub lis t_Click()
DataEnvironment1.Connection1.Open
DataEnvironment1.Command1
DataEnvironment1.Connection1.Close
DataEnvironment1.Connection1.Open
DataEnvironment1.Command1
DataReport1.Show

End Sub

Private Sub par_Click()
On Error Resume Next
frmDataEnv.Combo2.C lear
Form2.Data1.Recordset.MoveFirst
Do Until Form2.Data1.Recordset.EOF
frmDataEnv.Combo2.AddItem Form2.Data1.Recordset.Fields("id")
Form2.Data1.Recordset.MoveNext
Loop

63 frmDataEnv.Frame2.Visible = True

End Sub

Private Sub pay_Click()
On Error Resume Next
frmDataEnv.Combo3.Clear
Form2.Data1.Recordset.MoveFirst
Do Until Form2.Data1.Recordset.EOF
frmDataEnv.Combo3.AddItem Form2.Data1.Recordset.Fields("id")
Form2.Data1.Recordset.MoveNext
Loop
frmDataEnv.Frame3.Visible = True
frmDataEnv.Text3.Text = ""
frmData Env.Text4.Text = ""
frmDataEnv.Text5.Text = ""

End Sub

Private Sub payment_Click()
On Error Resume Next
frmDataEnv.Combo1.Clear
Form2.Data1.Recordset.MoveFirst
Do Until Form2.Data1.Recordset.EOF

64 frmDataEnv.Combo1.AddItem Form2.Data1.Recordset.Fields("id" )
Form2.Data1.Recordset.MoveNext
Loop
frmDataEnv.Option2.Value = True
frmDataEnv.Frame1.Visible = True
frmDataEnv.Frame1.Caption = "Bill Payment"

frmDataEnv.Text1.Text = ""
frmDataEnv.Text2.Text = ""

End Sub

Private Sub usd_Click()
Dim htAs String
ht = MsgBox("This software is developed for Packlane Hospital", vbOKOnly,
"Users Guide")

End Sub