Databasereport

Database Report
Hospital Management System

Computer Applications I
Database
Report
AGA KHAN UNIVERSITY

HOSPITAL
HOSPITAL MANAGEMENT SYSTEM

PATIENT DETAILS
Database
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Context
Page
Introduction
Database
Tables
Relationships
23
Queries
24
Forms
49
Reports
59
Switchboard
62
Macro
65
Database
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Introduction
Established in 1985 as the primary teaching site of the Aga Khan Universitys (AKU) Faculty
of Health Sciences, Aga Khan University Hospital (AKUH) is committed to providing diagnosis
of disease and team management of patient care. These services are backed up by the
highest doctor-to-patient and nurse-to-patient ratios and support services. The Hospitals
multidisciplinary approach to diagnosis and care ensures a continuum of safe and high quality
care for patients - with all services under one roof.
A broad range of secondary and tertiary care is available in the 500-bed University Hospital to
all patients in need. Those who are unable to pay for treatment receive generous assistance
through a variety of subsidies and the Hospital Patient Welfare Programme.
In 2000, AKUH became the first teaching hospital in Pakistan to be completely ISO 9002
certified. It has since received IS0 9001 certification. The AKUH quality assurance
Programme serves as a model for other health institutions in the private and public sectors
and in the Aga Khan Development Network.
The Aga Khan Hospitals are part of an international referral network providing primary,
secondary and tertiary level care. Doctors need not be affiliated to the Aga Khan Hospitals to
refer patients to its comprehensive healthcare network.
Mission Statement
"To provide compassionate, ethical and high quality information services that enables our
customers to enhance their knowledge about safe and effective use of medicines."
Database
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Database
Data management systems are used to access and manipulate data in a database. A
database management system is a software package that enables users to edit, link, and
update files as needs dictate
We have created a database on hospital management system. This database created by us is
an example of how data and information is organized and managed in hospitals. We made
the database using the software Microsoft Access.
Relational Database
Relational databases work on the principle that each table has a key field that uniquely
identifies each row, and that these key fields can be used to connect one table of data to
another.
Database
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Tables
The Database consists of 8 tables. The tables are as follows:
1. Doctor Details: This table contains all relevant data related to the doctors that work
in the hospital.
2. Patient Admission Details: This table consists of admission details of the patients in
the hospital.
3. Patient Bill Details: This table shows all the data regarding the bills paid by the
patient.
4. Patient Details: This table shows all relevant basic details of the patients that came
to the hospital.
5. Patients Illness Details: This table contains the illness details of the patient admitted
in the hospital.
6. Patient Record Update: This table shows the data of staff in the hospital by which
the patient records were updated in other tables.
7. Room Details: This table shows information about the rooms in the hospital.
8. Staff Details: This table shows all details of the staff working in the hospital.
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Each table has several fields to enter data, and all fields have several field properties.
Doctor Details
Field Name
ID
Data Type
Text
Field Properties
Field size 9
Input mask DOC-LL000
Caption Doctor ID
Required Yes
Doctor Name
Text
Field size 100

Caption Doctors Full Name
Gender
Text
Display control Combo Box

Row source type Value List
Row source Male;Female
Speciality
Text
Field size 255
Status
Text

Row source Part Time;Full
Time
Credentials
Text
Field size 255
Number
Text
Input mask +00 (0) 000

000 0000;;#
Caption Contact Number
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This is the Doctor Details table in the design view.
This is
the
Doctors
Details
Table in
the
datasheet view with the records.
Patient
Admission Details
Field Name
ID
Data Type
Text
Field Properties
Field size 11
Input Mask AD-00000099
Caption Admit ID
Required - Yes
Patient ID
Text
Field size 8
Input mask P0000000
Caption Patient ID
Required Yes
Database
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P First Name
Text
Field size 50
Caption Patient First Name
P Last Name
Text
Field size 30
Caption Patient Last Name
Room ID
Text
Field size 8
Input mask ROOM-000
Caption Room ID
Required Yes
Room No
Number
Date Admitted
Date/Time
Input mask 000

Caption Room Number
-
Date Discharged
Date/Time
This is the design view of the Patients Admission Details Table.
Database
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This below is the datasheet view of the Patients Admission Details with the records.
Patient Bills Details

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10
Field Name
ID
Data Type
Text
Field Properties
Field size 11
Input mask B-LLL000000
Caption Bill ID
Required Yes
Patient ID
Text
Field size 8
Input mask P0000000
Caption Patient ID
Required Yes
Amount
Currency
Caption Bill Amount
Date paid
Date/Time
Payment Method
Text
Caption Bill Payment

Method
Row source type Value list
Row source Cash;Credit
card;Debit
card;Cheque;Payorder
This is the design view of the Patients Bill Details tables.

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11
Shown below is the datasheet view of the Patients Bill Details table with records.
Patient Details
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12
Field Name
ID
Data Type
Text
Field Properties
Field size 8
Input mask P0000000
Caption Patient ID
Required Yes
First Name
Text
Field size 50
Caption First Name
Last Name
Text
Title
Text
Field size 30
Caption Last Name
Row source Mr;Mrs;Ms.
DOB
Date/Time
Caption Date of Birth
Gender
Text

Phone Number
Text

000 0000;;#
Caption Phone Number
Address
Contact Number
Text
Text
Field size 255

000 0000;;#
Caption Emergency Contact
Number
This is the design view of the Patients Details table.

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This below is the datasheet view of the

Patients Details table with the records.
Patient Illness Details

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Field Name
ID
Data Type
Text
Field Properties
Field size 10
Input mask ILLLL00099
Caption Illness ID
Required - Yes
Patient ID
Text
Field size 8
Input mask P0000000
Caption Patient ID
Required Yes
Doctor ID
Text
Field size 9
Input mask DOC-LL000
Caption Doctor ID
Required Yes
Room No
Number
Input mask 000

Caption Room Number
Validation Rule Between
100 And 600
Validation Text ERROR!
Invalid room number!
Diagnosis
Memo
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15
This is the design view of the Patients

Illness Details table.
This below is the datasheet view of the Patients Illness Details table with records.
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16
Patient Record Update

Field Name
ID
Data Type
Text
Field Properties
Field size 8
Input mask UPR00099
Caption Record ID
Required Yes
Patient ID
Text
Field size 8
Input mask P0000000
Caption Patient ID
Required Yes
Staff ID
Text
Field size 10
Input mask EMP-00-000
Caption Staff ID
Required Yes
Updated Day
Date/Time
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17
This is the design view of the Patients

Update table.
Record
Below is the datasheet view of the Patients Record Update table with records.
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18
Room Details
Field Name
ID
Data Type
Text
Field Properties
Field size 8
Input mask ROOM-000
Caption Room ID
Required Yes
Room no
Number
Input mask 000

Caption Room Number
Validation Rule Between
100 And 600
Validation Text ERROR!
Invalid room number!
Patient ID
Text
Field size 8
Input mask P0000000
Caption Patient ID
Required Yes
Room Size
Text

Row source General ward(5
bed ward);General ward(air
conditioned);Semi Private(2
bed ward);Private(single
room);VIP(double room)
Date Occupied
Date/Time
Date Left
Date/Time
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This is the design view of the Room

Details table.
This is the datasheet view of the Rooms Details table shown below.
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20
Staff Details
Field Name
ID
Data Type
Text
Field Properties
Field size 10
Input mask EMP-00-000
Caption Staff ID
Required Yes
First name
Text
Field size 50
Caption First Name
Last name
Text
Field size 30
Caption Last Name
Gender
Text

Age
Number
Validation rule - >=0

Validation text Age should
not be less than 0.
Phone no
Text

000 0000;;#
Caption Phone Number
Address
Text
Field size 255
Designation
Text

Row source Nurse;Ward
Boy;Receptionist
Days Duty
Text

Row source Monday
Thursday;Friday - Sunday
Shift
Text

Row source
Morning;Noon;Evening;Night
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This show below is the design view of

Details table.
the Staff
This is the datasheet view of the Staff Details table with records, below.
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22
Relationships
After creating the queries the relationship was created between the tables. The diagram
below shows the relationships created.
Queries
After the tables are made, we made 15 different queries. Query is a question you ask the
database and it responds according by presenting the relevant records.
Query 1 This query shows all part time female doctors.
Table Selected
Fields Selected
Doctors Details
Field Status
Table Doctors Details
Criteria - Like *Part Time*
Show Yes
Field Gender
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Criteria - Like *Females*

Show Yes
Doctor Names
Show Yes
This is the design view in which Query 1 was created.
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Shown below is the datasheet view of Query 1.
Query 2 All patients admitted between 1st February 2012 to 1st June 2012
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Table Selected
Field Selected
Patient Admission Details

Field - Date Admitted
Table Patient Admission Details
Criteria - Between #2/1/2012# And
#6/1/2012
Show Yes
Field ID
Show - Yes
Field - P First Name
Show Yes
Field P Last Name
Show Yes
This is the design view of Query 2.

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This is the datasheet view of Query 2.
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Query 3 This query shows patient bills greater than 1000 and paid by cash.
Table Selected
Fields Selected
Patient Bill Details

Field Amount
Table Patient Bills Details
Criteria - >=1000
Show - Yes
Field Payment Method
Criteria Like *Cash*
Show Yes
Field ID
Show Yes
Field Patient ID
Show Yes
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This below is the datasheet view of Query 3.
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Query 4 This query shows all female patients living in DHA.

Table Selected
Field Selected
Patient Details
Field Gender
Table Patient Details
Criteria Like *Female*
Show Yes
Field Address
Criteria Like *DHA*
Show Yes
Field ID
Show Yes
Field First name
Show Yes
Field Last Name
Show Yes
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Query 5 This query displays the result of all patients diagnosed with
dengue.
Table Selected
Field Selected

Field Diagnoses
Table Patient Illness Details
Criteria Like *Dengue*
Show Yes
Field Patient ID
Table - Patient Illness Details
Show Yes
This below is the design view of Query 5.
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Query 6 This query shows the

staff whose name begin with A and
than 30.
Table Selected
Field Selected
result of all
age is greater
Staff Details
Field First Name
Table Staff Details
Criteria Like A*
Show Yes
Field Age
Table Staff Details
Criteria - >=30
Show Yes
Field ID
Table Staff Details
Show Yes
Field Last Name
Table Staff Details
Show Yes
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Query 7 This query shows all nurses who have a morning shift.
Table Selected
Field Selected
Staff Details
Field Shift
Table Staff Details
Criteria Like *Morning*
Show Yes
Field Designation
Table Staff Details
Criteria Like *Nurse*
Show Yes
Field ID
Table Staff Details
Show Yes
Field First Name
Table Staff Details
Show Yes
Field Last Name
Table Staff Details
Show Yes
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Query 8 This query shows all VIP rooms occupied between 1 st January 2012
to 1st August 2012.
Table Selected
Field Selected
Room Details
Field Room size
Table Room Details
Criteria Like *VIP*
Show Yes
Field Date occupied
Table Room Details
Criteria Between #1/1/2012#
And #1/8/2012#
Show Yes
Field ID
Table Room Details
Show - Yes
Field Room no
Table Room Details
Show Yes
Field Patient ID
Table Room Details
Show Yes
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This is the
datasheet
view of
Query 8.
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Query 9 This query shows the total number of staff at each day set of the
duty that is from Monday to Thursday and Friday to Sunday.
Table Selected
Field Selected
Staff Details
Field Days Duty
Table Staff Details
Total Group By
Show Yes
Field Designation
Table Staff Details
Total Count
Show Yes

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Query 10 This query

how many total numbers
are working in each duty shift.
Table Selected
Field Selected
shows
of staff
Staff Details
Field Shift
Table Staff Details
Total Group By
Show Yes
Field Designation
Table Staff Details
Total Count
Show Yes

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40
Query 11 This query displays the

Patient ID, Patient Name, Title and
Date of Birth.
Table Selected
Field Selected
Patient Details
Field ID
Show Yes
Field - Patient Name: [Patient
Details].[First Name] & &
[Patient Details].[Last Name]
Show Yes
Field Title
Show Yes
Field DOB
Show Yes
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Below is the datasheet view of Query 11.
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Query 12 This query shows female staffs only displaying their Staff ID, Staff
Full Name, Gender and Age.
Table Selected
Field Selected
Staff Details
Field ID
Table Staff Details
Show Yes
Field Staff Name: [Staff Details].
[Last Name] & , & [Staff Details].
[First Name]
Show Yes
Field Gender
Table Staff Details
Criteria Like *Female*
Show Yes
Field Age
Table Staff Details
Show Yes
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This below is the design view of Query 12.
Query 13 This query shows

number of patients admitted each month in the year 2012.
Tables Selected
Field Selected
the total
Patients Details
Field Month:
MonthName(DatePart(m,[Date
Admitted]))
Total Group By
Show Yes
Field ID
Total Count
Show Yes
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Query 14 This query gives the

result
for the duration of admission of each patient by displaying the fields;
Duration Admitted, ID, Patient ID and Patients full name.
Table Selected
Field Selected

Field Duration Admitted:
DateDiff(d,[Date Admitted],[Date
Discharged])
Show Yes
Field ID
Table - Patient Admission Details
Show Yes
Field Patient ID
Table - Patient Admission Details
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Show Yes
Field - Patient Name: [Patient
Details].[First Name] & &
[Patient Details].[Last Name]
Show Yes
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Query 15 This query shows the total number of patients paying by each
payment method.
Tables Selected
Patient Details
Field Payment Method
Table Patient Bill Details
Total Group By
Show Yes
Field Selected
Field ID
Total Count
Show Yes
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Forms
Database forms are basically forms through which you can enter information in your
database.
In our database we created forms for every table and queries (except for the query for which
we generated a report). These screen shots of the forms are shown below.
Doctor Details
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Patient Details
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Patient Record Update
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Room Details
Staff Details
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Query 1
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Query 2
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Query 3
Query 4
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Query 5
Query 6
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Query 7
Query 8
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Query 11
Query 12
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Reports
Just as forms can be based on queries, so can reports. A report is printed information that,
like a query result, is assembled by gathering data based to user-supplied criteria. In fact,
report generation in most DBMSs creates reports from queries.
Report 1 base on Query 9
Report 2 based on Query 10

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Switchboard
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A switchboard is a form that allows you to navigate around your Access database. The
switchboard is made of buttons that you click. You can program these buttons to open forms,
reports, queries, etc.
We too in out database created a switchboard, which allows us to navigate around our
Access database.
This below is the switchboards main page.
This window below is the screen that appears when we select the Queries option from the
switchboard main page. Selecting any one of the options would take you to the desired query.
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This window below is the screen that appears when we select the Reports option from the
switchboard main page. Selecting any one of the options would take you to the desired report.
This window below is the screen that appears when we select the Tables option from the
switchboard main page. Selecting any one of the options would take you to the desired table.
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This window below is the screen that appears when we select the Tables (Tables Continued)
option from the switchboard main page. This page contains the remaining tables. Selecting
any one of the options would take you to the desired table.
This window below is the screen that appears when we select the Queries (Queries
Continued) option from the switchboard main page. This page contains the remaining queries.
Selecting any one of the options would take you to the desired query.
Macro
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Microsoft Access provides the ability for you to create

macros. A macro refers to a set of actions that can be
automatically, and on demand. You could make a macro
when a user presses a certain key, or you could make a
run every time your database is opened.
run
run
macro
Heres how we created a Macro.

1. Ensuring the "Macros" tab is selected.
2. This window will appear. Use the dropdown menu to select your first action - choose
"OpenForm". In the bottom pane, select the form name you wish to open - choose
"Switchboard".
3. We are now ready to save your macro. To do this, click on the "Save" icon and enter a
name for the macro. Make sure you name this macro "Autoexec". By naming it
Autoexec, we are instructing Access to run this macro every time we open the
database. Now every time you open your database the switchboard main page will
appear automatically.
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Database Report

Hospital Management System

AGA KHAN UNIVERSITY

HOSPITAL MANAGEMENT SYSTEM

Field size 100

Display control Combo Box

Field size 255

Display control Combo Box

Field size 255

Input mask +00 (0) 000

This is the Doctor Details table in the design view.

datasheet view with the records.

Input mask 000

This is the design view of the Patients Admission Details Table.

Patient Bills Details

Caption Bill Amount

Caption Bill Payment

This is the design view of the Patients Bill Details tables.

Caption Date of Birth

Display control Combo Box

Input mask +00 (0) 000

Field size 255

This is the design view of the Patients Details table.

This below is the datasheet view of the

Patient Illness Details

Input mask 000

This is the design view of the Patients

Patient Record Update

This is the design view of the Patients

Input mask 000

Display control Combo Box

This is the design view of the Room

Display control Combo Box

Validation rule - >=0

Input mask +00 (0) 000

Field size 255

Display control Combo Box

Display control Combo Box

Display control Combo Box

This show below is the design view of

Criteria - Like *Females*

This is the design view in which Query 1 was created.

Shown below is the datasheet view of Query 1.

Patient Admission Details

This is the design view of Query 2.

This is the datasheet view of Query 2.

Patient Bill Details

This is the design view of Query 3.

This below is the datasheet view of Query 3.

Query 4 This query shows all female patients living in DHA.

This is the design view of Query 4.

This below is the datasheet view of Query 4.

Patient Illness Details

This below is the design view of Query 5.

This below is the datasheet view of Query 5.

Query 6 This query shows the

This is the design view of Query 6.

This below is the datasheet view of Query 6.

This is the design view of Query 7.

This below is the datasheet view of Query 7.

This is the design view of Query 8.

This is the design view of Query 9.

This below is the datasheet view of Query 9.

Criteria - Like Females