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INTRODUCTION

1.1 OVERVIEW OF THE PROJECT

This project named “ HOSPITAL MANAGEMENT SYSTEM” is used to store

the doctor details, patient details, patient billing, doctor details, doctor payroll, doctor-patient
details, and ward (room) details.

The project has a facility to save, edit, delete or insert any records. The front end,
which has been used in this project is VB and the backend is Ms.Access.

Microsoft is GUI (GRAPHICAL USER INTERFACE) product running under the

Microsoft window environment. VB.NET is used for developing the front end application in a
client/server architecture where it acts as a client. The product is from Microsoft Corporation, the
INT one software company in the world. This project has been tested with required data and is
made error free.

1.2 SYSTEM SPECIFICATION

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 1.2.1 Hardware Configuration

Computer : Personal

Processor : Pentium 111

RAM : 64MB.

Hard Disk Drive : 40 GB.

Cd ROM Drive : 52 x cd-ROM.

Monitor : 15 inch color Samsung.

Mouse : Logitech

Keyboard : Board with 104 Keys.

1.2.2 Software Specification

Front End : VB6.0

Back End : Ms.Access
Operating System : Windows 7

1.2.3 SOFT WARE DESCRIPTION

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VISUAL BASIC 6.0

The visual part refers to the method used to create the graphical user interface (GUI).
The ‘Basic’ part refers to the BASIC (Beginners All – Purpose Symbolic Instruction Code)
Language. Visual Basic has evolved from the original basic language and now contains several
hundred statements Functions and keyword, many of which relate directly to the Windows GUI.

The first tool to make Windows based programming easy the Microsoft Visual Basic
version 6.0 programming. System is now the leading tool for helping, developers create and use
Active X components, build Active Documents for intranet browsers, build client/server or multi
– tier solutions with high speed data access and built fast applications based on Windows version
6.0 adds a native code compiler, implicit multi – threading and integration with Microsoft
Transaction Server to bring a new level of scalability to server based components built with
Visual Basic.
Visual Basic 6.0 also provides developers with a new interface for faster programming.
The IDE now features Multiple Document Interface (MDI) with docking and linking. Windows
to eliminate unnecessary, mouse and keyboard actions and the code editors offers Intelli Sense
Technology such as Quick Tips, Data Tips, List Members and List Constants which eliminate the
need to memorize syntax and learn object models.

Visual Basic 6.0 is an application development tool used in developing Client/Server

applications. Before beginning with visual Basic 6, let’s have a look at the client/Server
architecture.

MS-ACCESS

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 MS-Access is a database management system (DBMS). Like other items in the category,
Access stores and retrieves data, presents information and automates repetitive tasks (such as
maintaining accounts payable, inventory control and scheduling).
Access is also a powerful windows application, for the first time, the itemivity database
meets the usability of Microsoft windows and Access are also from Microsoft the two items
works very well together. Access runs on windows platform, so all the advantages of windows
are available in access. Using OLE (object Linking and Embedding) objects in windows 98 items
we can extend access into a being true database operating environment through integration with
these items.
Access is a set of tools for end user database management. Access has a creator, a form
designer, a query manager, and a report writer. Access provides a new relational database
management. Access includes definition for primary and foreign keys, and has a full referential
integrity built in a level of database engine itself. The relational processing in access fills many
needs with its flexible architecture. It can be used as a standalone database management system,
in a file server configuration or it can be used as a backend for VB or VC++ etc.

1. SYSTEM STUDY

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2.1 Existing System :

Pavithra Hospital is a General hospital, caring patients. The details of the activities in the
hospital such as registration of patients, staffs and doctors and treatment done are registered
manually.

The existing system has been carried manually. It is a tedious and time consuming process. At
each level of processing data are updated in ledger manually by the Chief. So data are not
retrieved easily. There is no facility for monitoring and reporting the work progress and the day-
to-day transactions.

The existing system needs to be computerized by new software technology for maintaining day-
to-day operations effectively. Hospital is looking forward the graphical user interface with all the
functions for their transaction with security VBects.

2.1.1 DRAWBACKS

In the existing system too much of time is consumed for updating the details. The reports general
are not reliable. There is no security for data.

Thus the limitations of the existing system are:

 Manual processing is more.
 Loss of information.
 Incorrect updating of information.
 Time consuming.
 Lot of confusion in retrieval of data.
 Record maintenance.
 Human errors.
 Low transparency.
 Low security.

2.2 PROPOSED SYSTEM

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The proposed system will be fully integrated with the hospital’s requirement and enhances the
capabilities of the current system, since the proposed system is a graphical user interface oriented
application.

The proposed system allows security features by providing various rights and privileges
according to the user. All the VB acts will enable the hospital management as an independent
system.

The proposed system will be user friendly, so any one can maintain the system even with
minimum computer knowledge.

2.2.1 FEATURE

 Menu driven

 User friendly

 Timely information

 Data base is normalized

 Updating and modification can be done easily

 Full extended query is used for searching and retrieving the details.

2. SYSTEM DESIGN AND DEVELOPENT

3.1 DATAFLOW DIAGRAM

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 Data flow diagram is a structured analysis tool for showing the movement of data through
the different transformation or processes in the system. Named bubbles show the processes and
data named arrows, entering or leaving the bubbles, represent flows. A rectangle represents a
source or sinks and is a net originator or consumer of data. A source or sink is typically outside
the main system study. DFD can be hierarchically organized which helps in partitioning and
analyzing the large system, such system are called leveled DFD’s. For the hierarchy to be
consistence it is important that net input or output of a DFD for a process are the same input and
output of the process in the higher level DFD. The refinement stops until each bubble is atomic.

The data flow diagram may be used to represent a system or software at any level of
abstraction. In fact, DFD may be partitioned into levels that represent increasing information
flow and functional detail. A level 0 DFD is called a ConVarchar(50) Level DFD. This model
represents entire software element as a single bubble with input and output data indicated by
incoming and outgoing arrows respectively.
DFD is a Graphical representation of the flow data through an information system, modeling in
DFD primary steps is creates an overview of the system.

Types of DFD
1) Physical DFD
An information dependent view of the current system showing what the data’s are carried
out and how they are performed.

2) Logical DFD
An implementation independent view of the system focusing on the flow of data between
process without specified devices storage locations or people in the system.

DFD Components

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Entity
An Entity is the source of destination of data the source in a DFD represents, these
entities that are outside the content of the system. Entities are represents rectangle.

Process
The process is the manipulation or work that transforms data, performing computation,
making decisions.

Data Store
A data store is a process stores data between processors for lateral retrieval by the same
process.

Data Flow
It’s a moment of data between the entity process and datastore.Data Flow is an interface
between the components of the DFD.It’s represents by an arrows.

3.2 INPUT DESIGN

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The input design is the process of converting a user-oriented description of the input to a
computer-based format. The source of errors is due to in correct input data. Effective input
design minimizes the errors made in the entry level. It is necessary to make the entries easy,
logical and free from errors. Visual basic is used for designing the input screens; a part from
general design requirements such as collecting any required data etc.., certain consideration
should be followed. The field length must be documented in order to avoid the entries exceeding
the allocated space. The sequence of fields must match. The processing flow, on-line help
message and errors handling information should be made.

The “Hospital Management system” deals with doctor details, patient details, patient billing,
doctor payroll, doctor-patient details, and ward (room) details. The input for the system is
provided through six input forms.

1. Doctor
2. In Patient
3. Out Patient
4. In Patient billing
5. Out Patient billing
6. Doctor payroll
7. Doctor patient details
8. Ward (room) details

3.3 OUTPUT DESIGN

Computer output is the most important and direct source of information to the user. Efficient,
intelligible output design should improve the system’s relationships with the user and help in
decision making. A major form of output is the hardcopy from the printer.

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Output requirements are designed during system analysis. A good starting point for the output
design is the data flow diagram (DFD). Human factors educe issues for design involves
addressing internal controls to ensure readability.

The output of ” Hospital Management System” is useful to the construction. There are various
reports such as doctor details, patient details, discharge receipt, doctor payroll, doctor-patient
consultation, and ward (room) details. The output is designed according to the needs. These
reports help the management in making prompt decisions.
The main output of the system is:
 Doctor details

 Inpatient details

 Outpatient details

 Discharge Receipt

 Doctor Payroll

 Doctor-patient consultation

 Ward(Room) details

These reports are produced by software installed in the hospital.

3.3 DATABASE DESIGN

A database design is a collection of interrelated data stored with minimum redundancy to

serve many users quickly and efficiently. The general objective is to make information access
easy, quick, and inexpensive and flexible or the user.

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 The fundamental task structures are:

 Hierarchical structure

 Network structure

 Relational structure

The database is designed for the project using the above steps. This is followed in order
to attain the database objectives like elimination of redundancy, integration of existing data files,
sharing data, improved accuracy, consistency and data security, economic storage and retrieval of
data and control over standards.

The system also aimed in achieving the major objectives like:

 Data integration

 Data integrity

 Data independence

3.5 SYSTEM DEVELOPMENT

3.5.1 DESCRIPTION OF MODULES

 Doctor details

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  Inpatient registration

 Out Patient registration

 Inpatient billing

 Out Patient billing

 Doctor payroll

 Doctor-patient details

 Ward(Room) details

Doctor details:-
In the module details of a doctor like doctor id, doctor name, date of birth, age, gender,
address, contact INT, email id, date of joining, and specialist in, experience are manipulated.

In Patient registration:-
In patient registration all the in patient details, such as, patient id, patient name, date of
birth, gender, contact Number, blood group, date of admitted, reason, case status are handled.

Out Patient registration:-

Outpatient registration all the Outpatient details, such as, patient id, patient name, date of
birth, gender, contact Number, blood group, date of admitted, reason, case status are handled.

Inpatient billing:-
In the billing module is the amount to be paid calculated based on the treatment the tests
taken in the hospital along with room fees, scan/x-ray fees, medicine fees, lab fees, doctor fees
etc.., bills is generated.

Outpatient billing:-
In the billing module is the amount to be paid calculated based on the treatment the tests
taken in the hospital along with , scan/x-ray fees, medicine fees, lab fees, doctor fees etc.., bills is
generated.

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Doctor payroll:-
Doctor payroll is evaluated based on the working hours/days, leave taken, and INT of
operation done, basic salary, and esi/pf are calculated.

Doctor-patient details:-
In this doctor-patient details module patient name along with doctor name, along with the
treatment, and meet the date for next time, doctor prescription are generated.

Ward (room) details:-

In the module details such as, patient name, room no, room status, INT of days the
patient was admit are manipulated.

3. TESTING AND IMPLEMENTATION

It is the stage of implementation, which ensures that system works accurately and effectively
before the live operation Commences. It is a confirmation that all are correct and opportunity to
show the users that the system must be tested with data and show that the system will operate
successfully and produce expected results under expected conditions.

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Before implementation, the proposed system must be tested with raw data to ensure that the
modules of the system works correctly and satisfactorily. The system must be tested with valid
data to achieve its objective.

The purpose of system testing is to identify and correct errors in the candidate system. Testing is
done to achieve the system goal. Testing is vital to the parts of the system are correct; the goal
will be successfully achieved. Inadequate testing or non-testing leads to errors that may not
appear until months later. The various types of testing done on the system are:

 Unit Testing
 Integration Testing
 Validation Testing
 Quality Assurance

UNIT TESTING

A program represents the logical elements of a system. For a program to run satisfactorily, it
must compile and test data correctly and tie in properly with other programs.
Achieving an error free program is the responsibility of the programmer. Program
statement that violates one or more rules of the language in which it is written. An
improperly defined field dimension or generated by the computer

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INTEGRATION TESTING

Programs are invariable related to one another and interact in the total system. Each program is
tested to see whether it conforms to related programs in the system. Each portion of
the system is tested against the entire module with both the test data and the live data
before the entire system is tested as a whole.

VALIDATION TESTING

The validation testing is performed for all the data in the system. The data are completely
validated according to the companies request and requirement. The function or
performance characteristic’s is confirm specification is uncovered and efficiency list is
created

QUALITY ASSURANCE

 The Project is tested completely and various errors found are rectified.

 Security is maintained by providing a separate login for the users.

 Duplication of records are not allowed.

 Various validations are performed to ensure that important data are not missed.

 Testing is performed with some sample inputs from the company and the output is
verified and found right.

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4. CONCLUSION

The goal of the project “HOSPITAL MANAGEMENT SYSTEM” defined has been

successfully achieved. The implementation and testing has been done in a step-by-step process.

Each module has been developed and tested individually to obtain the necessary required output

in the desired form. The project has been done as user-friendly software for easy handling of

transactions.

The software developed has been designed and run to satisfy the requirements and needs of the

organization as well as the end users. The system reduces the manual work of maintenance of the

records. It has also resulted in quick retrieval and reference of required information, which is

vital to the degrees of the organization.

The entire system is documented and can be easily understood by the end users. The forms are

very user friendly and also easy to handle even by the beginners with very little effort and

guidance.

5. SCOPE FOR FUTURE ENHANCEMENT

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The system has been designed flexible according to the current requirement of the users. As the
information requirements may still increase further in the near future, further developments can
be made.

System has been designed and developed according to the current requirements of the users. By
the same time system is much flexible and extensible. Hence further enhancement if needed can
be made without much difficulty. So new applications can be developed and it can be integrated
with the existing system very easily. It can be further expanded to add more modules as the
necessity arises.

Since Ms.Access AND VB are flexible tools. Any modular program can be easily incorporated
into the application.

7. BIBLIOGRAPHY

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  “Database System concepts”, McGraw-Hill 1996, Abrasilberschaz
Henry F. Eorth.s. Sunder Shan.

 “Getting Results with Microsoft Office 97”, Stephen L. Nelson.

 “Mastering Ms Access for window 95”, Alan Simpson, BPB

publications.

 “System Analysis and Design”, Golgotha Publications Pvt Itd.2001,

Elias.M.Award.

 “System Design in A Database Environment”, McGraw-Hill 1980

Kenneth S.Brathwait.

 “VB”, Corndex Computer Publishing 1998, Steven Holzer.

8.APPENDIX

A.DATAFLOW DIAGRAM (DFD)

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 Doctor Details

2. Doctor
Registratio 4. Doctor
n Payroll
Admin 1. Login
3. In patient
registration Patient
Registration

3. Outpatient
registration OutPatient Registration

Inpatient
6. Ward
5. Registration
Consultation

In &Outpatient

7. Billing
Report
Ward Details

B. DATABASE DESIGN

Table Name: InPatreg

Primary key: pid

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Field name Data type Description
Pid Number Patient id
PName Text Patient name
Dob date Date of birth
Gender Number Gender
Age Text Patient Age
Conno Text Contact Number
Bldgro Text Blood group
CCom Text Chief Complaint
Dateofadmit Text Date of admit
Casesta Text Case status

Table Name: OutPatreg

Primary key: pid

Field name Data type Description

Opid Number Out Patient id
OpName Text Out Patient name
Gender Text Gender
Addr Text address
Cno Text Contact Number
CCom Text Chief Complaint

Table name: docdet

Primary key: did

Field Name Data type Description

Did Number Doctor id
DName Text Doctor name
Gender Text Gender
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Address Text Address
Conno Text Contact Number
Accno Text Bank Account Number
Email Text Email id
Qual Text Qualification
Basal Text Basic salary
Dateofjoin Text Date of joining
Splin Text Specialist in
Exp Text Experience

Table name: warddet

Primary key: rno
Foreign key: pid
Field Name Data type Description
Rno Number Roll Number
Ws Text Ward status
Pid Number Patient id
Pname Text Patient Name

Table name: docpatdet

Primary key: did
Foreign key: pid

Field name Data type Description

Did Number Doctor id
Dname Text Doctor Name
Ipid Number In Patient id
Ipname Text In Patient Name
Ccom Text Chief Complaint
Treat Text Treatment
Pres Text Prescription

Table name: Opatbill

Primary key: bno
Foreign key: pid

Field name Data type Description

Bno Number Bill Number
Pid Number Out Patient id
Name Text Out Patient name
Address Text Address
Conno Text Contact Number

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Bldgro Text Blood group
Ccom Text Chief Complaint
Docfee Number Doctor fees

Table name: Inpatbill

Primary key: bno
Foreign key: pid

Field name Data type Description

Bno Number Bill Number
Pid Number InPatient id
Name Text In Patient name
Gender Text Female or male
Address Text Address
Conno Text Contact Number
Bldgro Text Blood group
Ccom Text Chief Complaint
Dateofadmit Text Date of admitted
Dateofdis Text Date of discharge
Noofday Text Number of days
Lfee Number Lab fees
Medifee Number Medicine fees
Wardstatus Text Ward status
Warent Number Ward rent
Totfee Number Total fees

Table name: docpay

Primary key:did

Field name Data type description

Did Number Doctor id
Name Text Doctor name
Dob Text Date of Birth
Age Number Doctor Age
gend Text Gender
Address Text Address
Conno Text Contact Number
Acno Text Account Number
Email Text Email Id

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Bassal Number Basic salary
Atten Number Attendance
Esipf Number Esi pf
Allow Number Allowance
Nsal Number Net salary

C. SAMPLE CODEING

Option Explicit
Dim con As New ADODB.Connection
Dim rs As New ADODB.Recordset

Private Sub Combo1_Click()

rs.Open "select * from ipatbill where billno=" & Combo1.Text & ""
Combo2.Text = rs.Fields(1)
Text1.Text = rs.Fields(2)
Combo3.Text = rs.Fields(3)
Text2.Text = rs.Fields(4)

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Text3.Text = rs.Fields(5)
Text4.Text = rs.Fields(6)
Text5.Text = rs.Fields(7)
Text6.Text = rs.Fields(8)
Text7.Text = rs.Fields(9)
Text8.Text = rs.Fields(10)
Text9.Text = rs.Fields(11)
Text10.Text = rs.Fields(12)
Text11.Text = rs.Fields(13)
Text12.Text = rs.Fields(14)
Text13.Text = rs.Fields(15)
rs.Close
End Sub

Private Sub Combo2_Click()

rs.Open "select * from inpatreg where inpatid=" & Combo2.Text & ""
Text1.Text = rs.Fields(1)
Combo3.Text = rs.Fields(3)
Text3.Text = rs.Fields(5)
Text4.Text = rs.Fields(6)
Text5.Text = rs.Fields(7)
Text6.Text = rs.Fields(8)
rs.Close
End Sub

Private Sub Command1_Click()

rs.Open "select max(billno)+1 from ipatbill"
Combo1.Text = rs.Fields(0)
rs.Close
End Sub

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Private Sub Command2_Click()
con.Execute "update ipatbill set ipatid=" & Combo2.Text & ",ipatname='" & Text1.Text &
"',gen='" & Combo3.Text & "',addr='" & Text2.Text & "',cno='" & Text3.Text & "',bg='" &
Text4.Text & "',chf='" & Text5.Text & "',doa='" & Text6.Text & "',dod='" & Text7.Text &
"',nod=" & Text8.Text & ",lfee=" & Text9.Text & ",mfee=" & Text10.Text & ",wardstat='" &
Text11.Text & "',wrent=" & Text12.Text & ",Tota=" & Text13.Text & " where billno=" &
Combo1.Text & " "
MsgBox ("data edited")
End Sub

Private Sub Command3_Click()

con.Execute "insert into ipatbill values(" & Combo1.Text & "," & Combo2.Text & ",'" &
Text1.Text & "','" & Combo3.Text & "','" & Text2.Text & "','" & Text3.Text & "','" & Text4.Text
& "','" & Text5.Text & "','" & Text6.Text & "','" & Text7.Text & "'," & Text8.Text & "," &
Text9.Text & "," & Text10.Text & ",'" & Text11.Text & "'," & Text12.Text & "," & Text13.Text
& ")"
MsgBox ("one record save")
End Sub

Private Sub Command4_Click()

Text1.Text = ""
Text2.Text = ""
Text3.Text = ""
Text4.Text = ""
Text5.Text = ""
Text6.Text = ""
Text7.Text = ""
Text8.Text = ""
Text9.Text = ""
Text10.Text = ""
Text11.Text = ""

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Text12.Text = ""
Text13.Text = ""
End Sub

Private Sub Command5_Click()

con.Execute "delete from ipatbill where billno= " & Combo1.Text & " "
MsgBox ("one record deleted")
End Sub

Private Sub Command7_Click()

Me.Hide
End Sub

Private Sub Form_Load()

Text7.Text = Now
Combo3.AddItem "male"
Combo3.AddItem "female"
con.Open "Provider=Microsoft.Jet.OLEDB.4.0;Data
Source=C:\Users\SJSMVCAS\Desktop\SACHIN VB\HOSPITAL
MANAGEMENT1\Tamil.mdb;Persist Security Info=False"
MsgBox "ok"
rs.Open "select*from ipatbill", con, adOpenDynamic, adLockOptimistic
While Not rs.EOF
Combo1.AddItem (rs.Fields(0))
rs.MoveNext
Wend
rs.Close
rs.Open "select*from inpatreg", con, adOpenDynamic, adLockOptimistic
While Not rs.EOF
Combo2.AddItem (rs.Fields(0))
rs.MoveNext

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Wend
rs.Close
End Sub

Private Sub Text13_Click()

Text13.Text = Val(Text8.Text * Text12.Text) + Val(Text9.Text) + Val(Text10.Text)
End Sub

C. FORM DESIGN

LOGIN FORM:

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MASTER MENU

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TRANSACTION MENU

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REPORT

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INPATIENT REGISTRATION FORM

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OUTPATIENT REGISTRATION

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DOCTOR DETAILS

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WARD DETAILS

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DOCTOR PATIENT DETAILS

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OUT PATIENT BILLING

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INPATIENT BILLING

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DOCTOR PAYROLL

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E. Report

INPATIENT REGISTRATION REPORT:

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OUTPATIENT REGISTRATION REPORT

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DOCTOR DETAILS REPORT

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WARD DETAILS REPORT

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DOCTOR PATIENT DETAILS REPORT

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OUTPATIENT BILLING DETAILS REPORT

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INPATIENT BILLING DETAILS REPORT

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DOCTOR PAYROLL DETAILS REPORT

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47