CLINIC MANAGEMENT SYSTEM BY ANG HWEE KWAN A PROPOSAL .

CLINIC MANAGEMENT SYSTEMBYANG HWEE KWANA PROPOSALSUBMITTED TOUniversiti Tunku Abdul Rahmanin partial fulfillment of the requirementsfor the degree ofBachelor of Information Systems Engineering (HONS)Information Systems EngineeringFaculty of Information and Communication Technology(Perak Campus)JAN 2015

DECLARATION OF ORIGINALITYI declare that this report entitled “ ” is my ownwork except as cited in the references. The report has not been accepted for any degreeand is not being submitted concurrently in candidature for any degree or other award.Signature:Name:Date:ii

ACKNOWLEDGEMENTSI would like to take this opportunity to thanks my supervisor, Mr. Soong Hoong Chengwho helped me a lot throughout the whole final year project. Mr. Soong assists me byproviding a lot of great ideas in the system. His help is much appreciated.Another person I want to express my sincere thanks is Chan Kai Loon, my course mate,who always beside me and give me a lot of support when I am facing my hard times andproblems.Last but not least, I wish to thanks my parents and family for their love, support andcontinuous encouragement throughout the whole course.iii

ABSTRACTThis project is a clinic management system that will be used to solve the currentproblems that facing by the local clinic in Malaysia. Clinic Management System is aweb-based platform system. The main objectives of this project is to improve thebusiness process of the clinic in Malaysia by using the information technology and alsoenhance the current clinic management software in the market. The scope of this projectinclude systematic scheduling in queue list, appointment module with SMS notification,patient’s registration using MyKad reader and generate medical certificate (MC) to printout. Systematic scheduling can sort the patient in the queue fairly and display the waitingtime of each patient. Patient can make appointment and notification will be send to theirphone. Besides, patient can use MyKad during the registration at the counter which isquite convenient and save time. Other than that, MC can be generated and print out on thepaper and doctor just need to sign the MC and chop with his name. As this is a web-basedplatform system, C# is the programming language and the project is developed underASP.Net framework. The software development methodology that used in this project isphased development because of fast implementation and short time schedule. The clinicmanagement system can divide into few phases and each phase consist of few moduleswhich can easily develop and build up the system in short time.iv

TABLE OF CONTENTSDECLARATION OF ORIGINALITYiiACKNOWLEDGEMENTSiiiABSTRACTivTABLE OF CONTENTSvLIST OF FIGURESxLIST OF TABLESxiiiLIST OF ABBREVATIONxv1.0 Introduction11.1 Motivation and Problem Statement11.1.1 Motivation11.1.2 Problem Statement31.2 Project Scope41.3 Project Objectives51.4 Impact, significance and contribution61.5 Background Information61.5.1 What is health care? How IT helps in this industry?61.5.2 Project Title7v

2.0 Literature Review82.1 First Benchmarked System – SoftClinic82.2 Second Benchmarked System – ClinicPlus102.3 Third Benchmarked System – Vanda Clinical Management Systems132.4 Studies on SMS Implementation152.5 Studies on MyKad Reader162.6 Studies on iTextSharp Library173.0 System Design193.1 Chosen Methodology193.2 System Design and Analysis223.2.1 Use Case Diagram223.2.2 Activity Diagram233.2.3 Sequence Diagram303.2.4 Entity Relationship Diagram (ERD)333.4 Timeline4.0 Interface Design and Requirements34364.1 Graphical User Interface Design364.2 Functional Requirement374.3 Non-Functional Requirement384.4 Hardware Specification38vi

5.0 Implementation and Testing395.1 Tools/Technology Involved395.2 Implementation Issues and Challenges395.3 User Manual405.3.1 Login Module405.3.2 Dashboard Module405.3.3 Patient Registration Module415.3.4 Patient Edit Module425.3.5 Search Patient Function425.3.6 Queue Patient Module435.3.7 Create Appointment Module435.3.8 List Appointment Module445.3.9 Custom SMS Module445.3.10 SMS List Module455.3.11 Create Visitation Report Module455.3.12 List Visitation Report Module465.3.13 Search Visitation Report Module465.3.14 Generate MC Module475.3.15 List MC Module485.3.16 Clinic Information Module485.3.17 Staff Management Module495.3.18 Add Staff Module49vii

5.3.19 Edit Staff Module5.4 System Testing50515.4.1 Login Module Testing515.4.2 Dashboard Module Testing515.4.3 Patient Registration Module Testing525.4.4 Patient Edit Module Testing535.4.5 Search Patient Function Testing535.4.6 Queue Patient Module Testing545.4.7 Create Appointment Module Testing555.4.8 List Appointment Module Testing555.4.9 Custom SMS Module Testing565.4.10 SMS List Module Testing575.4.11 Create Visitation Report Module Testing575.4.12 List Visitation Report Module Testing585.4.13 Search Visitation Report Module Testing585.4.14 Generate MC Module Testing595.4.15 List MC Module Testing605.4.16 Clinic Information Module Testing605.4.17 Staff Management Module Testing615.4.18 Add Staff Module Testing625.4.19 Edit Staff Module Testing62viii

6.0 System Limitations and Future Enhancement646.1 Limitations and Considerations646.2 Possible Future Improvement647.0 Conclusion668.0 References67Appendix A Final Year Project Biweekly Report69ix

LIST OF FIGURESFigure NumberTitlePageFigure 1-1Nurse uses a book to do record2Figure 2-1Appointment System in SoftClinic9Figure 2-2Patient Registration Form in SoftClinic10Figure 2-3Queue List in ClinicPlus11Figure 2-4SMS Notification in ClinicPlus12Figure 2-5Queue List Module in Vanda Clinical Management System14Figure 2-6Sample Screenshot of Print Function inside PDF File18Figure 3-1Available Software Methodology19Figure 3-2Phased Development Methodology20Figure 3-3Clinic Management System Use Case Diagram22Figure 3-4Activity Diagram for Make Visitation23Figure 3-5Activity Diagram for Register Patient24Figure 3-6Activity Diagram for Queue Patient25Figure 3-7Activity Diagram for Make Appointment26Figure 3-8Activity Diagram for Notify Patient27Figure 3-9Activity Diagram for Type Visitation Report28Figure 3-10Activity Diagram for Print Report29Figure 3-11Activity Diagram for Generate MC29Figure 3-12Sequence Diagram for Make Visitation30x

Figure 3-13Sequence Diagram for Make Appointment31Figure 3-14Sequence Diagram for Notify Patient31Figure 3-15Sequence Diagram for Type Visitation Report32Figure 3-16Clinic Management System Entity Relationship Diagram33Figure 3-17Gannt Chart for Final Year Project 134Figure 3-18Gannt Chart for Final Year Project 2 (Current Semester)35Figure 4-1Logo Design36Figure 4-2Layout Design36Figure 4-3Overview of System Layout37Figure 5-1Login Interface40Figure 5-2Dashboard Interface40Figure 5-3Patient Registration Interface41Figure 5-4Patient Edit Interface42Figure 5-5Search Patient Interface42Figure 5-6Queue Patient Interface43Figure 5-7Create Appointment Interface43Figure 5-8List Appointment Interface44Figure 5-9Custom SMS Interface44Figure 5-10SMS List Interface45Figure 5-11Create Visitation Report Interface45Figure 5-12List Visitation Report Interface46Figure 5-13Search Visitation Report Interface46xi

Figure 5-14Generate MC Interface47Figure 5-15Sample of MC .PDF File47Figure 5-16List MC Interface48Figure 5-17Clinic Information Interface48Figure 5-18Staff Management Interface49Figure 5-19Add Staff Interface49Figure 5-20Edit Staff Interface50xii

LIST OF TABLESTable Number TitlePageTable 1-13Problem Statement in Appointment, Registration and QueueList ModuleTable 1-2Table of Main Objectives and Problems5Table 2-1Table of Method that provided by One Way SMS16Table 5-1Login Module Testing51Table 5-2Dashboard Module Testing51Table 5-3Patient Registration Module Testing52Table 5-4Patient Edit Module Testing53Table 5-5Search Patient Function Testing54Table 5-6Queue Patient Module Testing54Table 5-7Create Appointment Module Testing55Table 5-8List Appointment Module Testing55Table 5-9Custom SMS Module Testing56Table 5-10SMS List Module Testing57Table 5-11Create Visitation Report Module Testing57Table 5-12List Visitation Report Module Testing58Table 5-13Search Visitation Report Module Testing58Table 5-14Generate MC Module Testing59Table 5-15List MC Module Testing60xiii

Table 5-16Clinic Information Module Testing61Table 5-17Staff Management Module Testing61Table 5-18Add Staff Module Testing63Table 5-19Edit Staff Module Testing63xiv

LIST OF ABBREVATIONAPIApplication Programming InterfaceICIdentity CardIEInternet ExplorerITInformation TechnologyMCMedical CertificateNRDNational Registration DepartmentPDFPortable Document FormatRADRapid Application DesignSDKSoftware Development Kitxv

Chapter 1 Introduction1.0 Introduction1.1 Motivation and Problem Statement1.1.1 MotivationNowadays, there are a lot of clinics in Malaysia. People who suffer from sick orpain will visit the clinic which nearby their location. However, most of the staff in theclinic still using paper works in their workflows. Those paper works such as patientregistration using form, patient record using manila card, open bill statement usinghandwriting, record appointment using book and so on. Because of these manualoperations are done by few nurses in a clinic, it may slow down the procedure in manyway. For example, when the doctor uses manila cards to write the patient’s diagnosisrecord, the manila card need to be keep in the clinic by put them on the cupboard. Oncethe clinic operates for few years, there will be a lot of manila cards on the cupboard. Sowhen a patient comes to the clinic, the nurse maybe need use 3 to 5 minutes to find thepatient’s record card which is quite wasting time.The information technology improves a lot today. A lot of computer basedsystems can help to manage the business process. Michael Hammer and James Champydefine a business process as a collection of activities that take one or more kinds of inputand create an output that is value to the customer (Mathias Weske, 2012, p.4). Once asystem can manage the business process, a lot of works are able to automation and noneed manual operation. Clinic management system is one of the software that available inthe market and able to help the business process of a clinic.In Malaysia, there are many clinics no matter in public sector or private sector.However, not all of them are using the clinic management system especially privatesector. The main reason is because the system is not that popular in Malaysia. A lot ofprivate sector clinics will choose for the traditional manual operation. They feel it is not aneed for a clinic to purchase a system as it is not that reliable for them. For example,BIS (Hons) Information Systems EngineeringFaculty of Information and Communication Technology (Perak Campus), UTAR1

Chapter 1 Introductioneverything that can be done in the system is actually just replace the paperwork. Asdoctor and nurse are not technical people, therefore they need to learn and know how thesystem works. They prefer to stay with the old way which is paperwork and it is quiteconvenient to them. Data inconsistency is also another reason they think about. Most ofthe staff worry about the power failure and hardware failure of the computer which maycause the data loss.Another reason of not using clinic management system is most of the doctors andnurses don’t aware of the information technology can manage their data efficiently. Forexample, appointment that made by patient is record either in a book or on a piece ofpaper, it doesn’t notify the patient or doctor about the appointment unless the nursereminds them.From the above stated points, we can know that there are a lot of problems thatexist in the traditional manual operations and available systems in the market.Figure 1-1 Nurse uses a book to do recordBIS (Hons) Information Systems EngineeringFaculty of Information and Communication Technology (Perak Campus), UTAR2