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Hospital Management System (Email:info@bbspl.com for free copy)
Introduction
HMS will be an integrated, modular client server based system working around a common database. The Solution will be developed across HMS using the computing technologies including RDBMS, LAN and GUIs. The programs will have GUI as the front end and shall be menu driven. The system shall be user friendly and will have code based selection facility. The user shall not have to remember complex codes for operating the system.
Login:.Userid: admin, Pwd: default
Email:. info@bbspl.com for free copy
Functionalities of the system  
Receptions
The Main Reception is the first point of contact in the hospital for a patient. If the Patient has an appointment in the Outpatient department, then they are directed to the Outpatient reception. If they are an Inpatient then they are directed to the Admission office.


Input of reception
  • Patient PIN / OPD number / Registration number + Appointment number
  • Reporting time at the Reception.
  • Entry time of patient into the Clinic.
  • Exit time of patient from the Clinic.
These are main information entered by reception whenever patient comes. Pateint information would be entered for one time when he/she comes first. Here the system should be so user friendly that the Receptionist shall not enter any data. They will select the patient from the "Appointment of the day list" and will just click on the boxes, provided for patient's "Entry", at Reception and Consultant's Clinic and "Exit", from the Consultant's Clinic. System shall capture the system time the moment these boxes are clicked. The moment "Exit" box is clicked; system shall immediately display the next patient in the queue.

If a patient, in a clinic is in consultation with a particular consultant, then another patient should not be allowed for consultation with the same consultant at the same time.
 
Episode Number Format:
If Patient Identification Number is 50000, then the Episode numbers shall be as follows:

First Episode number - 50000/1
Second Episode number - 50000/2 etc.
 
2.2 Appointment & reservation
The Appointment & Reservation function provides functionality to provide an appointment to the Consultants for Outpatient visits and to make a reservation for the rooms for both inpatient and day cases. In the Outpatient department the patient may visit for a consultation. In the Outpatient appointments, the appointment for the patient is fixed with the Consultant but in the reservation Room, Anesthetist and Consultant slots are reserved for the patient.

The following are the sub functions associated with this function:
· Appointment (For Outpatient)
· Reservation (For Inpatient)
 
3. Appointments
Under Appointment, a consultant is being booked for consultation in the hospital. During their visit, the patients may be provided with the services like consultation, investigation and minor surgery. So, patient is suggested to meet a good consultant. In the case of Elective surgery, the patient may directly request for an appointment with a consultant.
Appointments can be made via various sources.
 
4. Consultations
Each day of the week has been divided into 3 time blocks as mentioned:
8:00 am - 12:00 pm
12:00 pm - 4:00 pm
4:00 pm - 8:00 pm

Each of these blocks is further divided into 12 sub-blocks of 20 minutes each. These time blocks for 22 Consulting Clinics are allotted to different consultants. The allocation of the time block is made at the time of reservation.

The above mentioned time for consultant allocation only for an example, these are parameterized.

So, during the meeting with consultant, patient is provided to meet a good doctor. Consultant keeps the notes about symptom, disease etc of the patient. Consultant will be looking for a doctor, checking the doctor schedule.
 
4. Waiting area
Patient will be waiting in a big waiting area and then a small waiting area.
The queuing system would be such a view, the patient who has come with appointment; he/she will be prior to meet doctor if they come in schedule time, and the walk in patient who has come without appointment, he will be waiting for doctor schedule if any patient with appointment does not come in that schedule or doctor gets time after visiting all scheduled patient, then only he/she (without appointment) will be able to meet doctor, otherwise he will be waiting for next schedule. And if any patient with appointment comes after schedule time, then he/she will be treated as walk in patient.
 
4. Visiting doctor
Once patient meets doctor, doctor prescribes the medicine and the process how to take the medicine. But doctor may not use their work station, they may write in a paper only. So, that hardcopy would be scanned by nurse and pass to the pharmacy.
 
4. Pharmacist functions
There are three levels on pharmacy. First level would be able to see the scan document that relates to the patient. Let say doctor has written that he needs three medicine a b and c. What this person will do who is in first level, use the barcode and find that medicine. The first person will just scan the medicine and select the medicine usage code as written by doctor in hardcopy (1spoon before breakfast all these details). First pharmacist won’t enter the quantity. She/he will then pass on the medication to next person in front of her/his.

That second person screen should be able to see only the form carrying details of medicine name that scan and medicine use and quantity is blank. Second person will count the medicine what are given to her/his and enter quantity and print out the sticker and put it on each medicine cover then she/he will pass it on to the next person who will be explaining the medication instructions to the patient. This person screen will be able to see the scanned document and with the other screen that contains medication name and instructions and quantity. Now she/he will again count the medicine and double check the quantity written on the screen. If the quantity written on screen and given doesn’t match she/he will edit it. But the system should be able to take note and end of the day print out the edit information, what was written before and after and why. And finally from third party, patient takes the delivery of medicine.

While second person was counting the medicine and passed to the third person, the delivery man at cash counter will arrange the medicine and bill and call the patient. Patient would receive 2 copy of bill and the person sitting in cash counter would keep one copy.

Then patient would come to the third pharmacist to collect the medicine and give him/her a copy of bill.
 
4. Appointment cancellation
Appointment Cancellation shall be used to cancel an appointment, which has already been made and as well as reason of cancellation has to be put there, those might be the patient himself, the consultant or the administration can cancel the appointment. No history is being maintained in case of cancellation of appointments.
 
5. Auto Rescheduling
Auto Rescheduling is basically rescheduling the appointments automatically (not manually as in the case of rescheduling). The system automatically reschedules several appointments, with the same consultant or across consultants.

No history is being maintained in case of Auto rescheduling.
 
5. Purchase order
Purchasing department collects various Quotations (for Stock & Non-stock items) from different vendors and on the basis of the best quotation selection, a Purchase Order is prepared. The Purchase order along with the comparative quotations is sent to the Budget Manager and the Finance Controller for Authorization. Once authorized, this Purchase order is sent to the supplier.

For Stock items, there is a list of approved vendors; a tender process selects these suppliers. Once selected, prices are fixed for the hospital. The Purchasing department, as and when required, on the basis of agreed Contract with the Supplier, prepares a Purchase Order. Then this Purchase order goes to the Budget Manager and the Finance Controller for Authorization. Once authorized, this Purchase Order is sent to the supplier. Three copies of the purchase order are prepared for Supplier, Purchase office, Department.

In general, all purchasing is carried out on a credit basis with the goods being supplied and invoiced subsequently by the supplier. Where a supplier requires an immediate payment, in that case a Cheque with the order is required, here the payment details shall be entered on the Purchase order form. For Non-stock items, all details to be entered by the user.
 
5. Stock Receipt
According to purchase order, stock receipt is done. After receiving the stock through this document, inventory would be updated. Now sales return is also a stock receipt.
 
6 Stock Issues
From different aspect stock can be issued, like counter sale for OPD, supply for IPD, etc. Now two types of stock have to be maintained. One is for store, from where medicine comes into pharmacy, and other one is pharmacy.
 
Note: This documentation covers OPD only, which will perform the functionalities of outpatient activities and delivery the medicine to them and maintain the inventory.
 
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Copyright © 2005 Bigbyte Solutions Pvt. Ltd., 2586, Hudson Lane, Kingsway Camp, Delhi-110 009, INDIA. Last Modified: 03-16-2006