Hospital Management System

for The Mayo Clinic

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Table of Contents
Introduction
- Business Analysis Core Concept Model (BACCM)
- Requirements Classification Schema (RCS)
Stakeholders - RACI Matrix
Proposed system’s workflow - Swimlane diagram
In-scope and Out-of-scope Requirements
Scope of the Canteen Ordering System - Context Diagram
Features
ER diagram
Data Flow Diagram for HMS (Gane Sarson Notation)
Business Requirements (Functional and Non-functional Requirements)
Flowchart for the patients’ admission process
Wireframes

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 1.1 Business Analysis Core Concept Model (BACCM)

As the clinic size and facilities were increasing, managing such volume
with paperwork was a difficult task. The need is to have an hospital
Need
management software that can help the clinic to manage all the
hospital operations.
 The change is to move all the paperwork and manual work to a
system that can record and manage all the data digitally and
reduce the staff load.
Change
 The new system will help in reducing the hospital operating
cost and saving patients’ time with online record management
and patient communication.
 The solution is to develop an hospital management system that
can facilitate patient registration, patient appointments and
reminders, bed occupancy details, billing info, lab tests and
Solution
reports, staff management and insurance.
 The data will be stored on cloud and thus eliminating the need
of paperwork and manual efforts
 The context leading to change is that due to the increase in
hospital size and facilities, the patients data has also increased.
Context
 The current system is not efficient to store and manage such
huge data.
The value add with new system are:
 Reduced operating costs of the hospital
 Reports provided to senior management for better decision-
making
Value  Saves patients’ time
 Keeps patients’ medical records secure and stored in cloud
 Keeps track of empty and filled beds in the hospital
 Easy access to patient data
 Reduced documentation in the hospital
External stakeholders:
 Supplier
 Project Manager
 Implementation SME
 Operational IT team
 Testers
Stakeholder Internal stakeholders:
 Hospital staff and managers
 Doctors and nurses
 Patients
 Medical team
 Labs attendants
Business Analyst

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 1.2 Requirements Classification Schema (RCS)

 Business requirements : To develop a Hospital Management System (HMS) to manage all the
hospital operations and that can help the users (patients) to book online appointments and track
their medical records. Other requirements are:
o Reduce operating costs of the hospital
o Provide reports to senior management for better decision-making
o Saves patients’ time
o Keeps patients’ medical records secure and stored in cloud
o Keeps track of empty and filled beds in the hospital
o Easy access to patient data
o Reduced documentation in the hospital

 Stakeholder requirements :
o Patients : The patient will register themselves on the system and the system will record all
their information and medical history.
o Registration Staff : The registration staff will give each registered patients an unique patient
ID, which will be used by the patient throughout their stay in hospital.
o Doctors and nurses : They will use the system to access patient’s medical records and
history at the time of providing medical diagnosis and care. They can prescribe any test from
the HMS
o Laboratories and Radiation department: The prescribed tests are received by the laboratory
or radiation department directly. Once the tests are done, the reports will be uploaded by
the labs attendants into the HMS which can be again accessed by the doctors and patients.

 Solution requirements :
o Functional requirements : A hospital management system that can reduce the paperwork
and manage all the hospital operations including patient registration, appointment booking,
data storage and retrieval, doctors’ prescription and lab reports.
o Non - functional requirements :
 MySQL Database to be used since it is open source and free.
 Operating System: Shall be Windows 2016
 Web-Based: The system shall be a web-based application
 Response Time: The system shall give responses in 1 second
 Capacity: The System must support 500 people using it at a time
 Errors: The system shall keep a log of all the errors
 Availability: The system shall be available all the time
 Usability: The screens should be self-explanatory and very user friendly.
Management would not want employees not ordering from the system as they
cannot understand the screens and data fields on screen. The users should not find
the system cumbersome.
 Transition requirements : The users of the system should be trained enough to use it
efficiently. As there will be reduced or no paperwork involved in the processes so everyone from

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 patient to doctors or staff to lab attendants should have access to portable electronic devices
(mobile, tablets, or laptops) and internet connection.
List of Project Tasks

1. Identifying stakeholders – Create a list of stakeholders (as taught in Business Analysis Planning and
Monitoring Knowledge Area)
2. Describe the proposed system’s workflow
3. Write the in-scope and out-of-scope items for this software
4. As a Business Analyst working on this project, find out the scope of the hospital management
system. To find the scope you can use Use Case diagram (UML) or Context diagram
5. Write down the main features that need to be developed
6. Draw an ER diagram of the system
7. Draw a data flow diagram for HMS 
8. Write out the Functional and Non-functional Requirements for this software
9. Draw a flowchart for the patients’ admission process (using flowcharts). You can use any of the
popular tools in the market like Microsoft Visio, Lucid Chart, Creately, Pidoco, or Balsamiq
10. Draw wireframes or mock screens for any 2 of the features namely home page and patient
registration screen. Students can draw wireframes for any other feature as deemed fit by them.
(Use the technique prototyping or wire framing that is taught in the training). You can use any of
the wireframing tools like Microsoft PowerPoint, Microsoft Word, Balsamiq, Sketch, Adobe XD,
Adobe Illustrator, Figma, UXPin, InVision Studio, InVision Freehand, or Moqups

TASK 1 : Identifying stakeholders - Create a list of stakeholders

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RACI Matrix is used for identifying the responsibility of each stakeholder involved in the process :
• Responsible (R): the persons who will be performing the work on the task

• Accountable (A): the person who is ultimately held accountable for successful completion of the
task and is the decision maker

• Consulted (C): the stakeholder or stakeholder group who will be asked to provide an opinion or
information about the task

• Informed (I): a stakeholder or stakeholder group that is kept up to date on the task and notified
of its outcome.

Stakeholders Responsible (R) Accountable (A) Consulted (C) Informed (I)

Supplier R
Project Manager A
Implementation SME C
Operational IT team C
Testers R
Hospital staff and
managers
R
Doctors and nurses R
Patients I
Medical team C I
Labs attendants R I
Business Analyst R

TASK 2 : Describe the proposed system’s workflow

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The future system workflow is described by Swimlane diagram, where main processes are : Appointment
booking, Registration, Patient diagnosis and lab tests, Billing and discharge.

Fig. 1: Swimlane diagram

TASK 3 : Write the in-scope and out-of-scope items for this software

In-scope requirements Out-of-scope requirements

Emergency department (ICU, Ventilators, Oxygen
Appointment scheduling
beds etc.)
Appointment reminders Hospital payroll management
Patient registration Visitor log
Add / delete / update/ maintain patient’s record Medical staffs details
Order medical prescription
Order lab tests and lab test results
Patient admission
Bed occupancy management
Staff (nurses and ward boys) management
Report generation
Billing and Insurance
TASK 4 : Scope of the Hospital Management System (Context Diagram)

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The scope of the hospital management system has 5 components : Patient, Registration staff, Doctors and
Nurses, Lab and radiation department, Hospital management and Billing

Fig. 2 : Context Diagram

TASK 5 : Write down the main features that need to be developed

Main features of the hospital management system are following:
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  Patient registration and login
 Slots availability and doctor appointment booking
 Appointment reminders via email or SMS
 Schedule / reschedule / Cancel doctor’s appointment
 Patient ID generation by the registration staff
 Store patient’s medical record into the system
 Doctor’s medical and lab prescription
 Lab reports generation
 Staff allocation
 Free and allocated bed details
 Billing generation
 Insurance details

TASK 6 : Draw an ER diagram of the system

Fig. 3: Entity Relationship Diagram

TASK 7 : Draw a data flow diagram for HMS (Gane Sarson Notation)

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 Fig. 4: Data Flow Diagram

TASK 8 : Write out the Functional and Non - functional Requirements for this
software

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 • Functional requirements : The hospital management system have the following functional
requirements :
o Patient registration screen
o Appointment booking and reminder
o Patient’s record storage and retrieval
o Doctor’s medical prescription page
o Lab reports results page
o Bed occupancy details
o Staff management
o Report generation
o Medical expenses and billing calculation
o Insurance information

• Non - functional requirements : The hospital management system have the following non -
functional requirements :
o MySQL Database to be used since it is open source and free.
o Operating System: Shall be Windows 2016
o Web-Based: The system shall be a web-based application
o Response Time: The system shall give responses in 1 second
o Capacity: The System must support 500 people using it at a time
o Errors: The system shall keep a log of all the errors
o Availability: The system shall be available all the time
o Usability: The screens should be self-explanatory and very user friendly. Management would
not want employees not ordering from the system as they cannot understand the screens
and data fields on screen. The users should not find the system cumbersome.

TASK 9 : Draw a flowchart for the patients’ admission process

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 Fig. 5: Flowchart for patients’ admission process
TASK 10 : Wireframes for Hospital Management System

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 Fig. 6.1: Registration page

Fig. 6.2: Login page

Fig. 6.3: Home page

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 Fig. 6.4: Doctors details and appointment booking

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