Application Requirements Document: Healthcare Management System

Version: 1.0

Date: April 2, 2025

Prepared By: Gemini AI Assistant

1. Introduction

This document outlines the requirements for a comprehensive Healthcare

Management System. This application aims to streamline the management of
patient data, doctor information, medical reports (pathology), billing
processes, medicine stock, and provide a robust administrative panel for
system management. This document serves as a guide for the development
and quality assurance teams throughout the application lifecycle.

2. Goals

 To create a centralized and secure system for managing all aspects of a

healthcare facility's operations.
 To improve efficiency and reduce manual errors in data management, billing,
and inventory.
 To provide easy access to relevant information for authorized personnel.
 To enhance the overall patient experience through organized and accessible
records.
 To facilitate better decision-making through comprehensive reporting and
analytics (future enhancement).

3. Target Users

 Patients: To view their personal information, appointment history, medical

reports, and billing statements (potential future enhancement).
 Doctors: To access patient records, create and view medical reports, manage
appointments, and prescribe medications.
 Pathology Lab Technicians: To record and manage pathology test results.
 Billing Staff: To generate invoices, manage payments, and track billing
information.
 Pharmacy Staff: To manage medicine inventory, dispense medications, and
track stock levels.
 Administrators: To manage user accounts, system settings, and generate
system-wide reports.

4. Functional Requirements

This section details the specific functionalities required for each module of
the application.

4.1 Patient Data Management

 Creation:
o Securely record new patient information, including:
 Personal Details: Full Name, Date of Birth, Gender, Marital Status, Address
(including city, state, zip code, country), Phone Number(s), Email Address,
Emergency Contact (Name, Relationship, Phone Number).
 Medical History (optional, can be expanded later): Allergies, Known Medical
Conditions, Past Surgeries, Medications.
 Insurance Information (optional, can be expanded later): Insurance Provider,
Policy Number.
 Unique Patient Identifier (auto-generated by the system).
o Option to upload patient identification documents (e.g., ID card, passport).
 Retrieval/Viewing:
o Search functionality based on various criteria (Name, Patient ID, Phone
Number, Date of Birth).
o Display all recorded details of a selected patient in a clear and organized
manner.
o View a history of appointments, reports, and billing transactions associated
with the patient.
 Modification:
o Allow authorized personnel (e.g., admin, front desk) to update patient
demographic and contact information.
o Maintain an audit log of all modifications made to patient records (who,
when, what).
 Archiving/Deactivation:
o Ability to archive or deactivate patient records (with appropriate permissions
and logging).
o Clear distinction between active and inactive records.

4.2 Doctor Data Management

 Creation:
o Record new doctor information, including:
 Personal Details: Full Name, Date of Birth, Gender, Contact Information
(Phone Number, Email Address).
 Professional Details: Specialization, Qualification(s), Registration Number,
Clinic/Department.
 Work Schedule/Availability (can be integrated with appointment module
later).
 Unique Doctor Identifier (auto-generated by the system).
 Retrieval/Viewing:
o Search functionality based on Name, Specialization, Clinic/Department.
o Display all recorded details of a selected doctor.
o View a list of patients associated with the doctor (if applicable).
 Modification:
o Allow authorized personnel (e.g., admin) to update doctor information.
o Maintain an audit log of all modifications.
 Deactivation:
o Ability to deactivate doctor profiles (with appropriate permissions and
logging).

4.3 Reports (Pathology)

 Test Management:
o Maintain a catalog of available pathology tests (Name, Description, Standard
Price).
o Ability to add, edit, and deactivate tests in the catalog.
 Report Creation:
o Link a pathology report to a specific patient and a requesting doctor.
o Record details of the test performed (Test Name, Date of Collection, Date of
Reporting).
o Free-text field for recording test results and observations.
o Option to upload scanned copies of original lab reports (PDF, images).
o Status tracking for reports (e.g., Pending, Completed, Reviewed).
 Report Retrieval/Viewing:
o Search for reports based on Patient Name/ID, Date Range, Test Name,
Doctor.
o Display report details, including test results and uploaded files.
o Ability for doctors and authorized personnel to view and download reports.
 Report Modification (Limited):
o Ability for authorized personnel (e.g., lab technicians) to update report status.
o Audit log for any modifications to report information.

4.4 Billing

 Invoice Generation:
o Generate invoices for patients based on services rendered (e.g., consultations,
tests, medications).
o Automatically pull patient information.
o Ability to add line items for different services with corresponding charges.
o Calculate total amount due, including taxes (if applicable).
o Record the date of invoice generation.
o Assign a unique invoice number.
 Payment Management:
o Record payments received from patients.
o Capture payment details (Date, Amount Paid, Payment Method - Cash, Card,
etc., Transaction ID).
o Track outstanding balances for each patient.
o Generate payment receipts.
 Invoice Retrieval/Viewing:
o Search for invoices based on Patient Name/ID, Invoice Number, Date Range,
Payment Status.
o Display all details of an invoice, including line items and payment history.
o Ability to print or download invoices and receipts.
 Reporting:
o Generate basic billing reports (e.g., daily/monthly revenue, outstanding
payments). (More detailed reporting can be a future enhancement).

4.5 Medicine Stock Management

 Medicine Catalog:
o Maintain a comprehensive catalog of all available medicines, including:
 Generic Name, Brand Name, Dosage, Unit (e.g., tablets, capsules, ml),
Manufacturer, Supplier.
 Unique Medicine ID (auto-generated by the system).
 Minimum Stock Level (for reordering).
 Purchase Price, Selling Price.
o Ability to add, edit, and deactivate medicines in the catalog.
 Stock In:
o Record details of new stock received, including:
 Medicine Name, Batch Number, Expiry Date, Quantity Received, Supplier,
Date Received.
o Automatically update the stock quantity upon receiving.
 Stock Out:
o Record details of medicines dispensed to patients (can be linked to doctor
prescriptions in a future enhancement).
o Automatically decrease the stock quantity upon dispensing.
 Stock Level Monitoring:
o Display current stock levels for each medicine.
o Highlight medicines that have reached or fallen below the minimum stock
level.
o Generate low stock reports.
 Stock Adjustment:
o Allow authorized personnel to manually adjust stock levels (e.g., for
damaged goods, returns) with appropriate reasons and logging.
 Reporting:
o Generate basic stock reports (e.g., current stock levels, stock in/out history).
(More detailed reporting can be a future enhancement).

4.6 Admin Panel

 User Management:
o Create, edit, and deactivate user accounts for different roles (Admin, Doctor,
Pathology Technician, Billing Staff, Pharmacy Staff).
o Assign roles and permissions to each user, controlling access to different
modules and functionalities.
o Manage user login credentials (username, password reset).
o Maintain an audit log of user activities (login/logout, actions performed).
 System Configuration:
o Manage basic system settings (e.g., date/time format, currency).
o Configure the medicine catalog, pathology test catalog.
o Potentially manage clinic/department information (if applicable).
 Audit Logging:
o Maintain comprehensive logs of all critical system activities, including:
 User logins and logouts.
 Creation, modification, and deletion of patient, doctor, report, billing, and
medicine data.
 System configuration changes.
o Ability to view and filter audit logs.
 Backup and Restore (Future Enhancement):
o Functionality to create and restore database backups.
 5. Non-Functional Requirements

This section outlines the quality attributes of the application.

 Performance:
o The application should be responsive and load data quickly.
o Common tasks (e.g., searching, saving) should be completed within a
reasonable timeframe (e.g., under 3 seconds).
o The system should be able to handle a reasonable number of concurrent users
without significant performance degradation.
 Security:
o All sensitive data (especially patient information) must be securely stored and
protected against unauthorized access.
o Implement strong password policies and encryption for sensitive data at rest
and in transit.
o Role-based access control must be strictly enforced, ensuring users can only
access the functionalities relevant to their roles.
o Regular security audits should be conducted.
 Usability:
o The application should have a user-friendly and intuitive interface.
o Navigation should be clear and consistent.
o Forms should be well-organized and easy to understand.
o Provide clear error messages and helpful guidance to users.
 Reliability:
o The application should be stable and operate without frequent errors or
crashes.
o Data integrity should be maintained.
 Scalability (Consideration for Future):
o The application architecture should be designed to accommodate future
growth in data volume and user base.
 Maintainability:
o The codebase should be well-structured, documented, and easy to maintain
and update.
 Accessibility (Consideration for Future):
o Adhere to accessibility guidelines (e.g., WCAG) to ensure the application is
usable by individuals with disabilities.

6. Data Model (Conceptual)

This is a high-level conceptual overview of the data entities and their

relationships. A detailed database schema will be developed during the
design phase.

 Patients: Stores patient demographic and contact information.

 Doctors: Stores doctor demographic and professional information.
 Pathology Tests: Stores the catalog of available tests.
 Reports: Stores pathology test results, linked to patients and doctors.
 Invoices: Stores billing information, linked to patients and services rendered.
 Payments: Stores payment records, linked to invoices.
 Medicines: Stores the catalog of available medicines.
 Stock In Records: Stores records of medicine stock received.
 Stock Out Records: Stores records of medicines dispensed.
 Users: Stores user account information and roles.
 Audit Logs: Stores records of system activities.

Relationships (Examples):

 One Patient can have multiple Reports.

 One Doctor can request multiple Reports.
 One Patient can have multiple Invoices.
 One Invoice can have multiple line items (services/medicines).
 One Invoice can have multiple Payments.
 One Medicine can have multiple Stock In and Stock Out records.
 One User has a specific Role.

7. Technology Stack (To be determined)

 The specific technologies to be used for development (programming
languages, frameworks, database, etc.) will be decided based on team
expertise and project requirements.

8. Deployment Environment (To be determined)

The environment where the application will be deployed (e.g., cloud-based,

on-premise) needs to be defined.

9. Future Enhancements (Potential)

 Appointment Scheduling Module.

 Electronic Health Records (EHR) with detailed medical history, diagnoses,
and treatment plans.
 Prescription Management (electronic prescriptions).
 Advanced Reporting and Analytics.
 Patient Portal for self-service access.
 Integration with external systems (e.g., insurance providers).
 Telemedicine capabilities.

10. Open Issues and Questions

 Specific requirements for user roles and permissions need to be finalized.

 Detailed workflow for each module needs to be defined.
 Specific reporting requirements need to be gathered.
 Technology stack and deployment environment need to be decided.
 Integration requirements with any existing systems need to be identified.

This document provides a comprehensive overview of the requirements for

the Healthcare Management System. The QA and Development teams should
use this document as a primary reference throughout the application
development lifecycle. Any clarifications or changes to these requirements
should be formally documented and communicated to all stakeholders.