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AUTOMATED HOSPITAL RECORD SYSTEM FOR OUTPATIENTS

CHAPTER ONE

INTRODUCTION

This chapter presents the introduction to the study, background of the study, aim and objectives of the study, statement of problem, significance of the study, scope of the study and definition of terms. An automated hospital record system for outpatients is a computerized system that can aid in the electronic filing of medical details of outpatients. Outpatients are patients that have not been admitted into any ward in the hospital, but receive medical treatment from the hospital and not staying overnight. The system is important because health care sector is faced with a major challenge of managing health care record of patients such that it can be retrieved when needed. A computer based out patient record information system, is an integration of patient information systems that captures and stores medical information such as: financial, and medical information from ancillary services such as registration, billing, lab, radiology, pathology, pharmacy, and transcription. To reap the full benefits of an automated patient record system, organizations must redesign current workflows and practices to evolve into efficient providers of care.

Health care delivery centers need an automated system to enhance their operations. Considering the numerous benefits computer systems have to offer, hospitals and clinics are also taking advantage of information and communication technology, to boost their operations. Adopting the computer system to manage patient information presents many benefits as it saves time by quickly enabling capturing and retrieval of patient information when needed.

1.1 Theoretical Background

In the era of technology, where everything needs to be done efficiently and effectively the existence of outpatient record Management System become necessary. The use of the system can enhance the services and also the work flow of all activity that happens in hospitals where it helps in reducing the workload of medical staff, the number of man power needed and it also make hospitals management become more manageable and easier to control. The usage of Outpatient Management System in Outpatient Department (OPD) brings a lot of advantages to patient and also to people who works under this department Outpatient Management System makes the registration process in hospitals become computerized and this feature helps a lot in keeping details of all patients and whoever has once received a treatment in Outpatient Department. Azuan (2005).

Outpatient is the term used to describe patient care services or items provided on the same day the patient is released. Hospitals perform various services on an outpatient basis, such as radiology, laboratory, physical and occupational therapy. Other examples of outpatient services are ambulatory surgery and various diagnostics and therapeutic procedures performed by hospital departments such as radiology and laboratory. An outpatient billing system is an Hospital Information System (HIS), a computerized system designed to meet the information needs of all (or most) of a hospital. This includes many diverse types of data, such as: Patient information, Clinical laboratory, radiology, and patient monitoring, Patient census and billing, staffing and scheduling, outcomes assessment and quality control, pharmacy ordering, prescription handling, and pharmacopoeia information,  decision support,  finance and accounting, supplies, inventory, maintenance, and orders management. Georgiou A, (2006).

Hospital Information System (HIS) has evolved as an integration system of order entry systems, an administrative system, and departmental subsystems within a hospital. It has become more and more necessary for every health care staff in a hospital to use a computer terminal at almost every day’s works. Under this circumstances, HIS is expected to provide the staffs with information for decision making and better communication environment which can be used just on the computer terminals for every day’s works. Furthermore, telecommunication between a central hospital and a satellite hospital has become more and more necessary especially when a physician consult with domain experts in other hospitals concerning their patients’ care. Hospital information systems (HIS) solutions provide key information across the continuum of patient care for hospitals, outpatient clinics, and extended care facilities. Georgiou A, (2006).

Considering the benefits of speed of processing and large volume of storage a computer has, it is reasonable to apply it for effective management.

1.2 Statement of Problem

The current manual system that is being used widely in many government hospitals makes the services received by patients not so efficient and effective. Time wasting, loads of paperwork, filing, and a huge numbers of man power needed are few to be listed. The manual registration process leads to data redundancy and also gives an additional workload to the person who is in charge. Because if the patients have received treatment from Outpatient Department before, it may be difficult to  find  the details on that particular patient in the archive. A new file is then opened, bringing about duplication. This list can be eliminated if an automated system is being implemented in the hospital.

1.3 Aim and Objectives of the Study

The aim of the study is to develop an automated hospital record system for outpatients with the following objectives:

To easily capture outpatient hospital record to a database for easy retrieval.

To develop an automated system to easily update the hospital record of any outpatient

To provide a system to aid finding and querying of needed records

1.4 Significance of the Study

The significance of the study is that it will enable the outpatient unit of General Hospital Ikot Ekpene to easily capture and manage the hospital record of outpatients. It will also aid management to get timely reports pertaining to outpatients.

1.5 Scope of the Study

This study covers automated hospital record system for outpatients, using General Hospital Ikot Ekpene as a case study.

1.6 Organization of the Research

This research work is organized into five chapters. Chapter one is concerned with the introduction of the research study and it presents the preliminaries, theoretical background, statement of the problem, aim and objectives of the study, significance of the study, scope of the study, organization of the research and definition of terms.

Chapter two focuses on the literature review, the contributions of other scholars on the subject matter is discussed.

Chapter three is concerned with the system analysis and design. It analyzes the present system to identify the problems and provides information on the advantages and disadvantages of the proposed system. The system design is also presented in this chapter.

Chapter four presents the system implementation and documentation. The choice of programming language, analysis of modules, choice of programming language and system requirements for implementation.

Chapter five focuses on the summary, conclusion and recommendations are provided in this chapter based on the study carried out.

1.7 Definition of Terms

Computer based – the use of computers and specialized programs to automate a task that was initially done manually.

CPR – Computer based patient record information system, is an integration of patient information systems that captures and stores demographic, financial, and medical information from ancillary services such as registration, billing, lab, radiology, pathology, pharmacy, and transcription.

Health – The provision of medical and related services aimed at maintaining good health, especially through the prevention and treatment of disease.

Hospital – an institution where people receive medical, surgical, or psychiatric treatment and nursing care.

Information – Definite knowledge acquired or supplied about something or somebody.

Outpatient – A patient who receives treatment at a hospital without staying overnight. 

Patient – Somebody who receives medical treatment.

System – A combination of related parts organized into a complex whole

Record – a collection of related fields that describes an entity.

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