System Overview

2.1 General Description:

HMS is grouped into 5 major components:

• Maintenance - deals primarily with managing the physical layout of the hospital - also generates advance admissions notices
• Staff Administration - manages the hospital staff data maintained by the HMS system - maintains basic personal and scheduling information for hospital staff members
• Patient Administration - manages the patient data maintained by the HMS system
• Work/Ward Scheduling - enables the user to manipulate staff work schedules for various wards in the hospital
• Operation Scheduling - enables the user to schedule patient operations and schedule staff for surgical procedures

• Data Structures - The list of data structures used for the various abstractions

Each component contains task related functions. The following is a collection of data flow diagrams that graphically represent the proposed system and the hierarchy of system functions.

The system contains several data stores that act as a repository for the data collected and maintained by the system. This is a key advantage over the existing manual system as necessary operational data is now centralized. This enables easy data management and ensures that all data records are kept current.

2.2 Maintenance Functions:

2.2.1. Update Ward

2.2.1.1 Add Ward

• Description:
  This function is to be used when defining the physical layout of a ward floor. It enables the user to input the specific room information for a particular ward in the hospital. This function is to be used during system initialization or when the physical floor layout of the hospital is changed; such a physical change would necessitate the reorganization of current wards and room numbers. The user is prompted to input information regarding a ward. If this information is not already stored in the system, the new information is saved in the database for future usage.
• Inputs:
  • Ward # (from user)
  • description (from user)
  • # rooms (from user)
• Outputs:
  • Ward information (to file)
  • Status message
• Prompts:
  • Enter ward information.
• Errors:
  • Syntactically incorrect info. The user is asked to either enter new ward information or exit from the function.
  • Ward is already on system. The user is asked to either enter new ward information or exit from the function.

2.2.1.2 Change Ward

• Description:
  This function is to be used when the hospital staff wishes to change the layout or room numbers of an existing ward. The user is prompted for the ward number (that is to be changed), and if the ward exists (within the database), the ward information is displayed to the terminal screen. The user is then prompted to change information as required. Once the changes have been completed, the user is prompted to validate these changes. If the changes are accepted, the ward information in the database is updated accordingly.
• Inputs:
  • Ward # (from user [as a key])
  • Ward info (from user [changes])
• Outputs:
  • Ward info (to file)
• Prompts:
  • Enter ward # to be changed.
  • Enter the new ward information.
  • Confirm changes
• Errors:
  • Syntactically incorrect info. The user is asked to either enter new ward information or exit from the function.
  • Entered ward # is not on the system. The user is asked to either reenter the ward # or exit to from the function.
  • Changes correspond to info on the system. The user is asked to either enter different ward information or exit from the function.

2.2.1.3 Delete ward

• Description:
  This function is to be used when deleting an existing ward from the database. The user is prompted to enter the ward number and if it represents a valid ward, the user is prompted to confirm the deletion. If the deletion is accepted, the ward is removed from the database. Otherwise, the function is exited, leaving the ward information intact.
• Inputs:
  • Ward # (from the user)
• Outputs:
  • Ward info (to screen)
• Prompts:
  • Enter ward # to be deleted.
  • Confirm deletion of the ward.
• Errors:
  • Syntactically incorrect info. The user is asked to either enter new ward information or exit from the function.
  • Entered ward # is not on the system. The user is asked to either reenter the ward # or exit to from the function.
  • There are rooms in the ward which are being used. The user is asked to either reenter the ward # or exit to from the function.
  • Ward is used for operating/recovery. The user is asked to either reenter the ward # or exit to from the function.

2.3 Staff Administration Functions:

2.3.1 Update Staff

• Description:
  The purpose of this function is to update any information contained in a hospital staff member's record. Reasons for these changes may include; change of address, change of position title, change of name (marriage) and so on. Given a full name or staff identification number, this function will display the staff record to the terminal screen. At this point, any fields may be edited as required. After all desired changes have been completed, the user is prompted to confirm the changes. If the changes are confirmed, the new staff record overwrites the old one [in the database]. Otherwise, the function is aborted and the staff record remains unchanged in the database.
• Inputs:
  • Staff # or staff name (from user [as a key])
  • Staff data (from user [changes]).
• Outputs:
  • Staff data. (to file)
• Prompts:
  • Enter staff number or name to update.
  • Enter staff changes.
  • Confirm changes.
• Errors:
  • Incorrect staff # or name. User is prompted to either reenter a correct staff number/name or to exit from the function.
  • Syntactically incorrect changes. User is prompted to enter changes that are syntactically correct.

2.3.2 Display Staff

• Description:
  The purpose of this function is to simply display a hospital staff member's record to the terminal screen. The function accepts as input the staff identification number of full name and returns as output the corresponding staff record. If no record exists for the staff number or name provided, the user is prompted to enter a correct name (or id number) or exit the function.
• Inputs:
  • Staff # or staff name (from user [as a key]).
• Outputs:
  • Staff data. (to display screen)
• Prompts:
  • Enter staff number or name to display.
• Errors:
  • Incorrect staff # or name. User is prompted to either reenter a correct staff number/name or to exit from the function.

2.3.3 Hire Staff

• Description:
  This function is to be invoked when a new staff member is hired; it is obviously desirable to generate a new staff record on the system for this individual. The user is prompted to enter and validate information about a new employee. If the staff data entered is unique (does not correspond to an individual already stored in the database), a unique staff identification number is then generated for the employee.
• Inputs:
  • Staff data. (from user)
• Outputs:
  • Staff #, valid staff data. (to file)
• Prompts:
  • Enter the following information about the new staff member.
• Errors:
  • Syntactically incorrect information. User is given a choice to either reenter the staff info or to exit from the function.
  • Staff member is already on the system. User is given a choice to either reenter the staff info or to exit from the function.

2.3.4 Terminate Staff

• Description:
  The purpose of this function is to remove a staff member's record from the system. This function would be used if a staff member were to pass away, leave the hospital or if the person was fired.. The function accepts either a staff id number or full name as input from the user. If the input provided corresponds to a staff record stored in the database, the record is displayed and the user is prompted to confirm the staff termination. If no record is found for the given user input, the user is given the option to either exit the function or input a [hopefully] correct name or id number. If the termination is approved, the staff record is removed from the database.
• Inputs:
  • Staff name or id number. (from user [as a key])
• Outputs:
  • Staff data record. (to screen)
• Prompts:
  • Enter the staff name or id number of the employee to terminate.
  • Confirm the deletion of the employee.
• Errors:
  • Incorrect staff name or number. User is prompted to either reenter a correct staff number/name or to exit from the function.

2.4 Patient Administration Functions:

2.4.1 Display Patient

• Description:
  The purpose of this function is to display a patient's record (contained in the database). This function does not allow any editing of any information contained in the patient's record; it is for display purposes only. The function takes as input either the patient's full name or hospital number. If a record exists corresponding to the user input, the record is displayed on the terminal screen. Otherwise, the user is prompted to either reenter the patient id or exit the function.
• Inputs:
  • Patient # or name. (from user)
• Outputs:
  • Patient info. (to screen)
• Prompts:
  • Enter the hospital # or name of patient to be displayed.
• Errors:
  • Syntactically incorrect information. The user is prompted to either reenter the name/hosp #, or to exit from the function.
  • Patient name or # is not on the system. The user is prompted to either reenter the name/hosp #, or to exit from the function.

2.4.2 Admit Patient

• Description:
  This function is to be used when admitting a new patient to the hospital. If a room is available for the patient [in the desired ward], the patient is assigned to that room and the projected length of stay is entered. Otherwise, the patient is added to the waiting list (if no room is available). IF the patient was wait listed and had received an advanced admittance notification, then the patient's record is retrieved from the database and they are assigned the applicable vacant room. If the patient already exists on the system but for a different treatment, the user is asked to verify the new admission.
• Inputs:
  • Patient data (from user)
  • Room # (from file)
  • wait list (from file)
  • patient info (from file)
• Outputs:
  • Patient info (to file [patient and/or waiting list])
• Prompts:
  • Enter the information of patient to be admitted.
  • No rooms available, put on waiting list?
• Messages:
  • Patient admitted.
  • Patient put on waiting list.
  • Patient assigned room number [n].
• Errors:
  • Syntactically incorrect information. The user is prompted to either reenter the name/hosp #, or to exit from the function.
  • Patient exists on the system with the same treatment. The user is prompted to reenter the patient info, or exit from the function.
  • No room available. User is asked whether to put patient on waiting list.

2.4.3 Discharge Patient

• Description:
  This function is invoked when a patient is being checked out of the hospital. The function accepts as input the patient's full name or hospital number. If the patient exists in the system, the patient information is displayed and the user is prompted to enter the discharge data and confirm the deletion. At this time, a discharge notice is printed for the patient.
• Inputs:
  • Patient name or hosp #. (from user)
  • Discharge date. (from user)
• Outputs:
  • Discharge notification.
• Prompts:
  • Enter name or hospital # of patient to be discharged.
  • Enter the discharge date.
  • Confirm the deletion.
• Errors:
  • Syntactically incorrect information. The user is prompted to either reenter the name/hosp #, or to exit from the function.
  • Patient name or # is not on the system. The user is prompted to either reenter the name/hosp #, or to exit from the function.

2.4.4 Update Patient

• Description:
  This function is to be used when the user wishes to change/update any information on a patient's record. The function prompts the user to enter either the patient's full name or hospital number. If no record exists corresponding to the input, the user is prompted to enter a new name or hospital number, or exit the function. Otherwise, the patient's record is displayed and the following fields may be edited; treatment information, waiting list, patient info and room number.
• Inputs:
  • Patient name or hosp # (from user [as a key])
  • Treatment # (from user)
  • New room # (from user)
  • Changed patient info (from user)
  • Waiting list (from wait list file)
• Outputs:
  • New patient info (to file [patient and/or waiting list])
• Prompts:
  • Enter patient name or hospital number.
  • Enter field to be changed (treatment info, waiting list,patient info, room #).
  • Enter treatment number.
  • Confirm changes.
• Errors:
  • Syntactically incorrect information. The user is prompted to either reenter the name/hosp #, or to exit from the function.
  • Patient # or name not in system. The user is prompted to either reenter the name/hosp #, or to exit from the function.
  • Invalid treatment number. The user is prompted to either reenter the treatment #, or to exit from the function.
  • Patient is not on waiting list. The user is prompted to either enter different name/hosp #, or to exit from the function.
  • New Room not available. The user is prompted to either enter different room #, or to exit from the function.

2.4.5 Generate Two Week Notification

• Description:
  It is necessary to generate a notice to prospective patients of their admission date to the hospital in advance. This function is to be invoked once every 24 hours to generate such notifactions two weeks in advance of a patients expected check in date.

  The function assigns expected available rooms to wait-listed patients according to priority, date added to wait list and projected length of stay. A notification is printed for mailing [to the patient] and the waiting list is updated.

• Inputs:
  • Patient info (from file)
  • Wait list (from file)
  • Room info (from file)
• Outputs:
  • Notification (to printer)
  • Updated wait list (to file)
• Prompts:
  • <none>
• Errors:
  • <none>

2.5 Work/Ward Schedule Management:

2.5.1 Add a Shift

• Description:
  The purpose of this function is to add a shift to a ward work schedule. This function accepts as input the date, start and end times and ward number from the user. The user is then prompted to add the staff title to the shift and then prompted for confirmation. If the shift information is valid, the ward shift schedule is updated.
• Inputs:
  • Date, start & end time (from user)
  • ward # (from user)
  • staff titles (from staff titles file)
  • shift (from shift info file)
• Outputs:
  • shift (to shift info file)
• Prompts:
  • Enter date, start & end times, and ward for a new shift.
  • Enter staff title for the shift.
  • Confirm the above information.
• Errors:
  • Syntactically incorrect information. User is prompted to either reenter the information or to exit from the function.
  • Too many shifts with such title exist. The user is prompted to either enter another shift or to exit from the function.
  • Incorrect staff title. The user is prompted to either enter a different staff title or to exit from the function.
  • Shift date and times not valid. User is prompted to either reenter the date and times or to exit from the function.
  • Ward does not exist. User is prompted to either reenter the ward number or to exit from the function.
  • No supervising nurse with the correct specialty. User is prompted to enter more shifts until the condition is satisfied.
  • Need [n] doctors/nurses of specialty. User is prompted to enter more shifts until the condition is satisfied.
  • Too many nurses/doctors. User is prompted to exit from the function and suggested to use Delete shift to fix the problem.

2.5.2 Copy Shift

• Description:
  This function is a tool that can be used to simplify the task of setting up staff schedules for the various wards in the hospital. Most individuals will tend to work the same shift in the same ward for some finite length of time at which point they will they have a few days off and then repeat the cycle. This function prompts the user for the same information that the function 'add a shift' does and extends this shift over a specified time period. The system will then generate the shift information for the specified time period.
• Inputs:
  • Shift date, start & end time, ward # (from user)
  • shift (from shift info file)
  • date range
• Outputs:
  • shift info (to screen)
  • new shifts (to shift info file)
• Prompts:
  • Enter the shift date, time & ward #, to identify a shift to be copied.
  • Enter a range of dates to copy over (from, to).
• Errors:
  • Syntactically incorrect information. User is prompted to either reenter the information or to exit from the function.
  • Too many shifts with such title exist. The user is prompted to either enter another shift or to exit from the function.
  • Shift date and times not valid. User is prompted to either reenter the date and times or to exit from the function.
  • Ward does not exist. User is prompted to either reenter the ward number or to exit from the function.
  • No supervising nurse with the correct specialty. User is suggested to use Add Shift to enter more shifts until the condition is satisfied.
  • Need [n] doctors/nurses of specialty. User is suggested to use Add Shift to enter more shifts until the condition is satisfied.
  • Too many nurses/doctors. User is prompted to exit from the function and suggested to use Delete shift to fix the problem.

2.5.3 Delete Shift

• Description:
  The purpose of this function is to delete a particular shift from a ward schedule. This function prompts the user to input the shift date, time and ward number; these items identify a particular shift. The user is then prompted to confirm the deletion. The system then deletes the shift from the affected individual staff records and a list of the staff members affected is displayed to the terminal screen.
• Inputs:
  • Shift date, start & end time, ward # (from user)
  • staff shift (from work schedule)
  • shift (from shift info file)
• Outputs:
  • shift info (to screen)
  • staff shifts (to screen)
• Prompts:
  • Enter date, start & end times, and ward for a shift to be deleted.
  • Confirm the deletion.
• Errors:
  • Syntactically incorrect information. User is prompted to either reenter the information or to exit from the function.
  • Shift date and times not valid. User is prompted to either reenter the date and times or to exit from the function.
  • Ward does not exist. User is prompted to either reenter the ward number or to exit from the function.
  • No supervising nurse with the correct specialty. User is suggested to use Add Shift to enter more shifts until the condition is satisfied.
  • Need [n] doctors/nurses of specialty. User is suggested to use 'Add Shift' to enter more shifts until the condition is satisfied.
  • Too many nurses/doctors. User is suggested to use Delete shift again to fix the problem.

2.6 O/R Scheduling Functions:

2.6.1 Display O/R Schedule

• Description:
  The purpose of this function is to simply display information pertaining to a particular scheduled operation. The function prompts the user to enter sufficient information to identify a particular operation. If the operation exist, the information is displayed on the terminal screen. Otherwise, the user is prompted to enter new identifying data or exit the function.
• Inputs:
  • operation id (from user)
  • date, time (from user)
  • operating room (from user)
  • staff #/name (from user)
  • patient #/name (from user)
  • staff info (from file)
  • patient info (from file)
  • operation (from o/r schedule file)
  • operation shift (from o/r bookings file)
• Outputs:
  • Staff, patient, and operation info (to screen)
• Prompts:
  • Enter one or more of: operation id, date, time,operating room, staff #/name, patient #/name.
• Error:
  • Syntactically incorrect information. User is given a choice to either reenter the incorrect info or to exit from the function.
  • Patient name/# does not exist. User is prompted to either reenter the info or to exit from the function.
  • Staff name/# does not exist. User is prompted to either reenter the info or to exit from the function.
  • Operation id does not exist. User is prompted to either reenter the info or to exit from the function.

2.6.2 Update Operating Schedule

• Description:
  The purpose of this function is to change/update information pertaining to a previously scheduled operation. The user is prompted to input sufficient information to identify a particular operation. If the operation exist, the user is then prompted to change the desired fields. Otherwise, the user is prompted to enter new identifying information or exit the function. Once the user has completed the desired changes, they are prompted for confirmation. If the changes are confirmed, the applicable information in the database will be updated. Otherwise, the changes are aborted and the function is exited.
• Inputs:
  • operation id (from user)
  • date, start & end times (from user)
  • operating room (from user)
  • staff #/name (from user)
  • patient #/name (from user)
  • staff info (from file)
  • patient info (from file)
  • operation (from o/r schedule file)
  • operation shift (from o/r bookings file)
  • staff shift (from work schedule)
• Outputs:
  • operation info (to screen)
  • operation schedule (to o/r schedule file)
  • operation shift (to o/r bookings file)
• Prompts:
  • Enter one or more of: operation id, date, time, operating room, staff #/name, patient #/name.
  • Confirm changes.
• Errors:
  • Syntactically incorrect information. User is given a choice to either reenter the incorrect info or to exit from the function.
  • Patient name/# does not exist. User is prompted to either reenter the info or to exit from the function.
  • Staff name/# does not exist. User is prompted to either reenter the info or to exit from the function.
  • Operation id does not exist. User is prompted to either reenter the info or to exit from the function.
  • Staff is scheduled for other operation or ward shift. User is prompted to reenter the info.
  • Not enough Doctors/Nurses of specialty per operation. User is prompted to reupdate the info.

2.6.3 Cancel Operation

• Description:
  The purpose of this function is to cancel a previously scheduled operation. The user is prompted to input sufficient information to identify the operation. If the operation exists, the information is displayed on the terminal screen for confirmation of deletion. Otherwise, the user is prompted to either enter new identifying information or exit the function. The user is asked to confirm the deletion of the operation. If the deletion is confirmed, the applicable areas of the database are changed to reflect this deletion. Otherwise, the deletion is aborted and the function is exited.
• Inputs:
  • operation id (from user)
  • date, start & end times (from user)
  • operating room (from user)
  • staff #/name (from user)
  • patient #/name (from user)
  • staff info (from file)
  • patient info (from file)
  • operation (from o/r schedule file)
  • operation shift (from o/r bookings file)
• Outputs:
  • operation info (to screen)
  • operation schedule (to o/r schedule file)
  • operation shift (to o/r bookings file)
• Prompts:
  • Enter one or more of: operation id, date, time, operating room, staff #/name, patient #/name.
  • Confirm deletion.
• Errors:
  • Syntactically incorrect information. User is given a choice to either reenter the incorrect info or to exit from the function.
  • Patient name/# does not exist. User is prompted to either reenter the info or to exit from the function.
  • Staff name/# does not exist. User is prompted to either reenter the info or to exit from the function.
  • Operation id does not exist. User is prompted to either reenter the info or to exit from the function.

2.6.4 Book Operation

• Description:
  This function is to be used when the user wishes to schedule an operation for a particular patient. When scheduling and operation, this function will confirm that no patient conflicts occur; this would entail a patient having another operation scheduled for the designated time. The function would also ensure that no staff conflicts occurred; this would entail the selected surgical staff being scheduled for some other activity in the hospital for the designated time. The available operating theaters are displayed for the operating time and it is up to the user to select the operating room number. Once this is complete, the user is prompted to confirm the operation. Once confirmed, entries are updated in the O/R schedule and the staff records of the individuals performing the surgery. A recovery room is also assigned for the patient's use after the operation. If there are no errors found at this point, the system generates a unique operation number that can be used in the future to identify the procedure.
• Inputs:
  • Date, star & end time (from user)
  • O/R room # (from user)
  • Patient name/# (from user)
  • Patient info (from patient file)
  • O/R room #, recovery room # (from O/R bookings file)
  • Staff #/name (from user)
  • Staff #, specialty (from staff file)
  • Staff shift (from work schedule)
  • Operation (from O/R schedule)
• Outputs:
  • operation (O/R schedule file)
  • O/R shift (O/R bookings file)
• Prompts:
  • Enter date, start & end time for the operation.
  • Enter patient name or hospital number, and treatment #.
  • Enter staff name or number for the operation.
  • Confirm the entered information.
• Errors:
  • Syntactically incorrect information. The user is asked to either reenter the information or to exit from the function.
  • Operation room not available at given time. The user is asked to either enter different date and time, or to exit from the function.
  • Recovery room not available at given time. The user is asked to either enter different date and time, or to exit from the function.
  • Patient does not exist. The user is asked to either reenter the patient name/# or to exit from the function.
  • Patient is already scheduled for an operation for that treatment. User is asked to exit this function, and suggested to use either Cancel or Update the previously scheduled operation.
  • Staff does not exist. The user is asked to either reenter the staff name/# or to exit from the function.
  • Staff is scheduled for other operation or ward shift. User is prompted to reenter the info.
  • Not enough Doctors/Nurses of specialty per operation. User is prompted to reenter the info. (Need 2 doctors and 2 nurses of specialty)

2.7 Data Structures:

The following entity relationship diagram is included to provide an overview of the basic data structures or abstractions to be used by the HMS and the relationships between the data structures.

Click here to view descriptions of the entity relationships.
Click here to view the data dictionary.

The following subsections provide a summary of the basic data abstractions used by the HMS. To determine the nature of the individual data objects that make up the composite structures, please refer to the data dictionary.

2.7.1 ROOMS:

• Contains room occupency information

• room#
• ward#
• patient#

Identifier:

• room#
• ward#
• patient#

Constraints:

• Must conform to physical hospital layout.

Dimension:

• 420

2.7.2 WARDS:

• Contains descriptions of the wards and related rooms

Attributes

• ward#
• description
• #rooms

Identifier:

• Ward#

Constraints:

• Must conform to physical hospital layout.

Dimensions:

• 1 ward per floor, 8 floors

2.7.3 PATIENT INFORMATION:

• Contains information about patients stay in hospital

Attributes:

• Patient#
• address
• first_name
• admit date
• last name
• discharge date
• phone#
• lenght of stay
• Ward#
• status
• discharge date

Identifier:

• Patient#
• Last name + first name
• Status

Constraints:

• none

Dimensions:

• All active, Discharged and wait-listed patients for past 5 years

2.7.4 WAIT LIST:

• Contains all patients waiting for a room and ward

Attributes:

• Patient#
• priority
• Date on list
• notice date
• ward
• expected lenght of stay

Identifier:

• patient#
• priority
• ward

Constraints:

• none

Dimensions:

• 100 per ward at any one time

2.7.5 O/R-SHIFT:

• contains times and rooms for an operation

Attributes:

• O/R room#
• Recovery room#
• tme in
• time out
• O/R#

Identifier:

• O/R#

Constraints:

• none

Dimensions:

• Max 8 per day for each of 50 rooms

2.7.6 OR-SCHEDULE:

• Contains all info for an operation.

Attributes:

• O/R#
• patient#
• staff#1
• staff#2
• staff#3
• staff#4

Identifier:

• OR#
• patient#
• staff#1
• staff#2
• staff#3
• staff#4

Constraints:

• none

Dimensions:

• Max 8 per day for each of 50 rooms

2.7.7 STAFF INFORMATION:

• contains all relevent staff data

Attributes:

• staff#
• address
• first name
• last name
• title
• speciality
• phone#

Identifier:

• staff#
• last name + first name
• title
• speciality

Constraints:

• none

Dimensions:

• min 17 staff for each of 7 wards + operations per day

2.7.8 SHIFT-INFORMATION:

• corresponds to a time slot in a day for a ward that needs to be staffed

Attrib:

• Ward#
• Shift#
• date
• start time
• end time
• title1
• title2
• title3
• title4
• title5
• title6
• title7

Identifier:

• ward#
• Date + start time
• Shift#

Constraints:

• none

Identifier:

• 3 per day per ward (Not including O/R)

2.7.9 WORK SCHEDULE:

• Contains all staff assigned to a shift

Attrib:

• Shift#
• Staff#

Identifier:

• Shift#
• Staff#

Constraints:

• none

Identifier:

• 7 X 3 XWards (max) per day

Last Modified Mar. 5, 1996 by

Darrell Nash