Chapter one
 1.1Overview and Background
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Electronic medical record (EMR) systems, defined as an electronic record of
health-related information on an individual that can be created, gathered,
managed, and consulted by authorized clinicians and staff within one health care
organization.
Wollo university Located in the historic town of Dessie and the trade port of
kombolcha, Ethiopia, The Wollo University is one of the second generation and
most well-established higher education institutions in the country.
Our university was established in 1997 e.c as a medicine and health science
college and includes all social science departments in Dessie and technology
institution Kombolcha.it started in 1999 e.c.
Wollo university medicine and health science colleges and includes all social
science departments colleges found in Dessie town from north east.
Our university student clinics is access to only students all information handling
process is performed by paper and recently electro medical system.
That cause problems in clients’ information privacy, consume time for searching
and degrade the quality of service provided.
1.2.Existing System
1.2.1Overview Existing System
Currently wollo university student clince registering data by paper . Medical information
has record on EMR system by only health information technology proffetionals,other
health providers are register on paper.
1.2.1 Statement of Problem
Currently in wollo university student clince service data have been recorded and
processed by paper-based system. This system imposes the following problems on the
clinic.
1.3 Proposed System
EMR information system will be developed with relational database in order to stored patient
information
permanently.
All
health
care
providers
laboratory
technicians
,pharmacists,HIT,clinical health office.admin.doctors will be interconnected by EMRsystem. It
will also enables searching and retrieving information to facilitate timely service provision.
1.3.4 Project Objective
1.4.1 General Objective
To develop electro medical information system wollo university student clince service
by 2014 e.c.
1.4.2 Specific Objectives
 To analysis the requirements of EMR information system
 To design the database for EMR information system
 To design user interface for EMR information system
 To implement EMR information system
 To test and evaluate EMR information system
 To organized the system EMR information system
1.5 Significance of the Project
This project will have benefits for clients, for providers and for the student clinic.
For client
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provide timely service because their record is easily available
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provide accurate and quality service because their previous medical record is
available
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their privacy will be protected
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their will get inform about the sense whan student congratulation
or it tack
tempo.
Health workers
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all the records will available at each of the patient’s visits;
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because the records are standardized, they will be easier to use;
changes in the state of the patients will be easier to identify because all the relevant
information is in one record;
For the WU student clinic
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for establishing trust with clients since their medical record is secured
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since medical records are the property of the clinic there will be appropriate
record keeping
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to provide efficient and effective service
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to get student cost share in health service
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the clinic will have reports with expected quality
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reduce duplication records
1.6 Scope and Limitation of the Project
It will
be transfer most activities from paper based to electronic. The system has
operational and administrative functions.
Operational functionality
 record client information
 search and view, update previous client information
 set an promotion
 transfer information between laboratory technicians ,pharmacists,HIT,clinical
health office.admin.doctors
Administrative functionality
 generate report
 send report to HMIS office
 secure client information notify attention looking for problems
Limitations EMR
 the system has only English version.The system does not support android
device.
1.7 Project methodology
1.7.1Data collection method
Data required for the system from different source are collected by interviewing,
observing.
Interview; we interviewed staffs, coordinators and clients about the existing system. We
got
information
like
what
are
links
between
laboratory
technicians
,pharmacists,HIT,clinical health office,administrater ,doctors with other units.
How currently services provided, how data recorded, how reported and how quality of
data is checked were also the deals with personnel of each clinic.
Observation; The team observed the overall service providing process in some clinic
units. Is services and activities are performing really as personnel said in the interview.
So, we observed to enhance the reliability of information we get from the interview and
to make us familiar in working area.
1.7.2 Analysis, Design and Implementation tools
Micro soft office word 2019 -> for documentation
Edraw max -> for UML behavioral diagram and structural diagrams
Implementation tools
_there is no_-> for end implementation
Analysis and Design Models
Use case diagram -> for behavioral analysis
Sequence diagram ->for behavioral analysis
Class diagram -> for structural design
1.8 Feasibility Study
1.8.1 Economic Feasibility
It will normally run-on available computers in each room of the hospital. The
system will save expenses for printing different forms, registers. It will reduce patient
waiting time by easily searching and accessing data and also minimize errors during
recording, analyzing and reporting so it will improve clients’, health professionals’ and
other staffs’ satisfaction around services provided.This implementing the system is
200.birr.
1.8.2 Technical Feasibility
To develop the system knowledge and skills on object-oriented system analysis and
design. So, we are technically sufficient/feasible to develop the system.
EMR information system is going to change already existing paper-based format to
electronic, The system will be developed with easy user familiar graphic user interface
so, staffs can easily interact with the system and perform their tasks. There will also
help button in order to direct users when they are system using in trouble. Short term
training will be held for users about features of software.
1.8.3 Operational Feasibility
The system will simplify routine tasks of health professionals and staffs by recording,
storing, displaying and generating reports.
1.8.4 Schedule Feasibility
Even if there is shortage of time, we are using the available time efficiently planning the
system by Gantt chart. So, developing the proposed system is possible by a given time
period.
1.8.5 Budget Feasibility
To accomplish the system budget is required. We need some equipment and resources
to develop the system. Basic materials and their coast required for this project is
summarized by the following table.
Table 1. 1 budget break down
No.
equipment
type
amount
Unit Price in Total price in birr
birr
1.
Pen
Blue bik
5
15.00
75.00
2.
Paper
A4
50
1.00
50.00
3.
flash
Sand disk
1(16GB)
250.00
250.00
4.
computer
hp
1
28,000
28,0375.00
Total=280,375.00
Chapter two
System Analysis
2.1 Overview of Existing System
Our university student clinics is found in proximal place for males student dorm than femal dorm
student. When we see the structure and work flow of student clinic.
Clients come for student clinic service, first they identified at triage and then linked to
registration room by give service card, at registration room, if the client is new give MRN and
register her/his sociodemographic data unless, search her individual folder and tell her/his to go
to Provider Initiative Testing and Counseling room by transferring the folder too.
From the above
information recording, storing, analyzing and reporting have been done
manually. Transferring medical record (individual record) also manual based by porters.
2.2 Problem of Existing System
 storage problem; to store paper based medical record their needs distinct room
 loss of medical record
 ineligibility of records; especially health provider hand written
 data incomplete; registers and forms not filled thoroughly
 time consuming; for searching, updating
 security and privacy issue; client data not secured from unauthorized access.
 Deformity of papers due time; individual folder, register etc.
2.3 Overview of Proposed System
Student clinic information system is going to link all components which gives clinical service
and other interconnections like laboratory ,pharmacy,HIT,.. with electronically. The software
will be installed on desk tops found in each room and for each actor they will have their own
view. It automates and centralize information generated by database centrally. So, it is going to
solves paper-based problems by;
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Record and store medical and health related data by database with sequential backup
electronically; it eliminates the threat of data lost, deformity and illegibility.
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Transfer data/information from ward to ward. then Payment for porters reduced,
information communicates securely and privacy achieved.
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Enabling filling all required data elements. Improve data quality
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Reduce waiting time for service. Increase patient satisfaction.
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Easily provide required information for authorized person. It facilitates informed decision
making
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Generate reports automatically.
2.4 Requirements
2.41 Functional Requirements
Maternal information system has to provide the following functionalities
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create account for users
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record and store client information
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retrieve client information
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search information
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update client information
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Generate report; ether HMIS or custom reports
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Delete user account
2.4.2Nonfunctional Requirements
The system will has the following characteristics to perform its function appropriately
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Menu based user interface; user friendly interface for each view
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Help button; provide information for major modules of the system
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Documentation; detail information and instruction about the system usability
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Security; logging to system is authenticate by user name and strong password, and every
user except admin access their own role only.
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Response time; the system will fast as possible since there will not have unwanted code
portion
2.5 Analysis models (modeling system requirements)
2.5.1 Use case diagram
uses or functions of the system are
 create, update, and delete user account,
 fill and, search data,
 register client,
 add and update characteristics related to disease
 add and update appointment,
 send, view lab request,
 send, view radiology request,
 send and view prescription,
the above uses are performed by the following actors.
 Administrator
 Doctor(resident)
 Gynecologist
 Laboratory technician
 Pharmacist
 HMIS officer
Administrator use case diagram
DOCTOR use case
Table 1.1
Use case ID
UC20
Use case name
Send feedback
Scenario
Write and transfer feed back
Triger event
Received report with error
Actors
HMIS officer
Precondition
HMIS officer must have their own user’s
name and password.
HMIS officer must be logged in.
HMIS officer must have privilege
Post condition
Feedback done and sent
Flow of activity
Actor
Step1:
System
click
feedback
Step3:
destination
send Step2:
require
to
which?
select Step4: display text
area
Step5: write feedback Step6: validate
and click send
Step7:
display
message
Alternative path
If error at step6, it return to step5
send
and
success
Use case description for add dispensed drug
Use case ID
UC19
Use case name
Add dispensed drug
Scenario
Offline add dispensed drugs
Triger event
Drug dispensed
Actors
Pharmacist
Precondition
pharmacist must have their own user’s name
and password.
pharmacist must be logged in.
pharmacist must have privilege
Post condition
Drug data added
Flow of activity
Actor
System
Step1: click add drug
Step2: display drug
data entry form
Step3: enter drug data Step4: check is data
and click save
valid or not
Step5:
display
message
Alternative path
If error at step4, it return to step3
save
and
successes