CHAPTER ONE

1.0 INTRODUCTION

This project “Hospital Management System” includes registration of

patients, storing their details into the system and also computerized billing
in the pharmacy, and labs. This software has the facility to give a unique id
for every patient and stores the details of every patient and the staff
automatically. It includes a search facility to know the current status of each
room. User can search availability of a doctor and the details of a patient
using the id.
The Hospital Management System can be entered using a username and
password. It is accessible either by an administrator or receptionist. Only
they can add data into the database. The data can be retrieved easily. The
interface is very user-friendly. The data are well protected for personal use
and makes the data processing very fast.

1.1 BACKGROUND OF STUDY

A Hospital is a place where Patients come up for general diseases. Hospitals
provide facilities like:-

 Consultation by Doctors on Diseases.

 Diagnosis for diseases.
 Providing treatment facility.
 Facility for admitting Patients (providing beds, nursing, medicines
etc.)
 Immunization for Patients/Children.
Various operational works that are done in a Hospital are:-

 Recording information about the Patients that come.

 Generating patient bills.
 Recording information related to diagnosis given to Patients.
 Keeping record of the Immunization provided to children/patients.

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  Keeping information about various diseases and medicines available
to cure them.
These are the various jobs that need to be done in a Hospital by the
operational staff and Doctors. All these works are done on papers.
The work is done as follows:-

 Information about Patients is done by just writing the Patients name,

age and gender. Whenever the Patient comes up his information is
stored freshly.
 Bills are generated by recording price for each facility provided to
Patient on a separate sheet and at last they all are summed up.
 Diagnosis information to patients is generally recorded on the
document, which contains Patient information. It is destroyed after
some time period to decrease the paper load in the office.
 Immunization records of children are maintained in pre-formatted
sheets, which are kept in a file.
 Information about various diseases is not kept as any document.
Doctors themselves do this job by remembering various medicines.
All this work is done manually by the receptionist and other operational
staff and lot of papers are needed to be handled and taken care of. Doctors
have to remember various medicines available for diagnosis and sometimes
miss better alternatives as they can’t remember them at that time.

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 1.2 PROBLEM STATEMENT
Problems with conventional system
1. Lack of immediate retrievals: -The information is very difficult to
retrieve and to find particular information like- E.g. - To find out about
the patient’s history, the user has to go through various registers. This
results in inconvenience and wastage of time.
2. Lack of immediate information storage: - The information generated
by various transactions takes time and efforts to be stored at right place.
3. Lack of prompt updating: - Various changes to information like patient
details or immunization details of child are difficult to make as paper
work is involved.
4. Error prone manual calculation: - Manual calculations are error prone
and take a lot of time this may result in incorrect information. For
example calculation of patient’s bill based on various treatments.
5. Preparation of accurate and prompt reports: - This becomes a
difficult task as information is difficult to collect from various registers.

1.3 SIGNIFICANCE OF STUDY

The importance of this project is to reduce the level of inefficiency
in the hospital’s management system. The implementation of this project
in hospitals will have a positive effect as it seeks to solve management
problems in the hospital.

1.4 OBJECTIVE OF STUDY

The Hospital management system software is user-friendly.
The main objective of the system is that it shows and helps you to collect
most of the information about Hospitality and Medical Services. The
System is very simple in design and simple to implement. The system

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 requires very low system resources and the system will work in almost all
configurations.
The main objectives of the proposed system can be enumerated as
follows:
 Patients are easily allocated to the doctors.
 Doctors Search is possible.
 Today’s patient list help doctors to search their patients

ADVANTAGES OF PROPOSED SYSTEM

The system is very simple in design and to implement. The system
requires very low system resources and the system will work in almost all
configurations.
 Security of data.
 Ensure data accuracy.
 Administrator controls the entire system.
 Reduce the damages of the machines.
 Minimize manual data entry.
 Greater efficiency.
 User friendly and interactive.
 Minimum time required.
Technologies to be used
This project will be a desktop application to be developed in VB 2008 (.net
frame work) having Ms Access as backend.
 Database Design (Ms Access)
 Form Design (VB 2008 {.net frame work})
 Coding (VB 2008 {.net frame work})
 Testing (VB 2008 {.net frame work})
1.5 DEFINITION OF KEYWORDS
1. SYSTEM: -It is a set of interacting or interdependent component
forming an integrated whole or a set of elements to other elements.
2. MANAGEMENT: - Is the organization and coordination of the
activities of a business in order to achieve the desired goals.
3. HOSPITAL: - Is a health care institution providing patient
treatment by specialised staff and equipment.

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 CHAPTER TWO
2.0 LITERATURE REVIEW
The chapter aims at summarizing the present system of hospital
management. It will show the organisational structure history of the case study.
2.1 INTRODUCTION
As mentioned in the previous chapter, a hospital is a place where people
come with several diseases for treatments. People also come for regular check-
ups and tests. Keeping of data and management of information in hospitals have
proven to be a heck of a job using the conventional file method. This method is
cheaper and easier to implement but with the introduction of information
technology in the world today, a new perspective and a new light has been
introduced into several sectors of the world today. The hospital is also one of
those places where information technology has affected. Hospitals are now
computerized and the management of the entire hospital can be done on a
computer.
2.2 HISTORICAL BACKGROUND
Immanuel General Hospital is located in Eket, Akwa Ibom state in
Nigeria. It address in No. 52 hospital road Eket, Akwa Ibom State. It is a federal
Hospital.
The facilities are up to date and standard though infrastructural
renovation of the hospital is highly recommended. The staffers are qualified and
security of patients’ details is of utmost importance to the hospital.
From the inception of the hospital, the mode of management has been the
conventional file system.

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ORGANIZATIONAL CHART

AREA
BOARD

INTERNAL MGMT
COMMITTEE

OFFICE OF
GENERAL MANAGER

MEDICAL ADMIN NURSING ADMIN PHARMACY DEPT. FINANCE DEPT. GENERAL ADMIN. IN-SERVICE TRAINING CHAPLAINCY DEPT.
DEPT.

INPATIENT REGISTRY
CLINICAL DEPARTMENT DISPENSARY
DEPARTMENTS ACCOUNTS

PERSONNEL
OUTPATIENT
DEPARTMENT
LABORATORY PHARMACY STORE MAIN STORE

MAINTENANCE
ACCIDENT
& EMERGENCY PHARMACY
PRODUCTION
X-RAY UNIT
TRANSPORT

OPERATING THEATRE

MEDICAL RECORDS PROCUREMENT

LAUNDRY

ESTATE

CSSO
SECURITY

HOUSEKEEPING ENVIRONMENTAL &

SANITATION

GUEST HOUSE

2.4 FEATURES OF A GOOD HOSPITAL MANAGEMENT SYSTEM

The following are features of a good hospital management system:
1. Registration:- on the system, the users are able to register according to its
hierarchy, so that a username and a password will be provided to the user
in order to login to the system. The user database and records are
maintained by the system and also you can add, update and delete the
records from the system with proper privileges (depending on the user i.e.
user or admin)

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2. Patient check in/check-out:-
For In-patient (IPD): if the new patient gets admitted to the system then a
unique record is generated for each patient and patient detail along with
the room reservation and its case papers and other details will be stores in
the system. Once patient gets a discharge then is checked out from the
hospital, billing details will be taken care of by the system.
For Out-Patient: if the new patient visits the doctor, in the system then
generates a unique record for each patient and patient details along with
its case papers and other details are stored in the system billing details are
also taken care of by the system.
3. Inventory System: - The system keeps track of all the inventory of the
hospital which may include various departments such as pharmaceuticals,
food and laundry department to name but the few. Stock and vendor
details are maintained by the system.
4. Medicine:- The pharmaceutical department is a very important part of the
hospital. The system keeps track of the inventory. The patient prescription
details and the information about the category wise medicine are stored.
The system will inform the user in advance in case of the storage
updating and inventory maintenance. The records for each patient and its
bills will be maintained by the system.
5. Patient Record Maintenance:- The system maintaining a detail record of
each patient who will be admitted to the hospital. The patients’ case
papers will be generated automatically and will be maintained in the
proper format.
6. Staff record maintenance: - The system keeps track of the entire staff of
the hospital. The details of each and every staff of the hospital. The
details of each and every staff (user) will be maintained online and a
username and password will be provided to concerned users so that they
can log on to the system and perform activities related to the concerned
departments.

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 7. Staff payroll system: - The system maintains the entire payroll system of
the hospital. The staff’s pay slips as well as addition and deduction to
their salaries are maintained by the system.
8. Doctor consultant: - The system will provide a forum for the senior as
well as the junior doctors so that they can consult with each other online.
It will be of great help for the doctors, surgeons and practice students to
keep tracks of their activities and schedules as well as it will save a lot of
time of users.
9. Blood bank Maintenance: - The system keeps the track of blood bank it
will generate automated reports keeping tracks of inventory for stock
bloods of different blood groups and their expiry dates.
2.5 BENEFITS OF A COMPUTERIZED HOSPITAL MANAGEMENT
SYSTEM
The following are benefits of adopting a computerized system of hospital
management:
1. It will require less staff to handle more patients simultaneously
2. This system will not just provide opportunities to hospitals to improve
their patients care but can also increase the organisational benefits
3. The system would facilitate to develop the reaction time to the patient
care’s demands since it computerizes the procedure of collating,
collecting as well as retrieving patient data.
4. It also helps to reduce the out-patient wait time and by making records
easily accessible
5. It helps to handle all types of billing for different categories of
patients.
6. It helps in improving reorganization of operations and operational
control.

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 CHAPTER THREE
SYSTEM DESIGN AND ANALYSIS
3.0 INTRODUCTION
A system is a set of things working together as parts of a mechanism or
an interconnecting system. It is a set of interacting or interdependent component
forming an integrated whole or a set of elements to other elements.
Some characteristics of a system include:
i. A system has behaviour, it contains processes that transform inputs
into outputs
ii. A system has interconnectivity; the parts and processes are connected
by structural and or behavioural relationship
3.1 SYSTEM ANALYSIS
This is a process by which an old system is analysed and the flaws of the
old system are documented and procedures are taken to develop a new system
with a better functionality. There are several steps taken to achieve this; these
steps are called “SYSTEM DEVELOPMENT LIFE CYCLE”
3.2 EXISTING SYSTEM
Existing system refers to the system that is being followed till now.
Presently, all the hospitals functionalities are done manually. That is if a patient
wants to consult a doctor, he can sit in the waiting room till his chance is called.
This procedure makes things very difficult. The main disadvantage is that it is
time consuming.
3.3 LIMITATIONS TO EXISTING SYSTEM
 Lack of security of data
 Time consuming
 Consumes large volume of paper work
 Manual work
 No direct role for the higher officials
To avoid all these limitations and make the system working ore
accurately, it needs to be computerized.
3.4 RESEARCH METHODS

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 Basically, I used two methods of research to gather the necessary
information I used to do this project:
 Interview method: - This entails the face to face questions asking and
replies between two individuals. At some stages in the project research, it
was necessary for me to interview some workers in the hospital so as to
get some really important details. The advantage of this method is that it
is more accurate and you tend to get a more accurate and faster reply.
 Questionnaire method: - This involves passing or giving out questions
typed in a sequence for individuals to fill and return. A questionnaire is a
set of printed or written questions with a choice of answers, devised for
the purposes of a survey or statistical study.
These questionnaires where passed round to staff in the hospital and
collected. The replies were then compared and information gathered to
fulfil this project.
3.5 SYSTEM DESIGN
The system was designed with vb 2008 (.net frame work)
(a) Splash screen

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(b) Login screen

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(c) Action form (user)

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(d) Action form (Admin)

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(e) Register patient

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(f) Register staff

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(g) Doctor search

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(h) Change Password

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 CHAPTER FOUR
SYSTEM IMPLEMENTATION AND DOCUMENTATION
4.0 INTRODUCTION
This section will show the user how the system can be implemented and
the importance of documentation.
4.1 IMPLEMENTATION
This system can be implemented by simply following the following steps;
1. Put the installation CD into the disk drive
2. Run the installation setup
3. Allow the program to install
4. Launch the program from the program list in your system.
4.2 SYSTEM TESTING
The goal of software testing is to detect before it is delivered, installed
and make operation.
Defects include bugs as well as inefficiencies that may cause a system not to
satisfy all its requirements.
Test is done in other to discover if there is any inherent logical error,
eventually the whole system is tested for efficiency and reliability.
After the whole system might have been affirmed reliable, it is finally installed
for the user and it has been successfully completed.
There are two types of testing
1. Unit testing: - has to do with testing the individual components in the
system using test data.
2. System testing: - Parts are linked together and test data is also used to see
if the part works together.
4.3 SYSTEM DOCUMENTATION
This has to do with documentation of the proposed system together with
the maintenance of the newly designed system.
Documentation is an important element in the development and running
of any computer project, the documentation of the system may also be received
for performance standard based on records of time and resource budgeted and
used in developing as compared to a system type, scope and complexity. Proper

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documentation helps when the analyst is not available, another analyst can
easily take over instead of starting all over again.
Documentation provides information that describes a product to user
including a user’s guide or reference manual that provides a narrative and
graphical description of the program.
4.4 CHOICE OF PROGRAMMING LANGUAGE
The choice of programming language for this project is Visual BASIC
2008 (.net frame work). It is an object oriented programming language.

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 CHAPTER FIVE
5.0 Conclusion
The project Hospital Management System (HMS) is for computerizing the
working in a hospital. The software takes care of all the requirements of an
average hospital and is capable to provide easy and effective storage of
information related to patients that come up to the hospital.
It generates test reports; provide prescription details including various tests and
medicines prescribed to patient and doctor. It also provides billing facility on
the basis of patient’s status whether it is an indoor or outdoor patient.
The system also provides the facility of backup as per the requirement.

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APPENDICES
APPENDIX ONE

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22
23
 login

doctors

services
Admin database

employees

warddetails

outpatients

APPENDIX 2
Public NotInheritable Class SplashScreen1

'TODO: This form can easily be set as the splash screen for the
application by going to the "Application" tab
' of the Project Designer ("Properties" under the "Project" menu).

Private Sub SplashScreen1_Load(ByVal sender As Object, ByVal e As

System.EventArgs) Handles Me.Load
'Set up the dialog text at runtime according to the application's
assembly information.

'TODO: Customize the application's assembly information in the

"Application" pane of the project
' properties dialog (under the "Project" menu).

'Application title
If My.Application.Info.Title <> "" Then
ApplicationTitle.Text = "HOSPITAL MANAGEMENT SYSTEM"

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 Else
'If the application title is missing, use the application name,
without the extension
ApplicationTitle.Text =
System.IO.Path.GetFileNameWithoutExtension(My.Application.Info.AssemblyName
)
End If

'Format the version information using the text set into the Version
control at design time as the
' formatting string. This allows for effective localization if
desired.
' Build and revision information could be included by using the
following code and changing the
' Version control's designtime text to "Version {0}.{1:00}.{2}.
{3}" or something similar. See
' String.Format() in Help for more information.
'
' Version.Text = System.String.Format(Version.Text,
My.Application.Info.Version.Major, My.Application.Info.Version.Minor,
My.Application.Info.Version.Build, My.Application.Info.Version.Revision)

Version.Text = System.String.Format(Version.Text,
My.Application.Info.Version.Major, My.Application.Info.Version.Minor)

'Copyright info
Copyright.Text = My.Application.Info.Copyright

'TO ACTIVATE TIMER

Timer1.Enabled = True
End Sub

Private Sub Timer1_Tick(ByVal sender As System.Object, ByVal e As

System.EventArgs) Handles Timer1.Tick
Form1.Visible = True
Me.Visible = False
End Sub
End Class

Public Class Form1

Private Sub Button3_Click(ByVal sender As System.Object, ByVal e As

System.EventArgs) Handles Button3.Click
Dim MSG As Integer
MSG = MsgBox("YOU ARE ABOUT TO QIUT HOSPITAL MANAGEMENT SYSTEM",
vbYesNo + vbQuestion, "QUIT")
If MSG = vbNo Then
Exit Sub
Else : End
End If
End Sub

Private Sub Button1_Click(ByVal sender As System.Object, ByVal e As

System.EventArgs) Handles Button1.Click
If RadioButton1.Checked = True Then
ActionForm.Show()
Me.Hide()
ActionForm.Button1.AutoSize = True
ActionForm.Button1.Text = "ADD NEW ADMIN"
ActionForm.Button2.AutoSize = True
ActionForm.Button2.Text = "ADD NEW/EDIT/VIEW NEW USER"

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 ActionForm.Button8.AutoSize = True
ActionForm.Button8.Text = "ADD/EDIT/VIEW DOCTOR"
ActionForm.Button9.AutoSize = True
ActionForm.Button9.Text = "ADD/VIEW/EDIT DEPARTMENTS"
ActionForm.Button3.AutoSize = True
ActionForm.Button3.Text = "ADD/EDIT ROOMS"
ActionForm.Button4.AutoSize = True
ActionForm.Button4.Text = "BLOOD BANK REGISTRATION"
ActionForm.Button5.AutoSize = True
ActionForm.Button5.Text = "EYE BANK REGISTRATION"
ElseIf RadioButton2.Checked = True Then
ActionForm.Show()
Me.Hide()
ActionForm.Button1.Text = "REGISTER PATIENT"
ActionForm.Button2.Text = "NEW STAFF REGISTRATION"
ActionForm.Button8.Text = "IP/OP SEARCH"
ActionForm.Button9.Text = "DOCTOR SEARCH"
ActionForm.Button3.Text = "BILLING"
ActionForm.Button4.Text = "CHANGE PASSWORD"
ActionForm.Button5.Text = "BLOOD/EYE BANK REG"
End If

End Sub

Private Sub Form1_Load(ByVal sender As System.Object, ByVal e As

System.EventArgs) Handles MyBase.Load
Label3.Text = ""
Timer1.Interval = 100
Label4.Text = DateString
SplashScreen1.Timer1.Enabled = False
End Sub

Private Sub Timer1_Tick(ByVal sender As System.Object, ByVal e As

System.EventArgs) Handles Timer1.Tick
Label3.Text = TimeString
End Sub
End Class

Public Class ActionForm

Private Sub Button6_Click(ByVal sender As System.Object, ByVal e As

System.EventArgs) Handles Button6.Click
Dim MSG As Integer
MSG = MsgBox("YOU ARE ABOUT TO QIUT HOSPITAL MANAGEMENT SYSTEM",
vbYesNo + vbQuestion, "QUIT")
Beep()
If MSG = vbNo Then
Exit Sub
Else : End
End If
End Sub

Private Sub Button7_Click(ByVal sender As System.Object, ByVal e As

System.EventArgs) Handles Button7.Click
Dim MSG As Integer
Beep()
MSG = MsgBox("LOG OUT?", vbYesNo + vbQuestion, "LOG OUT")
If MSG = vbYes Then
Me.Visible = False
Form1.Visible = True
Form1.TextBox1.Text = ""

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 Form1.TextBox2.Text = ""
Else
Exit Sub
End If
End Sub

Private Sub Button1_Click(ByVal sender As System.Object, ByVal e As

System.EventArgs) Handles Button1.Click
If Button1.Text = "REGISTER PATIENT" Then
RegisterPatient.Show()
End If
End Sub

Private Sub Button2_Click(ByVal sender As System.Object, ByVal e As

System.EventArgs) Handles Button2.Click
If NewStaff.Text = "NEW STAFF REGISTRATION" Then
NewStaff.Show()
End If

End Sub

Private Sub Button3_Click(ByVal sender As System.Object, ByVal e As

System.EventArgs) Handles Button3.Click
frmBilling.Show()
End Sub

Private Sub ActionForm_Load(ByVal sender As System.Object, ByVal e As

System.EventArgs) Handles MyBase.Load
Label1.Text = ""
Timer1.Interval = 100
Label2.Text = DateString
End Sub

Private Sub Timer1_Tick(ByVal sender As System.Object, ByVal e As

System.EventArgs) Handles Timer1.Tick
Label1.Text = TimeString
End Sub

Private Sub Button9_Click(ByVal sender As System.Object, ByVal e As

System.EventArgs) Handles Button9.Click
If Button9.Text = "DOCTOR SEARCH" Then
frmDoctorSearch.Show()
Me.Hide()
End If

End Sub

Private Sub Button4_Click(ByVal sender As System.Object, ByVal e As

System.EventArgs) Handles Button4.Click
If Button4.Text = "CHANGE PASSWORD" Then
frmChangePassword.Show()
Me.Hide()
End If
End Sub
End Class

Public Class RegisterPatient

Private Sub Button1_Click(ByVal sender As System.Object, ByVal e As

System.EventArgs) Handles Button1.Click
MsgBox("SAVED", vbOKOnly + MsgBoxStyle.Exclamation, "HMS")
Beep()
End Sub

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 Private Sub Button3_Click(ByVal sender As System.Object, ByVal e As
System.EventArgs) Handles Button3.Click
TextBox1.Text = "" : TextBox2.Text = ""
TextBox3.Text = "" : TextBox4.Text = ""
TextBox5.Text = "" : TextBox6.Text = ""
TextBox7.Text = "" : TextBox8.Text = ""
TextBox9.Text = "" : TextBox10.Text = ""
TextBox11.Text = ""
Me.Visible = False
End Sub

Private Sub Button2_Click(ByVal sender As System.Object, ByVal e As

System.EventArgs) Handles Button2.Click
Dim AB As Integer
AB = MsgBox("YOU ARE ABOUT TO START A NEW ENTRY", vbYesNo +
vbCritical, "HMS")
If AB = vbNo Then
Exit Sub
Else
TextBox1.Text = "" : TextBox2.Text = ""
TextBox3.Text = "" : TextBox4.Text = ""
TextBox5.Text = "" : TextBox6.Text = ""
TextBox7.Text = "" : TextBox8.Text = ""
TextBox9.Text = "" : TextBox10.Text = ""
TextBox11.Text = ""
TextBox1.Select()
End If

End Sub

Private Sub Timer1_Tick(ByVal sender As System.Object, ByVal e As

System.EventArgs) Handles Timer1.Tick
Label13.Text = TimeString
End Sub

Private Sub RegisterPatient_Load(ByVal sender As System.Object, ByVal e

As System.EventArgs) Handles MyBase.Load
Label14.Text = DateString
Label13.Text = ""
Timer1.Interval = 100
End Sub
End Class

Public Class NewStaff

Private Sub Button1_Click(ByVal sender As System.Object, ByVal e As

System.EventArgs) Handles Button1.Click
MsgBox("SAVED", vbOKOnly + MsgBoxStyle.Exclamation, "HMS")
Beep()
End Sub

Private Sub Button2_Click(ByVal sender As System.Object, ByVal e As

System.EventArgs) Handles Button2.Click
Dim AB As Integer
AB = MsgBox("YOU ARE ABOUT TO START A NEW ENTRY", vbYesNo +
vbCritical, "HMS")
Beep()
If AB = vbNo Then
Exit Sub
Else
TextBox1.Text = "" : TextBox2.Text = ""
TextBox3.Text = "" : TextBox4.Text = ""

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 TextBox5.Text = "" : TextBox6.Text = ""
TextBox7.Text = "" : TextBox8.Text = ""
TextBox9.Text = ""

TextBox1.Select()
End If
End Sub

Private Sub Button3_Click(ByVal sender As System.Object, ByVal e As

System.EventArgs) Handles Button3.Click
TextBox1.Text = "" : TextBox2.Text = ""
TextBox3.Text = "" : TextBox4.Text = ""
TextBox5.Text = "" : TextBox6.Text = ""
TextBox7.Text = "" : TextBox8.Text = ""
TextBox9.Text = ""
Me.Visible = False
End Sub

End Class

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