A PROJECT REPORT

ON

Hospital Management System

BY

Saniya Shetty [B62]

&
Samyak Bhalerao [B58]

FROM

Shree Chanakya Education Society

Indira College of Commerce and Science, Pune

(BBA-CA DEPARTMENT)

Academic Year: 2024– 2025

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 DECLARATION

We, the undersigned, hereby declare that the project report entitled “Hospital Management
System” is a genuine and original work prepared by us under the guidance of Prof.
Ganesh Bhondve

This project report is submitted to the University of Pune in partial fulfillment of the
requirements for the degree of Bachelor of Business Administration in Computer Application
(BBA-CA). We affirm that this work is our own and has not been copied from any other
sources.

We also acknowledge the support and guidance of Dr. Shivendu Bhushan, Head of
Department.

Date: ___________

Place: ___________

Names of Students:

1. -----------------------------------

2. -----------------------------------

2
 Acknowledgement
We would like to express our sincere and heartfelt gratitude to our institution” Indira College
of Commerce and Science” which provided us with excellent opportunity to achieve our most
cherished goal in life to become Bachelor degree in BBA-CA

We are extremely grateful to our respected Vice Principal Dr. Janardan Pawar and HOD
Dr.Shivendu Bhushan for providing excellent academic environment which has made this
endeavour possible.

We take this opportunity to express our deep sense of gratitude to our guide Prof. Ganesh
Bhondve for their resplendent idea and constant encouragement in making this project
unmitigated success. Their thoughtfulness and understanding was vast and thoroughly helpful
in successful completion of project. Our sincere thanks to all our faculties and non-teaching
staff for them at most co-operation.

Finally, we proudly thank our parents and friends for their constant support and priceless
guidance in throughout this endeavour.

Date:

Place:

Names of Students:

1. -----------------------------------

2. -----------------------------------

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 INDEX
Sr. No Particulars Page No.
1 Introduction
1.1 Motivation 1
1.2 Problem statement 1
1.3 Purpose/Objectives/goals 1
1.4 Literature survey 2
1.5 Project Scope and Limitations 3
2 System Analysis
2.1 Existing System 4
2.2 Scope and Limitation of existing system 4
2.3 Requirement Analysis 5
2.4.1 Functional Analysis 5

2.4.2 Performance Analysis 5

2.4.3 Security Analysis 5

3 System Design
3.1 Data Flow Diagram 6
3.2 Entity Relationship Diagram(ERD) 7
3.3 Use Case Diagrams 8
3.4 Activity Diagrams 9
3.5 Sequence Diagrams 10
3.6 Database Design 11
3.7 Data Dictionary 12
3.8 Input Screens 14
4 Implementation Details
4.1 Software and hardware specifications 16
5 Testing
5.1 Test plan 17
5.2 Testing Procedure and Implementation 18
6 User Manual
6.1 User Manual 19
6.2 Sample Code 20
7 Conclusion and Recommendation 20
8 Future Scope 21
9 Bibliography and References 22

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Introduction

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1.1 Motivation:
A Hospital Management System (HMS) is a comprehensive software solution
designed to manage the diverse functions of a healthcare facility. It streamlines
administrative, financial, and clinical operations, improving efficiency, patient care,
and resource management. Key features include patient registration, appointment
scheduling, and medical record management, as well as billing, insurance claims, and
inventory control. The system integrates various departments such as laboratories,
radiology, and pharmacy, ensuring seamless communication and data sharing.
Additionally, it supports staff management, including payroll and scheduling, and
provides real-time analytics and reporting to aid decision-making. With enhanced
data security, HMS ensures compliance with healthcare regulations while improving
the overall patient experience and operational performance of the hospital.

1.2 Problem statement:

In the healthcare sector, hospitals face numerous challenges in managing patient data,
appointments, medical records, resources, and staff efficiently. Traditional manual
processes and outdated systems lead to inefficiencies, poor communication, and a
suboptimal patient experience.

1.2 Objectives:
The objectives of a Hospital Management System (HMS) are focused on enhancing
the efficiency, quality, and effectiveness of healthcare services, while ensuring
smooth operations and improved patient care. Key objectives include:

1. Improving Patient Care: Ensure timely access to accurate patient records, test
results, and medical history, enabling healthcare providers to make informed
decisions and deliver better treatment.

2. Providing Financial Management: Automate billing, insurance claims, and

payment tracking, improving financial transparency, reducing errors, and ensuring
accurate billing for services rendered.

3. Enhancing Communication and Collaboration: Facilitate smooth

communication among healthcare providers, patients, and hospital staff, ensuring
coordinated and effective care delivery.

1.4 Literature survey:

A literature survey of Hospital Management Systems (HMS) involves exploring existing
research, technologies, and frameworks used to manage healthcare institutions.

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 The goal is to identify trends, challenges, and innovations in designing and
implementing HMS. Below is a breakdown of important aspects covered in the
literature on Hospital Management Systems:
1. Overview of Hospital Management Systems
Hospital Management Systems (HMS) are integrated solutions designed to streamline
various administrative, financial, clinical, and operational tasks in a healthcare facility.
They aim to optimize hospital functions like patient registration, treatment, staff
management, billing, and inventory control.
2. Technological Innovations
Cloud Computing: Cloud-based systems offer cost-effective, scalable, and accessible
solutions for healthcare facilities, enabling remote access and data backup.
3. Key Features of HMS
Patient Management: A central module that includes patient registration, treatment
records, history tracking, and communication with healthcare providers.
Appointment Scheduling: Allows patients to book appointments online or through a
centralized system, ensuring better coordination.

1.5 Project Scope and Limitations:

Scope of a Hospital Management System (HMS):

1. Patient Management: Registration, appointment scheduling, and medical history

tracking.

2. Medical Record Management: Storing and accessing electronic health records (EMR).

3. Billing and Payments: Generating bills, processing insurance claims, and payments.

4. Staff Management: Scheduling and payroll for doctors and hospital staff.

5. Reporting and Analytics: Generating performance, financial, and patient reports.

Limitations of a Hospital Management System:

1. High Initial Cost: Expensive setup and maintenance.

2. Data Security Risks: Potential for cyberattacks or breaches.

3. Training Requirements: Staff need proper training to use the system.

4. Technical Issues: System downtime and network issues may disrupt services.

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 System Analysis

2.1 Existing System:

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 Existing System of Hospital Management System (HMS) - Key Points:

1. Manual Record-Keeping: Reliance on paper-based or standalone digital

records for patient information.

2. Basic Digital Tools: Limited digital solutions for patient registration,

appointments, and billing, often without integration across departments.

3. Departmental Isolation: Different hospital departments (e.g., pharmacy, lab,

billing) operate in silos, leading to communication gaps.

4. Limited Patient Access: Minimal patient access to their records, test results, or
appointment details.

5. Security Concerns: Inconsistent or outdated data security protocols, posing

risks to patient confidentiality.

2.2 Scope and Limitation of existing system:

Scope of a Hospital Management System (HMS):

1. Patient Management – Stores patient records, medical history, and

appointments.

2. Doctor & Staff Management – Maintains doctor schedules, staff details, and
payroll.

3. Billing & Payments – Handles patient billing, insurance claims, and payment
processing.

4. Pharmacy Management – Manages medicine inventory and prescriptions.

5. Reports & Analytics – Generates reports on hospital performance, patient

trends, and expenses.

Limitations of the Existing Hospital Management System:

1. Limited Automation – Some tasks may still require manual work, increasing
errors.

2. Data Security Concerns – Risk of unauthorized access and data breaches.

3. Scalability Issues – May not handle a large number of patients efficiently.

4. Integration Problems – Difficulty in linking with external labs, insurance
systems, or government portals.

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 5. High Maintenance Cost – Requires regular updates and IT support, increasing
operational costs.

2.3 Requirement Analysis:

2.3.1 Functional Analysis of a Hospital Management System (HMS):

1. Patient Management: Registering patients, managing appointments, and
tracking patient demographics and medical history.
2. Medical Record Management: Storing, updating, and retrieving electronic
medical records (EMR) for easy access by healthcare providers.
3. Billing and Financial Management: Generating invoices for services,
processing payments, managing insurance claims, and tracking hospital
finances.
4. Laboratory and Pharmacy Management: Handling lab test requests, results,
prescriptions, and pharmacy inventory, integrating seamlessly with patient
records.
5. Appointment Scheduling: Allowing patients to book appointments with
doctors, automating reminders, and managing doctor availability.

2.3.2 Performance Analysis of a Hospital Management System (HMS):

1. Efficiency: Measures how well the HMS automates hospital processes (e.g.,
patient registration, billing, and appointment scheduling), reducing manual
effort and operational time.

2. Speed and Response Time: Evaluates how quickly the system processes
requests, such as retrieving patient data, generating bills, and updating medical
records, impacting service delivery speed.

3. Scalability: Analyzes how well the system handles growth, including

increasing patient volume, expanding hospital services, and adding new
departments.

4. Reliability: Measures system uptime and availability, ensuring the HMS

operates smoothly without frequent crashes or technical issues, which is
critical for patient care.

5. Security: Assesses the effectiveness of data protection mechanisms, preventing

unauthorized access and ensuring compliance with privacy regulations like
HIPAA.

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2.3.3 Security Analysis of a Hospital Management System (HMS):

1. Access Control: Implements role-based access controls (RBAC) to ensure

that only authorized personnel can access sensitive information, such as
patient records and financial data.

2. Audit Trails: Maintains detailed logs of all system activities, including user
actions and data modifications, for accountability and monitoring potential
security breaches.

3. Backup and Disaster Recovery: Regular backups and disaster recovery

plans to prevent data loss in case of system failures or cyberattacks.

4. Security Testing: Regular vulnerability assessments and penetration testing

are conducted to identify and mitigate security risks or weaknesses in the
system.

5. Network Security: Use of firewalls, intrusion detection/prevention

systems, and secure communication protocols to protect against cyber
threats and attacks.

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 System Design

3.1 Data Flow Diagram:

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3.2 Entity Relationship Diagram(ERD):

13
3.3 Use Case Diagrams:

14
15
3.4 Activity Diagrams:

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17
3.5 Sequence Diagram:

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3.6 Database Design:

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3.7 Data Dictionary:

1. Patient Table:
Sr No. Column Name Data Type Description
1. Patient_ID INT (PK) Unique identifier for
each patient
2. First_Name VARCHAR(50) Patient's first name

3. Last_Name VARCHAR(50) Patient's last name

4. DOB DATE Date of birth
5. Gender ENUM('M','F','O') Gender of the patient

6. Contact_No VARCHAR(50) Contact phone number

2. Doctor Table:
Sr No. Column Name Data Type Description
1. Doctor_ID INT (PK) Unique identifier for
each patient
2. First_Name VARCHAR(50) Doctor’s first name

3. Last_Name VARCHAR(50) Doctor’s last name

4. Specialization VARCHAR(50) Medical Specialty
5. Email VARCHAR(50) Email Address

6. Contact_No VARCHAR(50) Contact phone number

3. Appointment Table:
Sr No. Column Name Data Type Description
1. Appointment_ID INT (PK) Unique identifier for
each appointment
2. Patient_ID INT (FK) Patient’s first name

3. Doctor_ID INT (FK) Doctor’s last name

4. Appointment_Date DateTime Date and time
for appointment
5. Status VARCHAR(50) Appointment Status

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3.8 Input Screens:
User Interface:

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22
Admin Login:

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Implementation
Details

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4.1 Software and hardware specifications:

Software Requirements:-

1) Technology Implemented:- PHP, HTML, CSS, Javascript.

2) Database Used:- MySQL

3) Browser:- Google Chrome

Hardware Requirements:-

1) Processor Name:- Intel(R) Core(TM) i5

2) Processor Speed:- 2.30GHz 2.29 GHz

3) RAM:- 8.00 GB

4) Hard Disk Capacity:-931.50GB

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Testing

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 5.1 Test plan:
The Test Plan for the Hospital Management System (HMS ) ensures that the
system functions correctly, securely, and efficiently. Testing will cover various modules,
including patient registration, doctor scheduling, billing, pharmacy, and reports generation.

5.2 Testing Procedure and Implementation:

a. Test Case Design – Develop test cases for patient management, doctor
scheduling, billing, pharmacy, and reports.

b. Test Environment Setup – Configure a testing environment similar to the

actual hospital setup.

c. Functional Testing – Check if all features work as expected, such as adding a

new patient or processing a payment.

d. Performance Testing – Test system speed and efficiency under heavy usage
(e.g., handling multiple patient records at once).

e. Security Testing – Validate data encryption, access control, and protection

against cyber threats.

f. Bug Fixing & Retesting – Identify issues, fix them, and retest the system.

g. Final Deployment – After successful testing, deploy the system in the hospital
for real-time use.

Implementation of Testing in Hospital Management System

• Select Testing Tools – Use manual testing and tools like Selenium or JUnit for
automated testing.
• Assign Testing Roles – Divide tasks among developers, testers, and hospital staff.
• Execute Test Cases – Run all test scenarios and document results.
• Analyze & Report Defects – Log any errors and assign them for resolution.
• Retest & Validate Fixes – Ensure all bugs are fixed before final deployment.

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• Monitor System Performance Post-Deployment – Continuously check the system
for efficiency, security, and user feedback.

User Manual

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 5.1 User Manual:
1. Introduction: The Hospital Management System (HMS) is designed to
streamline hospital operations, including patient management, doctor scheduling,
billing, pharmacy, and reporting. This manual provides guidelines for users to operate
the system efficiently.

2. System Requirements:

• Hardware: Minimum 4GB RAM, 2GHz processor, stable internet connection.

• Software: Windows/Linux/MacOS, Web browser, MySQL database, Java/PHP backend.

3. User Roles & Access:

• Admin: Manages users, hospital data, and reports.

• Doctor: Views patient records, prescribes medications, and updates health status.
• Receptionist: Registers patients, schedules appointments, and processes billing.
• Pharmacist: Manages medicine inventory and dispenses prescribed drugs.
• Patient: Views prescriptions, bills, and appointment details.

4. How to Use the System:

4.1 User Login & Registration:

1. Open the system and click on "Login".

2. Enter username and password to access the dashboard.
3. New users (patients) can register by providing basic details.

4.2 Patient Management

1. Receptionist adds new patients with personal and medical history.

2. Doctors can view and update patient records.

4.3 Appointment Scheduling

1. Patients book an appointment with a doctor based on availability.

2. The system sends confirmation via SMS or email.

4.4 Billing & Payments

1. Generate bills for consultations, tests, and medicines.

2. Payments can be made via cash, card, or online modes.

4.5 Pharmacy & Medicine Management

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 1. Doctors prescribe medicines digitally.
2. Pharmacists update inventory and dispense medicines accordingly.
4.6 Reports & Analytics

• Admin can generate patient reports, revenue reports, and hospital statistics.

5. Troubleshooting & FAQs

• Forgot Password? → Click "Forgot Password" and reset via email.

• Error in Payment? → Check network and retry; contact support if needed.

1.1.1.3 6. Conclusion

The Hospital Management System simplifies hospital operations, ensuring efficient, secure,
and error-free management of patients and resources.

5.2 Sample Code:

<!DOCTYPE html>
<html lang="en">
<head>
<meta charset="UTF-8">
<meta name="viewport" content="width=device-width,
initialscale=1.0">
<title>Hospital management system</title>
<link rel="stylesheet" href="styles.css">
</head>
<body>
<!-- Navigation Bar -->
<nav>
<div class="logo">
<h1>hospital management system</h1>
</div>
<ul>
<li><a href="#">Home</a></li>
<li><a href="#">Browse Cars</a></li>
<li><a href="#">Book a Car</a></li>
<li><a href="#">Login</a></li>
<li><a href="#">Contact Us</a></li>
</ul>

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 </nav>

<!-- Hero Section -->

<section class="hero">
<div class="hero-content">
<h1>Find Your Perfect Ride</h1>
<p>Explore our wide selection!</p>
<a href="#" class="btn">Browse Cars</a>
</div>
</section>

<!—Hospital Listings Section -->

<section class="hospital-listings">
<h2>Available hospital</h2>
<div class="hospital-container">
<div class="hospital-item">
<img src="hospital.jpg" alt="Car 1">
<h3>Accord hospital</h3>
<p>2020</p>
<p>Price:100000</p>
<a href="#" class="btn">Book Now</a>
</div>

<div class="car-item">
<img src="car2.jpg" alt="Car 2">
<h3>Toyota Camry</h3>
<p>Model: 2021</p>
<p>Price: $55/day</p>
<a href="#" class="btn">Book Now</a>
</div>

<div class="hospital list">

<img src="hospital.jpg" alt="Car 3">
<h3>jupiter</h3>
<p>pune</p>
<p>Price:200000</p>
<a href="#" class="btn">Book Now</a>
</div>
</div>
</section>
<!—hospital Section -->
<footer>
<p>&copy; 2024 Car Rental Service. All rights reserved.</p>

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 </footer>

Conclusion and
Recommendation

Conclusion:

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In conclusion, a Hospital Management System (HMS) is an essential tool for improving
the efficiency and quality of healthcare services. It integrates various functions such as
patient management, scheduling, billing, and inventory control into a single cohesive
system. By automating processes and ensuring real-time access to vital information,
HMS enhances patient care, streamlines hospital operations, and reduces human error.
Moreover, it supports administrative functions like reporting, compliance, and decision-
making, allowing hospitals to operate more efficiently and improve overall healthcare
delivery. The implementation of such a system ultimately leads to increased patient
satisfaction, better resource management, and more effective healthcare practices.

Recommendation:
A Hospital Management System (HMS) should be user-friendly, secure, and scalable to
meet the evolving needs of the hospital. It must integrate seamlessly with existing
systems, offer real-time reporting and analytics, and provide patient-centered features
like appointment scheduling and online payments. The system should be customizable,
cloud-based for better accessibility, and regularly updated to ensure compliance with
healthcare regulations. Ongoing training and support for staff are essential for smooth
operation, ultimately leading to improved patient care, efficiency, and streamlined
hospital management.

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Future Scope

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The future scope of Hospital Management Systems (HMS) is poised for significant
transformation driven by technological advancements and the evolving needs of healthcare
delivery. As healthcare systems continue to embrace digital innovation, HMS will increasingly
leverage cutting-edge technologies to enhance operational efficiency, patient care, and overall
hospital management.

One major trend is the integration of Artificial Intelligence (AI) and Machine Learning (ML).
These technologies will be utilized for predictive analytics, offering hospitals the ability to
predict patient outcomes, optimize resource allocation, and personalize treatment plans based on
data-driven insights. AI will also play a key role in decision-making support, reducing human
errors and improving the accuracy of diagnoses and treatment strategies. Telemedicine and
remote healthcare services are another significant area of growth for HMS. As telehealth
continues to expand, especially in response to global health challenges like the COVID-19
pandemic, HMS will integrate tools for virtual consultations, remote monitoring, and follow-up
care. This shift will make healthcare more accessible, reduce wait times, and provide patients
with the convenience of receiving care from home, particularly for non-emergency conditions
and chronic disease management.

The integration of Internet of Things (IoT) technologies will also become a fundamental
component of future HMS. IoT devices, such as wearable health trackers and smart medical
devices, will allow hospitals to monitor patients in real-time, track vital signs, and manage
chronic conditions more effectively. This real-time data will empower healthcare providers to
respond quickly to any changes in a patient’s condition, improving patient safety and outcomes.

Furthermore, blockchain technology will play a critical role in securing and managing patient
data. With the increasing importance of data privacy, blockchain can provide an immutable and
transparent ledger for patient records, ensuring secure data sharing across healthcare providers
while maintaining patient confidentiality. This will be particularly important as hospitals look to
collaborate with other healthcare systems and share information without compromising security.

As healthcare becomes more interconnected, interoperability will be a key focus for future
HMS. Hospitals and healthcare providers will need systems that can seamlessly exchange data
with other institutions, enabling more coordinated care and improving patient outcomes. This
will lead to the development of standardized protocols and open data-sharing platforms,
allowing for smoother transitions of care between different healthcare providers. As healthcare
evolves towards a more digital and interconnected system, data analytics and business
intelligence tools integrated into HMS will play an important role in hospital management.
These tools will provide real-time insights into hospital performance, patient satisfaction,
operational efficiency, and resource utilization. By leveraging this data, administrators can
make more informed decisions that optimize hospital operations, reduce costs, and
improve care delivery.

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Bibliography and
References

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 Web References:
https://www.google.co.in/

https://www.youtube.com/

https://www.w3schools.com/

https://www.codecademy.com/

https://www.codewars.com/

Books:

Hospital and Healthcare Management by S. L. Goel and Rajeev Prakash.

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