database management system report

Database ReportHospital Management System

AGA KHAN UNIVERSITY HOSPITAL

HOSPITAL MANAGEMENT SYSTEMPATIENT DETAILS

Context Page

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Introduction 4

Database 5

Tables 6

Relationships 23

Queries 24

Forms 49

Reports 59

Switchboard 62

Macro 65

Introduction

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Established in 1985 as the primary teaching site of the Aga Khan University’s (AKU) Faculty of Health Sciences, Aga Khan University Hospital (AKUH) is committed to providing diagnosis of disease and team management of patient care. These services are backed up by the highest doctor-to-patient and nurse-to-patient ratios and support services. The Hospital’s multidisciplinary approach to diagnosis and care ensures a continuum of safe and high quality care for patients - with all services under one roof.

A broad range of secondary and tertiary care is available in the 500-bed University Hospital to all patients in need. Those who are unable to pay for treatment receive generous assistance through a variety of subsidies and the Hospital Patient Welfare Programme.

In 2000, AKUH became the first teaching hospital in Pakistan to be completely ISO 9002 certified. It has since received IS0 9001 certification. The AKUH quality assurance Programme serves as a model for other health institutions in the private and public sectors and in the Aga Khan Development Network.

The Aga Khan Hospitals are part of an international referral network providing primary, secondary and tertiary level care. Doctors need not be affiliated to the Aga Khan Hospitals to refer patients to its comprehensive healthcare network.

Mission Statement

"To provide compassionate, ethical and high quality information services that enables our customers to enhance their knowledge about safe and effective use of medicines."

Database

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Data management systems are used to access and manipulate data in a database. A database management system is a software package that enables users to edit, link, and update files as needs dictate

We have created a database on hospital management system. This database created by us is an example of how data and information is organized and managed in hospitals. We made the database using the software Microsoft Access.

Relational Database

Relational databases work on the principle that each table has a key field that uniquely identifies each row, and that these key fields can be used to connect one table of data to another.

Tables

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The Database consists of 8 tables. The tables are as follows:1. Doctor Details: This table contains all relevant data related to the

doctors that work in the hospital.

2. Patient Admission Details: This table consists of admission details of the patients in the hospital.

3. Patient Bill Details: This table shows all the data regarding the bills paid by the patient.

4. Patient Details: This table shows all relevant basic details of the patients that came to the hospital.

5. Patients Illness Details: This table contains the illness details of the patient admitted in the hospital.

6. Patient Record Update: This table shows the data of staff in the hospital by which the patient records were updated in other tables.

7. Room Details: This table shows information about the rooms in the hospital.

8. Staff Details: This table shows all details of the staff working in the hospital.

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Each table has several fields to enter data, and all fields have several field properties.

Doctor Details

Field Name Data Type Field PropertiesID Text Field size – 9

Input mask – “DOC-”LL000Caption – Doctor IDRequired – Yes

Doctor Name Text Field size – 100Caption – Doctor’s Full Name

Gender Text Display control – Combo BoxRow source type – Value ListRow source – Male;Female

Speciality Text Field size – 255

Status Text Display control – Combo BoxRow source type – Value List Row source – Part Time;Full Time

Credentials Text Field size – 255

Number Text Input mask – “+”00“ (0) ”000“ ”000“ ”0000;;#Caption – Contact Number

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This is the Doctor Details table in the design view.

This is the Doctors Details Table in the datasheet view with the records.

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Patient Admission Details


Input Mask – “AD-”00000099Caption – Admit IDRequired - Yes

Patient ID Text Field size – 8Input mask – “P”0000000Caption – Patient IDRequired – Yes

P First Name Text Field size – 50Caption – Patient First Name

P Last Name Text Field size – 30Caption – Patient Last Name

Room ID Text Field size – 8Input mask – “ROOM-”000Caption – Room IDRequired – Yes

Room No Number Input mask – 000Caption – Room Number

Date Admitted Date/Time -

Date Discharged Date/Time -

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This is the design view of the Patients Admission Details Table.

This below is the datasheet view of the Patients Admission Details with the records.

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Patient Bills Details


Input mask – “B-”LLL000000Caption – Bill IDRequired – Yes


Amount Currency Caption – Bill Amount

Date paid Date/Time -

Payment Method Text Caption – Bill Payment MethodDisplay control – Combo BoxRow source type – Value listRow source – Cash;Credit card;Debit card;Cheque;Payorder

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This is the design view of the Patients Bill Details tables.

Shown below is the datasheet view of the Patients Bill Details table with records.

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Patient Details


Input mask – “P”0000000Caption – Patient IDRequired – Yes

First Name Text Field size – 50Caption – First Name

Last Name Text Field size – 30Caption – Last Name

Title Text Display control – Combo BoxRow source type – Value listRow source – Mr;Mrs;Ms.

DOB Date/Time Caption – Date of Birth


Phone Number Text Input mask – “+”00“ (0) ”000“ ”000“ ”0000;;#Caption –Phone Number

Address Text Field size – 255Contact Number Text Input mask – “+”00“ (0) ”000“

”000“ ”0000;;#Caption – Emergency Contact Number

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This is the design view of the Patients Details table.

This below is the datasheet view of the Patients Details table with the records.

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Patient Illness Details


Input mask – “ILL”LL00099Caption – Illness IDRequired - Yes


Doctor ID Text Field size – 9Input mask – “DOC-”LL000Caption – Doctor IDRequired – Yes

Room No Number Input mask – 000Caption – Room NumberValidation Rule – Between 100 And 600Validation Text – ERROR! Invalid room number!

Diagnosis Memo -

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This is the design view of the Patients Illness Details table.

This below is the datasheet view of the Patients Illness Details table with records.

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Patient Record Update


Input mask – “UPR”00099Caption – Record IDRequired – Yes


Staff ID Text Field size – 10Input mask – “EMP-”00“-”000Caption – Staff IDRequired – Yes

Updated Day Date/Time -

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This is the design view of the Patients Record Update table.

Below is the datasheet view of the Patients Record Update table with records.

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Room Details


Input mask – “ROOM-”000Caption – Room IDRequired – Yes

Room no Number Input mask – 000Caption – Room NumberValidation Rule – Between 100 And 600Validation Text – ERROR! Invalid room number!


Room Size Text Display control – Combo BoxRow source type – Value listRow source – General ward(5 bed ward);General ward(air conditioned);Semi Private(2 bed ward);Private(single room);VIP(double room)

Date Occupied Date/Time -

Date Left Date/Time -

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This is the design view of the Room Details table.

This is the datasheet view of the Rooms Details table shown below.

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Staff Details


Input mask – “EMP-”00“-”000Caption – Staff IDRequired – Yes

First name Text Field size – 50Caption – First Name

Last name Text Field size – 30Caption – Last Name


Age Number Validation rule - >=0Validation text – Age should not be less than 0.

Phone no Text Input mask – “+”00“ (0) ”000“ ”000“ ”0000;;#Caption –Phone Number

Address Text Field size – 255

Designation Text Display control – Combo BoxRow source type – Value ListRow source – Nurse;Ward Boy;Receptionist

Days Duty Text Display control – Combo BoxRow source type – Value ListRow source – Monday – Thursday;Friday - Sunday

Shift Text Display control – Combo BoxRow source type – Value ListRow source – Morning;Noon;Evening;Night

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This show below is the design view of the Staff Details table.

This is the datasheet view of the Staff Details table with records, below.

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Relationships

After creating the queries the relationship was created between the tables. The diagram below shows the relationships created.

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Queries

After the tables are made, we made 15 different queries. Query is a question you ask the database and it responds according by presenting the relevant records.

Query 1 – This query shows all part time female doctors.

Table Selected Doctors DetailsFields Selected Field – Status

Table – Doctors DetailsCriteria - Like “*Part Time*”Show – Yes

Field – GenderTable – Doctors DetailsCriteria - Like “*Females*”Show – Yes

Doctor NamesTable – Doctors DetailsShow – Yes

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This is the design view in which Query 1 was created.

Shown below is the datasheet view of Query 1.

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Query 2 – All patients admitted between 1st February 2012 to 1st June 2012

Table Selected Patient Admission DetailsField Selected Field - Date Admitted

Table – Patient Admission DetailsCriteria - Between #2/1/2012# And #6/1/2012Show – Yes

Field – IDTable – Patient Admission DetailsShow - Yes

Field - P First NameTable – Patient Admission DetailsShow – Yes

Field – P Last NameTable – Patient Admission DetailsShow – Yes

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This is the design view of Query 2.

This is the datasheet view of Query 2.

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Query 3 – This query shows patient bills greater than 1000 and paid by cash.

Table Selected Patient Bill DetailsFields Selected Field – Amount

Table – Patient Bills DetailsCriteria - >=1000Show - Yes

Field – Payment MethodTable – Patient Bills DetailsCriteria – Like “*Cash*”Show – Yes

Field – IDTable – Patient Bills DetailsShow – Yes

Field – Patient IDTable – Patient Bills DetailsShow – Yes

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This below is the datasheet view of Query 3.

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Query 4 – This query shows all female patients living in DHA.

Table Selected Patient DetailsField Selected Field – Gender

Table – Patient DetailsCriteria – Like “*Female*”Show – Yes

Field – AddressTable – Patient DetailsCriteria – Like “*DHA*”Show – Yes

Field – IDTable – Patient DetailsShow – Yes

Field – First nameTable – Patient DetailsShow – Yes

Field – Last NameTable – Patient DetailsShow – Yes

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Query 5 – This query displays the result of all patients diagnosed with dengue.

Table Selected Patient Illness DetailsField Selected Field – Diagnoses

Table – Patient Illness DetailsCriteria – Like “*Dengue*”Show – Yes

Field – Patient IDTable - Patient Illness DetailsShow – Yes

This below is the design view of Query 5.


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Query 6 – This query shows the result of all staff whose name begin with ‘A’ and age is greater than 30.

Table Selected Staff DetailsField Selected Field – First Name

Table – Staff DetailsCriteria – Like “A*”Show – Yes

Field – AgeTable – Staff DetailsCriteria - >=30Show – Yes

Field – IDTable – Staff DetailsShow – Yes

Field – Last NameTable – Staff DetailsShow – Yes

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Query 7 – This query shows all nurses who have a morning shift.

Table Selected Staff DetailsField Selected Field – Shift

Table – Staff DetailsCriteria – Like “*Morning*”Show – Yes

Field – DesignationTable – Staff DetailsCriteria – Like “*Nurse*”Show – Yes

Field – IDTable – Staff DetailsShow – Yes

Field – First NameTable – Staff DetailsShow – Yes

Field – Last NameTable – Staff DetailsShow – Yes

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Query 8 – This query shows all VIP rooms occupied between 1st January 2012 to 1st August 2012.

Table Selected Room DetailsField Selected Field – Room size

Table – Room DetailsCriteria – Like “*VIP*”Show – Yes

Field – Date occupiedTable – Room DetailsCriteria – Between #1/1/2012# And #1/8/2012#Show – Yes

Field – IDTable – Room DetailsShow - YesField – Room noTable – Room DetailsShow – Yes

Field – Patient IDTable – Room DetailsShow – Yes

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This is the datasheet view of Query 8.

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Query 9 – This query shows the total number of staff at each day set of the duty that is from Monday to Thursday and Friday to Sunday.

Table Selected Staff DetailsField Selected Field – Days Duty

Table – Staff DetailsTotal – Group ByShow – Yes

Field – DesignationTable – Staff DetailsTotal – CountShow – Yes



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Query 10 – This query shows how many total numbers of staff are working in each duty shift.

Table Selected Staff DetailsField Selected Field – Shift

Table – Staff DetailsTotal – Group ByShow – Yes

Field – DesignationTable – Staff DetailsTotal – CountShow – Yes



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Query 11 – This query displays the Patient ID, Patient Name, Title and Date of Birth.

Table Selected Patient DetailsField Selected Field – ID

Table – Patient DetailsShow – Yes

Field - Patient Name: [Patient Details].[First Name] & “ ” & [Patient Details].[Last Name]Show – Yes

Field – TitleTable – Patient DetailsShow – Yes

Field – DOBTable – Patient DetailsShow – Yes

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Below is the datasheet view of Query 11.

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Query 12 – This query shows female staffs only displaying their Staff ID, Staff Full Name, Gender and Age.

Table Selected Staff DetailsField Selected Field – ID

Table – Staff DetailsShow – Yes

Field – Staff Name: [Staff Details].[Last Name] & “, ” & [Staff Details].[First Name]Show – Yes

Field – GenderTable – Staff DetailsCriteria – Like “*Female*”Show – Yes

Field – AgeTable – Staff DetailsShow – Yes

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This below is the design view of Query 12.

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Query 13 – This query shows the total number of patients admitted each month in the year 2012.

Tables Selected Patients DetailsPatient Admission Details

Field Selected Field – Month: MonthName(DatePart(‘m’,[Date Admitted]))Total – Group ByShow – Yes

Field – IDTable – Patient DetailsTotal – CountShow – Yes



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Query 14 – This query gives the result for the duration of admission of each patient by displaying the fields; Duration Admitted, ID, Patient ID and Patient’s full name.

Table Selected Patient Admission DetailsField Selected Field – Duration Admitted:

DateDiff(‘d’,[Date Admitted],[Date Discharged])Show – Yes

Field – IDTable - Patient Admission DetailsShow – Yes

Field – Patient IDTable - Patient Admission DetailsShow – Yes

Field - Patient Name: [Patient Details].[First Name] & “ ” & [Patient Details].[Last Name]Show – Yes

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Query 15 – This query shows the total number of patients paying by each payment method.

Tables Selected Patient DetailsPatient Bill Details

Field Selected Field – Payment MethodTable – Patient Bill DetailsTotal – Group ByShow – Yes

Field – IDTable – Patient DetailsTotal – CountShow – Yes



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Forms

Database forms are basically forms through which you can enter information in your database.

In our database we created forms for every table and queries (except for the query for which we generated a report). These screen shots of the forms are shown below.

Doctor Details

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Patient Admission Details

Patient Bill Details

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Patient Details

Patient Illness Details

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Patient Record Update

Room Details

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Staff Details

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Query 1

Query 2

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Query 3

Query 4

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Query 5

Query 6

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Query 7

Query 8

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Query 11

Query 12

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Reports

Just as forms can be based on queries, so can reports. A report is printed information that, like a query result, is assembled by gathering data based to user-supplied criteria. In fact, report generation in most DBMSs creates reports from queries.

Report 1 base on Query 9

Report 2 based on Query 10

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Switchboard

A switchboard is a form that allows you to navigate around your Access database. The switchboard is made of buttons that you click. You can program these buttons to open forms, reports, queries, etc.

We too in out database created a switchboard, which allows us to navigate around our Access database. This below is the switchboards main page.

This window below is the screen that appears when we select the Queries option from the switchboard main page. Selecting any one of the options would take you to the desired query.

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This window below is the screen that appears when we select the Reports option from the switchboard main page. Selecting any one of the options would take you to the desired report.

This window below is the screen that appears when we select the Tables option from the switchboard main page. Selecting any one of the options would take you to the desired table.

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This window below is the screen that appears when we select the Tables (Tables Continued) option from the switchboard main page. This page contains the remaining tables. Selecting any one of the options would take you to the desired table.

This window below is the screen that appears when we select the Queries (Queries Continued) option from the switchboard main page. This page contains the remaining queries. Selecting any one of the options would take you to the desired query.

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Macro

Microsoft Access provides the ability for you to create macros. A macro refers to a set of actions that can be run automatically, and on demand. You could make a macro run when a user presses a certain key, or you could make a macro run every time your database is opened.

Here’s how we created a Macro.

1. Ensuring the "Macros" tab is selected.2. This window will appear. Use the dropdown menu to select your first

action - choose "OpenForm". In the bottom pane, select the form name you wish to open - choose "Switchboard".

3. We are now ready to save your macro. To do this, click on the "Save" icon and enter a name for the macro. Make sure you name this macro "Autoexec". By naming it Autoexec, we are instructing Access to run this macro every time we open the database. Now every time you open your database the switchboard main page will appear automatically.

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