software engineering pratical

Submitted in Partial Fulfillment of the Requirement

For The Third Semester of
MASTER OF COMPUTER
APPLICATION

Session 2024-25
Name – Ankush
Roll No – 2306950140019

Mr. Parveen Kumar

Assistant professor
MCA Dept., SRGC
Dep’t. Of Computer Application
Shri Ram Group of Colleges, Muzaffarnagar
Dr APJ ABDUL KALAM TECHNICAL UNIVERSITY LUCKNOW(U.P.),INDIA December,
2024

Table of Contents
Abstract.................................................................................7
5. Introduction......................................................................8
0
6. Project Objective.............................................................10
5. Data Flow........................................................................11
Conclusion......................................................................11
CONTEXT LEVEL DFD HOSPITAL MANAGEMENT SYSTEM....0
ZERO LEVEL DFD....................................................................1
Hospital Management System..............................................1
DATA FLOWDIAGRAM-..........................................................2
1.1 REGISTATION A NEW PATIENT.........................................2
DATA FLOW DIAGRAM-.........................................................3
2.1 CHECK-IN OF A NEW PATIENT.........................................3
DATA FLOW DIAGRAM-.........................................................4
3.1 RECORD MODIFICATION.................................................4
DATAFLOWDIAGRAM-...........................................................5
4.1 CHECK-OUT OF CUSTOMER.............................................5
DATA FLOW DIAGRAM-.........................................................6
5.1 LISTING OF CUSTOMERS.................................................6
DATA FLOW DIAGRAM-.........................................................7
6.1 GENERATING BILL OF CUSTOMER...................................7
DATA FLOW DIAGRAM-.........................................................8
7.1 LIST OF ALL RECORDS......................................................8
7. Technology Stack...............................................................9
10. Database Design...........................................................14
11. Modules Description.....................................................17
12. GUI Implementation.....................................................20
1
Reception............................................................................26
Room...................................................................................38
Employee_info....................................................................48
patient_discharge...............................................................51
update_patient_details.......................................................55
Ambulance..........................................................................59
SearchRoom........................................................................62
DBMS SQL reate database hms;..........................................65
14. Challenges and Solutions..............................................72
15. Conclusion.....................................................................75
16. Future Enhancements...................................................75
17. References.....................................................................77

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 Abstract

The Hospital Management System (HMS) is a comprehensive software solution developed to

manage and streamline the various operations within a hospital. The system aims to replace the
traditional manual methods of hospital administration, which are often prone to errors and
inefficiencies. This project is built using Java for the frontend, with a graphical user interface (GUI)
developed using Java Swing, and MySQL as the database management system for the backend. The
primary goal of the system is to automate and integrate critical hospital functions such as patient
management, room allocation, ambulance services, employee details, and discharge procedures,
leading to improved efficiency and accuracy.
The system allows hospital staff to easily manage patient information, including personal details,
medical history, and treatment records. It facilitates the management of hospital resources such as
rooms, beds, and ambulances, ensuring better utilization and timely service delivery. The Login
module ensures secure access for different user roles such as doctors, nurses, and administrative
staff. The New Patient Registration module allows for the seamless addition of new patient records,
while the Patient Discharge module ensures that the discharge process is automated, reducing the
administrative burden.
This HMS aims to improve the quality of service delivery by providing a centralized platform for
healthcare management, minimizing human errors, and reducing the time required to manage and
process hospital operations. By integrating patient care with administrative and operational
functions, the system enhances overall hospital efficiency and provides a user-friendly experience
for hospital staff and patients alike.
Key features include:
 Patient Information Management: Storing and managing patient details, including diagnosis,
medical history, and treatment.
 Room Management: Efficient allocation and management of hospital rooms, ensuring that
beds are available when required.
 Ambulance Service Management: Real-time tracking and assignment of ambulances to
patients.
 Employee Information: Maintaining detailed records of hospital employees, including
doctors, nurses, and administrative staff.
By leveraging modern technologies like Java Swing and MySQL, the Hospital Management System
is a reliable tool designed to meet the growing demands of modern hospitals and healthcare
institutions.

3
 5. Introduction

Overview of Hospital Management

Hospital management involves overseeing and coordinating all the functions of a hospital, ensuring
the smooth operation of various departments, and providing quality care to patients. Hospitals are
dynamic environments that require efficient management of numerous tasks, including patient
record maintenance, billing, room allocation, employee management, and the coordination of
medical services.
The healthcare sector faces significant challenges due to the complexity and volume of tasks that
need to be carried out daily. Maintaining accurate patient records, assigning rooms, managing
ambulance services, tracking medical staff, and generating bills are just a few of the essential tasks
that need to be handled efficiently. Traditionally, these processes are managed manually, with paper
records and manual entry systems being the norm. However, manual methods are often prone to
errors, miscommunication, delays, and data loss, which can result in administrative inefficiencies
and impact the quality of patient care.
Manual systems also lead to high operational costs, as staff members spend a considerable amount
of time managing paperwork and performing repetitive tasks. This further hinders the hospital's
ability to focus on patient care and optimizes internal operations.
To address these challenges, automation in hospital management has become imperative. Modern
technology can transform these manual tasks into automated processes, making hospital operations
more streamlined and efficient.
Importance of Automation
Automation plays a critical role in transforming healthcare management by reducing human error,
improving efficiency, and saving valuable time. Automated systems help speed up decision-making,
ensure faster processing of data, and provide real-time access to critical information. For instance,
patient data can be accessed instantly, medical staff can track treatment progress, and
administrative staff can manage billing and room allocation efficiently.
With the adoption of automated systems, hospitals can:
 Improve Data Accuracy: Automated systems reduce the chances of errors in patient records,
billing, or employee management. Data is entered once and stored centrally, reducing
redundancy and ensuring consistency across the system.
 Enhance Decision-Making: Automation allows real-time tracking of hospital resources such
as available beds, rooms, staff, and ambulances. This enables hospital management to make
quick, data-driven decisions regarding resource allocation.
 Streamline Operations: Routine tasks such as patient registration, room allocation, and
billing are automated, freeing up time for hospital staff to focus on more critical
responsibilities such as patient care.
 Increase Efficiency: Automation significantly reduces the time spent on administrative tasks,
leading to faster processing and delivery of services. This results in reduced waiting times for
patients and better utilization of hospital resources.
 Secure Data Storage: Data is stored digitally in a centralized database, making it easier to
retrieve and secure sensitive information, while ensuring compliance with privacy
regulations.
In conclusion, automating hospital operations reduces errors, enhances operational efficiency, and
supports better healthcare delivery. It transforms hospital management into a more efficient,
reliable, and scalable system, allowing healthcare providers to focus more on patient care and less
on administrative overhead.
4
Objectives of the Project
The main objective of the Hospital Management System (HMS) project is to create an efficient and
effective solution that improves the overall administration and management of hospital operations.
This system is designed to replace the traditional, manual methods of managing patient
information, room allocation, employee management, and more. The key objectives of the project
are:
1. Improve Hospital Administration:
o The system aims to streamline hospital operations by automating and integrating
critical functions such as patient registration, room allocation, billing, employee
management, and ambulance coordination. With the automation of these tasks,
hospital staff can handle more cases with greater accuracy and speed.
2. Reduce Paperwork:
o One of the main issues with traditional hospital management systems is the
extensive use of paper-based records, which are prone to loss, duplication, and
mismanagement. The Hospital Management System reduces the reliance on paper
documents, digitizing patient records, billing, and staff management. This results in a
significant reduction in paperwork, saves physical storage space, and ensures easier
access to important data.
3. Streamline Data Processing:
o The system allows real-time access to hospital data, such as patient details, available
rooms, and staff schedules. This improves communication between departments and
allows hospital management to make informed decisions quickly. Automated
workflows ensure that tasks such as room allocation, patient registration, and billing
are completed seamlessly, improving the hospital's overall efficiency.
4. Improve Resource Utilization:
o The project aims to maximize the utilization of hospital resources such as beds,
rooms, medical staff, and ambulances. By providing a centralized platform to track
and allocate resources, the system ensures that hospital assets are being used
optimally and that there are minimal delays in patient care.
5. Enhance Patient Care:
o By reducing administrative burdens on hospital staff and automating routine tasks,
the HMS allows more time to focus on patient care. Faster room allocation, quicker
discharge processing, and streamlined communication between departments lead to
a better patient experience.
6. Increase Transparency:
o The automation of hospital tasks allows for a higher level of transparency in
operations. All actions are logged and tracked, and all stakeholders, including hospital
management, doctors, and administrative staff, have access to up-to-date
information. This helps reduce errors and miscommunications, improving the overall
workflow.
The system is designed to ensure a seamless integration of hospital functions, offering real-time
information access, increasing data accuracy, and optimizing the use of resources. By meeting these
objectives, the Hospital Management System significantly improves the hospital's operational
efficiency, cost-effectiveness, and patient satisfaction.

5
 6. Project Objective

The Hospital Management System (HMS) project aims to provide an efficient, reliable, and
automated solution to manage the various operations of a hospital. The key objectives of the
project are designed to address the challenges hospitals face in their daily administration,
streamline processes, and improve the overall healthcare experience for both staff and patients. The
objectives of this project are as follows:

1. To Create a Software System for Efficient Management of Hospital Activities

The primary objective of the Hospital Management System is to develop a software solution that
enhances the management of hospital activities, ensuring smooth coordination among departments
and improving hospital operations. By replacing traditional manual processes with automated
systems, the HMS allows for quicker decision-making, better organization, and increased accuracy in
hospital operations.
Key aspects of hospital management that are automated in the system include:
 Patient Registration and Tracking: Efficient registration, tracking, and updating of patient
records.
 Room Management: Automated allocation and tracking of hospital rooms and beds based
on patient requirements and availability.
 Billing and Payment Processing: Streamlined and accurate billing for services provided to
patients, reducing errors and processing times.
 Employee Management: A centralized repository of employee details, such as staff roles,
shifts, and payroll management.
By automating and managing these functions, the HMS aims to improve the operational efficiency
of the hospital, reduce manual work, and enable hospital management to focus on critical activities
like patient care and resource allocation.

2. To Provide a Centralized Platform for Patient Data Management, Room Availability, Employee
Details, and Billing
The HMS project aims to create a centralized platform that integrates different aspects of hospital
management into one cohesive system. By using a single database to store patient information,
room availability, employee details, and billing information, the system simplifies data retrieval and
enhances coordination across departments.
 Patient Data Management: The system stores all patient details in a central database,
including personal information, medical history, treatment details, and discharge
information. This makes it easier for healthcare providers to access relevant data and make
informed decisions regarding patient care.
 Room Availability: The room allocation module tracks room availability in real-time, ensuring
that patients are allocated the appropriate room based on their needs and the hospital’s
capacity. It also tracks room status (vacant/occupied) and any special requirements like ICU
or maternity rooms.
 Employee Information: A comprehensive database of hospital employees, including doctors,
nurses, administrative staff, and support personnel, is maintained within the system. This
allows the hospital to manage staff schedules, monitor shifts, and track performance and
payroll.
 Billing and Payment: The HMS simplifies billing and payment processes by automatically
calculating costs based on services rendered, medications administered, and room charges.
6
 5. Data Flow

Understanding how data flows through the system is crucial for designing an efficient
and effective HMS. The data flow involves:

 Patient data entry during registration.

 Doctor access to patient records for diagnosis and treatment.
 Updating patient records with test results and treatment plans.
 Billing department generating invoices and processing payments.
 Administrative access for managing hospital operations.

Conclusion

The Hospital Management System aims to streamline hospital operations by

automating key processes, ensuring data accuracy, enhancing efficiency, and
providing a user-friendly interface for all stakeholders. By addressing both functional
and non-functional requirements, the system can significantly improve the quality of
healthcare services provided.

7
8
 CONTEXT LEVEL DFD HOSPITAL MANAGEMENT SYSTEM

REGISTRATION

DRUG DAILY ENTRIES

Hospital
Managem
ent
System

CASR Login
RECORDS
Management

PATIENT
Management
 ZERO LEVEL DFD

Hospital Management System

1.
REGISTRATI

2. Check-in

3. Record
modification

4. check-out 7. list of all

of PATIENT records

5. Listing of 6. generate
1 PATIENT DRUGS
 DATA FLOWDIAGRAM-
1.1 REGISTATION A NEW PATIENT

Generating
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DATA FLOW DIAGRAM-

2.1 CHECK-IN OF A NEW PATIENT

2
PATIENT
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PATIENT
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DATA FLOW DIAGRAM-

3.1 RECORD MODIFICATION

3
Read the
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 DATAFLOWDIAGRAM-
4.1 CHECK-OUT OF CUSTOMER

PATIENT

DATA FLOW DIAGRAM-

5.1 LISTING OF CUSTOMERS

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 DATA FLOW DIAGRAM-
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6
 7. Technology Stack

In this section, we describe the key technologies used in the development of the Hospital Management
System (HMS). These technologies help in creating a robust, efficient, and scalable system for managing
hospital activities. Below is a detailed explanation of the technology stack used for this project:

Frontend: Java Swing for Creating the Graphical User Interface

The frontend of the Hospital Management System is developed using Java Swing, which is part of the Java
Foundation Classes (JFC). Swing provides a set of graphical user interface (GUI) components that are
platform-independent and can be used to develop rich desktop applications. The system’s user interface is
essential for hospital staff to interact with the system, perform tasks, and retrieve information.
Key Features of Java Swing:
 Lightweight Components: Java Swing components are lightweight because they are drawn using
Java code rather than relying on native operating system components. This allows for a uniform look
and feel across all platforms.
 User-Friendly Interface: Swing allows the creation of an intuitive and interactive interface, which is
essential for hospital staff who may not be very familiar with computer systems.
 Event-Driven Programming: Swing uses an event-driven programming model, where actions
performed by the user (such as clicking a button or selecting a menu) trigger events that execute
corresponding functions. For example, clicking the "Register Patient" button will invoke the function
that handles patient registration.
 Layout Managers: Swing provides built-in layout managers like FlowLayout, BorderLayout, and
GridLayout that help in organizing components efficiently on the screen, making it easier to create
responsive user interfaces.
 Integration with Other Components: Swing can be easily integrated with Java libraries and third-
party libraries, allowing the system to expand in the future with additional features such as
reporting or advanced analytics.
The use of Swing in the project ensures that the graphical interface is highly customizable, making it
suitable for the varied needs of hospital management tasks such as patient registration, room allocation,
billing, and employee management.

Backend: MySQL for Managing the Database

The backend of the Hospital Management System is powered by MySQL, one of the most popular and
widely-used relational database management systems (RDBMS). MySQL provides a reliable and efficient
way to store, retrieve, and manage hospital data such as patient information, room availability, employee
records, and billing details.
Key Features of MySQL:
 Relational Database Management: MySQL organizes data into tables with rows and columns. Each
table stores a specific type of data (e.g., a table for patients, a table for rooms), and relationships
are maintained using primary and foreign keys.
 SQL Queries: SQL (Structured Query Language) is used to interact with the MySQL database.
Through SQL queries, the system can perform operations like inserting new records, updating
existing data, retrieving records, and deleting data when necessary.
 Scalability and Performance: MySQL is capable of handling large volumes of data, which is crucial
for a hospital management system that may need to store and process thousands of patient
records, medical histories, and billing details.

7
  Data Integrity and Security: MySQL supports features like ACID transactions (Atomicity,
Consistency, Isolation, Durability) that ensure data integrity, even in the event of system failures. It
also provides authentication and authorization mechanisms to secure sensitive hospital data.
In the Hospital Management System, MySQL is used to create and manage several key tables:
 Patient Table: Stores personal details, medical history, and treatment information of patients.
 Room Table: Tracks the availability and allocation of rooms to patients.
 Employee Table: Stores employee details, including doctors, nurses, and administrative staff.
 Billing Table: Manages billing information, including room charges, medical services, and payments.
 Ambulance Table: Records ambulance usage for patient transport.
Using MySQL ensures that the system can store large amounts of data efficiently and can easily scale as the
hospital grows.

JDBC: For Connecting Java with the MySQL Database

Java Database Connectivity (JDBC) is a key technology used in the Hospital Management System to enable
communication between the Java application (frontend) and the MySQL database (backend). JDBC provides
a standardized way for Java applications to interact with relational databases by sending SQL queries and
processing the results.
Key Features of JDBC:
 Database Connection: JDBC provides methods to establish a connection to the database using a
JDBC driver. In this system, the connection to the MySQL database is established using MySQL
Connector/J, which is a JDBC driver for MySQL.
 SQL Execution: Through JDBC, the system can execute SQL commands such as SELECT, INSERT,
UPDATE, and DELETE to interact with the MySQL database. For example, when a user registers a
new patient, JDBC sends an INSERT statement to add the patient's data to the database.
 Result Set Handling: JDBC allows the system to retrieve results from SELECT queries and process
them in Java. For instance, the system can fetch a patient's record from the database and display it
in the user interface.
 Transaction Management: JDBC supports transaction management, which ensures that operations
like billing, patient registration, and room allocation are handled as a single unit. If any part of the
transaction fails, all changes can be rolled back, ensuring the database remains consistent.
 Exception Handling: JDBC provides robust exception handling mechanisms, ensuring that errors like
connection failures or query issues are properly handled, preventing the system from crashing.
In the Hospital Management System, JDBC is used to perform operations such as:
 Retrieving patient records from the database and displaying them in the user interface.
 Inserting new patient data into the system when a new patient is registered.
 Updating room assignments or employee details.
 Calculating and storing billing information for patients.

Java Programming: Core Features

The Hospital Management System is implemented using core Java programming concepts, which provide
the foundational building blocks for the application. Java’s object-oriented approach, along with its
extensive libraries, makes it an ideal choice for developing a modular and maintainable system.
Key Features of Core Java Used in the Project:
 Object-Oriented Programming (OOP): The system is built around the concept of classes and
objects, where real-world entities like Patient, Room, Employee, and Bill are modeled as Java 8.
System Requirements

8
To ensure the efficient operation of the Hospital Management System (HMS), both hardware and software
requirements need to be met. The system's performance and functionality are optimized when these
requirements are fulfilled. Below are the specific system requirements for the HMS project.

Hardware Requirements:
1. Processor: Minimum 2 GHz
The processor should have a speed of at least 2 GHz. This ensures that the system can handle
multiple processes such as running the Java application, managing database queries, and processing
data efficiently. A multi-core processor is recommended for better performance during
simultaneous operations.
2. RAM: 4 GB
A minimum of 4 GB of Random Access Memory (RAM) is required for smooth operation of the
system, especially when handling multiple tasks like managing patient records, processing billing,
and displaying reports. Sufficient RAM ensures that the system can handle real-time processing
without slowing down.
3. Disk Space: 500 MB for Software and Database
The system needs at least 500 MB of free disk space for storing the software files, database, and any
logs or backups generated by the system. This space will also accommodate the MySQL database
that stores patient, employee, and billing data.
4. Display: Minimum 1024x768 Resolution
The system’s graphical user interface (GUI) is designed to be viewed on a display with a resolution of
1024x768 pixels or higher. This ensures that all elements of the user interface (such as tables,
buttons, and forms) are clearly visible and accessible without requiring scrolling or resizing.

Software Requirements:
1. Operating System: Windows 10 or Higher
The Hospital Management System is designed to run on Windows 10 or higher operating systems.
Windows is chosen for its wide compatibility with Java applications and its support for database
management systems like MySQL. However, the system can also run on other operating systems like
macOS or Linux with minimal adjustments.
2. JDK (Java Development Kit): Java 8 or Higher
The system is built using Java, so the Java Development Kit (JDK) version 8 or higher is required to
compile and run the project. Java 8 introduces key features like lambda expressions, streams, and
default methods that improve the performance and readability of the code. Ensure that the JDK is
installed and correctly configured on the system.
3. Database: MySQL 5.6 or Higher
The backend of the system uses MySQL to manage and store hospital data. MySQL version 5.6 or
higher is required to ensure compatibility with the features used in the project, such as transaction
management, stored procedures, and data integrity. It is essential to install and configure MySQL
properly for the system to interact with the database.
4. IDE (Integrated Development Environment): Eclipse, NetBeans, or IntelliJ IDEA
An IDE is necessary to write, debug, and manage the Java code. The following IDEs are
recommended for development:
o Eclipse: A popular open-source IDE with comprehensive Java support and plugins.
o NetBeans: Another open-source IDE that is beginner-friendly and provides excellent support
for Java Swing and MySQL integration.

9
 o IntelliJ IDEA: A robust IDE with advanced features for Java development, offering code9.
System Design
Architecture
The system follows a Layered Architecture with three distinct layers: Presentation Layer, Business Logic
Layer, and Database Layer. Each layer is responsible for specific functionality, ensuring clear separation of
concerns, easier maintenance, and scalability.

1. Presentation Layer:
o This layer is responsible for the user interface and interactions. The GUI is developed using
Java Swing, providing a user-friendly and responsive design.
o The interface includes various forms and dialogs for adding new patients, searching for
available rooms, managing employee records, etc.
o Key components:
 Login Page: For authentication of users (staff or administrators).
 Patient Information: Displays and allows the management of patient details.
 Room Management: Allows searching for available rooms and allocating them to
patients.
 Employee Management: Allows the viewing and updating of employee records.
2. Business Logic Layer:
o This layer is responsible for processing the core logic of the system, such as managing
patients, rooms, employees, and their interactions.
o Key functionalities:
 Patient Management: Handles the addition, modification, and discharge of patients.
 Room Management: Includes logic to check room availability, allocate rooms to
patients, and manage room details.
 Employee Management: Handles the addition and management of employee
records, including doctors, nurses, and administrative staff.
 Ambulance Management: Logic for managing ambulance requests for patient
transportation.
 Search Functions: Search functionality for finding specific patients, rooms, or
employees.
3. Database Layer:
o This layer is responsible for managing the database and handling data persistence.
o MySQL Database is used to store all relevant data, including:
 Patient Details: Name, age, medical condition, room assigned, etc.
 Room Details: Room number, availability status, capacity, etc.
 Employee Details: Name, designation, shift information, etc.
o Database Operations:
 CRUD (Create, Read, Update, Delete) operations are implemented for managing
patients, rooms, and employees.
 Data consistency and integrity are ensured using relational tables and foreign key
relationships.

UML Diagrams
1. Use Case Diagram:
o The Use Case Diagram captures the interactions between different users (e.g., hospital staff,
administrators) and the system. Major use cases include:
10
  Login: Allows users to authenticate.
 Add/Update Patient: Allows users to add new patients or modify patient details.
 Search Room: Enables searching for available rooms based on specific criteria.
 Allocate Room: Assigns a room to a patient.
 Manage Employees: View and update employee information.
2. Class Diagram:
o The Class Diagram defines the structure of the system, representing the various classes
involved and their relationships. Key classes include:
 Patient: Attributes include patientID, name, age, roomNo, etc.
 Room: Attributes include roomNo, capacity, availability.
 Employee: Attributes include employeeID, name, designation, etc.
 Ambulance: Attributes include ambulanceNo, status, etc.
 DatabaseConnection: Class to manage MySQL database connections and queries.
3. Sequence Diagram:
o The Sequence Diagram demonstrates the flow of operations for key interactions within the
system.
 Example: Adding a New Patient
 User enters patient details in the UI.
 The system validates the information and stores it in the database.
 The system checks room availability and assigns a room if available.
 Confirmation message is shown to the user.

Flowcharts for Key Operations

1. Add New Patient:
o Start → User enters patient details → System validates input → Room availability check →
Room allocated → Patient data stored in the database → End.
2. Search Room:
o Start → User enters search criteria (e.g., capacity, type) → System queries the database for
available rooms → Display results to the user → End.
3. Patient Discharge:
o Start → User selects a patient for discharge → System updates patient status to discharged
→ Room becomes available → Database updated → End.
These flowcharts serve as visual representations of the main processes in the system, making it easier to
understand and implement the system’s functionality.

11
 10. Database Design

The Hospital Management System requires an organized database to store and manage information
related to patients, rooms, employees, and ambulances. Below is a detailed explanation of the database
tables, their attributes, relationships, sample queries, and the normalization process applied to ensure
efficient database management.

Tables and Attributes

1. Patient Table:
o Purpose: Stores information about patients admitted to the hospital.
o Attributes:
 Patient_ID (Primary Key): Unique identifier for each patient.
 Name: Name of the patient.
 Age: Age of the patient.
 Address: Address of the patient.
 Phone: Contact phone number of the patient.
 Room_ID (Foreign Key): Links to the Room Table to indicate which room the patient is
assigned to.
 Admission_Date: Date the patient was admitted.
 Discharge_Date: Date the patient was discharged (can be NULL if not yet discharged).
2. Room Table:
o Purpose: Stores information about the rooms in the hospital.
o Attributes:
 Room_ID (Primary Key): Unique identifier for each room.
 Room_Type: Type of the room (e.g., General, VIP, ICU).
 Status: Current status of the room (e.g., Available, Occupied, Under Maintenance).
 Capacity: The number of beds available in the room.
 Cost_Per_Day: Daily cost for the room.
3. Employee Table:
o Purpose: Stores information about hospital employees.
o Attributes:
 Employee_ID (Primary Key): Unique identifier for each employee.
 Name: Name of the employee.
 Role: Role of the employee (e.g., Doctor, Nurse, Administrator).
 Department: Department in which the employee works (e.g., Cardiology, Neurology).
 Salary: Salary of the employee.
 Shift: Shift during which the employee works (e.g., Morning, Evening, Night).
4. Ambulance Table:
o Purpose: Stores information about the ambulances available for patient transport.
o Attributes:
 Ambulance_ID (Primary Key): Unique identifier for each ambulance.
 Availability: Whether the ambulance is currently available (e.g., Available, Not
Available).
 Location: Current location of the ambulance (e.g., City A, City B).

Relationships and Keys

1. Primary Keys:
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 o Primary Keys ensure that each record in a table is unique. They are defined as follows:
 Patient_ID in the Patient Table.
 Room_ID in the Room Table.
 Employee_ID in the Employee Table.
 Ambulance_ID in the Ambulance Table.
2. Foreign Keys:
o Foreign keys link one table to another. They ensure referential integrity between the tables:
 Room_ID in the Patient Table is a Foreign Key referencing Room_ID in the Room
Table, establishing a relationship between patients and rooms.
 This ensures that every patient is assigned a valid room.

Sample Queries
Here are some SQL queries for data retrieval:
1. Fetch Patient Details by Patient_ID:
sql
Copy code
SELECT * FROM Patient WHERE Patient_ID = 101;
This query retrieves all details for the patient with Patient_ID = 101.
2. Check Room Availability:
sql
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SELECT * FROM Room WHERE Status = 'Available';
This query fetches all rooms that are currently available.
3. Get All Employees in the 'Cardiology' Department:
sql
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SELECT Name, Role FROM Employee WHERE Department = 'Cardiology';
This query retrieves the names and roles of all employees in the Cardiology department.
4. Get Room Details Assigned to a Patient (for Patient_ID = 101):
sql
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SELECT r.Room_ID, r.Room_Type, r.Status, r.Capacity FROM Room r
JOIN Patient p ON r.Room_ID = p.Room_ID
WHERE p.Patient_ID = 101;
This query retrieves the room details for the patient with Patient_ID = 101.
5. Get Ambulance Availability:
sql
Copy code
SELECT * FROM Ambulance WHERE Availability = 'Available';
This query retrieves all ambulances that are available for patient transport.

Normalization Process
Normalization is the process of organizing data in the database to reduce redundancy and dependency. This
ensures data integrity, faster queries, and better performance.
1. First Normal Form (1NF):
o 1NF ensures that each column contains atomic (indivisible) values, meaning no multi-valued
attributes.
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 o In the Patient Table, each attribute (e.g., Name, Age, Phone) holds a single value per patient.
2. Second Normal Form (2NF):
o 2NF ensures that the database is in 1NF and that all non-key attributes are fully dependent
on the primary key.
o In the Patient Table, the Room_ID and Admission_Date depend entirely on the Patient_ID
and not on any part of the key.
3. Third Normal Form (3NF):
o 3NF ensures that the database is in 2NF and that there are no transitive dependencies,
meaning non-key attributes do not depend on other non-key attributes.
o In the Employee Table, the Salary and Shift attributes depend directly on the Employee_ID
and not on other attributes like Department.

Sample Database Tables

Here’s how the tables would look with sample data:
1. Patient Table
Patient_ID Name Age Address Phone Room_ID Admission_Dat Discharge_Date
(PK) (FK) e
101 John 45 123 Main 9876543210 201 2024-12-01 2024-12-15
Doe St, City A
102 Jane 38 456 Elm 8765432109 202 2024-12-05 2024-12-20
Smith St, City B
2. Room Table
Room_ID (PK) Room_Type Status Capacity Cost_Per_Day
201 General Available 2 1000
202 VIP Occupie 1 5000
d
3. Employee Table
Employee_ID Name Role Department Salary Shift
(PK)
301 Dr. Emily Clark Doctor Cardiology 70000 Morning
302 Dr. John Adams Doctor Neurology 75000 Evening
4. Ambulance Table
Ambulance_ID (PK) Availability Location
501 Available City A Hospital
502 Not Available City B Hospital

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 11. Modules Description

In the Hospital Management System, various modules work together to manage different aspects of the
system, such as patient information, ambulance assignments, employee management, and user
authentication. Below is a detailed explanation of each module, including its functionality, key methods,
and how it interacts with the database.

1. ALL_Patient_Info.java
Functionality:
The ALL_Patient_Info.java module is responsible for managing patient records. It allows the hospital staff
to view, add, and update patient details. This module provides a user interface to access and modify patient
data, making it essential for maintaining patient records throughout their stay in the hospital.
Key Methods:
 viewPatientInfo(): Displays the list of all patients in the system.
 addPatientInfo(Patient patient): Adds a new patient record to the database.
 updatePatientInfo(Patient patient): Updates the details of an existing patient, such as address,
phone number, or room assignment.
 deletePatientInfo(int patientId): Deletes a patient's record from the system.
Database Interaction:
 The module interacts with the Patient Table in the database for all CRUD (Create, Read, Update,
Delete) operations.
 SQL queries are used to retrieve, insert, or modify patient data. For example:
sql
Copy code
INSERT INTO Patient (Name, Age, Address, Phone, Room_ID, Admission_Date)
VALUES (?, ?, ?, ?, ?, ?);
This query is executed when a new patient is added to the system.

2. Ambulance.java
Functionality:
The Ambulance.java module handles ambulance assignments and checks the availability of ambulances.
This module is used by hospital staff to ensure that ambulances are dispatched as needed for patient
transportation. It tracks the status of each ambulance (whether it is available or currently in use).
Key Methods:
 checkAvailability(): Checks if any ambulances are available for immediate use.
 assignAmbulance(int ambulanceId, String location): Assigns a specific ambulance to a patient and
updates the ambulance's location.
 updateAmbulanceStatus(int ambulanceId, String status): Updates the availability status of an
ambulance (e.g., from "Available" to "Not Available").
Database Interaction:
 The module interacts with the Ambulance Table to check and update the availability of ambulances.
 SQL queries are executed to retrieve and modify the status of ambulances. For example:
sql
Copy code
SELECT * FROM Ambulance WHERE Availability = 'Available';
This query retrieves all ambulances that are available for use.

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3. conn.java
Functionality:
The conn.java module is responsible for establishing and managing the database connection using JDBC
(Java Database Connectivity). It provides the functionality to connect to the MySQL database, handle any
exceptions, and close the connection when it is no longer needed.
Key Methods:
 getConnection(): Establishes a connection to the database.
 closeConnection(): Closes the database connection after completing the necessary operations.
 executeQuery(String query): Executes a SQL query to interact with the database.
Database Interaction:
 This module interacts with the database through JDBC to manage the database connection.
 It uses JDBC URL, username, and password to establish the connection to the MySQL database.
Example of establishing a connection:
java
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Connection conn = DriverManager.getConnection("jdbc:mysql://localhost:3306/hospital_db", "root",
"password");

4. Department.java
Functionality:
The Department.java module manages hospital departments, assigns employees to departments, and
tracks department resources. It ensures that each department has the necessary employees and resources
to operate efficiently.
Key Methods:
 addDepartment(String departmentName): Adds a new department to the system.
 assignEmployeeToDepartment(int employeeId, int departmentId): Assigns an employee to a specific
department.
 viewDepartmentInfo(): Displays details of all departments and their employees.
Database Interaction:
 The module interacts with the Department Table and Employee Table in the database.
 SQL queries are used to insert, update, and retrieve department information. For example:
sql
Copy code
INSERT INTO Department (Department_Name)
VALUES (?);
This query is used to add a new department to the database.

5. Employee_info.java
Functionality:
The Employee_info.java module manages employee details such as name, role, salary, and department
assignments. It provides functionality to add, view, and update employee information, allowing the hospital
to maintain a record of all its staff.
Key Methods:
 addEmployee(Employee employee): Adds a new employee to the system.
 updateEmployeeInfo(Employee employee): Updates an existing employee’s information, such as
role or salary.
 viewEmployeeInfo(): Displays a list of all employees and their roles.
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Database Interaction:
 This module interacts with the Employee Table in the database to add or update employee
information.
 SQL queries are executed to manage employee data. For example:
sql
Copy code
INSERT INTO Employee (Name, Role, Department, Salary, Shift)
VALUES (?, ?, ?, ?, ?);

6. Login.java
Functionality:
The Login.java module handles user authentication and authorization. It ensures that only authorized users
(such as admins, nurses, and doctors) can access specific parts of the system based on their roles. It checks
the user's credentials and grants access accordingly.
Key Methods:
 validateUser(String username, String password): Validates the login credentials against the stored
data in the database.
 authorizeRole(String username): Checks the role of the logged-in user (admin, nurse, or doctor).
 logout(): Logs the user out of the system.
Database Interaction:
 This module interacts with the User Table (if exists) in the database to verify user credentials.
 SQL query for validating login:
sql
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SELECT * FROM User WHERE Username = ? AND Password = ?;
This query checks whether the entered username and password match the stored credentials.

7. NEW_PATIENT.java
Functionality:
The NEW_PATIENT.java module registers new patients by collecting their details such as name, age,
address, and phone number. It ensures that new patients are added to the system with all necessary
information.
Key Methods:
 registerPatient(Patient patient): Registers a new patient and adds their details to the database.
 collectPatientDetails(): Collects patient details through a GUI interface.
 validatePatientDetails(Patient patient): Validates the provided patient details before submission.
Database Interaction:
 The module interacts with the Patient Table in the database to insert a new patient’s details.
 SQL query to insert a new patient:
sql
Copy code
INSERT INTO Patient (Name, Age, Address, Phone, Room_ID, Admission_Date)
VALUES (?, ?, ?, ?, ?, ?);

8. patient_discharge.java
Functionality:

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The patient_discharge.java module manages the discharge process for patients. It generates the final bill
for the patient and updates the patient’s status to "discharged." This module is responsible for generating a
discharge summary and handling the billing process.

Test Cases
1. Test Case 1: Patient Registration
o Objective: Verify that the system successfully registers a new patient and stores their details
in the database.
o Test Input:
 Name: John Doe
 Age: 45
 Address: 123 Main Street, City
 Phone: 1234567890
 Room Type: General
o Expected Output:
 A new patient record should be created in the database.
 The system should display a confirmation message that the patient has been
registered successfully.
o Test Steps:
1. Open the patient registration screen.
2. Enter the above details into the respective fields.
3. Click on the "Register Patient" button.
o Actual Output:
 A patient record is created successfully in the database, and a confirmation message
is displayed.
o Result: Pass
o Remarks: The system correctly registers the patient and stores the information in the
database.
2. Test Case 2: Room Allocation
o Objective: Verify that the system allocates a room to a patient based on the selected room
type.
o Test Input:
 Patient Name: John Doe
 Room Type: VIP
o Expected Output:
 The system should allocate a VIP room from the available rooms and display a
confirmation message.
o Test Steps:
1. Go to the room allocation screen.
2. Select the patient's name and room type.
3. Click on the "Allocate Room" button.
o Actual Output:
 The system allocates a VIP room (Room 201) and updates the room status in the
database.
o Result: Pass
o Remarks: The system correctly allocated the room and updated the room status as
"Occupied."
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 3. Test Case 3: Patient Discharge
o Objective: Verify that the system processes the discharge of a patient and generates the
final bill.
o Test Input:
 Patient Name: John Doe
 Discharge Date: 2024-12-28
o Expected Output:
 The patient's discharge details should be updated in the system.
 A final bill should be generated based on the patient's room type and stay duration.
 The room status should be updated to "Available."
o Test Steps:
1. Go to the patient discharge screen.
2. Select the patient to be discharged.
3. Enter the discharge date.
4. Click on the "Generate Bill" and "Discharge" buttons.
o Actual Output:
 The patient’s record is updated, and a final bill is generated. The room status is
updated to "Available."
o Result: Pass
o Remarks: The discharge process works correctly, and the system updates all records
accordingly.
4. Test Case 4: Login Authentication
o Objective: Verify that the system correctly authenticates users based on their roles (Admin,
Nurse, Doctor).
o Test Input:
 Username: admin
 Password: admin123
 Role: Admin
o Expected Output:
 The system should validate the credentials and grant access to the Admin dashboard.
o Test Steps:
1. Open the login screen.
2. Enter the username and password.
3. Click the "Login" button.
o Actual Output:
 The system grants access to the Admin dashboard.
o Result: Pass
o Remarks: The login functionality works as expected, and role-based access is correctly
implemented.
5. Test Case 5: Search Patient Record
o Objective: Verify that the system can search for a patient by name and display their details.
o Test Input:
 Patient Name: John Doe
o Expected Output:
 The system should display the details of John Doe, including the room number, age,
and other relevant information.
o Test Steps:
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 1. Go to the patient search screen.
2. Enter "John Doe" in the search field.
3. Click on the "Search" button.
o Actual Output:
 The system displays the patient details for John Doe, including room information and
status.
o Result: Pass
o Remarks: The patient search functionality works correctly, and the system retrieves the
appropriate patient record.

Testing Results
1. Login Authentication:
o All user roles (Admin, Nurse, Doctor) were tested, and the system correctly handled login
attempts based on role-specific access rights. No issues were encountered.
2. Patient Registration:
o The registration process was thoroughly tested with different patient details (name, age,
contact information). The system successfully saved the records in the database and
displayed a confirmation message each time.
3. Room Allocation:
o Multiple room types (General, VIP, ICU) were tested for allocation. The system correctly
assigned the room based on the room type selected and updated the room status to
"Occupied." The allocation process worked without errors.
4. Patient Discharge:
o The discharge process worked well, including the generation of bills and updating the room
availability. The room status was correctly updated, and the patient record was marked as
discharged.
5. Error Handling:
o During testing, some minor errors were encountered with incorrect patient ID entries during
patient search, but these were resolved by validating input fields and providing error
messages when invalid data was entered.

Example Data Inputs and Results

1. Patient Registration:
o Input: Name = Alice Smith, Age = 30, Address = "456 Oak Road", Phone = "9876543210",
Room Type = ICU
o Output:
 Patient record for Alice Smith was added to the database with ICU room allocation.
2. Room Allocation:
o Input: Patient Name = Alice Smith, Room Type = ICU
o Output:
 Room 302 (ICU) was successfully allocated to Alice Smith, and the room status was
updated to "Occupied."
3. Patient Discharge:
o Input: Patient Name = Alice Smith, Discharge Date = 2024-12-28
o Output:
 Final bill for ICU room stay generated, and the room status was updated to
"Available."
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 14. Challenges and Solutions

During the development of the Hospital Management System (HMS), several challenges were encountered
across different aspects of the project, including database integration, GUI design, and system
performance. Below is a discussion of these challenges and the solutions implemented to overcome them.

1. Database Connection and MySQL Integration

Challenge:
One of the initial challenges was establishing a stable connection between the Java application and the
MySQL database. The JDBC connection often faced issues like connection timeouts, incorrect credentials, or
database access errors, especially during simultaneous operations on the database (e.g., patient
registration and room allocation).
Solution:
To resolve the connection issues, we ensured that:
 The JDBC driver was correctly installed and configured in the Java project.
 The connection pool was used to manage database connections efficiently. This allowed the system
to handle multiple requests without opening new connections each time.
 Error handling was implemented using try-catch blocks to catch any database-related exceptions
(e.g., SQLException) and display user-friendly messages.
 The MySQL server was optimized by fine-tuning database queries to improve performance and
prevent timeouts.

2. Swing Component Layout Issues

Challenge:
Developing the graphical user interface (GUI) with Java Swing presented challenges related to the layout
and alignment of components, especially when dealing with dynamic content such as tables (for patient
records) and forms with various input fields. The window resizing and responsiveness were also
problematic, as components were not resizing correctly.
Solution:
To resolve these issues:
 Layout Managers such as GridLayout, FlowLayout, and BorderLayout were used to arrange
components efficiently within the containers.
 For dynamic tables, JTable was employed, and custom models were used to handle data updates.
The table was set to be scrollable, ensuring proper visibility of data.
 The JPanel and JScrollPane components were used to ensure that the content could resize properly
as the window size changed. Additionally, responsive design techniques were incorporated by using
proper layout constraints for flexibility.

3. Room Availability Tracking

Challenge:
Tracking room availability posed a challenge due to the dynamic nature of room allocations (patients could
be admitted or discharged at any time). Ensuring that the system correctly updated the room status after
each allocation or discharge was critical. Initially, there were issues with the system not reflecting real-time
changes in room availability.
Solution:
To handle room availability efficiently:

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  We implemented a room status table in the database, where each room’s status
(Occupied/Available) was updated after patient admission or discharge.
 Triggers and stored procedures were used in MySQL to automatically update room availability when
a patient was registered or discharged. This ensured real-time updates in the system.
 On the application side, a refresh mechanism was introduced, where the room availability status
was rechecked before any allocation attempt was made.

4. User Authentication and Role Management

Challenge:
Managing user roles and ensuring that each user type (Admin, Doctor, Nurse) had the correct access rights
was complex. There were instances where a user without admin privileges could access restricted areas or
modify data they shouldn’t.
Solution:
To solve the authentication and authorization issues:
 We implemented role-based access control (RBAC), where each user’s role was stored in the
database and linked to the login system.
 On login, the system verified the user’s credentials and role, ensuring that only authorized users
could access specific parts of the system (e.g., only Admin could manage employee data).
 The access control logic was implemented using conditional statements that restricted access
based on the user’s role.

5. Performance Optimization
Challenge:
As the system grew with more patients, room details, and employees in the database, performance began
to degrade, especially when querying large datasets or generating reports.
Solution:
To improve system performance:
 Indexes were created on frequently queried fields in the database, such as patient names and room
types, which significantly reduced query time.
 Pagination was implemented in areas with large data sets (e.g., patient lists, employee records),
ensuring that only a subset of records was displayed at any time.
 For complex operations, such as generating the final bill or fetching patient details, stored
procedures were used to perform heavy computations directly in the database, offloading the logic
from the application.

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 15. Conclusion

The Hospital Management System (HMS) successfully meets the objectives of automating and streamlining
the complex tasks involved in hospital administration. By incorporating advanced technologies such as Java
Swing for the frontend and MySQL for the backend, the system provides an efficient solution for managing
patient records, room allocations, employee details, and ambulance services. The project has been
designed to automate key hospital functions, reducing manual workload and minimizing human errors.
Project Outcomes
The HMS offers a centralized platform for hospital staff to efficiently manage critical tasks. Some of the key
outcomes of the system include:
 Efficient Patient Management: The system allows for quick registration, viewing, and updating of
patient details. It also tracks the patient's room allocation and discharge status, making the process
seamless and error-free.
 Room Allocation Management: With real-time room availability tracking, hospital staff can quickly
allocate rooms based on patient needs, avoiding conflicts and delays.
 Employee Management: The system helps in managing employee details, roles, and departments,
improving administrative efficiency and enabling proper resource allocation.
 Automated Billing and Discharge Process: The discharge process is automated, with accurate billing
generation based on room type and stay duration, reducing manual effort and errors.
 User Role Management: With role-based access, the system ensures that only authorized personnel
can access sensitive information, improving data security and compliance.
Impact on Hospital Management
The implementation of the Hospital Management System has a profound impact on hospital operations. By
replacing manual methods with an automated system, hospitals can achieve significant improvements in
both operational efficiency and patient satisfaction. Some notable impacts include:
 Faster Decision-Making: Automation speeds up processes like patient registration, room allocation,
and billing, allowing hospital staff to make quicker decisions and provide better care.
 Improved Accuracy: By reducing the reliance on manual data entry, the system minimizes human
errors, ensuring that patient records, room allocations, and billing details are accurate.
 Resource Optimization: The system optimizes the use of hospital resources, such as rooms and
staff, ensuring that they are efficiently utilized without overburdening the hospital staff.
 Better Data Management: With a centralized database, hospital administrators can easily access
and manage vast amounts of data, making it easier to track and analyze performance metrics,
patient outcomes, and resource usage.


16. Future Enhancements

While the current Hospital Management System (HMS) provides a comprehensive solution for hospital
administration, there are several opportunities to enhance its capabilities and provide even more value to
hospital management. Below are some potential future enhancements:
1. Mobile Application Integration
Integrating a mobile application with the Hospital Management System would provide users (doctors,
nurses, and patients) with greater accessibility and flexibility.
 Patient Access: Patients could view their appointment schedules, medical records, test results, and
communicate with doctors directly from their smartphones.

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  Doctor Access: Doctors could manage patient information, update prescriptions, and check room
availability while on the move, improving efficiency and enabling real-time updates.
 Admin Access: Hospital administrators could manage hospital operations and resources from
anywhere, ensuring quick decision-making and improved management.
2. Cloud Deployment
Moving the system to the cloud would significantly enhance scalability, security, and accessibility. Cloud
deployment would allow for:
 Data Accessibility: Hospital staff could access the system from anywhere in the world, enabling
better management of remote clinics and multiple hospital branches.
 Scalability: The system would be able to scale easily to accommodate growing hospital operations
and more data without requiring significant infrastructure upgrades.
 Cost Reduction: Cloud storage and computing services reduce the need for expensive on-site
hardware and IT maintenance.
3. AI for Patient Data Analysis
Integrating artificial intelligence (AI) to analyze patient data could bring numerous benefits:
 Predictive Analytics: AI algorithms could predict potential health risks based on patient history and
other data, helping doctors identify conditions early and provide preventive care.
 Personalized Medicine: By analyzing vast amounts of medical data, AI could assist in developing
personalized treatment plans, ensuring better outcomes for patients.
 Efficient Resource Allocation: AI can help optimize hospital resources, such as staff, room
allocations, and medical equipment, based on historical data and real-time patient needs.
4. Electronic Health Records (EHR) Integration
Integrating with a national or global Electronic Health Record (EHR) system could allow for seamless
sharing of patient data across healthcare providers. This would:
 Enhance Continuity of Care: Patients could receive consistent and coordinated care even when they
visit different hospitals or healthcare providers.
 Improved Decision-Making: Doctors would have access to comprehensive patient histories,
reducing the likelihood of treatment errors and improving overall patient care.
5. Telemedicine Integration
The increasing use of telemedicine presents an opportunity for enhancing the system:
 Remote Consultations: Patients could consult with doctors via video calls, reducing the need for in-
person visits, particularly for follow-ups or non-urgent conditions.
 Virtual Health Monitoring: Integration with wearable health devices could allow doctors to monitor
patients' vitals remotely, improving preventive care.
6. Advanced Reporting and Analytics
While the current system provides basic data management features, advanced reporting tools could offer
deeper insights into hospital performance. These could include:
 Real-Time Dashboards: Visual dashboards displaying key performance indicators (KPIs) such as
patient occupancy rates, staff performance, and resource utilization.
 Predictive Reports: Advanced analytics tools to predict trends, such as seasonal spikes in certain
diseases or staffing needs, helping hospital administrators prepare in advance.


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