DESIGN AND IMPLEMENTATION OF A WEB-BASED HOSPITAL

MANAGEMENT SYSTEM
CASE STUDY: GOMBE MEDICAL SERVICES

Prepared
by

TALEMWA AARON

AINEMBABZI JOSHUA

AINEMBABAZI PETER

A Team project Report submitted to the Faculty of Science and Computing in

partial fulfillment of the requirements for the award of Degree in Bachelor
of Computer Science and Bachelor of Information Technology
of Ndejje University

Supervisor
Bukoli Herbertson
Department of Computing

JUNE 2025
 DECLARATION

We, the undersigned, hereby declare that to the best of our knowledge, ability, and
understanding, this project report titled "A Web-Based Hospital Management System –
Case Study: Gombe Medical Services" is a result of our original effort and research. It has
not been submitted, either in whole or in part, to any other institution for the purpose of
obtaining an academic award.

NAME REGISTRATION NUMBER SIGNATURE

Date:……………………………………
 APPROVAL

This project report has been submitted for examination with the approval of the supervisor.

Signature: ……………………………………………………...

Date: ……………………………………………………………

Mr.Bukoli Herbertson

Department of Computing
Faculty of Science and Computing, Ndejje University
 DEDICATION

This project report is wholeheartedly dedicated to our beloved families, whose unwavering
support, prayers, and encouragement have been our foundation throughout this academic
journey.

We also dedicate this work to the patients and healthcare professionals who inspire the
pursuit of technological solutions to improve healthcare delivery.

To our lecturers and mentors at Ndejje University, thank you for nurturing our growth and
instilling in us the knowledge and values that made this achievement possible.

Above all, we dedicate this to the Almighty God for the gift of life, wisdom, and strength that
carried us through this endeavour.
 ACKNOWLEDGEMENT

We would like to express our sincere gratitude to the Almighty God for the gift of life,
strength, and wisdom that enabled us to carry out and complete this project report
successfully.

Our heartfelt appreciation goes to our supervisor, Mr. Bukoli Herbertson, for his invaluable
guidance, encouragement, and constructive feedback throughout the course of this research.
His support and mentorship have been instrumental in shaping the direction of this project.

We also extend our thanks to the staff and management of Gombe Medical Services, whose
cooperation and insights contributed greatly to the development of this project. Their
willingness to share information and offer assistance is deeply appreciated.

To our lecturers and the entire Faculty of Science and Computing at Ndejje University,
thank you for the knowledge and skills imparted to us during our academic journey.

Lastly, we are grateful to our families and friends for their unwavering support, patience, and
understanding throughout this academic endeavour.
 LIST OF ABBREVIATIONS
Abbreviation Full Meaning
HMS Hospital Management System
PHP Hypertext Preprocessor
HTML HyperText Markup Language
CSS Cascading Style Sheets
SQL Structured Query Language
UI User Interface
UX User Experience
DBMS Database Management System
ERD Entity Relationship Diagram
DFD Data Flow Diagram
CRUD Create, Read, Update, Delete
IT Information Technology
ID Identification
DB Database
IPD In-Patient Department
OPD Out-Patient Department
OS Operating System
API Application Programming Interface
UAT User Acceptance Testing
WHO World Health Organization
DHIS2 District Health Information Software 2
HTTP Hypertext Transfer Protocol
MySQL My Structured Query Language (Database System)
IDE Integrated Development Environment

Table of Contents
DECLARATION......................................................................................................................................
APPROVAL..............................................................................................................................................
DEDICATION..........................................................................................................................................
ACKNOWLEDGEMENT........................................................................................................................
LIST OF ABBREVIATIONS...................................................................................................................
ABSTRACT...............................................................................................................................................
CHAPTER ONE: INTRODUCTION...................................................................................................
1.0 Introduction..................................................................................................................................
1.1 Background of the Study..............................................................................................................
1.2 Problem Statement.......................................................................................................................
1.3 Objectives of the Study.................................................................................................................
1.4 Research Questions.......................................................................................................................
1.5 Scope of the Study.........................................................................................................................
1.6 Significance of the Study..............................................................................................................
1.7 Justification...................................................................................................................................
1.8 Limitations of the Study...............................................................................................................
CHAPTER TWO: LITERATURE REVIEW......................................................................................
2.0 Introduction..................................................................................................................................
2.1 Concept of Hospital Management Systems.................................................................................
2.2 Previous Systems and Their Limitations.....................................................................................
2.3 Importance of Web-Based Technologies in Health Systems......................................................
2.4 Theoretical Framework................................................................................................................
2.5 SWOT Analysis of Existing Hospital Systems............................................................................
2.6 Gap in the Literature....................................................................................................................
2.7 Summary of the Literature Review.............................................................................................
CHAPTER THREE: METHODOLOGY.............................................................................................
3.0 Introduction..................................................................................................................................
3.1 Research Design............................................................................................................................
3.2 System Development Methodology..............................................................................................
3.3 Target Population.........................................................................................................................
3.4 Data Collection Methods..............................................................................................................
3.5 Tools and Technologies Used.......................................................................................................
 3.6 System Modeling Techniques.......................................................................................................
3.7 Ethical Considerations..................................................................................................................
3.8 Summary.......................................................................................................................................
CHAPTER FOUR: REQUIREMENTS, ANALYSIS AND DESIGN.................................................
4.1 Introduction..................................................................................................................................
4.2 User Requirements.......................................................................................................................
4.3 System Requirements...................................................................................................................
4.4 System Design................................................................................................................................
4.5 Database Design............................................................................................................................
4.6 Interface Design............................................................................................................................
4.7 Functional Modeling of the System.............................................................................................
4.8 Software Design Approach...........................................................................................................
4.9 Architecture Design......................................................................................................................
4.10 System Modeling.........................................................................................................................
4.11 Storyboard...................................................................................................................................
4.12 Summary.....................................................................................................................................
CHAPTER 5: IMPLEMENTATION AND TESTING........................................................................
5.1 Introduction..................................................................................................................................
5.2 Implementation.............................................................................................................................
5.3 Testing...........................................................................................................................................
CHAPTER 6: SUMMARY, CONCLUSION AND RECOMMENDATIONS...................................
6.1 Introduction..................................................................................................................................
6.2 Summary of Findings / Results....................................................................................................
6.3 Conclusion.....................................................................................................................................
6.4 Recommendation..........................................................................................................................
6.5 Future Research Areas.................................................................................................................
REFERENCES........................................................................................................................................
 ABSTRACT

In today’s dynamic healthcare environment, the demand for efficient, reliable, and accessible
hospital management systems was identified as essential. This project focused on the design
and implementation of a Web-Based Hospital Management System, using Gombe Medical
Services as a case study. The system was developed to automate and streamline core hospital
functions such as patient registration, employee management, pharmacy inventory, billing,
laboratory reporting, and payroll processing.

The primary objective was to enhance healthcare service delivery by improving operational
efficiency, minimizing human error, and enabling real-time access to critical data. The system
was developed using PHP for backend logic and MySQL for database management, and it
featured a responsive, user-friendly interface tailored to various user roles, including
administrators, medical staff, laboratory technicians, and pharmacists.

Data collection methods included interviews, observation, and document analysis to

understand existing workflows. The system design incorporated use case diagrams, data flow
diagrams, and entity relationship diagrams to guide development. A modular software
development approach was adopted to ensure flexibility and scalability.

Testing was conducted through unit testing, integration testing, system testing, and user
acceptance testing. These confirmed that the system met both functional and non-functional
requirements. Role-based access control, secure authentication, and data validation were
implemented to ensure confidentiality, integrity, and availability of data.

The results indicated that the system significantly improved departmental coordination,
record accuracy, and the overall efficiency of hospital operations. This project contributed to
the digital transformation efforts of Gombe Medical Services and demonstrated the potential
for similar systems to be adapted for use in other mid-sized healthcare institutions.
 CHAPTER ONE: INTRODUCTION

1.0 Introduction

This chapter presents an overview of the study, providing the background of the project, the
problem statement, objectives, research questions, scope, significance, justification, and
limitations. The project focuses on the development of a Web-Based Hospital Management
System (WBHMS) tailored for Gombe Medical Services to enhance operational efficiency
and patient service delivery.

1.1 Background of the Study

Hospitals and other healthcare facilities are responsible for managing large volumes of data
related to patients, staff, appointments, billing, and inventory. Traditionally, many hospitals
in Uganda, including Gombe Medical Services, rely on manual or semi-digital systems such
as paper-based records and Excel sheets. These systems often lead to challenges such as data
duplication, delayed access to patient records, difficulty in generating reports, and overall
inefficiency in hospital management.

With the advancement of Information and Communication Technologies (ICT), hospital

information systems have evolved, offering web-based solutions that integrate various
hospital functions into a single platform. A Web-Based Hospital Management System
ensures centralized data management, remote accessibility, real-time updates, improved
patient care, and enhanced reporting capabilities.

Gombe Medical Services, located in Uganda, has faced difficulties in handling increasing
patient data and providing timely healthcare services due to its existing manual system. This
project seeks to design and implement a secure, efficient, and scalable web-based system to
digitize its operations.
1.2 Problem Statement

Gombe Medical Services currently uses a manual system to manage patient information,
appointments, inventory, and billing processes. This system is prone to human errors,
inefficiencies, data loss, and delays in retrieving critical information. As a result, it
compromises the quality of healthcare services and hinders timely decision-making. There is
a pressing need for a web-based solution that will streamline operations, reduce paperwork,
and improve service delivery.

1.3 Objectives of the Study

1.3.1 Main Objective

To design and implement a web-based hospital management system for Gombe Medical
Services to improve operational efficiency and healthcare service delivery.

1.3.2 Specific Objectives

I. To analyze the existing manual hospital management system at Gombe Medical

Services.
II. To design a web-based system to manage patients, appointments, inventory, and
billing.
III. To implement the proposed system using appropriate web technologies.
IV. To test and validate the system's functionality, usability, and performance.
V. To evaluate the effectiveness of the system in improving hospital management
operations.
1.4 Research Questions

I. What are the limitations of the current hospital management practices at Gombe
Medical Services?
II. What are the core requirements for a web-based hospital management system?
III. How can a web-based system improve efficiency in patient care and administrative
tasks?
IV. What technologies are best suited for implementing the proposed system?

V. How will the proposed system impact the hospital’s operations?

1.5 Scope of the Study

1.5.1 Geographical Scope

This project was implemented at Gombe Medical Services, located along Balintuma Road in
Mengo, Lubaga Division, Kampala, Uganda. The facility serves patients primarily from
Lubaga Division and surrounding areas of Kampala, Uganda's capital city.

1.5.2 Content Scope

The system focuses on core hospital operations, including patient registration, appointment
scheduling, billing, inventory management, and report generation.

1.5.3 Time Scope

The development and evaluation of the system were conducted between February 2025 and
May 2025.
1.6 Significance of the Study

This project is significant to the following stakeholders:

Hospital Administration: Enhances decision-making through accurate, real-time reports

and data access.

Medical Staff: Improves access to patient records and simplifies appointment and
inventory management.

Patients: Reduces wait times and ensures better service delivery.

Researchers and Developers: Serves as a reference for future studies on hospital

management systems.

1.7 Justification

Given the inefficiencies of the current manual system at Gombe Medical Services, there is a
clear need for a digital transformation. A web-based hospital management system provides
scalability, accessibility, and automation of routine processes, contributing to improved
healthcare service delivery and operational efficiency.

1.8 Limitations of the Study

Limited access to sensitive patient data during system testing due to privacy concerns.

Internet reliability issues which may affect real-time access to the system in rural settings.

Budget constraints limited the use of advanced hardware infrastructure.

 CHAPTER TWO: LITERATURE REVIEW

2.0 Introduction

This chapter presents a review of related literature on hospital management systems. It

examines previous studies, existing technologies, and relevant theoretical frameworks. The
review aims to provide insight into how various hospital systems are designed and
implemented, highlighting the strengths, limitations, and gaps that justify the proposed
system.

2.1 Concept of Hospital Management Systems

Hospital Management Systems (HMS) refer to integrated software platforms that manage
various administrative, financial, and clinical operations in a healthcare facility. Modern
HMS platforms automate tasks such as patient registration, appointment scheduling, billing,
inventory control, and report generation. According to Akhil et al. (2021), HMS significantly
improves hospital efficiency, reduces paperwork, and enhances patient data management.

Many hospitals in Uganda, particularly in rural areas, still rely on manual processes. These
processes are often slow, error-prone, and difficult to manage, especially when dealing with
large volumes of data. Literature shows that automating hospital operations helps reduce data
redundancy, improve service delivery, and facilitate better decision-making (Kabugo &
Nansubuga, 2019).

2.2 Previous Systems and Their Limitations

Numerous hospital systems have been developed globally and locally. For example, the
DHIS2 (District Health Information System 2) used in Uganda focuses on national health
data reporting rather than individual hospital management. Several private hospitals in urban
areas have adopted commercial solutions such as OpenMRS or MediSoft, but these systems
often require technical expertise, stable internet, and high licensing or setup costs.
Previous studies such as Tumusiime (2020) reveal that many rural hospitals lack affordable
and customizable management systems. These systems may also fail to integrate all hospital
departments, leading to fragmented data handling. Moreover, security concerns are common
where proper authentication and authorization are not implemented.

2.3 Importance of Web-Based Technologies in Health Systems

Web-based systems provide several advantages in hospital management. They allow

centralized access to data, real-time updates, and remote accessibility, which is particularly
useful for administrators and consultants. As Singh & Raj (2020) note, web-based HMS
enables scalability, multi-user access, and platform independence.

Current technologies such as PHP, MySQL, and Bootstrap offer the flexibility to design
responsive and user-friendly interfaces that can run on various devices. These tools also
support secure user authentication, structured database management, and integration with
APIs, which make them suitable for developing lightweight hospital systems tailored to local
environments.

2.4 Theoretical Framework

This study adopts the Information System Success Model (ISSM) developed by DeLone
and McLean (1992, updated in 2003). The model emphasizes key dimensions of a
successful information system, including:

System Quality – how well the system performs its functions.

Information Quality – the accuracy, relevance, and completeness of data.

Service Quality – user support and responsiveness.

Use and User Satisfaction – frequency of use and user experience.

Net Benefits – the overall impact on organizational performance.

Applying this framework guides the evaluation of the developed hospital system and helps
assess its effectiveness, efficiency, and usability.

2.5 SWOT Analysis of Existing Hospital Systems

A SWOT analysis is conducted to understand the strengths and weaknesses of current

hospital systems, along with opportunities and threats that influence their implementation.

Strengths Weaknesses
Enhances efficiency and data access High initial cost and technical requirements
Reduces paperwork and redundancy Resistance to change from manual to digital
Enables accurate reporting Lack of customization in off-the-shelf systems
2.6 Gap in the Literature

While many hospital management systems exist, most are either not affordable, not tailored
to local needs, or are limited in terms of departmental integration. Few systems focus on
small-to-medium rural health centers such as Gombe Medical Services. There is a need for a
lightweight, web-based HMS that is both secure and user-friendly while considering resource
constraints.

2.7 Summary of the Literature Review

The reviewed literature shows that hospital management systems can greatly enhance health
service delivery. However, most existing systems are either expensive, overly complex, or
lack critical features required in rural Ugandan hospitals. This study addresses these gaps by
designing a custom, web-based HMS for Gombe Medical Services, with a focus on
scalability, usability, and cost-efficiency.
 CHAPTER THREE: METHODOLOGY

3.0 Introduction

This chapter describes the research methods used in the development of the web-based
hospital management system for Gombe Medical Services. It outlines the research design,
data collection methods, system development methodology, target population, tools and
technologies used, and the justification for each approach. The methodology adopted ensured
that the system was developed in a systematic, efficient, and effective manner.

3.1 Research Design

This study adopted a software development research design, focusing on the analysis,
design, implementation, and evaluation of a customized hospital management system. The
design enabled the researcher to understand existing challenges at Gombe Medical Services
and translate user needs into functional software features.

The research followed a qualitative and quantitative approach, allowing both subjective
and objective data to inform system requirements and testing outcomes. Structured interviews
and observations were used to collect qualitative insights, while questionnaires and document
analysis provided quantitative data.

3.2 System Development Methodology

The system was developed using the Waterfall model, a sequential software development
approach consisting of the following phases:

Requirements Analysis: User requirements were gathered through interviews and

document analysis.

System Design: A data flow diagram (DFD), entity-relationship diagram (ERD), and
system architecture were developed.
 Implementation: The system was coded using PHP, MySQL, HTML, CSS, Bootstrap,
and JavaScript.

Testing: Functional and non-functional tests were conducted to verify and validate the
system.

Deployment and Evaluation: The system was deployed in a simulated environment for
user testing and feedback collection.

The Waterfall model was chosen due to its structured nature and suitability for clearly defined
requirements.

3.3 Target Population

The target population included:

Hospital administrators

Receptionists

Doctors and nurses

Pharmacy and laboratory staff

These users were directly involved in hospital processes and provided relevant insights during
requirements gathering and testing.

3.4 Data Collection Methods

To gather information about the current system and user expectations, the following data
collection methods were used:

3.4.1 Interviews
Semi-structured interviews were conducted with key hospital staff to understand their roles,
challenges with the manual system, and expectations from the new system.

3.4.2 Observation

The researcher observed daily hospital operations such as patient registration, medication
issuing, and report handling. This helped to identify inefficiencies in the manual process.

3.4.3 Document Review

Existing hospital records, patient forms, and stock books were reviewed to understand data
structure, flow, and storage needs.

3.4.4 Questionnaire

A questionnaire was administered to system users to quantify their level of computer literacy,
current challenges, and preferences for features.

3.5 Tools and Technologies Used

The following tools and technologies were used in developing the system:

Tool/Technology Purpose
PHP Server-side scripting for backend logic
MySQL Relational database management
HTML/CSS/Bootstrap Frontend design and styling
JavaScript/jQuery Client-side interactivity
XAMPP Local server setup for development
Draw.io & Lucidchart Designing DFDs and ERDs

3.6 System Modeling Techniques

The system was modeled using the following:

 Data Flow Diagrams (DFDs) to illustrate how data flows within the system

Entity Relationship Diagrams (ERDs) to define the structure of the database

Use Case Diagrams to represent user interactions with the system

These models helped visualize the system architecture and guided the implementation phase.

3.7 Ethical Considerations

Ethical standards were maintained during the research process. Informed consent was
obtained from all participants, and confidentiality of hospital data was upheld. No
patientspecific information was disclosed or used without permission. The system was
developed for educational purposes, with potential to be scaled for real-world deployment
under ethical supervision.

3.8 Summary

This chapter detailed the methods and tools used in designing and developing the web-based
hospital management system. The chosen Waterfall model ensured a disciplined approach,
and the combination of interviews, observation, and document review provided a strong
foundation for building a system that meets real hospital needs.
 CHAPTER FOUR: REQUIREMENTS, ANALYSIS AND
DESIGN
4.1 Introduction

This chapter presents the comprehensive analysis and design of the Web-Based Hospital
Management System developed for Gombe Medical Services. It discusses the user and
system requirements, evaluates feasible solutions, tools used, and explains the design
methodology adopted. Furthermore, it illustrates the architectural, functional, and interface
design aspects, supported by system models and database structures used to implement the
system.

4.2 User Requirements

The primary users of the system included:

Doctors: Needed the ability to record medical diagnoses and access patient medical
histories.

Laboratory Technicians: Required a platform to enter, update, and retrieve laboratory

test results.

Administrators: Needed full control over the hospital records, user accounts, medical
assets, and financial records.

Receptionists: Needed to register patients, update their records, and manage admissions
and discharges.

These users needed a simple, secure, and accessible system that would streamline patient data
management, laboratory operations, and asset monitoring.
4.3 System Requirements

4.3.1 Functional Requirements The

system was required to:

Allow login access for authenticated users (admins, doctors, lab techs).

Register, update, and discharge patients.

Record medical histories and prescriptions.

Manage laboratory test entries and results.

Track hospital equipment and asset inventory.

Manage financial accounts (e.g., budgets, salaries, expenses).

Generate reports and summaries of records.

4.3.2 Non-Functional Requirements

Usability: The interface was designed to be intuitive and user-friendly.

Security: Implemented password hashing (SHA1) and access control.

Scalability: Designed for easy expansion in future modules.

Performance: The system provided fast response to database queries.

Maintainability: Modular PHP and MySQL structure made updates easy.

Portability: The system operated in any modern browser and across devices.
4.4 System Design

Feasibility Study (Optional)

The feasibility of the system was assessed in terms of:

Technical: The team had the skills to build the system using PHP, MySQL, Bootstrap,
and JavaScript.

Operational: Hospital staff expressed willingness to adopt the digital system.

Economic: The system required only a local server (e.g., XAMPP), making it
costeffective.

Alternative Solutions

Continue Manual System: Cheap but inefficient and error-prone.

Purchase Off-the-Shelf HMIS: Expensive and not tailored to hospital needs.

Develop Custom Web-Based HMIS: Tailored, scalable, and affordable.

Proposed Solution

A custom web-based hospital management system was proposed. It addressed current

limitations, allowed remote access within the local network, supported various hospital
departments, and ensured data security and integrity.

Tool Evaluation

Tool Pros Cons

PHP Easy to integrate with MySQL, Not strongly typed
opensource
MySQL Fast, lightweight, widely supported Less robust than PostgreSQL
Bootstrap Quick UI design, responsive Limited customization
XAMPP All-in-one local server for testing Not ideal for production
servers
JavaScript/jQuery Improved UI interactivity Some features require
debugging
Final Tool Selection and Justification
 The combination of PHP, MySQL, Bootstrap, and JavaScript was selected due to:

Familiarity by the development team.

Cost-effectiveness and wide support.

Sufficient power to meet hospital requirements.

4.5 Database Design

The system database named hmisphp was designed using MySQL. It contains wellstructured
tables with clear relationships.

Key Tables:
Table Name Description
his_admin Stores admin login and session details
his_patients Contains all patient registration data
his_medical_records Links patients to doctor diagnoses
his_docs Stores doctor details and credentials
his_laboratory Records test requests and results
his_equipments Tracks hospital assets and devices
his_accounts Tracks budget, salary, and payments
Entity Relationship Diagram (ERD) The

ERD shows relationships such as:

Patients ↔ Medical Records (One-to-Many)

Patients ↔ Laboratory (One-to-Many)

Doctors ↔ Medical Records (One-to-Many)

4.6 Interface Design

The interface was designed using HTML, Bootstrap, and jQuery for a responsive and
userfriendly experience. Key UI components included:
 Login Interface: Validated access to the system using SHA1 authentication.

Patient Registration Page: Form for entering personal and admission details.

Medical History Page: Interface for doctors to log diagnoses and treatments.

Laboratory Module: Allowed entry of test types, results, and notes.

Asset Management: Interface to track and update hospital equipment.

Accounts Module: Input forms for tracking salary payments and expenses.

Each form used client-side and server-side validation to ensure data integrity. DataTables
were used for fast display, filtering, and inline editing of records.

4.7 Functional Modeling of the System

Data Flow Diagram (DFD)

Level 0 (Context Diagram): Depicted overall interaction between system and external
users (Admin, Doctor, Lab Tech).
Level 1 DFD:

Register Patient

Record Diagnosis

Enter Lab Results

Track Equipment

Generate Reports
4.8 Software Design Approach

The modular design approach was used, allowing each component (patients, doctors, labs,
etc.) to be developed and tested independently. This improved maintainability and future
expansion.

4.9 Architecture Design

The architecture followed a three-tier design:

Presentation Layer: User interface built using HTML/CSS/Bootstrap.

Logic Layer: PHP scripts to handle logic and data validation.

Database Layer: MySQL database (hmisphp) for persistent data storage.

4.10 System Modeling

Use Case Diagram

Use Cases: Login, Register Patient, Enter Diagnosis, Add Lab Result, Generate Report,
Manage Equipment, View Financial Reports.
Activity Diagram

Sequence of user actions from login → dashboard → form submissions → report

generation.
4.11 Storyboard

A storyboard was created to guide the UI and user journey. It mapped out key user
interactions:

1. Login Screen → 2. Dashboard → 3. Module Page (e.g., Patient, Lab) → 4.

View/Edit Forms → 5. Report View

This helped ensure consistency in navigation and ease of use.

4.12 Summary

This chapter has described the system requirements, proposed solution, tool evaluations, and
overall design of the hospital management system. Through structured modeling and
wellconsidered technology choices, a robust foundation was established for the system's
implementation.
 CHAPTER 5: IMPLEMENTATION AND TESTING

5.1 Introduction

This chapter presents the actual implementation of the Web-Based Hospital Management
System for Gombe Medical Services. It explains how different modules were developed, the
tools and technologies used, challenges encountered during implementation, and how they
were addressed. The chapter also details the testing activities performed, including the results
obtained from different levels of testing, to ensure the system performs as intended.

5.2 Implementation

5.2.1 Development Tools and Environment

The system was developed using the following tools and technologies:

Frontend: HTML5, CSS3, Bootstrap 5, and JavaScript

Backend: PHP 8

Database: MySQL

Web Server: Apache (via XAMPP)

IDE: Visual Studio Code

Browser: Google Chrome

Version Control: Git

These tools were selected for their open-source nature, wide support community, and
compatibility with the system requirements.

5.2.2 Implementation of Modules

The system was implemented using a modular approach. Each module was coded and tested
independently before being integrated.

User Authentication Module:

Developed using PHP sessions and hashed password storage. Access control was
implemented to differentiate between admin, doctor, and receptionist roles.

Patient Registration Module:

This module allows receptionists to input patient details. Data validation was
implemented to prevent invalid inputs.

Medical Records Module:

Doctors can record diagnoses and prescribed treatments. This module includes forms for
entering symptoms and recommendations, with input validation to ensure consistency.

Laboratory Module:
Lab technicians can enter lab test results associated with each patient. These are stored in
a separate table and linked by patient_id.

Accounts and Equipment Module:

Admins can manage equipment inventory and financial records. Forms were created to
capture revenue and expenditure data.

Sample Code Snippet: Inserting a New Patient if(isset($_POST['save_patient']))

$name = $_POST['name'];
$age = $_POST['age'];
$gender = $_POST['gender'];
$address = $_POST['address'];

$sql = "INSERT INTO his_patients (name, age, gender, address)

VALUES ('$name', '$age', '$gender', '$address')";
$result = mysqli_query($conn, $sql);
 if($result){
echo "Patient added successfully!";
} else {
echo "Error: " . mysqli_error($conn);
}
}

This follows standard PHP coding conventions, with input sanitization handled using
mysqli_real_escape_string() during the actual deployment phase. 5.2.3
Challenges Encountered and Solutions

Issue Description Solution

Performance Page loading delays during Implemented server-side
multiple record loads pagination using DataTables

Consistency Data mismatch due to concurrent Enforced foreign key constraints

updates and transactions

Scalability Initially hardcoded forms were Used dynamic form elements and
not scalable modular PHP classes

Security Vulnerable to SQL injection Applied prepared statements and

session management

Real-time updates Needed instant update on patient Integrated AJAX for dynamic
records data fetching

Concurrency Conflicts when multiple users Locked records during editing

control edit the same record

Flexibility & Changing user roles and Implemented role-based access

Adaptability requirements mid-development control

Fault-tolerance Sudden server shutdowns led to Used try-catch blocks and

incomplete transactions rollback features

5.3 Testing

Testing was carried out throughout the development process, starting with unit testing of each
module, followed by integration testing, system testing, and finally user acceptance testing.
5.3.1 Unit Testing

Each function and module was tested individually to ensure it worked correctly in isolation.
Example: Patient Registration Unit Test

Test Case Input Expected Output Result

TC-01 Name: John, Age: 35, Gender: M Patient added successfully Pass
TC-02 Name: '', Age: 35, Gender: M Error: Name required Pass

5.3.2 Integration Testing

Integration testing ensured that all modules work together. For example, once a patient is
registered, the doctor should be able to access their details.

Test Script:

1. Register new patient as receptionist.

2. Login as doctor.

3. Access patient record using patient ID.

4. Add medical record.

Expected Result: Doctor can view and add records without error.

Actual Result: As expected – Pass.

5.3.3 System Testing

A complete end-to-end system test was performed using real data.

Key Tests:

Login with valid and invalid credentials

Register patients and access data across modules

 Enter lab results and generate patient reports

Screenshots of results:

✓ Login Page Testing Result

✓ Medical Records Testing Result

5.3.4 User Acceptance Testing (UAT)

Final testing involved the actual users at Gombe Medical Services, including the receptionist,
doctor, and admin.

Feedback Highlights:

Interface is user-friendly and responsive.

Patient registration and report generation were seamless.

Minor suggestions for future features such as appointment scheduling.

CHAPTER 6: SUMMARY, CONCLUSION AND

RECOMMENDATIONS

6.1 Introduction

This chapter provides a reflection on the entire project, summarizing key findings,
highlighting achievements, and evaluating the system's effectiveness. It also includes
conclusions drawn from the development and implementation process, provides
recommendations for potential users and developers, and suggests areas for future research.
6.2 Summary of Findings / Results

The project set out to design and implement a web-based hospital management system to
address the inefficiencies of the manual health record management process at Gombe
Medical Services. After thorough requirements gathering, system analysis, design,
implementation, and testing, the following results were achieved:

A fully functional web-based hospital management system was developed using PHP,
MySQL, and Bootstrap.

The system supports role-based access for administrators, doctors, receptionists, and lab
technicians.

Modules for patient registration, medical diagnosis, lab test results, and inventory/equipment
tracking were successfully implemented.

User testing demonstrated a high level of satisfaction due to the intuitive interface and faster
access to medical records.

Test results showed that the system improved data accuracy, eliminated duplication, and
significantly reduced record retrieval times.

6.3 Conclusion

The development of the web-based hospital management system successfully addressed the
key problems identified at Gombe Medical Services. The implemented system demonstrated
improvements in operational efficiency, data integrity, and patient record management. The
modular architecture ensured ease of maintenance and scalability, allowing future
enhancements to be integrated smoothly.

The project revealed the value of digitizing healthcare records and showed how open-source
web technologies can be leveraged to deliver cost-effective, efficient health information
systems for small to medium-sized medical facilities. Despite the constraints of time and
resources, the project objectives were met.

6.4 Recommendation

Based on the experience gained and the feedback from system users, the following
recommendations are made:

Adoption and Deployment: Gombe Medical Services should adopt the system in a live
environment and replace manual record-keeping.

Training: Staff members should be trained regularly to maximize usage and reduce system
misuse or errors.

Regular Backups: A proper data backup policy should be enforced to avoid data loss in case
of hardware or system failures.

Security Measures: Stronger authentication methods, such as two-factor authentication

(2FA), should be implemented in future versions to enhance data security.

Maintenance and Support: A technical support plan should be established for regular
system maintenance and updates.

6.5 Future Research Areas

While the project achieved its primary goals, several opportunities exist for future research
and development:

Mobile Integration: Future work could focus on building a mobile application version of the
system for easier access and flexibility.

Appointment Scheduling Module: Incorporating a calendar-based appointment system

would help manage patient flow and reduce waiting times.
Health Analytics: Integration of a reporting and analytics module could help the hospital
analyze disease patterns and operational metrics.

E-Prescription Module: Enabling doctors to generate electronic prescriptions and send them
to the pharmacy directly.

Inter-Hospital Communication: Future systems could allow data exchange between

hospitals for improved referrals and medical history access.

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