TRIBHUVAN UNIVERSITY
INSTITUTE OF ENGINEERING
Kathmandu Engineering College
Department of Computer Engineering
Minor Project Proposal
On
HOSPITAL MANAGEMENT SYSTEM:
MED-INFO
By
Miraj Shrestha (BCT079050)
Pramish Gyawali (BCT079058)
Pratik Joshi ( BCT079065)
Sanidhya Tamot (BCT079078)
Kathmandu, Nepal
2082
ABSTRACT
MED-INFO is a comprehensive hospital management system designed to streamline
and digitalize healthcare operations. The software focuses on managing patient
records, appointment scheduling, billing, and history tracking through a user-friendly
interface. Key objectives include implementing secure login and access controls,
enabling efficient data storage and retrieval using file handling and online databases,
and ensuring accessibility across multiple systems. The integration of Artificial
Intelligence enhances the application by enabling intelligent appointment suggestions,
pattern-based alerts for patient care, and predictive analytics for resource
management. AI-driven insights also assist in faster decision-making and improved
administrative efficiency. MED-INFO supports patient registration, tracks medical
histories, and automates billing processes, ensuring accuracy and time efficiency.
Designed for scalability and security, the system provides healthcare professionals
with a reliable digital platform to improve patient care and hospital operations. By
leveraging modern technologies, MED-INFO aims to transform traditional healthcare
management into a smart and efficient experience.
TABLE OF CONTENTS
ABSTRACT....................................................................................................................
TABLE OF CONTENTS..............................................................................................
LIST OF FIGURES.......................................................................................................
LIST OF ABBREVIATIONS.......................................................................................
CHAPTER 1: INTRODUCTION...............................................................................1
1.1 BACKGROUND THEORY.......................................................................................1
1.2 PROBLEM STATEMENT.........................................................................................2
1.3 OBJECTIVES............................................................................................................2
1.4 SCOPE AND APPLICATIONS................................................................................3
CHAPTER 2: LITERATURE REVIEW...................................................................4
2.1 EXISTING SYSTEMS AVAILABLE WORLDWIDE...................................................4
2.2 LIMITATIONS OF PREVIOUS SYSTEMS...................................................................5
2.3 SOLUTIONS PROPOSED BY OUR SYSTEM..............................................................6
CHAPTER 3: METHODOLOGY..............................................................................7
3.1 PROCESS MODEL..........................................................................................................7
3.1.1 INCREMENTAL MODEL.......................................................................................7
3.1.1.1 ADVANTAGES OF INCREMENTAL DEVELOPMENT
…………………...8
3.1.1.1 DISADVANTAGES OF INCREMENTAL DEVELOPMENT ………………
8
3.2 BLOCK DIAGRAM........................................................................................................9
3.3ALGORITHM……………...…………………………………………………………..10
3.4FLOWCHART………………..………………………………………………………..11
3.5 TOOLS TO BE USED...................................................................................................12
3.5.1 FRONT-END-DEVELOPMENT............................................................................12
3.5.2 BACK-END-DEVELOPMENT..............................................................................12
3.5.3 DEPLOYMENT......................................................................................................12
CHAPTER 4: EPILOGUE........................................................................................13
4.1 EXPECTED OUTPUT...................................................................................................13
4.1.4 User Dashboard……………………………………………………………..…….13
4.1.5 Enhanced Safety and Security……………………..……………………………...14
REFERENCES...........................................................................................................15
BIBLIOGRAPHY......................................................................................................16
LIST OF FIGURES
LIST OF ABBREVIATIONS
HMS — Hospital Management System
HIPAA— Health Insurance Portability and Accountability Act
UI—User Interface
EMR—Electronic Medical Record
AI—Artificial Intelligence
PEACH— PErioperative AI CHatbot
CHAPTER 1: INTRODUCTION
1.1 BACKGROUND THEORY
The healthcare industry relies heavily on accurate and timely information to deliver
effective patient care. Traditionally, hospitals and clinics managed this information
manually, using paper records and physical filing systems. While this method has
served its purpose for decades, it is no longer sufficient in an age of increasing patient
numbers, data volume, and the demand for real-time decision-making. Manual record-
keeping often leads to data redundancy, misfiling, delays in accessing critical
information, and increased operational inefficiencies.
In the global healthcare landscape, digital transformation has become a crucial factor
in enhancing service quality, accessibility, and operational efficiency. However, in a
developing country like Nepal, the adoption of comprehensive hospital management
systems remains uneven and limited, particularly within government hospitals, rural
clinics, and medium-sized private healthcare institutions. Nepal's healthcare system
faces unique and deeply rooted challenges, including geographical inaccessibility, a
shortage of trained medical and administrative personnel, inadequate digital
infrastructure, and widespread reliance on manual, paper-based record-keeping. These
issues collectively hinder timely patient care, reduce system efficiency, and restrict
the ability to make informed decisions based on patient data.
In many healthcare settings across Nepal, patient records are still managed manually.
This approach often results in data being misplaced, misfiled, or damaged over time,
creating significant administrative burdens and delaying medical interventions. The
lack of a centralized system makes it difficult for hospitals to coordinate internally or
with other health centers. This situation is particularly problematic in rural and remote
areas, where even basic computerization is rare, and access to consistent internet
connectivity is often unreliable. These conditions highlight the urgent need for an
intelligent, adaptable, and resource-conscious hospital management solution.
One of the main goals of our app MED-INFO is to help hospitals manage patient
information easily and clearly. From the moment a patient is registered, their details,
history, and visit records are safely stored and can be viewed when needed. The
software also includes a secure login system, which means only authorized doctors or
staff can access sensitive data, protecting the patient’s privacy. This builds trust
among both patients and healthcare professionals in digital health systems, a
necessary step in the digitization journey of a country like Nepal.
MED-INFO will be built to store and retrieve data efficiently, either using files or
online cloud storage. This ensures the data is safe, organized, and can be accessed
quickly. Because many hospitals in Nepal may not have stable internet or advanced
computers, MED-INFO will be designed to work smoothly even in simple systems
and allows access from different devices or locations.
Along with this, MED-INFO will provide helpful features like patient registration,
tracking medical history, creating bills, and scheduling appointments. These tools
help hospitals save time, reduce mistakes, and offer better service to patients.
As Nepal continues to implement its Digital Nepal Framework and invest in
expanding e-health capabilities, software solutions like MED-INFO are in direct
alignment with national goals. The post-COVID-19 era has already seen growing
interest in telemedicine and digital record systems, with some provinces expanding
digital outreach. MED-INFO is well positioned to support and scale alongside these
initiatives, enabling institutions to take gradual but meaningful steps toward full
digital transformation.
By combining adaptability, scalability, intelligent automation, and robust data
security, MED-INFO presents itself as more than just a record-keeping tool. It serves
as a forward-thinking, AI-enhanced digital platform capable of transforming hospital
management in Nepal. It empowers healthcare professionals with better tools to
deliver quality care while contributing to a national ecosystem of connected, data-
driven health services.
1.2 PROBLEM STATEMENT
The healthcare industry faces significant challenges in patient communication,
appointment scheduling, and information management. Traditional hospital systems
often rely on manual processes, leading to delays, errors, and inefficiencies in
handling patient inquiries, appointment bookings, and medical assistance. Patients
frequently experience long wait times, miscommunication, and difficulty accessing
real-time updates on treatments, test results, or doctor availability.
To address these issues, this project proposes an AI-powered chatbot designed to
streamline hospital operations. The chatbot will handle patient inquiries, automate
appointment scheduling, provide real-time updates on medical reports, and assist with
basic triage. By integrating with existing hospital databases, it aims to reduce
administrative burdens, minimize errors, and improve overall efficiency in patient
care and management.
1.3 OBJECTIVES
To design a user-friendly software that helps in managing patient details.
To implement secure login and access control.
To store and retrieve data efficiently using file handling or online storage.
To ensure accessibility of data from different systems.
To provide features like patient registration, history tracking, billing, and
appointment scheduling.
1.4 SCOPE AND APPLICATIONS
1.4.1 SCOPE
The Med-Info Hospital Management System aims to provide a complete and efficient
solution for managing the various activities within a hospital. The scope of this
system includes designing a user-friendly interface that allows easy management of
patient data, appointment scheduling, billing, and medical history tracking. It also
includes implementing a secure login mechanism with access control, ensuring that
only authorized users can access sensitive information. The system will support both
local file handling and cloud-based data storage to provide flexibility and reliability.
Additionally, it is designed to allow access from multiple systems within a hospital
network, ensuring that different departments can work in coordination. This project
primarily targets small to medium-sized hospitals and clinics but is scalable for larger
facilities.
1.4.2 APPLICATION
The Med-Info system can be applied in various healthcare environments to improve
efficiency and accuracy in data management. Hospitals and clinics can use it to
maintain patient records, manage appointments, generate bills, and track medical
histories. It is also suitable for use in medical camps and community health centers
where quick registration and treatment tracking are essential. Telemedicine services
can benefit from this system by securely storing and accessing patient information
during online consultations. Additionally, the system can serve as an educational tool
for students and trainees in the fields of health informatics and software engineering.
It also holds potential for use in government health programs to help manage and
monitor patient care and public health data more effectively.
CHAPTER 2: LITERATURE REVIEW
Before initiating any project, it's crucial to assess what has already been developed in
the same field and how our system contributes to the overall healthcare ecosystem. A
thorough literature review enables us to explore existing hospital management
solutions, understand their strengths, and identify where they fall short. It also gives
us the opportunity to evaluate the tools, technologies, and methodologies used by
other developers or healthcare institutions working on similar systems.
By examining current hospital management platforms, we can avoid repeating past
mistakes and instead focus on delivering a more efficient, user-friendly, and
comprehensive solution. This process helps us clearly define the specific problems
our system aims to solve. In this section, we analyze widely used hospital
management systems, highlight their limitations, and explain how our platform has
been designed to provide a smarter, more streamlined approach to managing hospital
operations and patient care effectively.
2.1 EXISTING SYSTEMS AVAILABLE WORLDWIDE
Over the years, various hospital management systems have been developed to help
healthcare providers streamline operations and improve patient care. Some of the
most widely used platforms include Meditech, Epic, and Cerner. These systems
enable hospitals to manage patient records, schedule appointments, track treatments,
and monitor overall hospital workflows. Many also offer additional features such as
billing management, inventory control, and integration with diagnostic devices.
Several of these systems have incorporated automation features to enhance efficiency.
For example, Epic allows automatic updating of patient information from connected
medical devices, reducing manual data entry and minimizing errors. These
advancements have significantly improved hospital management compared to older,
more manual processes. However, despite their capabilities, many existing systems
still face challenges related to user accessibility, system complexity, and adaptability
to the specific needs of different healthcare facilities.
2.2 LIMITATIONS OF PREVIOUS SYSTEMS
Despite the many advancements and benefits hospital management systems offer,
they also come with certain limitations and challenges they couldn’t overcome. Many
of these HMS have quiet complex learning curves and unnecessary complexity for
normal users who and looking for a quick and simple functionalities. This leads to
both patient and the staff having difficulty in navigation especially those with limited
technical knowledge
Deploying and maintaining these systems often requires significant financial
investment, including software licensing, hardware infrastructure, staff training, and
technical support. Smaller healthcare facilities may find these costs prohibitive. Also,
handling sensitive patient information raises important security and privacy issues.
Systems must comply with stringent healthcare regulations (like HIPAA), and any
vulnerabilities can lead to data breaches, which compromise patient confidentiality
and trust.
2.3 SOLUTIONS PROPOSED BY OUR SYSTEM
Our hospital management system addresses these common challenges by emphasizing
simplicity, accuracy, and user-friendliness. Instead of overwhelming healthcare staff
with excessive features, it provides a streamlined and efficient experience focused on
core functionalities such as patient record management and appointment scheduling.
With intuitive workflows, users can quickly access and update critical information
without unnecessary complexity.
We also integrate AI chatbots in our system that help in reducing mundane tasks
which reduced administrative workload and allows the resources to go to other
necessary components. There might occur some instance where the staff is
unreachable. AI chatbots can provide round-the-clock assistance to patients,
answering common questions, scheduling appointments, and offering medication
reminders, which reduces the burden on hospital staff. By offering instant responses
and personalized communication, AI chatbots enhance patient engagement and
satisfaction.
By collecting basic symptom information, AI chatbots can easily access EMR and
guide patients on whether they need to see a healthcare professional urgently or
manage symptoms at home, helping prioritize hospital resources. Chatbots can
provide patients with information on billing status, insurance claims, and payment
options, simplifying financial communications. Beyond patient-facing functions, AI
chatbots assist hospital staff by quickly retrieving policy information, treatment
protocols, or answering common administrative questions, enhancing workflow
efficiency.
CHAPTER 3: METHODOLOGY
3.1 PROCESS MODEL
3.1.1 INCREMENTAL MODEL
Figure 1: Block Diagram of Incremental Process Model
Incremental development is a way of building software step by step. Instead of trying
to build the whole system at once, developers first create a simple version with only
the most important features. This early version is then shared with users so they can
try it out and give feedback. Based on what users say, developers improve the system
by adding new features or making changes. This process continues until the system is
complete and works well.
One of the main benefits of this method is that different activities—like planning,
designing, coding, and testing—happen together, not one after the other. This helps
the team find problems early and fix them before they become bigger issues. It also
allows the team to adjust the system when new ideas or changes come up during
development.
This method is helpful because in real-life projects, the needs and requirements of
users often change. With incremental development, the software can grow and
improve as these needs change. It’s also less risky because only small parts of the
system are worked on at a time. If something doesn’t work as expected, developers
only need to fix that part, not the whole system. Also, users get to see and use parts of
the system early, which helps make sure the final product will meet their needs.
3.1.1.1 Advantages of Incremental Development
It is simpler to test and control smaller sections of the project.
It is more flexible when making updates or adding new features later in the
development.
The User sees progress early.
3.1.1.2 Disadvantages of Incremental Development
The Incremental Model can be difficult to manage if not planned well.
Adding new components might create problems with how they connect to the
existing system or affect the overall design.
CHAPTER 4: EPILOGUE
4.1 EXPECTED OUTPUT
4.1.1 Efficient Patient Interaction
Instantly responds to frequently asked questions (e.g., visiting hours,
doctor availability, departments).
Reduces call center and front desk burden by handling high-volume
inquiries.
4.1.2 Seamless Appointment Scheduling
Allows users to book, reschedule, or cancel appointments without
human assistance.
Sends instant confirmations and calendar reminders.
Suggests available slots based on patient preferences and doctor
availability.
4.1.3 Medication and Appointment Reminders
Sends personalized medication reminders to patients based on
prescriptions.
Issues alerts for upcoming appointments, reducing no-shows.
Encourages post-treatment follow-ups for improved health outcomes.
4.1.4 Support for Hospital Staff
Provides quick access to clinical protocols, schedules, and hospital
guidelines.
Acts as an internal knowledge base for hospital procedures and
policies.
4.1.5 All-Time Availability:
Operates continuously without breaks, holidays, or time limitations.
Supports patients in different time zones or with urgent needs during
off hours.
Ensures consistent service quality regardless of staff availability.
REFERENCES
For the development of this project we relied on various sources to guide us
trough this project.
Allamudi, K. B., & Konduri, B.:
The AI-Powered Hospital Chatbot for Automating Patient
Management, Billing, and Lab Results Tracking Using NLP and
TensorFlow.
He, Y. K., et al:
Real-world Deployment and Evaluation of PErioperative AI CHatbot
(PEACH) -- a Large Language Model Chatbot for Perioperative
Medicine.
Dammavalam, S. R., et al:
Chatbot for Healthcare System Using Artificial Intelligence.
International Journal of Research in Engineering, Science and
Management.
BIPLIOGRAPHY
https://jisem-journal.com/index.php/journal/article/view/5785
https://arxiv.org/abs/2412.18096
https://journal.ijresm.com/index.php/ijresm/article/view/2327
