ELECTRONIC PATIENT ENROLLMENT SYSTEM

A RESEARCH PROJECT

BY

BASSEY, SAMUEL FRANCIS

11/EG/CO/538

DEPARTMENT OF COMPUTER ENGINEERING

FACULTY OF ENGINEERING
UNIVERSITY OF UYO, UYO.
AKWA IBOM STATE
NIGERIA

OCTOBER, 2017
 CERTIFICATION

This research on Electronic Patient Enrollment System was carried out by Bassey, Samuel
Francis with Registration Number 11/EG/CO/538 of the Department of Computer Engineering,
University of Uyo, Uyo.

Bassey, Samuel Francis

11/EG/CO/538

Research Student
 APPROVAL PAGE

This is to certify that this research on work: on the topic Electronic Patient Enrollment
System has been found appropriate both in scope and content. It is therefore and hereby
approved as having met the requirement of the Department of Computer Engineering, Faculty of
Engineering, University of Uyo for the award of Bachelor in Computer Engineering (B.Eng.).

.
Bassey, Samuel Francis Date

.....
Eng. Bliss Stephen Date
Project Supervisor
 ABSTRACT

Electronic Patient Enrollment in hospital information management system was developed in this
project. The information management system is capable of managing the time it takes to collate
data from a patient rushed to a hospital either on emergency situation or otherwise. This system
is capable of handling patients information as well as letting patients to enroll on any of the
hospital services of their choice with ease. The waterfall software development process was
deployed in the development of the system. The development of the system passed through five
sequences in which planning, design, modeling, implementation, verification and maintenance
were carried out.

This system is a web-based application meaning that it will only be accessed using a web
browser. The application was developed using various web technologies like HTML (Hypertext
markup Language) which provides the basic structures of the content, CSS (Cascading Styles
Sheet) a technology which is used with the Markup Language (i.e. HTML) to enhance the look,
aesthesis and the presentation of the content, JavaScript which is a client-side scripting language
that adds interactivity to the Application, and finally the application uses PHP (Hypertext
Preprocessor) which is a server-side scripting language which is used in conjunction with a
backend Relational Database Management System like MySQL (Structured Query Language) for
its server operations.

The work also reports the results of testing done by testers, on a 5-point scale. The degree to
which the system enforces time management when it comes to patient enrollment in the hospital.

Keywords: Electronic Patient Enrolment, Information System and Mechanism.

 CHAPTER ONE

INTRODUCTION

1.1 BACKGROUND OF STUDY

Electronic Patient Enrollment System (EPES) in hospital information management are

integrated systems whose main aim is to manage information collated from patients of a hospital
to easy management of service processes. Hospitals are becoming more reliant on the capability
of patient management information system to assist in the diagnosis process and management,
for better and improved services and practices.

The main end of Electronic Patient Enrollment System (EPES) is to provide a means for staffs
and departments to write down data that are essiential to enrollment.

1.2 STATEMENT OF PROBLEM

The absence of a well-established information system to serve patient and staff has led to
inconveniences. This has tantamount to the loss of patient and staff records.

This is basically because of the weakness of the existing system which includes over reliance on
paper based work. Paper files consume a lot of the office space, slow recording, processing and
retrieval of patient details. Accessing and sharing of information by different departments is
difficult due to poor information management.

1.3 OBJECTIVES OF THE STUDY

The main objective of the study is to develop a web-based Enrollment system for hospital.

Specific Objectives

To create an online registration for enrollees of an hospital.

To develop an accurate and easier way of registration for the patients of a hospital.

To Generate reports needed for enrollment

To provide a user friendly enrollment system in managing enrollment of old patient, new
patient and transferees.
1.4 SIGNIFICANCE OF STUDY

The significance of the study would justify the need to conduct the study. It specifies the
group of people who will benefit from the study (patients). The study will help patients to be
knowledgeable enough on entering the information technology fields as applying the lectures to
actual performances and to inform them of an easy way of registration. It will give them also a
background and become more advance and be familiar on having a new way of registration. In
this proposed system, it will help them to lessen their work and less time consumed in handling
the enrollment process for the patients. It helps them to minimize the effort and time exert in
terms of gathering the data or information of the patients (Administrators). The result of this
investigation would serve as a benchmark for them to make an easy on handling the patients
records during the enrollment. It will help to lessen their work and help them also to have a fast
way of enrolling patients as well as in securing patients information (Future Researchers). This
study would serve as a handy reference for the other researchers who would embark on a similar
study in the future especially on certain aspects not derived into by the present study.

1.5 SCOPE AND LIMITATIONS OF PROBLEM

Scope

Electronic Patient Enrollment System is a portal type that covers the major processes in
the registration system, namely registration and enrollment of patients and file maintenance such
as list of enrolled patients in different year levels in a hospital.

Administrators have total access to the system, view patients records that are officially
enrolled and generate or print records of the patients, search patient profile information.

Limitations

This research work will concentrate on managing the time it takes to collate data from a
patient rushed to a hospital either on emergency situation or otherwise.
PROJECT LAYOUT

This research work consist of five chapters in which each of the chapters ellaborates
procedurally on various stages involved in achieveing the Electronic Patient Enrollment System.
This section gives brief overview of each of the chapters that constitutes this research work.

Chapter One: Introduction. This chapter gives a brief overview of the research work. Topics
like background of study, statement of problem, objectives of study, significance of study, scope
of problem, limitations of problem are covered in this chapter.

Chapter Two: Literature Review. This chapter establishes a theoritical framework for this
research work. It establishes the area in which this research work would focus on. In this chapter,
related works are reviewed.

Chapter Three: Description and analysis of the system. This chapter analysis and describes an
Enrollment system. In this chapter, the method of data collection, Organization structure, Input
analysis, Process Analysis, Output Analysis, Information flow diagram and problems of the
existing system are covered in details.

Chapter Four: System Design. This chapter entails the methodology used in the design and
implementation of the Electronic Patient Enrollment System. It covers in depth the design
standard, output specification, input specification and design, file design, system flowcharts,
system specification and program flowchart of the system.

Chapter Five: Conclusion and Recommendation. This chapter gives a brief summary of the
research work as well as make recommendations to the project work.
 CHAPTER TWO

LITERATURE REVIEW

2.1 Introduction

An enrollment system is a system designed to perform the processes involved in

registration, advertising etc. Enrollment system is one of the most important and evident, not
only in the university but also to any organization as much. An accurate and efficient enrollment
records helps to ensure a good impression of any organization on possible enroll to encouraging
them to patronize their products/services.

2.2 Computerized Enrollment System

2.3 Web-based Enrollment System

2.4 LAN Based Enrollment System

2.5 Online Student Enrollment System

Online student enrollment system enables students to enroll into their subjects prior to the
commencement of their semesters. This enrollment system not only allows students to enroll
through internet without traveling to the campus but also incorporates the business rules. These
business rules cover a wide range of regulations and policy such as subject pre-requisite,
student's payment status, course coordinator's decision and the correspondence of students'
seniority to the intended enrolling subjects. Besides business rules, the system also incorporates
various notification mechanisms like Short Messaging Service (SMS) and Email. XML is used to
store the business rules and thus allow the portability of the system interface to wider range of
devices such as Personal Device Assistant (PDA). The interface auto-detects the user's device
either PC/laptop or much smaller screen device such as PDA. In short, the enrollment system
backend engine runs based on the business rules and front-end engine runs to provide high
satisfaction user experience. With the business and user interface, the system is able to run the
workflow of student enrollment from the online enrollment form to approval workflow cycle
running parallel with the notification capability.
Student enrollment on one hand sounds simple as a straightforward procedure and on the other
hand, is a complicated workflow that is based on strict university enrollment rules. These
enrollment rules are subset of the universitys business rules. These rules cover subject pre-
requisite, student's payment status, course coordinator's decision and the student's seniority.
These business rules are used by the online student enrollment system. The web application not
only supports PC/laptop based display but also devices with much smaller screens such as
mobile phones and PDA. These diverse interfaces provides portable access for overseas and local
students regardless where they are and what device they are using. A strong business rules
compliant and user-friendly interface system is necessary for high service-oriented satisfaction
among students.

SYSTEM ARCHITECTURE OF ONLINE STUDENT ENROLLMENT SYSTEM

This web based student enrollment system runs on well-known 3- tier architecture. Oracle server
runs as backend data tier, business rules represented in XML as the middle logic tier and web
server as the third presentation tier

TIER-1 ORACLE SERVER

Oracle server is chosen as the system's backend repository for its strengths in referential
integrity, triggers, and supports of multiple user's access. Connectivity between Oracle server to
the application is implemented using OLE-DB Provider for Oracle drivers MSDAORA. The
connection string is created as: "Provider=msdaora;Data Source=oracle1;User
Id=4184041;Password=4184041;" The connectivity from the application to Oracle server is
based on the libraries provided by ADO.NET. The objects used for the connectivity are
OleDbConnection, OleDbCommand, OleDbDataAdapter, and OleDbDataReader. Apart from
ADO.NET objects, Oracle Client is also installed on the web server machine to resides
TNSNAMES.ORA and SQLNET.ORA files in its network\admin folder.

TIER-2 BUSINESS LOGIC

Business logics that govern the policies involved in enrollment are represented in XML. The
XML files reside on the platform as the web server on the presentation tier. The business logics
are stored in XML due its portability and platform independence. A XML file is portable to
multiple operating systems though it was created in a single operating system. For example, the
XML file created on Windows is portable to UNIX and Macintosh.

TIER-3 PRESENTATION

Presentation is based on .NET technologies. ASP.NET technology using VB.NET programming

is used to develop the interface and interaction between users and the system. The presentation
and programming logics are separated into aspx and vb file known as Code-behind

BACKGROUND OF THE ENROLLMENT

Before thorough elaboration of the enrollment process, some background of the semester
structure is given in this section. For a business degree, there are 8 semesters that make up 4
years of study. This means there are 2 semesters in a year of study. For naming convention, first
semester of year 1 is called Semester 1 while first semester of year 2 is called Semester 3. Hence,
the 6th semester would be the last semester of study for a student. For 4-years engineering
degree, a students last semester would be semester 8. These conventions assume a student
pass all subjects in each semester. The in-between students are the ones who failed one or more
subjects. They are called in-between students due to their subjects that are spanned across more
than one semester. For example, a student who failed Subject A in semester 1 would repeat A
while he is taking three other subjects in semester 2. The business rule states that the maximum
subjects that a student takes in a semester must not exceed four. Students who are entering the
university in their first semesters are called new students. Students who have already completed
at least semesters of study are called continuing students. There are slight differences in the
business rules of their enrollment processes.

ENROLLMENT PROCESS

The enrollment workflow requires the information in the approval life cycle to be viewable in
two dimensions :- the student and the SA. Students enter enrollment information into the system
and are able to modify the information within a specific period of time. As shown in Table 1,
there are 5 phases of time period that give applicants different level of modification. The
information of different phases of the enrollment process is stored in different tables in the
database. There are tables like enrollment, current enrollment, approved enrollment and
graduation requirements. The enrollment processes are outlined and coupled to these tables to
form the workflow of the overall system. Different phases represent different timing of
enrollment according to the commencement of a new semester. Phase 2 falls into the first two
weeks of a semester. Phase 3 involves the approval cycle of the enrollment. The approved
enrollment will be stored after the approval cycle whilst students are reverted back to phase 2
should their enrollments are rejected. Phase 4 requires SA to enter student's exam results into the
transcripts. Phase 5 requires the cross-checking across every student's transcript with the
graduation requirements.

TABLE 1.0 Enrollment Phase

PHASE PROCESS
1. Enrollment
2. Current Enrollment
3. Approved Enrollment
4. Transcript
5. Graduation

PHASE 1

Phase 1 begins from the open of enrollment and ends before the commencement of a new
semester. The enrollment phase 1 falls into the 1-week time prior to the commencement of a new
semester for new students and the last two weeks of the semester preceding the enrolling
semester for continuing students. For example, a continuing student who is in semester 1 is given
two weeks time near the end of the current semester to enroll their semester subjects. In this
phase, applicants freely enter the enrollment information from the qualified subject list. The
qualified subject list includes all the subjects that an applicant has not enrolled before. Figure 1
shows a list of qualified subjects in a table of 5 columns where its fifth column allows students to
select their intended enrolling subjects. After selection, the selected subjects will be displayed on
the text area titled by the Selected Subjects heading as shown in Figure 2. Apart from pre-
requisites, the system also cross-checks all the enrolled subjects for timetable clash. Subjects that
clash each other will be listed and students are given the option to drop any of the subjects.
Figure 1: Screen shot of list of qualified subjects before selection.

Figure 2: Screen shot of qualified subjects after selection

The applicants are allowed to modify their subjects freely before phase 2. They can add or
remove the Selected Subjects as in Figure 2. The modification is however subjected to the pre-
requisite checks preceding the enrolling subjects. If a subject B had a pre-requisite subject A, a
student would not be able to enroll B without passing A in preceding semester. Hence, phase 1
takes only pre-requisites as its business rule.
PHASE 2

In the first two weeks of a new semester, students are allowed to add or remove their enrolled
subjects from Phase 1. The enrollment approval is based on the subjects pre-requisite,
exemption, students payment status, and special scenario. The special scenario here refers to the
case of a students appeal and specific situation involves subject withdrawal, students change of
course, course coordinator decision, and timetable amendment. New students are given full two
weeks to modify their enrollment while continuing students are only given one weeks time to
modify. The rationale of giving less time to continuing students is due to their early enrollment
in their preceding semester. They would only need to modify their enrolled subjects if they have
failed in any subject in the preceding semester. Due to unanticipated situations, SA manager is
given the access right to intervene the automatic firing of the business rules. Upon approval, all
subjects are saved in Approved Enrollment.

PHASE 3-5

Upon completion of examinations in a semester, the exam grades are updated according to the
approved subjects. These exam grades are stored in the transcript of every student. Each
students transcript in the whole study duration is verified and validated according to the
graduation requirements of a specific course. For example, engineering and business courses
have separate set of graduation requirements.

2.6 Computer-based Patient Record System

 CHAPTER THREE
Description and analysis of the System

3.1 General analysis of the system

3.2 Method of data collection
3.4 Organizational structure
3.5 Input analysis
3.6 Process Analysis
3.7 Output analysis
3.8 Information flow diagram
3.9 Problems of the existing system

CHAPTER FOUR

System Design

4.1 Design standards

4.2 Output specification

4.3 Input specification and design

4.4 File design

4.5 System flowcharts

4.6 System specification

4.7 Program flowcharts

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