As Specified in The Case

AS SPECIFIED IN THE CASE:
• Royal Hospital is mainly deals with Orthopedic and Geriatric cases. It is situated
in a metropolitan city.
• In recent times there are in increase number of patients in the hospital with high
retention of staff.
• Hospital centralize system consist of main patients records and additional unit
requires to handle a substantial number of records.
• Patient’s files and general record files which are arranged in alphabetical system.
They are maintaining petty cash information and in parallel patient’s statistics
details.
• “Card files” consist of all the records of patients from the existence (last 15
years).
• There is no clerical support for doctors to take out the particular record from the
card files.
• No proper records of in and out of office files and follow-up are not done.
• Other large hospitals are using numerical system to keep the patient’s record as
per the discussion one of the staff in the hospital.
FROM THE CASE STUDY WE CAN MAJORLY IDENTIFY THE FOLLOWING

PROBLEMS:
• No proper segregation of data individually by departments.

• They is no erasing of data which is not useful and above they are maintaing the
data from past from 15 years.
• Card files are arranged in alphabetical order and there is no record according to
the registration number or the date.
• There is no clerical support for the doctors to identify the patient’s record
manually and they are mostly involved in finding the records and that results of
wasting their time apparently.
• There is no proper maintenance of in & out file maintaince by the concern and
the continuous follow-up was not been done regularly.
• Royal hospital was not updated with the technology which can support the data
management or record keeping where already their competitors were already
doing that.
• Because of lack of information their was no proper co-ordination between the
doctors and they are ending up with the arguments.
ROYAL HOSPITAL CAN IMPLEMENT THE FOLLOWING TECHINQUES
RECORD MANAGEMENT:
• Basic function of having a regulised data can helps in reaching the company’s
objectives.
• In above case information should help to people who are within the firm can use
in their decision-making. Gathering information, analyzing it reporting it.
• MIS as a concept continues to evolve. Two concepts which are extension to it
are decision support system (DSS) and information resource management (IRM).
• Proper data storage process will helps in organisation growth and avedent of
computers. MIS supports the management at various levels and serves as a
means of communication where data are collected, processes, stored and
retrieved later for making decisions regarding planning operation and control of
an organisation.
ROUTINE MAINTENANCE OF DATA
PROCESSING AND IMMEDIATE USE: processing techniques may be used to process

the data, including statistical analysis, classification and categorization and
computation. In addition many different information system technologies may be
employed in the processing of information. Such technologies may include electronic
computers, hand held calculators, type writers and printers, tape storage and human
mind.
Ready access storage: In the ready access storage stage data are stored on disks or
magnetic tape until they are needed to generate information. Information from one
process may become data for other decisions. Example: existing data storage can be
useful in the future to generate the patient history with proper record. Purpose and helps
for R&D to take strategic decisions (managerial).
DATA DISTRIBUTION: The retention of all data for an indefinite period of time is costly
and unnecessary for storage. Most enterprises have well defined policies and
strategically procedures for purging data. For instance production data for machinery
that is no longer in use may be routinely earmarked for distruction.
Record Based logical models are used in describing data at the conceptual and view
levels, but used both to specify the overall logical structure of the database and to
provide a higher level description of the implementation.
RECORD KEY: The record key is a batch number and serial number that is used to
make sure that no transaction in a batch gets, lost between the floor and computer
centre file storage device.
By referring above case some of the basic data items are patient’s names, Age, Date of
Birth, Contact Details, Address, Referred to, Past History Records Etc. The record key
is one or more data items of a record that uniquely identify each record number so that
patient number uniquely identifies each occurrence of the patient’s record.
DATA WARE HOUSING

1. Data segregation
2. Storage of data
3. The querying and data – analysis support.
DATA BASE MANAGEMENT SYSTEM: Data Base is the complete set of data used for
a particular application or by a particular organisation.
• Provide for mass storage of relevant data.

• Make access it the data easy for the user.
• Provide prompt response to user request for data.
• Make the latest modifications to the data base available immediately.
• Eliminate redundant data.
• Allow for multiple users to be active at one time.
• Allow growth in the database system.
• Protect the data from physical harm and unauthorized access.
CAUSES:
• Hospital management systems are not updated according to the technology
which is available in the market.
• No proper futuristic plans are made to control the database.
• Lack of Knowledge.
• Data base management system was not updated to the existing system to
handle the increasing no of patients.
• They did not distract the data which is not useful.
• There is no supporting systems or department to help the doctors in finding out
the old records to save the time and concentrate upon the patient more.
• There is no tracking system to find out the - In & Out of hospital.
• Proper co-ordination was missing in between the staff because of improper
segregation of data & work allocation.
• No internal meetings are happening to collect the staff opinions about the
problems which they are facing at work place.
• No track of competitor’s strategies how they are following to solve the similar
problems which are happening at Royal Hospital.
OTHER PROBLEMS:
• No structured hierarchy to escalate the problem to immediate boss
• Hr involvement is very less in solving the problem.
• There is no Co-ordination (discussion) to solve the existing problems between
the Doctors.
• Ideas suggested by sub-ordinates are not taking into consideration.
• No platform for new ides which can be implemented in Hospital to reduce the
burden.
• Improper communication
• Informal communication dominates the formal communication in hospital which
was not to be encouraged by management.
CONCLUSION:
There are few Data Base Management System are designed to streamline
the business practices of hospitals and clinics. Through its electronic patient
information system, HMS ensures optimum use of the medical records of
patients. Being patient-centric, the system makes it possible for all disparate
files on a patient to be housed in a centrally located master file, ensuring
retrieval and management of files effortless. Plus, easy integration ensures a
faster start up.
At royal hospital, the problem of record management can be avoided by

proper maintenance of information system by regularly updating and by
arranging records in a sequential order; this can be achieved by recruiting
support staff that are well equipped with latest changes in information
system. They records which are centralized should be divided unit wise to
avoid later confusion in handling the records
So,a proper hospital management system is important for the

accomplishment and development of any organization especially hospitals.

As Specified in The Case

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AS SPECIFIED IN THE CASE:

FROM THE CASE STUDY WE CAN MAJORLY IDENTIFY THE FOLLOWING

• No proper segregation of data individually by departments.

ROYAL HOSPITAL CAN IMPLEMENT THE FOLLOWING TECHINQUES

ROUTINE MAINTENANCE OF DATA

PROCESSING AND IMMEDIATE USE: processing techniques may be used to process

DATA WARE HOUSING

• Provide for mass storage of relevant data.

At royal hospital, the problem of record management can be avoided by

So,a proper hospital management system is important for the

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