jairosi jiri mukuwapasi clinic patients’ record management system

Name: Mutambara Clement T

Centre Number: 020340

Candidate Number: 3042

Name of School: St Faith’s Secondary School

YEAR: 2019-2020
Contents
SECTION A...................................................................................................................................................2
SELECTION, INVESTIGATION AND ANALYSIS..............................................................................................2
PROBLEM DEFINITION.................................................................................................................................2
INVESTIGATION OF THE CURRENT SYSTEM.................................................................................................2
BROAD DESCRIPTION OF THE CURRENT SYSTEM........................................................................................7
EVALUATION OF EXISTING SYSTEM.............................................................................................................8
REQUIREMENTS AND SPECIFICATIONS........................................................................................................8
AIMS AND OBJECTIVES OF THE SYSTEM......................................................................................................9
SECTION B.................................................................................................................................................13
DESIGN......................................................................................................................................................13
CONSIDERATION OF ALTERNATIVES..........................................................................................................13
JUSTIFICATION OF METHOD OF SOLUTION...............................................................................................14
INPUT DESIGN...........................................................................................................................................14
OUTPUT DESIGN........................................................................................................................................17
Test Plan....................................................................................................................................................19
SECTION C.................................................................................................................................................21
SOFTWARE DEVELOPMENT......................................................................................................................21
TECHNICAL DOCUMENTATION..................................................................................................................21
CODE/PROGRAMME LISTING....................................................................................................................25
USER DOCUMENTATION............................................................................................................................32
TESTING AND EVALUATION......................................................................................................................34
USER TESTING............................................................................................................................................34
EVALUATION OF THE SYSTEM....................................................................................................................35

1
SECTION A
SELECTION, INVESTIGATION AND
ANALYSIS

PROBLEM DEFINITION
The Jairos Jiri Mukuwapasi Clinic is situated in Madetere Communal Area, just outside Rusape
Town. To arrive at its site, one has to move along the Rusape to Nyanga road for seven
kilometers from Rusape and take a left turn into a dust road. From there one would have to move
for about eight kilometers following the directions to St Faiths High School. Just before reaching
the school, one would have already arrived at the children’s Home Centre within the clinic is
situated.

The Jairos Jiri Mukuwapasi Clinic was established in 1945 for the purpose to cater and provide
health services for the disabled children at the Centre, local inhabitants and students of the St
Faiths High and Primary School. There are about 800 students for the High School and 500 for
the Primary School and many families of the local community, therefore the clinic must offer
services to all these people when needed.

Currently, the Jairos Jiri Mukuwapasi Clinic has a receptionist, two nurses, a doctor and a
grounds-man who is responsible for cleaning the surroundings to ensure a healthy environment.
The patients’ details and records are captured manually and stored in cabinets. The aim of this
program is to modify the hospital system from manual to computer system in order to give more
efficiency to the running of the clinic.

INVESTIGATION OF THE CURRENT SYSTEM

Research Instruments
I carried out my research so as to gain insight of the current operations at the clinic so as to find
the problems of the system. Information gathering was carried out so as to gather vital
information about the Clinic’s system. I managed to use the following methods;
 Interviews
 Questionnaires
1. Interview
This is a face to face or telephone conversation where there is personal contact whereby the
interviewer asks questions in accordance to the system to acquire certain information.

2
 Advantages
 It is cheaper when collecting information over a large area
 Information can be accurate since one who fills the questionnaire remains anonymous.
 Non-verbal gestures such as facial expressions help to improve understanding and prove
whether information is true

Disadvantages
 It is difficult to prepare a good questionnaire
 It is time consuming hence some respondents might not find time to attend the interview
 It is expensive in terms of travelling costs
 Biased information can be provided
 Abusive information can be filled in.

2. Questionnaires
With this information gathering technique a set of questions were prepared and presented to the
patients and receptionist. Approaches used included fill in and tick box approach. A tick portends
the option has been chosen. All those I presented with questionnaires; I gave them 24 hours to
return documents. This was to ensure that no rushed decisions to be made

Advantages of Questionnaires
 Questionnaires I prepared did not require anyone to write his/her name hence individuals
were free to say what was on their minds.
 Respondents had enough time to questions resulting in thoroughly thought answers hence
comprehensive details about the clinic were given.
Disadvantages
 Some questions proved to be challenging hence were not answered
 There was a tendency by some to consult the employees, thus making their responses not
independent.

3
 INTERVIEW WITH THE RECEPTIONIST

QSN1. Where are your files kept?

……………………………………………………………………………………
QSN2. Do you face any problems with looking for an already existing patient’s file?
………………………………………………………………………………………………………
………………………………………………………………………………………………………
……………………………………………………….
QSN3. How do you update a patient’s details, for example if he changes his Address?
……………………………………………………………………………………............................
............................................................................................................................................................
.......................................................................................
QSN4. In what way would be computerizing the system be advantageous to you?
………………………………………………………………………………………………………
………………………………………………………………………………………………………
………………………………………………………
QSN5. What is the guarantee of safety of the files where they are kept?
………………………………………………………………………………………………………
………………………………………………………………………………………………………
……………………………………………………….
QSN6. What is it that you appreciate about the existing system?
………………………………………………………………………………………………………
………………………………………………………………………………………………………
………………………………

4
5
 Questionnaire (PATIENT)
Tick the first checkbox for YES and the second checkbox for No

1. Do you have any problems with the services of the clinic system? YES NO

2. How long does it take to get attended to? 5MIN 20MIN

3. Do you often experience errors when filling your forms? YES NO

4. Do you have to compensate for an error? YES NO

5. How do you rate the services of the system? Bad, Average, Above Average or Excellent.

Give reason with your answer:-

--------------------------------------------------------------------------------------------------------------
--------------------------------------------------------------------------------------------------------------
-------------------------------------------------------------------

6. Considering the inefficiency of the system, do you wish it to be changed? YES NO

7. Considering the errors experienced how do you want the services to be modified?

(a) Completely b) Partly

If option is(a) give a reason, Else if (b) state the specific parts: ---------------------------------
------------------------------------------------------------------------------------------------------------
------------------------------------------------------------------------------------------------------------

6
 Questionnaire (RECEPTIONIST)
Tick the first checkbox for YES and the second checkbox for No

1. Do you experience any problem with the filing system? YES NO

2. How long does it take to serve a patient? 5MIN 10MIN 20MIN

3. Do you often experience errors when filing records? YES NO

4. Do you have to compensate for an error? YES NO

5. How do you rate the system? Bad, Average, Above Average or Excellent.

Give reason with your

answer:----------------------------------------------------------------------------------------------------------
-------------------------------------------------------------------------------------------------------------------
----------------------------------------------------------------------------------------

6. Considering the hitches in the system, do you wish it to be modified? YES NO

7. Considering the flubs experienced, how do you want the services to be modified?

(a) Completely b) Partly

Specify the parts if answer is

(b):---------------------------------------------------------------------------------------------------------------
--------------------------------------------------------------------------------

7
BROAD DESCRIPTION OF THE CURRENT SYSTEM
The current system is file based, meaning all current operations are performed manually and uses
files to store their records. As patients arrive, they are checked in by the receptionist at the front
desk. For those visiting the Clinic for the first time, they are asked to fill a form which will
include details such as to ensure how they are going to pay for their medical bills. The Clinic has
a cash only policy, as it does not allow patients with Medical Aid Cover. For those who are
paying for the services rendered them, they are issued a receipt also accompanied by a reference
number which they would use every time they visit the Clinic, either for checkups or if any other
problem arises. The reference number is the one that will be used for locating the patient’s file
which would be stored in the cabinet at the Clinic. The Patient would then be given a card which
would be used to record the results from the tests administered to them by the nurses before
getting to the doctor. The test include temperature, Blood Pressure, weight and any other tests
that are needed by the doctor. As for the medication prescribe by the doctor, some is found at the
Clinic such as antibiotics, if not one would have to purchase at other pharmacies
Inputs to the system are as follows:
 Registration number
 Patient name
 Patient Surname
 Gender
 Date of Birth
 Address
 Phone number
Outputs to the system
 Filed records
 Issued receipts
 Written cards
Process of the system
 Writing patients details
 Searching for patients’ details
 Putting files in box files
 Storage of box files in designated shelves

Storage of the system

8
  Written paper and documents are kept in labeled box files
 The Doctor keeps the box files in his office at all times on shelves
 The laptops are kept in cubicles that are labeled

EVALUATION OF EXISTING SYSTEM

The Jairos Jiri Mukuwapasi Clinic uses a manual record keeping system. This system can no
longer cope up with the pressure of strong, large, voluminous data. This data goes through
various transformations. There is a constant use of this data by many departments and for
different uses. This has led to a tedious record.
Strengths of the current system
 It works independently off electricity, so it is not affected by power failure or cuts
 The stationery is cheaper than the computerized system
 The system is not complex to master unlike a computerized system where the uses have
to be trained
Weaknesses of the current system
 Inefficient information handling as records may be misplaced or lost every time the
patient visits the Clinic
 Lack of backup system in case the records are stolen, destroyed or burnt.
 Lack of prompt updating of data as most of the time patient records are not located in
time and they have to enter new forms every time they come in for help

REQUIREMENTS AND SPECIFICATIONS

Hardware requirements
 2.00GB RAM
 1.8GHz Processor
 300GB Hard Disk Drive
 HP Laser Printer
Software requirements
 Visual Basic 6.0 was the one the school could provide in order to develop the system due
to circumstances beyond its control, thus I had to try to improvise however to limited
extent.
Windows 7 Ultimate 64-bit system
 Visual Basic 6.0
 Microsoft office 2007

9
AIMS AND OBJECTIVES OF THE SYSTEM
Aims
1. To minimize duplication of records
2. To keep records safe
3. To process data safe
4. To reduce expenses that are incurred by replacements of stationery

Objectives
To achieve the above aims, my objectives are to:
1. Create backup storage
2. Store student data in backup storage
3. To protect data from viruses
4. Use antivirus software
5. Organize records
6. Update records
7. Edit records
8. Print reports

10
 INTERVIEW WITH THE RECEPTIONIST

QSN1. Where are your files kept?

……………………………………………………………………………………
QSN2. Do you face any problems with looking for an already existing patient’s file?
………………………………………………………………………………………………………
………………………………………………………………………………………………………
……………………………………………………….
QSN3. How do you update a patient’s details, for example if he changes his Address?
……………………………………………………………………………………............................
............................................................................................................................................................
.......................................................................................
QSN4. In what way would be computerizing the system be advantageous to you?
………………………………………………………………………………………………………
………………………………………………………………………………………………………
………………………………………………………
QSN5. What is the guarantee of safety of the files where they are kept?
………………………………………………………………………………………………………
………………………………………………………………………………………………………
……………………………………………………….
QSN6. What is it that you appreciate about the existing system?
………………………………………………………………………………………………………
………………………………………………………………………………………………………
………………………………

11
12
 Questionnaire (PATIENT)
Tick the first checkbox for YES and the second checkbox for No

8. Do you have any problems with the services of the clinic system? YES NO

9. How long does it take to get attended to? 5MIN 20MIN

10. Do you often experience errors when filling your forms? YES NO

11. Do you have to compensate for an error? YES NO

12. How do you rate the services of the system? Bad, Average, Above Average or Excellent.

Give reason with your answer:-

--------------------------------------------------------------------------------------------------------------
--------------------------------------------------------------------------------------------------------------
-------------------------------------------------------------------

13. Considering the inefficiency of the system, do you wish it to be changed? YES NO

14. Considering the errors experienced how do you want the services to be modified?

(b) Completely b) Partly

If option is(a) give a reason, Else if (b) state the specific parts: ---------------------------------
------------------------------------------------------------------------------------------------------------
------------------------------------------------------------------------------------------------------------

13
 Questionnaire (RECEPTIONIST)
Tick the first checkbox for YES and the second checkbox for No

8. Do you experience any problem with the filing system? YES NO

9. How long does it take to serve a patient? 5MIN 10MIN 20MIN

10. Do you often experience errors when filing records? YES NO

11. Do you have to compensate for an error? YES NO

12. How do you rate the system? Bad, Average, Above Average or Excellent.

Give reason with your

answer:----------------------------------------------------------------------------------------------------------
-------------------------------------------------------------------------------------------------------------------
----------------------------------------------------------------------------------------

13. Considering the hitches in the system, do you wish it to be modified? YES NO

14. Considering the flubs experienced, how do you want the services to be modified?

(b) Completely b) Partly

Specify the parts if answer is

(b):---------------------------------------------------------------------------------------------------------------
--------------------------------------------------------------------------------

14
SECTION B
DESIGN
CONSIDERATION OF ALTERNATIVES
Following are the 2 alternative solutions I considered suitable to solve the problem at hand:
1. Off-the-Shelf Software
Purchasing Off-the-Shelf Software to replace the manual system on which the Clinic is
currently working with. Off-the-Shelf Software is that which is pre-written and sold in
software houses.
Advantages
 Contains fewer bugs as it has been thoroughly tested when compared to Custom Written
Software.
 Can be bought and installed right away.
 Additional documentation can be available from other sources.
 Less costly to purchase as cost of development are shared over a wider customer base.
Disadvantages
 Takes up a lot of space as it contains a lot of unwanted features.
 May not perform the required task which are specific to the Clinic’s requirements.
 It may not be compatible with available hardware.

2. Custom Written Software

This involves developing software which is specific to the Clinic’s requirements and
would cater for its operations distinctively. The manual system would be completely
replaced as the new system will be able to perform the operations which would ensure
smooth running of the Clinic’s operations.

Advantages
 Contains all the features required for the hospital’s operations as it is user specific.
 Will allow easier and prompt access to records also searching and updating of patient
records will be relatively unproblematic to perform.
Disadvantages
 Likely to contain bugs as the software might not be thoroughly tested when compared to
Off-the-Shelf Software.
 System is prone to virus attacks as it will be connected to the internet to gain access to
online help.
15
  Operations will cease when there are power cuts.

JUSTIFICATION OF METHOD OF SOLUTION

After much consideration of the available alternative solutions to implement to the clinic in order
to solve the problems it is currently facing, I decided to go for the Custom Written Software.
Custom Written Software enables most if not all problems faced by the Clinic in its operations.
Custom Written Software will also ensure security features that will enable the safe keeping of
records contained within database system by use of username and password features to gain
access to the system. It can also be modified in accordance to changes in the organization’s
operations in due time.

INPUT DESIGN
The Input Design for the interface of the system will be as follows:

Login Form

16
Option Selecting form

Inpatient Form

17
Outpatient Form

18
OUTPUT DESIGN

19
20
 Test Plan

The test plan used here is the presence check where the correct password or the correct Registration ID
have to be entered for one to get to the next stage in the system. If correct password is entered then a
message will appear written “Access Granted” else an error message showing there has been an invalid
password.

If Registration ID is not entered an error message will be displayed when saving the document. When
entered, a message box “You have successfully saved your details” will be displayed

Required Presence Description Expected Result Grade

Input

21
Password True This when the Password Accepted Pass
has been entered

False This is when the Denied Fail

Password has not been
entered

Registration ID True This when the Accepted Pass

Registration ID has been
entered

False This is when the Denied Fail

Registration ID has not
been entered

22
SECTION C
SOFTWARE DEVELOPMENT
TECHNICAL DOCUMENTATION
Below are pseudo codes for 2 major modules:
Module 1
Login Menu
Module Purpose: It requests the user to enter password hence limiting access to the system and
view according to user’s security clearance according to their posts at the Clinic access is only
granted on the basis that the user enters all correct credential and they pass the system’s
authentication process. If all is well the user is led to the search tools screen.
Pseudo code
Start
Select username from combo-box
Enter password
If username = ‘Doctor/Nurse” and password = “1234” Then
Show Main Menu
Else if username= “Receptionist” and password= “2004” then
Show Main Menu
End if
Else if username or password is incorrect = “ACCESS DENIED! INVALID
USERNAME/PASSWORD”
End if
Module 2
Pseudo code for capturing In-Patient Details

23
Start
Select Add New
Enter Registration Number
Enter Registration Date
Enter Patient Name
Enter Patient Surname
Enter Gender
Enter Date of Birth
Enter Address
Enter Phone Number
Select Save
If student data=” Saved Successfully” then
Select Show Record
End If

24
Flow Chart for Login

START

ENTER USERNAME
AND PASSWORD
Invalid Password

Does User
Password
match Try Again

Main Menu

Stop

25
Flow Chart Capturing Inpatient Details
Start

Enter Inpatient
Details

Click Save

Are all
Inpatient
details
Entered?

Click Update

Are all
details
already in
Database

Update

End
26
CODE/PROGRAMME LISTING
LOGIN CODE
Private Sub Button1_Click(sender As Object, e As EventArgs) Handles Login.Click

If ComboBox1.Text = "Doctor/Nurse" And TextBox2.Text = "1234" Then

MsgBox("ACCESS GRANTED WELCOME!", vbInformation)
Me.Hide()
MenuForm.ShowDialog()

ElseIf ComboBox1.Text = "Receptionist" And TextBox2.Text = "2004" Then

MsgBox("ACCESS GRANTED WELCOME!", vbInformation)

27
 Me.Hide()
MenuForm.ShowDialog()
Else
MsgBox("ACCESS DENIED! INVALID USERNAME/PASSWORD", vbCritical)

End If

End Sub

MAIN MENU CODE

Private Sub Button1_Click(sender As Object, e As EventArgs) Handles Openbtn.Click

If RBImpatient.Checked = True Then

Inpatient.ShowDialog()

End If

If RBoutpatient.Checked = True Then

Outpatient.ShowDialog()
End If
End Sub

Private Sub Button3_Click(sender As Object, e As EventArgs) Handles

Showrecordsbtn.Click

If RBImpatient.Checked = True Then

Me.Hide()
InpatientRecords.ShowDialog()

End If

If RBoutpatient.Checked = True Then

OUtpatientRecords.ShowDialog()

End If

End Sub

SAVE CODE
Imports System.Data
Imports System.Data.OleDb

28
Public Class Inpatient
Dim rdr As OleDbDataReader = Nothing
Dim dtable As DataTable
Dim con As OleDbConnection = Nothing
Dim adp As OleDbDataAdapter
Dim ds As DataSet
Dim cmd As OleDbCommand = Nothing
Dim dt As New DataTable
Dim cs As String = ("Provider=Microsoft.ACE.OLEDB.12.0;Data Source=" + "C:\
Users\Mutambara Clement\Documents\Jairos Jiri Mukuwapasi Clinic.accdb")

Private Sub Button3_Click(sender As Object, e As EventArgs) Handles

Save.Click
If Len(Trim(RegNum.Text)) = 0 Then
MessageBox.Show("Please Enter Registration Number", "Input Error",
MessageBoxButtons.OK, MessageBoxIcon.Error)
RegNum.Focus()
Exit Sub
End If
If Len(Trim(RegDate.Text)) = 0 Then
MessageBox.Show("Please Enter Registration Date", "Input Error",
MessageBoxButtons.OK, MessageBoxIcon.Error)
RegDate.Focus()
Exit Sub
End If
If Len(Trim(PatientName.Text)) = 0 Then
MessageBox.Show("Please Enter Patient Name", "Input Error",
MessageBoxButtons.OK, MessageBoxIcon.Error)
PatientName.Focus()
Exit Sub
End If
If Len(Trim(Surname.Text)) = 0 Then
MessageBox.Show("Please Enter Patient Surname", "Input Error",
MessageBoxButtons.OK, MessageBoxIcon.Error)
Surname.Focus()
Exit Sub
End If
If Len(Trim(Gendr.Text)) = 0 Then
MessageBox.Show("Please Enter Gender ", "Input Error",
MessageBoxButtons.OK, MessageBoxIcon.Error)
Gendr.Focus()
Exit Sub
End If
If Len(Trim(DOB.Text)) = 0 Then
MessageBox.Show("Please Date Of Birth", "Input Error",
MessageBoxButtons.OK, MessageBoxIcon.Error)
DOB.Focus()
Exit Sub
End If
If Len(Trim(Address.Text)) = 0 Then
MessageBox.Show("Please Enter Address", "Input Error",
MessageBoxButtons.OK, MessageBoxIcon.Error)
Address.Focus()
Exit Sub
End If

29
 If Len(Trim(PhoneNo.Text)) = 0 Then
MessageBox.Show("Please Enter Phone Number", "Input Error",
MessageBoxButtons.OK, MessageBoxIcon.Error)
PhoneNo.Focus()
Exit Sub
End If

Try
con = New OleDbConnection(cs)
con.Open()

Dim cb As String = " insert into

inpatient(RegNumber,RegDate,PatientName,PatientSurname,Gendr,DateofBirth,Address,
PhoneNumber) VALUES (@d1,@d2,@d3,@d4,@d5,@d6,@d7,@d8)"
cmd = New OleDbCommand(cb)

cmd.Connection = con
cmd.Parameters.Add(New OleDbParameter("@d1",
System.Data.OleDb.OleDbType.Double, 20, "RegNumber"))
cmd.Parameters.Add(New OleDbParameter("@d2",
System.Data.OleDb.OleDbType.VarChar, 250, "RegDate"))
cmd.Parameters.Add(New OleDbParameter("@d3",
System.Data.OleDb.OleDbType.VarChar, 150, "PatientName"))
cmd.Parameters.Add(New OleDbParameter("@d4",
System.Data.OleDb.OleDbType.VarChar, 10, "PatientSurname"))
cmd.Parameters.Add(New OleDbParameter("@d5",
System.Data.OleDb.OleDbType.VarChar, 10, "Gendr"))
cmd.Parameters.Add(New OleDbParameter("@d6",
System.Data.OleDb.OleDbType.VarChar, 10, "DateofBirth"))
cmd.Parameters.Add(New OleDbParameter("@d7",
System.Data.OleDb.OleDbType.VarChar, 10, "Address"))
cmd.Parameters.Add(New OleDbParameter("@d8",
System.Data.OleDb.OleDbType.Double, 10, "PhoneNumber"))

cmd.Parameters("@d1").Value = CInt(RegNum.Text)
cmd.Parameters("@d2").Value = RegDate.Text
cmd.Parameters("@d3").Value = PatientName.Text
cmd.Parameters("@d4").Value = Surname.Text
cmd.Parameters("@d5").Value = Gendr.Text
cmd.Parameters("@d6").Value = DOB.Text
cmd.Parameters("@d7").Value = Address.Text
cmd.Parameters("@d8").Value = CInt(PhoneNo.Text)

cmd.ExecuteReader()
MessageBox.Show("Successfully saved", "Inpatient Details",
MessageBoxButtons.OK, MessageBoxIcon.Information)
Save.Enabled = False
If con.State = ConnectionState.Open Then
con.Close()
End If

con.Close()

Catch ex As Exception

30
 MessageBox.Show(ex.Message, "Error", MessageBoxButtons.OK,
MessageBoxIcon.Error)

End Try

End Sub

DELETE CODE
Private Sub Button5_Click(sender As Object, e As EventArgs) Handles Delete.Click
Try
If RegNum.Text = "" Then
MessageBox.Show("Please enter Registration Number", "entry",
MessageBoxButtons.OK, MessageBoxIcon.Warning)
Exit Sub
End If
If RegNum.Text.Count > 0 Then
If MsgBox("Do you really want to delete this record",
MsgBoxStyle.YesNo Or MsgBoxStyle.Question) = MsgBoxResult.Yes Then
delete_records()

Delete.Enabled = True
End If
End If

Catch ex As Exception
MessageBox.Show(ex.Message, "Error", MessageBoxButtons.OK,
MessageBoxIcon.Error)
End Try
End Sub
Sub delete_records()
Try
Dim rowsaffected As Integer = 0
con = New OleDbConnection(cs)
con.Open()
Dim cq As String = "delete from Inpatient where RegNumber=@DELETE1;"
cmd = New OleDbCommand(cq)
cmd.Connection = con
cmd.Parameters.Add(New OleDbParameter("@DELETE1",
System.Data.OleDb.OleDbType.VarChar, 20, "RegNum"))
cmd.Parameters("@DELETE1").Value = Trim(RegNum.Text)
rowsaffected = cmd.ExecuteNonQuery()
If rowsaffected > 0 Then
MessageBox.Show("Successfully deleted", "Record",
MessageBoxButtons.OK, MessageBoxIcon.Information)
Delete.Enabled = True
RegNum.Clear()

31
 RegDate.Clear()
PhoneNo.Clear()
PatientName.Clear()
Gendr.Text = ""
Surname.Clear()
DOB.Clear()
Address.Clear()

Else
MessageBox.Show("No record found", "Sorry", MessageBoxButtons.OK,
MessageBoxIcon.Information)
Delete.Enabled = False

If con.State = ConnectionState.Open Then

con.Close()
End If
con.Close()
End If
Catch ex As Exception

End Try
End Sub

DELETE CODE
Private Sub Button5_Click(sender As Object, e As EventArgs) Handles Delete.Click
Try
If RegNum.Text = "" Then
MessageBox.Show("Please enter Registration Number", "entry",
MessageBoxButtons.OK, MessageBoxIcon.Warning)
Exit Sub
End If
If RegNum.Text.Count > 0 Then
If MsgBox("Do you really want to delete this record",
MsgBoxStyle.YesNo Or MsgBoxStyle.Question) = MsgBoxResult.Yes Then
delete_records()

Delete.Enabled = True
End If
End If

Catch ex As Exception
MessageBox.Show(ex.Message, "Error", MessageBoxButtons.OK,
MessageBoxIcon.Error)
End Try
End Sub
Sub delete_records()
Try
Dim rowsaffected As Integer = 0
con = New OleDbConnection(cs)
con.Open()
Dim cq As String = "delete from Inpatient where RegNumber=@DELETE1;"
cmd = New OleDbCommand(cq)
cmd.Connection = con
cmd.Parameters.Add(New OleDbParameter("@DELETE1",
System.Data.OleDb.OleDbType.VarChar, 20, "RegNum"))
cmd.Parameters("@DELETE1").Value = Trim(RegNum.Text)

32
 rowsaffected = cmd.ExecuteNonQuery()
If rowsaffected > 0 Then
MessageBox.Show("Successfully deleted", "Record",
MessageBoxButtons.OK, MessageBoxIcon.Information)
Delete.Enabled = True
RegNum.Clear()
RegDate.Clear()
PhoneNo.Clear()
PatientName.Clear()
Gendr.Text = ""
Surname.Clear()
DOB.Clear()
Address.Clear()

Else
MessageBox.Show("No record found", "Sorry", MessageBoxButtons.OK,
MessageBoxIcon.Information)
Delete.Enabled = False

If con.State = ConnectionState.Open Then

con.Close()
End If
con.Close()
End If
Catch ex As Exception

End Try
End Sub

SHOW RECORDS
Imports System.Data
Imports System.Data.OleDb
Public Class InpatientRecords
Dim rdr As OleDbDataReader = Nothing
Dim dtable As DataTable
Dim con As OleDbConnection = Nothing
Dim adp As OleDbDataAdapter
Dim ds As DataSet
Dim cmd As OleDbCommand = Nothing
Dim dt As New DataTable
Dim cs As String = "Provider=Microsoft.ACE.OLEDB.12.0;Data Source=" + "C:\
Users\Mutambara Clement\Documents\Jairos Jiri Mukuwapasi Clinic.accdb"
Private Sub DataGridView1_RowHeaderMouseClick(sender As Object, e As
DataGridViewCellMouseEventArgs) Handles DataGridView1.RowHeaderMouseClick
Try
Dim dr As DataGridViewRow = DataGridView1.SelectedRows(0)
Me.Hide()
inpatient.Show()
Inpatient.RegNum.Text = dr.Cells(0).Value.ToString()
Inpatient.RegDate.Text = dr.Cells(1).Value.ToString()
Inpatient.PatientName.Text = dr.Cells(2).Value.ToString()
Inpatient.Surname.Text = dr.Cells(3).Value.ToString()
Inpatient.Gendr.Text = dr.Cells(4).Value.ToString()
Inpatient.DOB.Text = dr.Cells(5).Value.ToString()
Inpatient.Address.Text = dr.Cells(6).Value.ToString()
Inpatient.PhoneNo.Text = dr.Cells(7).Value.ToString()

33
 Inpatient.Delete.Enabled = True
Inpatient.Save.Enabled = True
DataGridView1.DataSource = Nothing

Catch ex As Exception
MessageBox.Show(ex.Message, "Error", MessageBoxButtons.OK,
MessageBoxIcon.Error)
End Try
End Sub

Private Sub Viewbtn_Click(sender As Object, e As EventArgs) Handles

View.Click
Try
con = New OleDbConnection(cs)
con.Open()
cmd = New OleDbCommand("SELECT * from Inpatient", con)
Dim myDA As OleDbDataAdapter = New OleDbDataAdapter(cmd)
Dim myDataset As DataSet = New DataSet()
myDA.Fill(myDataset, "RegNumber")
DataGridView1.DataSource = myDataset.Tables("RegNumber").DefaultView
con.Close()
Catch ex As Exception
MessageBox.Show(ex.Message, "Error", MessageBoxButtons.OK,
MessageBoxIcon.Error)
End Try
End Sub

USER DOCUMENTATION
.
Installation
 Insert the disk on your PC
 After opening the disk there is setup exe
 Double click the setup icon then install
 The install shield will start running.
 Agree to the terms and conditions, then follow given instructions
 Finally click install then the program will be successfully installed in the machine
Program files x86 folder.
Running the system
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  After installation the program will automatically create a shortcut icon on the desk
 Double click on the shortcut and you will be directed to the Login Module of the program
The system has three authentication levels:
 The Usernames which is ‘Receptionist or Doctor/Nurse’ by default. Which
cannot be changed for security reasons
 The Password which is also ‘2004 for the Receptionist and 1234 for the
Doctor/Nurse’ by default again. Which cannot be changed for security reasons
 You enter the member details then register them successfully by clicking save.
 Go back to Main Menu Options and enter Show Records then click view to
access member information

Exiting the system

To exit the system, click X on the header of the Login Form or Exit that is on the bottom of the
form as shown below. X

Click here

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 SECTION D
TESTING AND EVALUATION

USER TESTING
Done to test whether Registration ID entered is accepted or denied by the system. The system holds
registration ID numbers from 1 up to 1000. 1 is the minimum value that can be entered as ID and 1000
being the maximum. Any number above 1000 and below 1 will not be accepted by accepted by the
system and an error message will appear “ID number is out of range”

I. TYPE OF INPUT DESCRIPTION EXPECTED RESULT STATE

DATA

Normal Data 20 Any possible Accepted Pass

Registration ID
that is within
acceptable range

Extreme Data Low 1 Lowest Accepted Pass

Registration ID
required which can
be accepted

Upper 1000 Highest student ID Accepted Pass

required

Abnormal Data Above 1100 This number is Fail

range above maximum
expected
Registration ID

Below -6 The student ID Fail

Range which cannot be
accepted

EVALUATION OF THE SYSTEM

Achievements of the system
 The receptionist now has less paperwork hence fast registration to patients
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  Data security has been improved as the system has authentication levels
 Less risk of theft of files

Limitations of the system

 This system can only work in the presence of electrical power and a desktop computer for
the system to operate on.
 This system requires a computer literate attendant

Opportunities for future developments

 The system can be upgraded to enable auto registration just by entering the registration
numbers

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