Hospital Resources and Room Utilization Management System

Hospital Resources and Room Utilization Management System

Abstract

Technology is considered the modern-day enabler. It is the driving force behind the improvements in the medical and healthcare field. Different medical technologies like computerized systems, experts systems, and applications enhance the management and services provided by the healthcare sector.

The capstone project, “Hospital Resources and Room Utilization Management System” is a system designed to streamline the process of managing hospital resources and room utilization. The said project is critical especially now that we are facing a pandemic, there is a need for efficient management of hospital resources and room management. The management efficiency will prevent a shortage in supplies and overcrowding of patients in the hospitals.

The researchers aim in developing an automated system to manage hospital resources and room utilization. The development of the system will ease up and simplify the process of determining the availability of hospital resources like medicines, oxygen tanks, and rooms that are used for COVID and non- COVID patients.

The researchers will develop the system following the Software Development Life Cycle (SDLC) technique. The researchers will gather a sample size of participating hospitals, staff, and other target users to test and check the system. The system will also be evaluated by IT experts for further enhancement. The researchers will revise the system based on the recommendations of the experts.

With the implementation of the system, the manual process of managing hospital resources and room utilization will be eliminated. Different hospitals can now deliver an efficient report on their capacity and availability to accommodate COVID and non- COVID patients. Hospitals can better serve and provide services to the public especially now that we are facing the COVID-19 pandemic.

Introduction

The capstone project, entitled “Hospital Resources and Room Utilization Management System” is intended to be used by the healthcare sector. The system will be used to efficiently streamline the management of hospital resources and room utilization. The system will electronically process determining the availability of hospital resources like medicines, oxygen tanks, and rooms that are used for COVID and non- COVID patients in a centralized platform. The system will generate a report about the overall capacity of different hospitals in delivering efficient services amid the pandemic.

The COVID-19 pandemic has seriously challenged the healthcare sector. The pandemic has challenged the capacity and resources of the hospital in providing sufficient health care to COVID and non- COVID patients. Conventionally, managing hospital resources and room utilization are done separately using early computerized systems. Availability of hospital resources like medicines and oxygen tanks for COVID and non- COVID patients and status of rooms and beds in hospitals are managed and recorded manually. The pre-existing systems made hospital administrators faced difficulties and problems in managing hospital resources and room utilization. Inefficient management of hospital resources and room utilization often leads to shortages in resources and overcrowding of patients. There is an intensified need to upgrade the systems used in managing different hospital resources and room utilization to increase the hospital’s operational efficiency and improve patients’ overall experience.

Proposed Solutions

To address the aforementioned concerns, the researchers proposed the development of an automated Hospital Resources and Room Utilization Management System. The system is a centralized platform that will electronically process determining the availability of hospital resources like medicines, oxygen tanks, and rooms that are used for COVID and non- COVID patients. The system will eliminate the serious challenges and difficulties encountered. Different hospitals can now deliver an efficient report on their capacity and availability to accommodate COVID and non- COVID patients. Hospitals can better serve and provide services to the public especially now that we are facing the COVID-19 pandemic.

Objectives of the Study

General Objective – this project generally aims to design, develop and implement a system that allows automated management of hospital resources and room utilization.

Specifically, the researchers aim the following objectives:

  1. To develop a centralized platform where different hospital resources and room utilization are managed.
  2. To allow easy access to information about the records of hospital resources and availability of rooms.
  3. To ease up recording, storing, and retrieval of records about the hospital resources and room utilization.
  4. To develop a system that is efficient and reliable to use managing different hospitals.
  5. To help reduce the possibilities of shortages of hospital resources and overcrowding of patients.
  6. To efficiently accommodate and facilitate health care to COVID and non – COVID patients.
  7. To evaluate the system in terms of user acceptability, effectiveness, quality, productivity, and reliability.

Scope of the Study

This study mainly focuses on the development process of the Hospital Resources and Room Utilization Management System. The project is intended to aid the process of increasing the operational efficiency of hospitals in rendering services amid the COVID-19 pandemic. The said project will ensure that hospitals have enough resources and capacity to accommodate patients. The researchers will gather a sample size of participating hospitals, staff, and patients to participate as respondents of the study.

Significance of the Study

The success of the project is significant to the following individuals or groups:

Hospitals/Hospital Administrators. The success of the system will directly benefit them. The system will improve their operation and services offered to the hospital’s stakeholders especially patients. The system will provide them management efficiency which is essential for hospitals now that we are battling the COVID-19 pandemic.

Patients (COVID or non-COVID). The system will significantly improve the health care services they receive from the hospitals.

Researchers. The study will further harness the knowledge and skills of the researchers.

Future Researchers. The study can serve as their guide in designing and developing their version of the system.

Development Tools

The capstone project,” Hospital Resources and Room Utilization Management System” is a system that streamlines the management process of hospital resources and room utilization. The system will generate reports about the availability of hospital resources and rooms to accommodate COVID and non – COVID patients.

This article will provide you with an idea on what are the forms to be included in a Hospital Resources and Room Utilization Management System. PHP and Bootstrap were used to develop the said template.

Documentation of the project is available upon request (chapters 1 to 5). Feel free to message us for the complete documentation of the project.

Project Highlights

Hospital Resources and Room Utilization Management System is a database-driven system that will automate the processes in managing hospitals’ resources and capacity to accommodate patients amid COVID -19 pandemic.

The advantages of Hospital Resources and Room Utilization Management System are the following:

  1. Automated Management- management of hospital resources and room utilization are done electronically.
  2. Records Management – it is a database system that makes the records electronic, safe, accurate, reliable, and fast.
  3. Report Generation – the system automatically generates and provides real-time reports about the status of the hospital’s resources and room utilization.

How the System Works

This article will explain the forms, modules, and user interfaces of the Hospital Resources and Room Utilization Management System. The paper will discuss the features and how the system works.

Front End – the front-end allows the users to interact with the system. It is a graphical user interface that allows the users to easily access records and use the system.

The following information is displayed in the front-end of the system:

  • List of Hospital with Room Availability
  • List of Hospital with Available Medicines
  • List of Hospital with Available Oxygen tanks
  • Hospital Contact Information Directory
  • View Notice Board

Shown below is the design of the front-end.

Hospital Resources and Room Utilization Management System - Landing Page
Hospital Resources and Room Utilization Management System – Landing Page

Login Form – this form allows the users to access the features and records of the system. This form requires the users to input the correct combination of their username and password. (visit our Facebook page for the complete screenshots of the project)

The image below is the design of the system’s login form.

Admin Dashboard – This dashboard serves as the main page of the system’s administrator. This will display the essential records of the system that the admin can access.

The dashboard mainly displays the following information:

  • Number of hospitals
  • Total Bed Capacity
  • Occupied Beds
  • Beds Available

Shown below is the administrator’s dashboard design.

Hospital Resources and Room Utilization Management System - Admin Dashboard
Hospital Resources and Room Utilization Management System – Admin Dashboard

Hospital Information – this form allows encoding of the hospital’s information registered in the system. The admin will manage the following information of the hospital for recording and storing.

The following information will be encoded in the system using the form:

  • Hospital name
  • Complete Address
  • Contact Information
  • Email Address
  • Total Bed Capacity
  • Bed Capacity Intended for COVID-19
  • Remarks

The image below is the design of the Hospital Information form.

Hospital Resources and Room Utilization Management System - Hospital Information
Hospital Resources and Room Utilization Management System – Hospital Information

User Management – This module will allow the admin to manage the users of the system. The administrator can add another user account that can access the project.

The following information of the users will be encoded in the system:

  • Username
  • Password
  • User Type – admin user, hospital user
  • Full name
  • Designation

Shown below is the layout of the User Management module.

Backup Database – this form will allow the admin to set up a database backup for the system.

Bed Utilization Report By Hospital – this page displays the report about the utilized beds in the hospitals for COVID and Non-COVID patients. The report will be presented using tables and graphs.

Shown below is the design of the Bed Utilization Report By Hospital form.

Hospital Resources and Room Utilization Management System - Bed Utilization
Hospital Resources and Room Utilization Management System – Bed Utilization

Oxygen Tank Availability Report By Hospital –  this form will display the report about the availability of Oxygen Tanks in every hospital. The report will be presented using a table reflecting the names of hospitals and the quantity available for oxygen tanks. The report is also available for printing.

The image below is the design of the Oxygen Tank Availability Report By Hospital form.

Hospital Resources and Room Utilization Management System - Oxygen Availability Report
Hospital Resources and Room Utilization Management System – Oxygen Availability Report

Medicine Used for COVID-19 Availability Report By Hospital – this form displays the availability report of the medicines used for COVID-19 for every hospital. The report will be presented using a table showing the hospital name, medicine name, and quantity available for every medicine.

Shown below is the design of the Medicine Used for the COVID-19 Availability Report By the Hospital.

Hospital Resources and Room Utilization Management System - COVID-19 Medicine Availability
Hospital Resources and Room Utilization Management System – COVID-19 Medicine Availability

Hospital User

Medicine Used for COVID-19 –  this form allows hospital users to encode information of the available medicine used for COVID-19.

The following information will be encoded in the system:

  • Medicine name
  • Available in (name of the hospital)
  • Quantity Available

The image below is the design of the Medicine Used for COVID-19 form.

Oxygen Tank – this form will allow hospital users to input information on the available oxygen tanks in the hospital.

The following information is encoded to present the availability of oxygen tanks:

  • Tank size
  • Available in (name of the hospital)
  • Quantity Available

Shown below is the design of the Oxygen Tank form.

Room/Bed Utilization – this form allow the hospital users to encode report about the utilized beds in the hospital.

The following information will be encoded about the room/bed utilization:

  • Bed Number
  • Room Type
  • COVID Patient (yes, no)
  • Occupied (yes, no)

The image below is the design of the Room/Bed Utilization form.

Notice to the Public – this form allows the hospital users to relay notices to the public. The hospital users will input the message they want to relay to the public using the form.

  • Message

Shown below is the design of the Notice to the Public form.

Hospital Resources and Room Utilization Management System - Notice Board
Hospital Resources and Room Utilization Management System – Notice Board

Bed Utilization Report – this form allows the hospital users to encode reports about the bed utilization of the hospitals.

Shown below is the design of the Bed Utilization Report form.

Hospital Resources and Room Utilization Management System - Bed Utilization Report

Conclusion

In this study, the development of the Hospital Resources and Room Utilization Management System is seen as the solution for the challenges and problems encountered to efficiently manage the hospital’s operation and services amid the COVID-19 pandemic. The result of the study showed that the developed system meets the predefined project requirements and needs of the target end-users. The system has a high potential in eliminating the inefficiencies and problems in the pre-existing system.

Hence, the researchers concluded is effective in increasing the management operation and healthcare services offered by hospitals. the system will ease up and simplify the process of determining the availability of hospital resources like medicines, oxygen tanks, and rooms that are used for COVID and non- COVID patients. The developed system will generate a report about the overall capacity of different hospitals in delivering healthcare services amid the pandemic.

Recommendations

Based on the significant result of the study, the researchers highly recommend the implementation of the system. It is recommended for its efficiency and reliability that can be rendered to the target users. The system will ease up recording, storing, and retrieving hospital resource and room utilization records. Different hospitals can now deliver an efficient report on their capacity and availability to accommodate COVID and non- COVID patients. Hospitals can better serve and provide services to the public especially now that we are facing the COVID-19 pandemic.

The following are the specific recommendations of the researchers:

  1. The researchers recommend that hospitals should install and use the system as a centralized platform to manage hospital resources and room utilization.
  2. The implementation of the system is highly recommended for it will improve the operation and efficiency of hospitals in providing healthcare services amid the COVID -19 pandemic.
  3. The researchers recommend the use of the system for it will make hospital resources and room utilization management efficient, fast, convenient, accurate, and reliable.

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