FACULTY OF COMPUTING AND INFORMATION MANAGEMENT

DIPLOMA IN INFORMATION TECHNOLOGY

STAGE V- ONE SEMESTER PROJECT JAN-APRIL 2025
UNIT: DIT503
TITTLE: HEALTHCARE MANAGEMENT SYSTEM: A case of MAKUENI COUNTY
REFERAL HOSPITAL

(SYSTEM REQUIREMENTS SPECIFICATION)

BY: KIILU LEVINIA WAENI

RegNo: 23/06171
Email: 2306171@students.kcau.ac.ke
SUPERVISOR: ISAAC OKOLA
The SYSTEM REQUIREMENTS SPECIFICATION is submitted in PARTIAL
FILFILLMENT OF THE REQUIREMENTS OF the award of DIPLOMA IN
INFORMATION TECHNOLOGY in KCA UNIVERSITY

1
 DECLARATION.
I, Levinia Kiilu with registration number 23/06171 hereby declare that this project,
titled HudumaMed, submitted in partial fulfilment of the requirements for the Diploma
in IT at KCA University, is my original work. This project has not been previously
submitted, in whole or in part, for any academic qualification at this or any other
institution.

Name: KIILU LEVINIA KIILU.

Signature: ................................. Date: .................................

Supervisor.
Name: Isaac Okola.
Signature: ................................. Date: .................................

2
 DEDICATION.
To my parents, with love and gratitude.

3
 ABSTRACT.
HudumaMed is a proposed integrated healthcare management system designed to
revolutionize patient care and administrative functions within medical facilities. Unlike
existing systems that often focus solely on patient record keeping or appointment
scheduling, HudumaMed integrates on Electronic Health Records (EHR),
appointment scheduling, telehealth/telemedicine functionality, and AI-based
predictive analytics into a single, comprehensive platform. A key differentiator is the
inclusion of predictive analytics, enabling the system to forecast potential health risks
and suggest preventive measures, thus promoting proactive healthcare delivery.
This project aims to develop a user-friendly and secure system that empowers both
patients and healthcare providers, ultimately improving the quality and efficiency of
healthcare services.

4
 DECLARATION. ................................................................................................. 2
DEDICATION. ..................................................................................................... 3
ABSTRACT......................................................................................................... 4
Chapter One. INTRODUCTION. ............................................................................. 6
1.1 Background study. ......................................................................................... 6
1.2 Problem statement. ....................................................................................... 7
1.3 Proposed Solutions ....................................................................................... 8
1.4 Objectives ..................................................................................................... 9
1.5 Significance of the Project ........................................................................... 10
CHAPTER 2: LITERATURE REVIEW ................................................................... 11
2.1 Introduction. ................................................................................................ 11
2.2 Challenges in Healthcare Management at Makueni County Referral Hospital.11
2.3 Existing Digital Healthcare Platforms. ........................................................... 12
2.5 How the Proposed System Helps ................................................................. 13
2.6 Conclusion .................................................................................................. 13
CHAPTER 3: SYSTEM DESIGN AND IMPLEMENTATION ................................... 15
3.1 Methodology ............................................................................................... 15
3.2 Budget and Resources ................................................................................ 15
3.2.1 Hardware .............................................................................................. 16
3.2.2 Software................................................................................................ 16
3.2.3 Ongoing Maintenance............................................................................ 16
3.2.4 Budget .................................................................................................. 16
3.3 Schedule ..................................................................................................... 18
References .......................................................................................................... 19

5
Chapter One. INTRODUCTION.
1.1 Background study.

The healthcare facility at Machakos Referral Hospital plays a critical role in providing
medical services to the region. However, the quality of medical care remains a
challenge in many areas. Conventional healthcare systems often suffer from
inefficiencies such as prolonged waiting times, poor appointment coordination and
ineffective record-keeping.

Patients experience delays in accessing medical care while healthcare providers

struggle with managing patient information efficiently. The absence of a unified
platform that integrates healthcare services has led to fragmented patient care,
mismanaged records and inefficiencies in service coordination.

With advancements in technology, the healthcare sector has the potential to

leverage digital innovations to optimize service delivery. HudumaMed is a proposed
digital healthcare platform designed to bridge the gap between healthcare
practitioners, patients and pharmacies by providing a centralized and user-friendly
system for managing consultations, prescriptions and appointments. By utilizing
modern web and mobile technologies, the platform aims to enhance healthcare
accessibility, improve service efficiency and alleviate the burden on medical
professionals.

6
1.2 Problem statement.
The existing healthcare infrastructure is plagued with several issues that make it
difficult to provide services efficiently. Most hospitals and clinics continue to use
manual systems for booking appointments, which results in congested waiting areas
and long queues. Patient data is also maintained in paper formats which makes it
hard to retrieve information promptly and accurately. The absence of an integrated
communication platform among healthcare professionals and pharmacies intensifies
the issues of prescription writing and dispensing.
In most instances, patients who need to see a doctor are required to physically
present themselves at hospitals, even for simple consultations that can be conducted
online. Not only is this a huge loss of time but also a factor that leads to congestion
in health facilities. Pharmacies also end up struggling with prescription verification
because of the lack of a universal digital platform for handling medical prescriptions.
These inefficiencies lead to postponed care, inflate healthcare expenses and create
a terrible experience for both patients and healthcare providers.

7
1.3 Proposed Solutions
The Healthcare Management System is focused on solving current issues by
launching a digital platform that automates and improves healthcare service delivery.
This system will enable patients to register, book medical appointments online and
securely access their medical records.
Healthcare providers will gain from more efficient management of patient records,
streamlined appointment scheduling and the ability to issue electronic prescriptions.
The system will also integrate with pharmacies to ensure smooth prescription
verification and medication dispensing.
In addition, the system will include telemedicine features, allowing patients to consult
with doctors remotely through video calls or chat. This will help reduce unnecessary
hospital visits while ensuring that patients receive timely medical attention.
Security measures, including encryption and role-based access control, will be
implemented to protect patient data from unauthorized access.
The system will be developed using HTML, CSS, and Java to create a responsive
and user-friendly interface. MySQL will be the primary database, while Firebase may
be utilized for real-time data synchronization and authentication.
By implementing this solution, the project aims to enhance the patient experience,
improve hospital efficiency and provide a more integrated approach to healthcare
service delivery.

8
1.4 Objectives
The primary aim of the Healthcare Management System is to build a comprehensive
and integrated platform that boosts the efficiency and accessibility of healthcare
services.
The specific aims include:

• Efficient Appointment Scheduling– Cut down patient waiting times by

providing online appointment booking options.
• Electronic Medical Records Management – Guarantee secure storage and
rapid access to patient records.
• Telemedicine Integration – Facilitate remote consultations to lessen
unnecessary hospital visits.
• Improved Coordination with Pharmacies– Ensure smooth prescription
verification and medication dispensing.
• Enhanced Data Security– Implement measures to protect patient information
from unauthorized access.
• User Accessibility Considerations – Create a user-friendly system that caters
to individuals with limited computing skills, including older adults.
By accomplishing these aims, the system will enhance healthcare delivery, reduce
inefficiencies and improve the overall patient experience.

9
1.5 Significance of the Project

HudumaMed is expected to revolutionize healthcare accessibility by offering a

streamlined and technology-driven solution that benefits all stakeholders in the
medical field.

For patients, the platform will provide a more convenient way to book appointments,
access their medical history and consult doctors remotely. Healthcare professionals
will benefit from an organized and efficient system for managing patient records,
scheduling consultations and issuing prescriptions. Pharmacies will experience
improved coordination with hospitals and reduced cases of prescription fraud.

From a broader perspective, the platform will contribute to better healthcare data
management, allowing policymakers and healthcare administrators to make informed
decisions based on accurate patient records and service trends. The digital
transformation introduced by HudumaMed will lead to reduced operational costs,
improved patient satisfaction, and a more efficient healthcare system overall.

10
CHAPTER 2: LITERATURE REVIEW
2.1 Introduction.

This chapter examines current studies on hospital management systems to evaluate

prevailing trends while identifying research gaps and potential areas for
advancement. Through examination of both traditional and digital healthcare
solutions this review aims to deliver insights which will steer the Healthcare
Management System development to tackle major industry challenges.

2.2 Challenges in Healthcare Management at Makueni County Referral Hospital.

Existing hospital management systems are limited by several problems, including:

• Manual Record-Keeping: Paper-based records are at risk of loss,

deterioration and inefficiency of retrieval.
• Inefficient Appointment Scheduling: Inability to manage waiting times and
scheduling inadequacies causes patient discontent.
• Limited Telemedicine Capabilities: Physicians in most health care institutions
require face to face communication for diagnosis that can be performed
remotely through computer and internet.
• Fragmented Communication: A disjointed framework leads to poor merging
and coordination between hospitals, drugstores and other healthcare
providers.

11
2.3 Security and Privacy Concerns in Digital Healthcare

As healthcare systems use digital solutions, worries about data security and privacy
become crucial.

Key risks include:

• Data Breaches: Hackers getting into patient records can cause identity theft
and medical fraud.
• Regulatory Compliance: Healthcare systems need to follow rules like HIPAA,
GDPR and Kenya's Data Protection Act to protect patient information.
• Encryption and Authentication Issues: Many systems don't have strong
security measures such as encryption, two-step verification and access
control based on roles.

2.3 Existing Digital Healthcare Platforms.

OpenMRS
An open-source electronic medical record (EMR) system designed for hospitals and
clinics, primarily in developing countries
Advantages:

• Open-source and highly customizable.

• Modular architecture for easy expansion.
Disadvantages:

• Lacks telemedicine support.

• Requires technical expertise for setup and customization.
• Limited integration with pharmacies.

AfyaPro.

12
A healthcare management system focusing on financial and billing management for
hospitals.
Advantages:

• Strong financial and billing management.

• Supports hospital accounting processes.
Disadvantages:

• Focuses more on finances than patient care.

• Minimal integration with pharmacies and clinical services.
MediTech.
A widely used healthcare software that provides electronic health records (EHR) and
administrative tools for healthcare institutions.
Advantages:

• Efficient electronic health record (EHR) management.

• Provides strong administrative tools for hospitals.
Disadvantages:

• No pharmacy integration.
• Lacks telemedicine features.
• Limited tools for patient engagement.
2.5 How the Proposed System Helps
The Healthcare Management System fills in the gaps left by other solutions.
It offers:

• Encrypted Patient Records: This keeps medical info safe and easy to find.
• AI-Powered Appointment Scheduling: This cuts down wait times and makes
the best use of doctors' time.
• Integrated Telemedicine Features: This allows for check-ups from afar making
healthcare more reachable.
• Seamless Pharmacy Integration: This improves how prescriptions are
checked and given out.

2.6 Conclusion
The Healthcare Management System aims to close the gaps between old-school
and digital ways of managing healthcare. It offers a cutting-edge answer that boosts

13
access to healthcare, steps up service delivery and keeps patient information safe.
To do this, it zeros in on security remote medical care and smooth operations.

14
CHAPTER 3: SYSTEM DESIGN AND IMPLEMENTATION
3.1 Methodology

This study employed a mixed-method approach, combining qualitative and

quantitative research. A descriptive research design was used to assess existing
hospital management systems and identify gaps.

Data Collection Methods:

• Interviews with doctors, nurses, and administrators to understand patient

management challenges.
• Surveys distributed to patients and healthcare workers for feedback on
appointment scheduling and record-keeping.
• Observations through on-site hospital visits to assess real-time workflow
issues.
• Document reviews of existing systems like OpenMRS, AfyaPro, and
MediTech.

System Development Using Agile Methodology:

• Requirement gathering based on stakeholder input.

• Planning of project scope, features, and resource allocation.
• UI/UX design and system architecture development.
• Incremental coding using Java, HTML, CSS, JavaScript and MySQL.
• System testing, user feedback integration, and deployment.

Security Measures:

• Data encryption for secure storage and transmission.

• Role-based access control to limit user permissions.
• Two-factor authentication for enhanced login security.
• Regular security audits to identify and fix vulnerabilities.

This methodology ensured the system was developed with flexibility, security, and
efficiency, addressing key healthcare challenges while safeguarding patient data.

3.2 Budget and Resources

Creating HudumaMed involves integrating hardware, software, and services to
guarantee a seamless implementation. Here’s a detailed overview of the essential
resources and their estimated costs in Kenyan Shillings (Ksh).

Here’s the refined and structured version with budget as the last section and the
added elements:

15
 3.2.1 Hardware

The development of HudumaMed will be carried out on a MacBook Pro Retina 15-
inch Mid 2014, which has the following specifications:

• Processor – Intel Core i7, 2.5 GHz Quad-Core.

• RAM – 16GB DDR3 for smooth multitasking and efficient development.
• Storage – 512GB SSD, Macintosh HD for fast read and write speeds.
• Graphics – NVIDIA GeForce GT 750M, 2GB for better UI rendering.
• External SSD, 1TB – Essential for backups and data security.
• High-speed internet connection – Required for cloud-based services and
research.
3.2.2 Software

To ensure the system is built using the best tools, the following software will be used:

• Operating System – macOS.

• Web Server – Apache for hosting and testing web components.
• Programming Languages – Java for backend development and HTML for
frontend design.
• Database Management System – MySQL.
• Frontend Technologies – Bootstrap for a responsive user interface.
• Backend Framework – Spring Boot for developing a scalable and secure
backend.
• Development Tools – IntelliJ IDEA for Java development, VS Code for
frontend coding.

3.2.3 Ongoing Maintenance

For the system to remain functional and efficient, regular updates and maintenance
will be necessary. They include;

• Cloud Storage Subscription – For secure data backup and remote access
• Domain and Hosting Fees – To keep the system online and accessible
• System Updates and Security Enhancements – To protect against
vulnerabilities and improve performance
3.2.4 Budget
• Wi-Fi Router – Ksh 7,000
• 64GB Flash Drive – Ksh 1,600
• External SSD, 1TB – Ksh 15,000
• Transport Costs – Ksh 1,000

16
 • Cloud Storage Subscription – Ksh 3,500 per year
• Domain and Hosting Fees – Ksh 5,000 per year
• System Maintenance and Updates – Ksh 8,000 per year

Total Estimated Budget: Ksh 41,100

17
3.3 Schedule
Duration
Task No. Description Start Date End Date
(Days)
1 Requirement Analysis 7 04/03/2025 10/03/2025
2 System Design 10 11/03/2025 20/03/2025
Development (Frontend &
3 30 21/03/2025 20/04/2025
Backend)
4 Database Setup 7 21/04/2025 27/04/2025
System Integration &
5 14 28/04/2025 11/05/2025
Testing
6 Security Implementation 10 12/05/2025 21/05/2025
7 Deployment & Maintenance 10 22/05/2025 31/05/2025

18
References
• Oracle. (2024). Java SE Documentation. Retrieved from
https://docs.oracle.com/en/java/javase/
• Pressman, R. S. (2020). Software Engineering: A Practitioner's Approach (9th
ed.). McGraw-Hill.
• MySQL Documentation. (2024). MySQL 8.0 Reference Manual. Retrieved
from https://dev.mysql.com/doc/
• IntelliJ IDEA Documentation. (2024). Guide to Java Development. Retrieved
from https://www.jetbrains.com/idea/documentation/

19