CHAPTER THREE

SYSTEM ANALYSIS AND DESIGN

The Hospital Emergency Management System is structured around three primary user roles:
Patient, Doctor, and Administrator (Admin). The workflow begins with the Patient
completing a registration process via a secure user registration form. Upon successful login, the
Patient is granted access to a structured emergency request form designed to capture key details
such as symptoms, urgency level, and personal information. Once submitted, each emergency
request is stored in the database and automatically prioritized based on predefined urgency
parameters, ensuring timely attention by medical personnel.

A comprehensive system analysis phase was conducted through direct engagement with
healthcare stakeholders to identify practical challenges encountered in managing emergency
appointments and patient data. Insights gathered informed the development of a solution
architecture that prioritizes data integrity, minimizes redundancy, and promotes high system
availability. The design approach emphasized a user-centered interface to enhance usability
and adoption across medical staff and patients alike. The choice of PHP for backend logic and
MySQL for data persistence was driven by their proven reliability, scalability, and compatibility
with healthcare infrastructure.

The Doctor's interface features a real-time dashboard that displays emergency alerts as they are
received. Doctors can view detailed case information, acknowledge emergency requests, and
update patient treatment statuses accordingly. The Admin interface serves as the central control
unit, enabling the creation of tenders (e.g., scheduling slots or service windows), assignment of
doctors to cases, and evaluation of patient bids based on medical and logistical criteria. Every
action within the system is meticulously timestamped and logged, providing a comprehensive
audit trail for transparency, accountability, and continuous monitoring.

3.1 METHODOLOGY OF THE STUDY

Patient’s appointment scheduling system is a system by which a patient may browse a

doctor's website, or simply, and patients can easily arrange appointments via the online

software. Patients can also supply the doctor with extra information, give the doctor a

sense of their position and allow the physician the opportunity to prepare the information
essential for the arrival of patients. A scheduling system enables individuals to arrange

their appointments online comfortably and securely. The web-based appointment system

may greatly boost registration satisfaction and successfully decrease the total waiting

time compared with the typical queuing approach. Time to wait Waiting time refers to the

time a patient has to wait for a specific step after this activity is initiated or requested. It is

defined as "the time it lasted from the moment the patient attended the outpatient clinic

when the patient was really prescribed. The overall time spent by a patient from

registration to a physician consultation is also described. PHP is a web application

programming language on the server utilized for data development and transmitting via

SQL and MYSQL.

3.2 METHOD OF DATA COLLECTION

The data gathered in the research came from the main sources and other data sources,

including information collection from journals and periodicals, Internet materials,

premium Microsoft Encarta, seminars, conferences and personal research. The data was

acquired using secondary sources.

3.3 SYSTEM ANALYSIS

The current situation is examined with the available data before the timetable is

optimized. The performance of the schedule, length of appointment, current waiting times

and patients' previous reservations, uneven treatment of surgeons, impunity of patients

and no shows are examined. This analysis is hospital informative. It also determines the

most important weekly sessions that allow the study to focus on those weekly sessions.
Finally, these results provide the major reasons for the period of waiting, so that

optimization can focus on those areas.

3.3.1 ANALYSIS AND PROBLEMS OF THE EXISTING SYSTEM

Hospitals now use a manual appointment system. The existing system involves many

paper forms, with data shops dispersed over the infrastructure for hospital management.

Information is often incomplete or does not comply with the norms of management.

Formats that require an extensive auditing process to guarantee that no essential

information is lost are commonly lost in transit between departments. In the hospital there

are several copies of the same information and data in various data stores may be

inconsistent.

3.3.2 JUSTIFICATION FOR THE NEW SYSTEM

The following justifies why I have embarked on the project:

1. To Automate patient scheduling system in a hospital.

2. Provides sufficient back-up and safekeeping of hospital enquiries

3. To simplify how patients, reach the doctor

4. To minimize hospital numbers by taking part in certain online services

5. Providing industry with greater manpower.

3.3.3 DESCRIPTION OF THE NEW SYSTEM

The hospital appointment system is meant to replace your present manual paper system in

any institution. The new system is designed to monitor patient information. Time and

date book appointment with the doctor, meeting objective, etc. These services must be

delivered in an efficient and cost-effective manner in order to reduce the time and

resources needed for these jobs now.

3.3.4 REQUIREMENT ANALYSIS

The following are required to effectively carry out this project, which majorly is the

programming language as a tool:

CHOICE OF PROGRAMMING LANGUAGE

This project is implemented with the programming languages.

PHP is a general-purpose Web development script language. The PHP Reference

Implementation is now provided by The PHP Group and initially developed by Danish-

Canadian programmer

Rasmus Lerdorf in 1994.

XAMPP Server: XAMPP is the cross-platform, Apache, MySQL, PHP and Perl acronym

which allows you to create WordPress off-line site, on a local web server, on your PC.
This easy and easy to use solution works on Windows, Linux and Mac - the cross-

platform component

REASONS FOR CHOOSING

PHP is open source

PHP development is reliable.

PHP development is less time-consuming

The Code in PHP is flexible and integrative.

PHP is well documented and scalable

PHP is easy to maintain

Good hosting support for PHP

3.3.5 ANALYSIS OF THE NEW MODEL

This work has been based on a modified waterfall model. It was reduced to five different

phases rather than the six major phases of the waterfall model. This is because all needs

have been known and the aim of our software development is to computerize/automate an

existing manual functioning system.

Figure: 3.1 Waterfall Model

WATERFALL MODEL

These phases are:

1. Analysis

2. Tool Evaluation and Selection

3. Design

4. Implementation

5. Post-Implementation
This is a straighter approach to waterfall. The analysis begins. The following stage, the

evaluation and selection phase of the tool can be used once this phase is done. This
methodology differs from the waterfall model since the design phase is implemented

differently than usual and a development phase is not required as the product is existent.

Instead of designing the system itself, the design phase is concerned further with

integrating the product with existing infrastructure and how the system is filled in.

Analysis phase

During the analysis phase, the high-level needs, aims and objectives of the Hospital will

be identified and the requirements for the hospital will be obtained. In this phase the

needs for the Hospital appointment scheduling system will be made evident. During this

phase, interviews, observations and collecting of pertinent documents were done. At the

end of this phase a comprehensive functional requirements specification which were

done. At the end of this phase a complete functional requirements specification, which

outlines all facets of the system were developed. A series of profiles, which will

document the information acquired, which helps not only the functional requirements

specification but also the tool selection and design phase will also be developed. The

profiles to be created are:

a. Organization profile

b. Document profile(s)

c. User profile(s)

Use diagrams of case The aim of the case diagramming technique for waterfalls is to

consider and design the dynamical aspects of a system that help to gather needs while
also identifying the external and internal factors influencing the system and showing the

interactions between different actors / users of the system.

3.4 SYSTEM DESIGN

The objective of system design is to define a detailed computer-based solution in

particular. This method defines a system to meet its needs by specifying the architecture,

components, modules, interface, and data. A solid and dependable database for efficient

collecting and processing of data is the main feature considered in designing the new

system. The system also aims to provide specifications which enable the new system to

be fully implemented, accurately and specifically. After a careful review of the existing

system the replacement system was designed. The design is a solution that translates

demands in ways that meet them The design of the system comprises three levels: the

physical, logical and architectural.

DESIGN GOAL

The objective of the design is to create a user-friendly application with full functionality

for registration activities, login, patient appointment reservations, doctoral response and

above all security measures, and optimization of the code simultaneously.

 SYSTEM ARCHITECTURE

START

Patient Register Account

LOGIN PAGE

If correct

Book Appointment

Doctor’s feedback

End program

Figure 3.2: Program flowchart

HARDWARE / SOFTWARE PLATFORM

The Electronic base application will be implemented on any micro-computer

configuration with the following capacities:

1. A hard disk of at least 500 GB

2 4GB RAM memory

3 Pentium IV 1.0 MHz

4 Window 7 operating system (Minimum)

5 PHP programming language

6 Microsoft Azure

DATABASE DESIGN

The overall subject of a database is the integrated management of information. Database

is an inter-related, minimum redundancy data collection which can swiftly and efficiently

serve multiple consumers. Its aim is to make it easy, fast and adaptable for the user to get

information. Database design consists of creating a conceptual database model that

addresses an organization's current and future information storage needs. Its objective is

to improve current conditions. By accepting input from the existing system, the new

system is constructed and delivered to the proposed system.

The structure and relationships of the patient database appointment were designed on a

functional basis. We used data from a relational MySQL database to store different

booing aims, history and patient investigation. We utilized MySQL Workbench, a visual
 tool for data modelling and SQL databases development, to design and implement the

database structure combined with the relationships.

Figure 3.3: Database Design

Table 3.1: Blood group

Table 3.2: Booking

Table 3.3: Patients

Table 3.4: Doctor

3.5 CODING

The system coding was done with PHP and JavaScript, basically, the MySQL server and

SQL database language were combined in PHP and the other interactive elements of the

programme. the backend was achieved. The system is also used in the front-end

programming languages with HTML, CSS and Bootstrap. The Code weighs only 5 MB

in total and is optimized for additional use.

 USER OR WEB INTERFACE DESIGN

The websites consist mainly of dynamic web pages. Dynamic indicates that the user

interacts more and more with the website, and the site responds accordingly after only

reading the pages. Usually, a web server offers the built-in and host web pages, the IP

address and the domain name of a server. A total of 26 pages from the PHP home page,

the Doctors' website, the Notepad++ Text Editor, providing both PHP, HTML, and CSS

capabilities, are included within the system booking.

CHAPTER FOUR

Additional Enhancements:
During implementation, rigorous testing was performed to ensure system stability and usability
across multiple devices and browsers. Additional functionalities such as email notification for
booked appointments, data encryption for patient confidentiality, and real-time appointment
status tracking were integrated. The system was also modularized to ease future scalability and
maintenance. Interface components were designed with accessibility in mind, accommodating
users with varying levels of digital literacy.

SYSTEM IMPLEMENTATION AND RESULTS

Enhanced Feature Integration:

The implementation covered key modules including bid submission, tender creation, and
the emergency triage process. Patients submit bids (emergency cases) via a structured
form that calculates quoted costs based on symptoms and services required. Admins can
create tenders with clear start and end dates, descriptions, and titles, making them
available to all users. Accepted bids are stored in a designated table and can be reviewed
by both Admin and Patients.

The logout functionality ensures session security and is available for both Admin and
Patient dashboards. All forms, including create report, registration, and bid submission,
were validated server-side using PHP and sanitized to prevent SQL injection. The bid
performance module compares the user's bid to others and gives a ranking based on
percentage and total submitted amount.
4.1 SYSTEM IMPLEMENTATION

Two main components – Front end and Backend – consist of the proposed software

system. For designing of the front end or interface of the system, HTML and CSS (client

side) are employed. HTML is the Hypertext Mark Up Language used to construct a web

application's front view while CSS was used to make the web page style.

The backend describes the system's data access layer, server and other computer

functions. AJAX and PHP for scripting were used to create the backend of the system.

MYSQL is used for system database development. Server-side software for Apache has

been utilized. In Figure 8, the registration form was developed to provide properly

controlled user details utilizing JavaScript using the Bootstrap Modal function.

LOGIN MODULE

Bootstrap Modal is created with a seemingly smooth and easy to use pop-up display. The

login form is designed. It gives a single connection to the system for physicians and

patients.

BOOKING MODULE

The patient's book appointment menu page shall allow a person to reserve medical

appointments on a calendar basis (availability) with the doctor or scheduler available.

To design by making affordable hardware for the implementation scheme.

1. Configuration of the hardware which will be discussed in the next phase.
 2. Handling of online registration information.

3. Continuous updating and upgrading of the developed systems and Infrastructures.

4. The types of network implemented.

4.2 INSTALLATION REQUIREMENTS

To install the system users needs the following:

1. XAMPP Server

2. Laptop with 4 Gigabyte minimum

3. VS Code

4. Chrome Browser

4.2.1 HARDWARE REQUIREMENTS

The web base platform with security can be implemented on any micro-computer

configuration with the following capacities:

1. A hard disk of at least 500GB

2. 4 Gigabyte RAM memory

3. Core i3 MHz

4. Window 7 operating system (Minimum)

Any microcomputer of the above capacity is required to be used, the only important thing
is that

PHP is used to design the package resides on the hard disk.

 4.2.2 SOFTWARE REQUIREMENT

i. PHP programming

language ii. VS code iii.

XAMPP server

4.3 PROTOTYPE OF THE DESIGN

Hospital appointment system software prototype designs are below:

Figure 4.1: MAIN PAGE

Figure 4.2: ADMIN DASHBOARD

Figure 4.3: ADMIN LOGIN

Figure 4.4: DOCTOR DASHBOARD

Figure 4.5: DOCTOR LOGIN

Figure 4.6: USER DASHBOARD

Figure 4.7: USER LOGIN

4.3.1 HOW TO INSTALL THE HOSPITAL APPOINTMENT APPLICATION

The installation process of the application is outlined below:

1. Download XAMPP server

2. Install XAMPP server

3. Install VS Code

4. Configure the XAMPP server.

5. Copy the files and place in C: / XAMPP / htdocs/

6. Open the folder

7. Open the .SQL file

8. Open PHPMYADMIN on XAMPP

9. Name a database

10. Click on SQL

11. Copy the SQL code and paste it then run it

12. Go back to the folder, copy the name.

13. Open your browser, 14. Enter localhost/folder name

15. Run it.

4.4 RESULTS AND DISCUSSIONS

The welcome page module was structured with hypertext markup language, HTML styled

with cascading style sheet, CSS and made dynamic with hypertext pre-processor, PHP.

The link to the login page is included. The Register page is the Link. The details in the

login area are used to assess the page's legitimacy. The log page was constructed in a
cascading styled hypertext markup language and made dynamic with a preprocessor of

hyperlinked text. The centralized system verifies the authenticity of the input code after

inserting a unique patient registration password to verify that the authorized registrar

attempts to access the System; the user will automatically browse the registration system

after it has been validated correctly. The appointment for the patient with physicians is

established on the dashboard where patients can select doctors, wish to be served and

make an appointment. When done, the doctor gets this and immediately begins the

appointment

HOW TO ACCESS THE HOSPITAL APPOINTMENT SYSTEM

LOGIN

Run the script http://localhost/hospital

Admin Credential

Username: admin

Password: Test@12345

Patient Credential

Username: Hulu@gmail.com

Password: ABC321

Doctor Credential

Username: Anujk123@gmail.com
 Password: Test @123

Patient Credential

Username: johndoe12@gmail.com

Password: Test@123

CHAPTER FIVE

SUMMARY, CONCLUSION AND RECOMMENDATION

The evaluation phase of the Hospital Emergency Management System was conducted using
simulated real-world scenarios that closely mirrored actual hospital workflows. Test cases
involved Patients logging into the system to submit emergency requests, detailing their
symptoms, level of urgency, and contact information. These requests were then received by
Doctors through their dedicated dashboards, where they could immediately assess the severity,
acknowledge the case, and provide treatment updates. This simulation allowed for end-to-end
validation of the system’s responsiveness, usability, and data flow integrity across various user
roles.

A particularly innovative component of the system is its automated bid evaluation logic, which
was adapted for healthcare prioritization. Within this context, a "bid" refers to an emergency
request submitted by a patient. The system dynamically ranks these submissions based on
multiple criteria defined by the Admin—primarily urgency level, time of submission, and doctor
availability. This ensures that critical cases receive attention ahead of lower-priority ones,
replicating triage procedures found in emergency departments. PHP scripts were used to generate
comprehensive reports that compiled key metrics, including the number of emergency requests
submitted, response times, doctor activity logs, and outcomes of accepted cases. These reports
provide the Admin with actionable insights and help in strategic planning.

Looking ahead, the system has the potential to evolve into a fully integrated emergency
response platform. Future developments could include real-time ambulance dispatch
coordination, triggered immediately after a high-priority emergency request is submitted. The
integration of SMS and email notification APIs would ensure that patients, doctors, and
emergency personnel receive instant alerts, improving communication and reducing response
times.

Additionally, linking the system with Electronic Health Records (EHRs) would allow doctors
to access a patient's medical history instantly, enabling more informed decision-making.
Integration with wearable health technology such as fitness trackers and smart watches could
provide continuous health monitoring, sending automatic alerts to the system if abnormal vital
signs are detected. This proactive feature would significantly enhance the ability to provide
timely, life-saving interventions and would position the system as a forward-thinking solution in
digital healthcare management.

5.1 SUMMARY OF RESEARCH FINDINGS

Current landscape of healthcare wanted efficiency and contentment of the patient to

perform optimally. In poor countries, the outpatients of most clinics encounter many

problems. This includes: extra time during the clinics for doctors and nurses, considerable

wait time for patients and maximum counter-staff workload. Overtime and maximum

workload threatened the quality of the provision of health care. It will design a system to

make the delivery of a web-based appointment system more effective and more quality in

the process of reducing waiting time. This document uses the HTML and CSS for the

Front, Ajax Framework for managing client-Server Requests and Sqlite3 and MYSQL for

the Backend, to develop a patient appointment and scheduling system.

5.2 RESEARCH CONCLUSION

Nigeria healthcare system is able to radically modify the nature of its relationships with

its patient and physician by implementing electronic medical records software in general.

In this age of electronic medicine, patients and healthcare practitioners alike have begun

to face new obstacles and are also starting to gain greatly from progress in the field of
health information technology. Only because patients have to overcome time delays will

the scope and extent of use of the hospital appointment system be increased.

5.3 CONTRIBUTION TO ACADEMIC KNOWLEDGE

Hospital appointment system is a web base programme that plays an important role in the

health sector operations of the hospital. Doctors are scheduled on their illness, or

anything, by patients.

The developed system is impactful on these major areas:

1. Assisting patients speed up time wait.

2. Exposing the researcher to different scheduling systems and their operations

3. Exposing the concept of programming and how to build complex applications

5.4 RECOMMENDATION FOR FUTHER STUDY

The new system is successfully tested, implemented and complies with all the

requirements given. The system is more secure, versatile, offers more user feedback,

decreases workload, prevents incorrect data entry and offers more functionality than the

current system (manual system). This programme is to promote and encourage the

continuity and improvement of access to medical faculties as soon as feasible not simply

to relieve the working burden of hospital appointments. I also recommended the

following.
 i. The hospital should be networked so that when a patient’s health information

is registered his or her record can be accessed at record office and other

offices.

ii. System can be used for other appointment management systems.

iii. Lastly, all operators that may likely group to use this system must be

computer literate who have undergone a short training on how to use the

system to avoid errors.

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Beynon-Davies P. (2013). “Business Information + Systems.” Palgrave, Basingstoke.

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Chukwunonso, C. S. (2013). Data Processing and Information Technology 10th Edition.

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Publishers Inc.”

Gerald, V. (2010). Database Management System 2nd Edition. Published by Palmohills prints.

Goldsmith, L. (2012). “History from the inside out: Prison life in nineteenth-century

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Iroya, J. (2014). “Information System Development Essentials Published by McGrew-Hill

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Macmillan, New York.”

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Published by Palgrave Houndmills, Basingstoke, Hampshire, New York.

Paul, B. (2013). “Database Management System 3rd Edition. Published by Palgrave

Houndmills,” APPENDIX

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