4. Introduction
Established in 1985 as the primary teaching site of the Aga Khan University‟s
(AKU) Faculty of Health Sciences, Aga Khan University Hospital (AKUH) is
committed to providing diagnosis of disease and team management of patient
care. These services are backed up by the highest doctor-to-patient and nurseto-patient ratios and support services. The Hospital‟s multidisciplinary approach
to diagnosis and care ensures a continuum of safe and high quality care for
patients - with all services under one roof.
A broad range of secondary and tertiary care is available in the 500-bed
University Hospital to all patients in need. Those who are unable to pay for
treatment receive generous assistance through a variety of subsidies and the
Hospital Patient Welfare Programme.
In 2000, AKUH became the first teaching hospital in Pakistan to be completely
ISO 9002 certified. It has since received IS0 9001 certification. The AKUH quality
assurance Programme serves as a model for other health institutions in the
private and public sectors and in the Aga Khan Development Network.
The Aga Khan Hospitals are part of an international referral network providing
primary, secondary and tertiary level care. Doctors need not be affiliated to the
Aga Khan Hospitals to refer patients to its comprehensive healthcare network.
Mission Statement
"To provide compassionate, ethical and high quality information services that
enables our customers to enhance their knowledge about safe and effective use
of medicines."
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5. Database
Data management systems are used to access and manipulate data in a
database. A database management system is a software package that enables
users to edit, link, and update files as needs dictate
We have created a database on hospital management system. This database
created by us is an example of how data and information is organized and
managed in hospitals. We made the database using the software Microsoft
Access.
Relational Database
Relational databases work on the principle that each table has a key field that
uniquely identifies each row, and that these key fields can be used to connect
one table of data to another.
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6. Tables
The Database consists of 8 tables. The tables are as follows:
1. Doctor Details: This table contains all relevant data related to the
doctors that work in the hospital.
2. Patient Admission Details: This table consists of admission details of
the patients in the hospital.
3. Patient Bill Details: This table shows all the data regarding the bills
paid by the patient.
4. Patient Details: This table shows all relevant basic details of the
patients that came to the hospital.
5. Patients Illness Details: This table contains the illness details of the
patient admitted in the hospital.
6. Patient Record Update: This table shows the data of staff in the
hospital by which the patient records were updated in other tables.
7. Room Details: This table shows information about the rooms in the
hospital.
8. Staff Details: This table shows all details of the staff working in the
hospital.
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7. Each table has several fields to enter data, and all fields have several field
properties.
Doctor Details
Field Name
ID
Data Type
Text
Field Properties
Field size – 9
Input mask – “DOC-”LL000
Caption – Doctor ID
Required – Yes
Doctor Name
Text
Field size – 100
Caption – Doctor‟s Full Name
Gender
Text
Display control – Combo Box
Row source type – Value List
Row source – Male;Female
Speciality
Text
Field size – 255
Status
Text
Display control – Combo Box
Row source type – Value List
Row source – Part Time;Full
Time
Credentials
Text
Field size – 255
Number
Text
Input mask – “+”00“ (0) ”000“
”000“ ”0000;;#
Caption – Contact Number
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8. This is the Doctor Details table in the design view.
This is the Doctors Details Table in the datasheet view with the records.
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9. Patient Admission Details
Field Name
ID
Data Type
Text
Field Properties
Field size – 11
Input Mask – “AD-”00000099
Caption – Admit ID
Required - Yes
Patient ID
Text
Field size – 8
Input mask – “P”0000000
Caption – Patient ID
Required – Yes
P First Name
Text
Field size – 50
Caption – Patient First Name
P Last Name
Text
Field size – 30
Caption – Patient Last Name
Room ID
Text
Field size – 8
Input mask – “ROOM-”000
Caption – Room ID
Required – Yes
Room No
Number
Date Admitted
Date/Time
Input mask – 000
Caption – Room Number
-
Date Discharged
Date/Time
-
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10. This is the design view of the Patients
Admission Details Table.
This below is the datasheet view of the Patients Admission Details with the
records.
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11. Patient Bills Details
Field Name
ID
Data Type
Text
Field Properties
Field size – 11
Input mask – “B-”LLL000000
Caption – Bill ID
Required – Yes
Patient ID
Text
Field size – 8
Input mask – “P”0000000
Caption – Patient ID
Required – Yes
Amount
Currency
Caption – Bill Amount
Date paid
Date/Time
-
Payment Method
Text
Caption – Bill Payment
Method
Display control – Combo Box
Row source type – Value list
Row source – Cash;Credit
card;Debit
card;Cheque;Payorder
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12. This is the design view of the Patients Bill
Details tables.
Shown below is the datasheet view of the Patients Bill Details table with
records.
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13. Patient Details
Field Name
ID
Data Type
Text
Field Properties
Field size – 8
Input mask – “P”0000000
Caption – Patient ID
Required – Yes
First Name
Text
Field size – 50
Caption – First Name
Last Name
Text
Title
Text
Field size – 30
Caption – Last Name
Display control – Combo Box
Row source type – Value list
Row source – Mr;Mrs;Ms.
DOB
Date/Time
Caption – Date of Birth
Gender
Text
Display control – Combo Box
Row source type – Value List
Row source – Male;Female
Phone Number
Text
Input mask – “+”00“ (0) ”000“
”000“ ”0000;;#
Caption –Phone Number
Address
Contact Number
Text
Text
Field size – 255
Input mask – “+”00“ (0) ”000“
”000“ ”0000;;#
Caption – Emergency Contact
Number
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14. This is the design view of the Patients
Details table.
This below is the datasheet view of the Patients Details table with the records.
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15. Patient Illness Details
Field Name
ID
Data Type
Text
Field Properties
Field size – 10
Input mask – “ILL”LL00099
Caption – Illness ID
Required - Yes
Patient ID
Text
Field size – 8
Input mask – “P”0000000
Caption – Patient ID
Required – Yes
Doctor ID
Text
Field size – 9
Input mask – “DOC-”LL000
Caption – Doctor ID
Required – Yes
Room No
Number
Input mask – 000
Caption – Room Number
Validation Rule – Between
100 And 600
Validation Text – ERROR!
Invalid room number!
Diagnosis
Memo
-
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16. This is the design view of the Patients
Illness Details table.
This below is the datasheet view of the Patients Illness Details table with
records.
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17. Patient Record Update
Field Name
ID
Data Type
Text
Field Properties
Field size – 8
Input mask – “UPR”00099
Caption – Record ID
Required – Yes
Patient ID
Text
Field size – 8
Input mask – “P”0000000
Caption – Patient ID
Required – Yes
Staff ID
Text
Field size – 10
Input mask – “EMP-”00“-”000
Caption – Staff ID
Required – Yes
Updated Day
Date/Time
-
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18. This is the design view of the Patients
Record Update table.
Below is the datasheet view of the Patients Record Update table with records.
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19. Room Details
Field Name
ID
Data Type
Text
Field Properties
Field size – 8
Input mask – “ROOM-”000
Caption – Room ID
Required – Yes
Room no
Number
Input mask – 000
Caption – Room Number
Validation Rule – Between
100 And 600
Validation Text – ERROR!
Invalid room number!
Patient ID
Text
Field size – 8
Input mask – “P”0000000
Caption – Patient ID
Required – Yes
Room Size
Text
Display control –Combo Box
Row source type – Value list
Row source – General ward(5
bed ward);General ward(air
conditioned);Semi Private(2
bed ward);Private(single
room);VIP(double room)
Date Occupied
Date/Time
-
Date Left
Date/Time
-
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20. This is the design view of the Room
Details table.
This is the datasheet view of the Rooms Details table shown below.
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21. Staff Details
Field Name
ID
Data Type
Text
Field Properties
Field size – 10
Input mask – “EMP-”00“-”000
Caption – Staff ID
Required – Yes
First name
Text
Field size – 50
Caption – First Name
Last name
Text
Field size – 30
Caption – Last Name
Gender
Text
Display control – Combo Box
Row source type – Value List
Row source – Male;Female
Age
Number
Validation rule - >=0
Validation text – Age should
not be less than 0.
Phone no
Text
Input mask – “+”00“ (0) ”000“
”000“ ”0000;;#
Caption –Phone Number
Address
Text
Field size – 255
Designation
Text
Display control – Combo Box
Row source type – Value List
Row source – Nurse;Ward
Boy;Receptionist
Days Duty
Text
Display control – Combo Box
Row source type – Value List
Row source – Monday –
Thursday;Friday - Sunday
Shift
Text
Display control – Combo Box
Row source type – Value List
Row source –
Morning;Noon;Evening;Night
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22. This show below is the design view of
the Staff Details table.
This is the datasheet view of the Staff Details table with records, below.
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23. Relationships
After creating the queries the relationship was created between the tables. The
diagram below shows the relationships created.
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24. Queries
After the tables are made, we made 15 different queries. Query is a question
you ask the database and it responds according by presenting the relevant
records.
Query 1 – This query shows all part time female doctors.
Table Selected
Fields Selected
Doctors Details
Field–Status
Table – Doctors Details
Criteria - Like “*Part Time*”
Show – Yes
Field –Gender
Table – Doctors Details
Criteria - Like “*Females*”
Show – Yes
Doctor Names
Table – Doctors Details
Show – Yes
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25. This is the design view in which Query 1 was created.
Shown below is the datasheet view of Query 1.
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26. Query 2 – All patients admitted between 1st February 2012 to 1st
June 2012
Table Selected
Field Selected
Patient Admission Details
Field - Date Admitted
Table – Patient Admission Details
Criteria - Between #2/1/2012# And
#6/1/2012
Show – Yes
Field – ID
Table – Patient Admission Details
Show - Yes
Field - P First Name
Table – Patient Admission Details
Show – Yes
Field – P Last Name
Table – Patient Admission Details
Show – Yes
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27. This is the design view of Query 2.
This is the datasheet view of Query 2.
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28. Query 3 – This query shows patient bills greater than 1000 and
paid by cash.
Table Selected
Fields Selected
Patient Bill Details
Field – Amount
Table – Patient Bills Details
Criteria - >=1000
Show - Yes
Field – Payment Method
Table – Patient Bills Details
Criteria – Like “*Cash*”
Show – Yes
Field – ID
Table – Patient Bills Details
Show – Yes
Field – Patient ID
Table – Patient Bills Details
Show – Yes
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29. This is the design view of Query 3.
This below is the datasheet view of Query 3.
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30. Query 4 – This query shows all female patients living in DHA.
Table Selected
Field Selected
Patient Details
Field – Gender
Table – Patient Details
Criteria – Like “*Female*”
Show – Yes
Field – Address
Table – Patient Details
Criteria – Like “*DHA*”
Show – Yes
Field – ID
Table – Patient Details
Show – Yes
Field – First name
Table – Patient Details
Show – Yes
Field – Last Name
Table – Patient Details
Show – Yes
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31. This is the design view of Query 4.
This below is the datasheet view of Query 4.
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32. Query 5 – This query displays the result of all patients diagnosed
with dengue.
Table Selected
Field Selected
Patient Illness Details
Field – Diagnoses
Table – Patient Illness Details
Criteria – Like “*Dengue*”
Show – Yes
Field – Patient ID
Table - Patient Illness Details
Show – Yes
This below is the design view of Query 5.
This below is the datasheet view of Query 5.
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33. Query 6 – This query shows the result of all staff whose name
begin with ‘A’ and age is greater than 30.
Table Selected
Field Selected
Staff Details
Field – First Name
Table – Staff Details
Criteria – Like “A*”
Show – Yes
Field – Age
Table – Staff Details
Criteria - >=30
Show – Yes
Field – ID
Table – Staff Details
Show – Yes
Field – Last Name
Table – Staff Details
Show – Yes
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34. This is the design view of Query 6.
This below is the datasheet view of Query 6.
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35. Query 7 – This query shows all nurses who have a morning shift.
Table Selected
Field Selected
Staff Details
Field – Shift
Table – Staff Details
Criteria – Like “*Morning*”
Show – Yes
Field – Designation
Table – Staff Details
Criteria – Like “*Nurse*”
Show – Yes
Field – ID
Table – Staff Details
Show – Yes
Field – First Name
Table – Staff Details
Show – Yes
Field – Last Name
Table – Staff Details
Show – Yes
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36. This is the design view of Query 7.
This below is the datasheet view of Query 7.
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37. Query 8 – This query shows all VIP rooms occupied between 1st
January 2012 to 1st August 2012.
Table Selected
Field Selected
Room Details
Field – Room size
Table – Room Details
Criteria – Like “*VIP*”
Show – Yes
Field – Date occupied
Table – Room Details
Criteria – Between #1/1/2012#
And #1/8/2012#
Show – Yes
Field – ID
Table – Room Details
Show - Yes
Field – Room no
Table – Room Details
Show – Yes
Field – Patient ID
Table – Room Details
Show – Yes
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38. This is the design view of Query 8.
This is the datasheet view of Query 8.
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39. Query 9 – This query shows the total number of staff at each day
set of the duty that is from Monday to Thursday and Friday to
Sunday.
Table Selected
Field Selected
Staff Details
Field – Days Duty
Table – Staff Details
Total – Group By
Show – Yes
Field – Designation
Table – Staff Details
Total – Count
Show – Yes
This is the design view of Query 9.
This below is the datasheet view of Query 9.
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40. Query 10 – This query shows how many total numbers of staff are
working in each duty shift.
Table Selected
Field Selected
Staff Details
Field – Shift
Table – Staff Details
Total – Group By
Show – Yes
Field – Designation
Table – Staff Details
Total – Count
Show – Yes
This is the design view of Query 10.
This below is the datasheet view of Query 10.
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41. Query 11 – This query displays the Patient ID, Patient Name, Title
and Date of Birth.
Table Selected
Field Selected
Patient Details
Field – ID
Table – Patient Details
Show – Yes
Field - Patient Name: [Patient
Details].[First Name] & “ ” &
[Patient Details].[Last Name]
Show – Yes
Field – Title
Table – Patient Details
Show – Yes
Field – DOB
Table – Patient Details
Show – Yes
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42. This is the design view of Query 11.
Below is the datasheet view of Query 11.
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43. Query 12 – This query shows female staffs only displaying their
Staff ID, Staff Full Name, Gender and Age.
Table Selected
Field Selected
Staff Details
Field – ID
Table – Staff Details
Show – Yes
Field – Staff Name: [Staff
Details].[Last Name] & “, ” & [Staff
Details].[First Name]
Show – Yes
Field – Gender
Table – Staff Details
Criteria – Like “*Female*”
Show – Yes
Field – Age
Table – Staff Details
Show – Yes
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44. This is the design view of Query 12.
This below is the design view of Query 12.
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45. Query 13 – This query shows the total number of patients
admitted each month in the year 2012.
Tables Selected
Patients Details
Patient Admission Details
Field – Month:
MonthName(DatePart(„m‟,[Date
Admitted]))
Total – Group By
Show – Yes
Field Selected
Field – ID
Table – Patient Details
Total – Count
Show – Yes
This is the design view of Query 13.
This below is the datasheet view of Query 13.
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46. Query 14 – This query gives the result for the duration of
admission of each patient by displaying the fields; Duration
Admitted, ID, Patient ID and Patient’s full name.
Table Selected
Field Selected
Patient Admission Details
Field – Duration Admitted:
DateDiff(„d‟,[Date Admitted],[Date
Discharged])
Show – Yes
Field – ID
Table - Patient Admission Details
Show – Yes
Field – Patient ID
Table - Patient Admission Details
Show – Yes
Field - Patient Name: [Patient
Details].[First Name] & “ ” &
[Patient Details].[Last Name]
Show – Yes
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47. This is the design view of Query 14.
This below is the datasheet view of Query 14.
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48. Query 15 – This query shows the total number of patients paying
by each payment method.
Tables Selected
Patient Details
Patient Bill Details
Field – Payment Method
Table – Patient Bill Details
Total – Group By
Show – Yes
Field Selected
Field – ID
Table – Patient Details
Total – Count
Show – Yes
This is the design view of Query 15.
This below is the datasheet view of
Query 15.
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49. Forms
Database forms are basically forms through which you can enter information in
your database.
In our database we created forms for every table and queries (except for the
query for which we generated a report). These screen shots of the forms are
shown below.
Doctor Details
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59. Reports
Just as forms can be based on queries, so can reports. A report is printed
information that, like a query result, is assembled by gathering data based to
user-supplied criteria. In fact, report generation in most DBMSs creates reports
from queries.
Report 1 base on Query 9
Report 2 based on Query 10
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61. Report 4 based on Query 14
Report 5 based on Query 15
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62. Switchboard
A switchboard is a form that allows you to navigate around your Access
database. The switchboard is made of buttons that you click. You can program
these buttons to open forms, reports, queries, etc.
We too in out database created a switchboard, which allows us to navigate
around our Access database.
This below is the switchboards main page.
This window below is the screen that appears when we select the Queries option
from the switchboard main page. Selecting any one of the options would take you
to the desired query.
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63. This window below is the screen that appears when we select the Reports option
from the switchboard main page. Selecting any one of the options would take you
to the desired report.
This window below is the screen that appears when we select the Tables option
from the switchboard main page. Selecting any one of the options would take you
to the desired table.
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64. This window below is the screen that appears when we select the Tables (Tables
Continued) option from the switchboard main page. This page contains the
remaining tables. Selecting any one of the options would take you to the desired
table.
This window below is the screen that appears when we select the Queries
(Queries Continued) option from the switchboard main page. This page contains
the remaining queries. Selecting any one of the options would take you to the
desired query.
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65. Macro
Microsoft Access provides the ability for you to create
macros. A macro refers to a set of actions that can be
run automatically, and on demand. You could make a
macro run when a user presses a certain key, or you
could make a macro run every time your database is opened.
Here‟s how we created a Macro.
1. Ensuring the "Macros" tab is selected.
2. This window will appear. Use the dropdown menu to select your first
action - choose "OpenForm". In the bottom pane, select the form name
you wish to open - choose "Switchboard".
3. We are now ready to save your macro. To do this, click on the "Save" icon
and enter a name for the macro. Make sure you name this macro
"Autoexec". By naming it Autoexec, we are instructing Access to run this
macro every time we open the database. Now every time you open your
database the switchboard main page will appear automatically.
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