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Database Report
Hospital Management System
Computer Applications I
AGA KHAN UNIVERSITY HOSPITAL

HOSPITAL MANAGEMENT SYSTEM
PATIENT DETAILS

Database Report

2
Context

Page

Introduction

4

Database

5

Tables

6

Relationships

23

Queries

24

Forms

49

Reports

59

Switchboard

62

Macro

65

Database Report

3
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."

Database Report

4
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.

Database Report

5
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.

Database Report

6
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

Database Report

7
This is the Doctor Details table in the design view.

This is the Doctors Details Table in the datasheet view with the records.

Database Report

8
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

-

Database Report

9
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.

Database Report

10
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

Database Report

11
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.

Database Report

12
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

Database Report

13
This is the design view of the Patients
Details table.

This below is the datasheet view of the Patients Details table with the records.

Database Report

14
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

-

Database Report

15
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.

Database Report

16
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

-

Database Report

17
This is the design view of the Patients
Record Update table.

Below is the datasheet view of the Patients Record Update table with records.

Database Report

18
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

-

Database Report

19
This is the design view of the Room
Details table.

This is the datasheet view of the Rooms Details table shown below.

Database Report

20
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

Database Report

21
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.

Database Report

22
Relationships
After creating the queries the relationship was created between the tables. The
diagram below shows the relationships created.

Database Report

23
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

Database Report

24
This is the design view in which Query 1 was created.

Shown below is the datasheet view of Query 1.

Database Report

25
 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

Database Report

26
This is the design view of Query 2.

This is the datasheet view of Query 2.

Database Report

27
 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

Database Report

28
This is the design view of Query 3.

This below is the datasheet view of Query 3.

Database Report

29
 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

Database Report

30
This is the design view of Query 4.

This below is the datasheet view of Query 4.

Database Report

31
 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.

Database Report

32
 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

Database Report

33
This is the design view of Query 6.

This below is the datasheet view of Query 6.

Database Report

34
 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

Database Report

35
This is the design view of Query 7.

This below is the datasheet view of Query 7.

Database Report

36
 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

Database Report

37
This is the design view of Query 8.

This is the datasheet view of Query 8.

Database Report

38
 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.

Database Report

39
 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.

Database Report

40
 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

Database Report

41
This is the design view of Query 11.

Below is the datasheet view of Query 11.

Database Report

42
 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

Database Report

43
This is the design view of Query 12.

This below is the design view of Query 12.

Database Report

44
 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.

Database Report

45
 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

Database Report

46
This is the design view of Query 14.

This below is the datasheet view of Query 14.

Database Report

47
 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.

Database Report

48
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

Database Report

49
Patient Admission Details

Patient Bill Details

Database Report

50
Patient Details

Patient Illness Details

Database Report

51
Patient Record Update

Room Details

Database Report

52
Staff Details

Database Report

53
Query 1

Query 2

Database Report

54
Query 3

Query 4

Database Report

55
Query 5

Query 6

Database Report

56
Query 7

Query 8

Database Report

57
Query 11

Query 12

Database Report

58
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

Database Report

59
Report 3 based on Query 13

Database Report

60
Report 4 based on Query 14

Report 5 based on Query 15

Database Report

61
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.

Database Report

62
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.

Database Report

63
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.

Database Report

64
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.

Database Report

65

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Database Management System report

  • 1. Database Report Hospital Management System Computer Applications I
  • 2. AGA KHAN UNIVERSITY HOSPITAL HOSPITAL MANAGEMENT SYSTEM PATIENT DETAILS Database Report 2
  • 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." Database Report 4
  • 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. Database Report 5
  • 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. Database Report 6
  • 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 Database Report 7
  • 8. This is the Doctor Details table in the design view. This is the Doctors Details Table in the datasheet view with the records. Database Report 8
  • 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 - Database Report 9
  • 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. Database Report 10
  • 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 Database Report 11
  • 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. Database Report 12
  • 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 Database Report 13
  • 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. Database Report 14
  • 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 - Database Report 15
  • 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. Database Report 16
  • 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 - Database Report 17
  • 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. Database Report 18
  • 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 - Database Report 19
  • 20. This is the design view of the Room Details table. This is the datasheet view of the Rooms Details table shown below. Database Report 20
  • 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 Database Report 21
  • 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. Database Report 22
  • 23. Relationships After creating the queries the relationship was created between the tables. The diagram below shows the relationships created. Database Report 23
  • 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 Database Report 24
  • 25. This is the design view in which Query 1 was created. Shown below is the datasheet view of Query 1. Database Report 25
  • 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 Database Report 26
  • 27. This is the design view of Query 2. This is the datasheet view of Query 2. Database Report 27
  • 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 Database Report 28
  • 29. This is the design view of Query 3. This below is the datasheet view of Query 3. Database Report 29
  • 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 Database Report 30
  • 31. This is the design view of Query 4. This below is the datasheet view of Query 4. Database Report 31
  • 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. Database Report 32
  • 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 Database Report 33
  • 34. This is the design view of Query 6. This below is the datasheet view of Query 6. Database Report 34
  • 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 Database Report 35
  • 36. This is the design view of Query 7. This below is the datasheet view of Query 7. Database Report 36
  • 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 Database Report 37
  • 38. This is the design view of Query 8. This is the datasheet view of Query 8. Database Report 38
  • 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. Database Report 39
  • 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. Database Report 40
  • 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 Database Report 41
  • 42. This is the design view of Query 11. Below is the datasheet view of Query 11. Database Report 42
  • 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 Database Report 43
  • 44. This is the design view of Query 12. This below is the design view of Query 12. Database Report 44
  • 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. Database Report 45
  • 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 Database Report 46
  • 47. This is the design view of Query 14. This below is the datasheet view of Query 14. Database Report 47
  • 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. Database Report 48
  • 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 Database Report 49
  • 50. Patient Admission Details Patient Bill Details Database Report 50
  • 51. Patient Details Patient Illness Details Database Report 51
  • 52. Patient Record Update Room Details Database Report 52
  • 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 Database Report 59
  • 60. Report 3 based on Query 13 Database Report 60
  • 61. Report 4 based on Query 14 Report 5 based on Query 15 Database Report 61
  • 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. Database Report 62
  • 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. Database Report 63
  • 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. Database Report 64
  • 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. Database Report 65