Oromia State University

College of Science and Technology

CLINICAL MANAGEMENT SYSTEM

FOR OROMIA STATE UNIVERSITY

Project members
1.Thomas Ali(01011)
2.Denansa Senbetu(01003)
3.Beka Bedada(01001)
4.Semira Jemal(01010)
5.Abdulnasir Jelalu(01015)
Submitted to: Akale.R
CLINICAL MANAGEMENT SYSTEM
FOR OROMIA STATE UNIVERSITY
1. Introduction
1.1 Overview
A Clinic Management System (CMS) is a software solution that helps healthcare providers manage
and streamline their clinic operations. It is a comprehensive system that simplifies the administrative
tasks related to patient management, appointment scheduling, billing, and doctor scheduling, as
well as storing medical records and generating reports. Traditionally, many clinics and hospitals
relied on paper-based systems to manage patient information, appointments, and billing, but these
methods are increasingly being replaced by digital systems.

Current Systems in Use Globally

Around the world, many clinics and hospitals have adopted Clinic Management Systems to
automate and optimize their operations. Some widely used commercial solutions include:

 Epic Systems: Epic is one of the largest and most popular healthcare software platforms,
widely used by hospitals and clinics in the United States. It provides modules for patient
management, scheduling, electronic medical records (EMR), and billing.
 Cerner: Another major player, Cerner’s platform is used by hospitals and clinics globally. It
focuses on integrating healthcare systems, providing real-time access to patient data, and
supporting clinical decision-making.
 Medtech: A leading software in Australia and New Zealand, Medtech provides a user-
friendly CMS solution that includes patient management, scheduling, and electronic
prescriptions.
 OpenMRS: OpenMRS is an open-source platform used worldwide, especially in resource-
limited settings. It is highly customizable and used by clinics and hospitals to manage patient
records and track medical histories.
 Practice Fusion: In the United States, Practice Fusion is a cloud-based, free electronic health
record (EHR) system used in small medical practices. It supports patient management,
appointments, and billing.

These global systems often come with robust features but can be expensive, complex, and
sometimes difficult to implement in smaller healthcare settings. As a result, many smaller clinics or
practices in emerging markets, like Ethiopia, still rely on simpler systems or even manual record-
keeping methods.

Current Systems in Use in Ethiopia

In Ethiopia, the healthcare sector is growing and modernizing, but many clinics and medical practices
still rely on manual or semi-digital systems to manage patient data, appointments, and billing.
However, there has been significant progress in adopting Clinic Management Systems over recent
years, particularly in urban areas. Some of the more common systems in Ethiopia include:
  Health Management Information Systems (HMIS): In Ethiopia, HMIS has been integrated
into public health services at the regional level. The system is used to gather and store
patient records, track diseases, and monitor treatment plans. However, this system is often
used in large public hospitals and not widely adopted in private clinics.
 Telemedicine Solutions: With increasing internet access and smartphone penetration,
telemedicine is growing in Ethiopia. There are several mobile-based applications used for
consultation booking, appointment management, and patient monitoring, especially in rural
areas where direct consultation is a challenge.
 Local Clinic Management Solutions: Many small and medium-sized private clinics use home-
grown software solutions, which are often less feature-rich but more affordable and simpler
to implement. These systems usually focus on managing appointments, patient records, and
billing.
 Manual Record-Keeping: In many rural or smaller clinics, manual record-keeping remains
the norm. Paper-based systems for storing patient details and appointment logs are still
common, making the process inefficient and prone to human error.

While the adoption of digital solutions is increasing, there remains a gap in the use of advanced
Clinic Management Systems in Ethiopia. This project aims to bridge this gap by providing an
affordable, user-friendly, and efficient Clinic Management System that could be used by small to
medium-sized private clinics in the country.

Current Systems in Use At Oromia State University Clinic

At Oromia State University Clinic, there is currently no available software system for managing clinic
operations. The clinic relies entirely on manual processes for patient registration, appointment
scheduling, record keeping, billing, and reporting. The key aspects of clinic management are handled
using physical paper forms, Excel spreadsheets, and manual logs.

Challenges of the Current Manual System:

1. Inefficiency: Manual processes such as data entry, record-keeping, and scheduling consume
significant time and resources.
2. Data Inaccuracies: Manual data entry increases the risk of errors, including incorrect patient
details, billing mistakes, and appointment scheduling conflicts.
3. Limited Access to Data: Information is scattered across paper records, Excel sheets, and
physical files, making it difficult to retrieve or update information quickly.
4. Risk of Data Loss: Paper records and physical files are vulnerable to loss, damage, or theft,
resulting in potential data loss.
5. Difficult Reporting: Manual reports are time-consuming to generate and often inaccurate,
making it challenging for clinic management to monitor performance or make data-driven
decisions.
6. Security Concerns: Sensitive patient information stored in physical files or spreadsheets is at
risk of unauthorized access or loss.
7. Lack of Integration: The clinic’s different operations (e.g., patient registration, billing,
scheduling) are not integrated, leading to inefficiencies and errors

purpose of the system:

To develop an affordable, user-friendly CMS that automates clinic operations, centralizes
data, and enhances decision-making through real-time reporting.

1.2 Objective of the Project

General Objective

Design and implement a CMS to streamline operations at Oromia State University Clinic, aligning
with global healthcare digitization trends.

Specific Objectives (SMART)

 Analyze the existing system

 Developing a model using UML diagramming for the new system
 Designing the system
 Developing the new system
 Implementing the new system

1.3 Problem Statement

Global/National Context

 Studies (WHO, 2022) highlight that manual systems in low-resource settings increase
administrative burdens and medical errors.
 In Ethiopia, only 30% of clinics use digital systems (Ministry of Health, 2023), leading to
fragmented patient care.

Organizational Context

Oromia State University Clinic faces:

 Frequent scheduling conflicts and double-bookings.

 Billing inaccuracies and delayed financial reporting.
 Difficulty tracking patient histories across visits.

1.4 Alternative Solutions

Three potential solutions were evaluated to address the operational challenges at Oromia State
University Clinic:

1.Commercial Clinic Management Systems (e.g., Epic, Cerner)

While globally recognized for their robustness, commercial systems like Epic and Cerner were
deemed unsuitable due to their high licensing costs and technical complexity. These systems require
significant financial investment and specialized IT infrastructure, which are beyond the clinic’s
budget and technical capacity. Additionally, their feature-rich designs are overly complex for a small-
to-medium clinic, making implementation and training impractical.

2.Open-Source Platforms (e.g., OpenMRS)

Open-source solutions like OpenMRS offer flexibility and low upfront costs. However, they demand
extensive customization to meet the clinic’s specific needs, requiring technical expertise that the
clinic lacks. While scalable in theory, the time and resources needed for customization and ongoing
maintenance posed operational challenges. Furthermore, gaps in local technical support and training
made this option unsustainable.

3.Custom-Built Clinic Management System

A custom-developed CMS using Java and MySQL emerged as the most viable solution. This
approach is economically feasible (low upfront costs with free/open-source tools), technically
practical (compatible with existing clinic hardware), and operationally aligned with staff capabilities.
The system can be tailored to the clinic’s exact workflows, addressing urgent needs like reducing
manual errors, automating billing, and centralizing records. Its modular design also allows future
scalability, ensuring long-term relevance.

Selected Solution: The custom-built CMS was chosen as it fulfills the clinic’s mandatory requirement
(automation, affordability) and urgent needs (error reduction, data security) while aligning with
available resources. The solution balances technical feasibility, operational simplicity, and financial
sustainability, making it the optimal choice for immediate implementation

1.5 Scope of the Project

This Clinic Management System is intended for use by small to medium-sized clinics in Ethiopia and
around the world. The system will have the following key features:

 Patient Registration and Management: The system will allow the clinic staff to register new
patients, update their personal details, and manage their medical records.
 Appointment Scheduling: Receptionists will be able to book, modify, or cancel
appointments for patients with specific doctors.
 Doctor and Staff Management: The system will store details about doctors, including their
specialization, work schedule, and availability.
 Medical Records: A record of each patient’s medical history, diagnosis, and prescribed
treatments will be stored.
 Billing and Payment System: The system will generate bills for consultations, treatments,
and prescriptions, along with payment tracking.
 Reports: The system will offer simple reporting features such as appointment history, billing
reports, and patient summaries.

The system will be developed using Java (Swing for GUI) and MySQL for the database, and will be
designed to run on desktop computers using NetBeans 8.2 as the IDE and XAMPP as the database
server.
1.6 Schedule Plan (Gantt Chart)
Phase 1: System Analysis (25 Days Total)
This phase involves studying the current manual system and gathering all necessary information to
inform the system design.
1.1 Data Gathering Tools Preparation (5 days): Design of questionnaires, interview guides, and
observation checklists for effective data collection.
1.2 Data Collection (7 days): Fieldwork involving interviews with clinic staff, observations, and
document reviews.
1.3 Data Analysis (4 days): Evaluating collected data to identify workflow gaps, pain points, and
system requirements.
1.4 Modeling Existing System (4 days): Developing process flowcharts and diagrams to represent the
current manual workflow.
1.5 Modeling Proposed System (5 days): Creating conceptual models (e.g., DFD, ERD) for the new
digital system to be implemented.
Phase 2: System Design (12 Days Total)
In this phase, the structure of the system is developed, including the database schema and user
interface layout.
2.1 Database Design (6 days): Designing a secure and scalable MySQL database to handle patient
records, billing, appointments, and user access.
2.2 Interface Design (6 days): Designing Java Swing-based user interfaces for users such as doctors,
receptionists, and administrators.
Phase 3: System Development (15 Days Total)
This is the coding and integration phase where the actual system is built using Java and MySQL.
Development of all core modules, including login, registration, medical records, appointment
management, and billing.
Phase 4: System Implementation (9 Days Total)
This phase focuses on validating and delivering the system for operational use.
4.1 System Testing (5 days): Conducting system-wide testing to identify and fix bugs, ensure module
integration, and verify security features.
4.2 User Training (4 days): Conducting training sessions for clinic staff on how to use the system
efficiently and securely.
1.7 Budget Plan
The total estimated budget for the project is ETB 1700, allocated as follows:
 A4 Paper (for data gathering & documentation) ,Birr 50
 Ballpoint Pens (Blue/Black),Birr 50
 Notebooks (for notes & interview records) ,Birr 100
 Flash Disk (16GB or higher) ,500
 Printing Ink – Black, Birr 300
 Binding (for final reports) ,Birr 200
 Staplers and Pins ,Birr 300
 Marker Pens ,Birr 100
 Manila Folders ,Birr 100
Reference: International health and IT authorities (7WHO, World Bank)