Design And Implement A Computerized Drug Information Management System Drug Procurement And Distribution Tracking System
(A study of Pharmacy Department of the University of Nigerian Teaching Hospital (UNTH) Enugu)
A Computerized Drug Information Management System (CDIMS) encompasses a comprehensive platform designed to streamline drug procurement and distribution tracking processes within healthcare facilities. This system integrates functionalities for inventory management, procurement optimization, and distribution tracking, ensuring efficient handling of pharmaceuticals from acquisition to dispensation. Through automated processes and real-time data monitoring, Computerized Drug Information Management System facilitates the procurement of drugs by identifying needs, managing orders, and tracking deliveries, thus enhancing inventory control and minimizing stockouts. Additionally, it enables the monitoring of drug distribution channels, ensuring timely and accurate dispensation to various healthcare units or patients. By leveraging advanced technology and data analytics, Computerized Drug Information Management System improves transparency, reduces errors, and enhances decision-making in drug management, ultimately optimizing healthcare service delivery and promoting patient safety and satisfaction.
Drug procurement and distribution tracking system is a set of computer programs that obtains the supplies of drugs, distribute the drugs and monitors the inventory control of the drugs. Using the pharmaceutical department of Port Harcourt University teaching hospital as a case study, the department using manual method to operate lacks good storage of information system for drugs. Recording system tends to be complex and the method of tracking expired drug is poor. The good approach to this problem is to involve the use of computer by designing the form, using Access in developing the database and Visual basic as the programming language, to enable keeping accurate record of drug and prevent sales of expired drug. This guarantees the people’s right to good health care and ensures that drugs received are genuine and safe.
Title page
Certification
Dedication
Acknowledgement
Table of content
List of figure
List of table
Abstract
CHAPTER ONE
1.0 INTRODUCTION
1.1 Background of study
1.2 Statement of problem
1.3 Objectives of the study
1.4 Significance of the study
1.5 Scope of the study
1.6 Assumption
1.7 Limitations of the study
1.8 Project report organization
1.9 Definition of Terms
CHAPTER TWO
2.0 LITERATURE REVIEW
2.1 Computerization in drug management system
2.2 General overview of drug management information system
2.3 Drug Procurement
2.4 Drug Distribution
2.5 Visual Basic
2.6 Softrex Formular
2.7 Management Information System
2.8 Benefits of Management Information System
2.9 Component of a Database Management System
CHAPTER THREE
3.0 SYSTEM ANALYSIS AND DESIGN
3.1 Methodology
3.1.1 Structured system Analysis and Design Methodology SSADM
3.1.2 Expert System
3.1.3 Prototyping
3.2 Data collection
3.2.1 The Primary Collection
3.2.2 The Secondary Collection
3.3 Analysis of Existing System and Design
3.3.1 The Pharmacy Department
3.3.2 UNTH Inpatient Drug Management
3.3.3 Drug Procurement System in UNTH
3.3.4 The Patient Medication Sheet and Treatment
3.3.5 Present System Approach to Drug Management
3.4 Limitations of the Existing System
3.5 System Design
3.5.1 Expectations of the New System
3.5.2 Design of the New System
3.5.3 File Specification
3.5.3.1 File Operation
3.5.3.2 Edit Menu
3.5.3.3 Administrator
3.5.4 The Registration Form
3.5.5 Drug Statistics and Stock Balancing
3.5.6 Program Assets
3.6 Database File
3.7 System Flowchart
3.8 Top down diagram
CHAPTER FOUR
4.0 IMPLEMENTATION, TESTING, AND PACKAGEING
4.1 Choice of Development Tools
4.2 System Requirements
4.2.1 Software Requirements
4.2.2 Hardware Requirements
4.3 Implementation
4.4 Testing
CHAPTER FIVE
5.0 SUMMARY, RECOMMENDATION AND CONCLUSION
5.1 Summary
5.2 Limitations
5.3 Recommendation
5.4 Beme (Bill of Engineering Measurement and Evaluation)
5.5 Conclusion
Bibliography
Appendix A
Appendix B
INTRODUCTION
1.1 BACKGROUND OF STUDY
Computerization is defined as the control of processes by computers and its
peripherals. Today it would be difficult to think of any process, business or action
that could not have profited from the numerous benefits of the computer system.
Controlling process or devices with computer started long ago since the invention
of computer. In the 20th century inventors tried to make processes easier with the
use of computers. Secondly computerization has been greatly applied or used in
controlling process that requires frequent action such as drug procurement, drug
management, drug tracking and drug distributions in hospital management
information system in pharmacy departments of hospitals.
This project which is drug procurement and distribution tracking system provides a
computer based information management system in a Pharmacy Department of the
University of Nigerian Teaching Hospital (UNTH) Enugu by designing a cost
effective, user friendly application, incorporating key attributes of data integrity
and system security suitable for use in the pharmacy department of the hospital
using Microsoft Access software in developing the database and visual basic as the
programming language. The overall aim of this project is to optimize time and
material in the processing of data needed for effective operation of large pharmacy
department of a hospital. By this approach, data integrity, data redundancy, and
consistency will be ensured.
Drugs are the chemical substances that are administered to patients for curative
purposes and prophylaxis. It can also be known as a medicine, because it is the
essential part of peoples care.
The ability of the computer to store and retrieve information at a very fast and
efficient rate makes its application useful in management operations. Drug
management involves drug procurement, drug distribution, drug tracking and its
information management. Drug distribution is concerned with distribution of drugs
within the different medical units or departments in a hospital, while drug
procurement is concerned with the purchasing activities of the drugs by the
pharmacy department of the hospital. In the same vein, drug tracking is concern
with the continuous monitoring of the actual quantity of drugs held in the hospital
pharmacy or any other drug warehouse /store. It also controls the stock level.
Pharmaceutical unit in a hospital is concerned with drug management activities.
They carry out the responsibility of making appropriate selection and drugs used
by formulating an annual, monthly, weekly or daily list of drugs requirement and
management reports. However, in some hospitals today, some pharmacists still use
the manual system of operation which can lead to inappropriate drug management
errors due to problems of handling voluminous file within a short period of time.
This could make data to be easily inaccessible and also delivery of drugs can lead
to misplacement of patients’ files.
1.2 STATEMENT OF PROBLEM
Drug procurement, tracking, distribution and information management in this
regard are routine processes carried out in various hospitals across Nigeria. It is a
common place to observe that these routine processes are still preformed manually
or are minimally computerized even in our Teaching Hospitals. This manual
approach to these routine operations has a lot of problems associated with it,
ranging from poor handling of drug data of patients, lack of good storage
information system for drugs and drug dispensary, delays, to the difficulty in
retrieving information on drugs and patients’ records. In view of all these
problems, it becomes necessary to develop a computer based drug information
management system and distribution tracking system. This is what this research
project is set to address by computerizing the routine processes in our hospitals and
in particular that of Pharmacy Department of UNTH Enugu.
1.3 OBJECTIVES OF THE STUDY
The aim of this research project is to design and implement a computerized drug
information management system, drug procurement and distribution tracking
system. This includes:
(i). To order for drugs without mistake of procuring more than required.
(ii). To take good stock of drugs.
(iii). To prevent dispensary of expired drugs
(iv). To ensure accurate keeping of records of drugs
1.4 SIGNIFICANCE OF THE STUDY
The benefits derivable from this work include the following:
(i) It will provide reliable healthcare services.
(ii) It will guarantee hospital management and patients of genuine and safe
drugs.
(iii) It will ensure an efficient and standard drug dispensary system.
(iv) It will provide a data base for stock taking of drugs procured and
dispensed any moment.
1.5 SCOPE OF THE STUDY
This research work will cover only the Pharmaceutical Department of the
University of Nigerian Teaching Hospital (UNTH) Enugu. It will present an up to
date and comprehensive design of the following:
(i) Planning and control system which includes inventory control and drug
distribution
(ii) Drug procurement procedure in a hospital.
(iii) The expiry status of each drugs at any point in time
(iv) The Database of all kinds, types and names of some drugs that would be
store and operate on.
1.6 ASSUMPTION
It is assumed that all the information gathered with the respect to inventory control
is correct as implemented by the university of Nigerian teaching hospital (UNTH)
Enugu.
1.7 LIMITATIONS OF THE STUDY
1. Time constraint; There is limited time go and meet the hospital pharmacist for
proper information.
2. Due to the sensitive nature of organizational information, there was reluctance to
release vital information which may jeopardize the security of the organization.
1.8 PROJECT REPORT ORGANIZATION
This research project covers almost all you need to know about drug procurement
and distribution tracking system. Chapter one is the introduction and it covers the
statement of problem, objectives of the study, significance of the study, scope of
the study, assumption, limitations of the study and definition of terms. Chapter two
is the literature review; it gives the detailed meaning of every associated word in
my topic. Chapter three is the design and methodology; this involves the operation
of the existing system and the method used. Chapter four is the system analysis and
implementation; which talked about the operation of the proposed system. Chapter
five is the summary, recommendation and conclusion.
1.9 DEFINITION OF TERMS
Database; A collection of logically related data to meet the information need of
organization.
DBMS; Database Management Software that enable the user to define, maintain
Control the database.
Application Program; A computer program that interacts with the database.
MENU; This is a list of options presented on the screen with each option identified
by short code followed by longer description of its purposes.
Drug; It is referred to as a medicine or chemical substances that are administered
to Patients for curative measures.
Pharmacy; A placed in a hospital where medicine or chemical substances are
kept, stored and prepared.
Flowchart; A diagram that shows connection between the different stages of
process of the system.
Primary Key; The candidate key that is selected to identify the individual within
the relation
Foreign Key; An attribute or a set of attributes within one relation that matches
the candidate key
Relation; A relation is a named table with columns and rows
Attribute; An attributes is a named column of a relation
Domain; A set of allowable values for one or more table
Null; it represents a value for an attribute that is currently unknown or not
applicable
Database design; The process of creating a design that will support emprise
mission statement and mission required database e system.
Software: These are program for computer which allows certain specific task to be
accomplished e.g. word process etc.
Hardware: Computer equipment used to perform input processing and system
output activates.
Management information system: collection of people, database, and devices
produced to use in providing routine information to manager and decision makers
of the organization.
SHARE PROJECT MATERIALS ON:
Computerized Drug Information Management System Drug Procurement And Distribution Tracking System:
A Computerized Drug Information Management System with Drug Procurement and Distribution Tracking capabilities is a comprehensive software solution designed to manage pharmaceutical and healthcare-related information efficiently. This type of system is crucial for healthcare facilities, pharmacies, and organizations involved in drug procurement, distribution, and patient care. Here are the key features and functionalities of such a system:
- Drug Information Management:
- Drug Database: Maintain a comprehensive database of all available drugs, including generic and brand names, dosage forms, strengths, indications, contraindications, and side effects.
- Drug Interaction Checker: Provide tools to check for potential drug interactions and allergies when multiple medications are prescribed to a patient.
- Drug Monographs: Offer detailed information about each drug, including pharmacology, dosage recommendations, and clinical guidelines.
- Inventory Management:
- Stock Tracking: Monitor and manage drug inventory levels in real-time to prevent stockouts or overstock situations.
- Expiration Date Monitoring: Track expiration dates of drugs to ensure patient safety and compliance with regulations.
- Automatic Reordering: Implement automatic reordering of drugs when stock levels fall below a predefined threshold.
- Procurement Management:
- Supplier Information: Maintain a database of drug suppliers, including contact details, pricing, and delivery terms.
- Purchase Orders: Generate, track, and manage purchase orders for drug procurement.
- Price Comparison: Compare prices from different suppliers to optimize procurement costs.
- Distribution Tracking:
- Barcode Scanning: Use barcode technology to track the movement of drugs within the facility, from storage to dispensing.
- Batch and Lot Tracking: Trace the origin and distribution of drugs by batch or lot numbers for recalls or quality control.
- Dispensing Records: Record drug dispensing activities and ensure accurate patient prescriptions.
- Prescription Management:
- Electronic Prescriptions: Support electronic prescribing and integrate with healthcare providers’ systems for seamless prescription management.
- Patient Profiles: Maintain patient records, including medication history and allergies.
- Dosage Alerts: Provide alerts for incorrect dosages or potential drug interactions.
- Reporting and Analytics:
- Custom Reports: Generate custom reports on drug utilization, procurement costs, inventory turnover, and other key metrics.
- Compliance Reporting: Ensure compliance with regulatory requirements and generate reports for auditing purposes.
- Security and Access Control:
- User Authentication: Implement role-based access control to ensure data security and privacy.
- Audit Trail: Maintain an audit trail of all transactions and user activities within the system.
- Integration: Allow integration with electronic health record (EHR) systems, pharmacy management systems, and other healthcare software for seamless data exchange.
- Alerts and Notifications:
- Low Stock Alerts: Notify relevant personnel when drug inventory falls below a specified level.
- Compliance Alerts: Send alerts for compliance issues, such as expired drugs or incorrect dispensing.
- Regulatory Compliance: Ensure that the system complies with relevant regulatory requirements, such as FDA regulations in the United States or similar regulations in other countries.
A well-designed Computerized Drug Information Management System with Drug Procurement and Distribution Tracking capabilities can significantly improve patient safety, streamline drug management processes, reduce costs, and enhance overall healthcare quality in pharmaceutical and healthcare settings. It’s essential to tailor the system to the specific needs and regulations of the healthcare facility or organization using it.