Clinic Management System
The project involves Design and Development of a Novel, Low-cost Clinic Management System to be deployed at Hamdard Foundation Welfare Clinic located at a remote area named 'Khuda ki Basti', Karachi. The system provides an efficient tool for Queue Management and Automated Billing. The Clinic Managem
2025-06-28 16:30:49 - Adil Khan
Clinic Management System
Project Area of Specialization Internet of ThingsProject SummaryThe project involves Design and Development of a Novel, Low-cost Clinic Management System to be deployed at Hamdard Foundation Welfare Clinic located at a remote area named 'Khuda ki Basti', Karachi. The system provides an efficient tool for Queue Management and Automated Billing. The Clinic Management System 'CMS' will enable clinic administrator to organize and manage the Patient flow to various service areas viz. Doctor's Clinic Room, Blood Sugar test lab / Dispensary Room. Additionally the clinic administrator will be able to generate sectional or comprehensive Report of the patients served by the system on daily, weekly or monthly basis simply by a button press.
Excessive queuing and waiting are among the leading causes of dissatisfaction in clinics and hospitals.
The CMS provides customizable queuing solutions to cater to diverse queuing problems faced by organizations in managing crowds and queues.
The proposed Solution enables hospitals, clinics, pharmacies and laboratories to create an ordered and smooth patient journey, lower patient anxiety, enhance service quality, reduce patient waiting times, increase service efficiency, and score high on patient satisfaction.
It is a complete Wireless solution. Every Module/Component of the system is standalone and connected with each other wirelessly which makes it easy to install and portable to be easily relocate-able to new premises.
The electricity outage occurs repeatedly particularly in rural and poor areas. The complete system is Battery Backed up. This makes the system to work in the absence of Electricity. The Ticket numbers on the display counters and Consoles are maintained at the instance of electricity outages.
Project ObjectivesThe objective is to Design, Develop and then Deploy Clinic Management System for Hamdard Foundation Welfare Clinic located at 'Khuda ki Basti'. The following system components need to be made:
One unit of Ticket Dispensing Console 'TDC' will be made as shown in figure 2. The TDC has three buttons each for Doctor's Clinic Room, Blood Sugar test lab / Dispensary Room and Automated Billing. The TDC includes an embedded system. The TDC will print and dispense a paper ticket containing the count number next in the respective queue and service type. The TDC has built-in Thermal Printer and paper roll for printing purpose. The TDC has real Time Clock to keep log of date-time stamp and no. of visitors of each type. The TDC will be connected wirelessly with Display counter panels and Count Management consoles using RF transceivers. The TDC includes a rechargeable battery to keep it powered during electricity outage. External power Supply provides power for TDC as well as serves for charging the built-in battery. Additionally the clinic administrator will be able to generate Billing Report of the patients served by the system on daily, weekly or monthly basis simply by a button press.
Two no. of Display Counter Panels 'DCP' will be made as shown in figure 3. The DCPs display the patient number currently in process. The DCPs are three digits LED display panels of having physical dimensions of 0.5ftx1ftx0.25ft. The DCP will be wall mountable. The DCP includes an embedded system. Each DCP will be connected wirelessly with TDC using RF receiver using distinctive identity. Each DCP includes a rechargeable battery to keep it powered during electricity outage. External power Supply provides power for DCP as well as serves for charging the built-in battery.
TWO no. of Doctor/Lab Operator’s Console 'OC' will be made as shown in figure 4. Each OC contains a small 4digit 7segment LED display and press switch to increment the patient ticket number. The OC will also display the last queue count of the patient waiting for the respective service. The OC includes an embedded system. Each OC will be connected wirelessly with TDC using RF transceivers using distinctive identity. Each OC includes a rechargeable battery to keep it powered during electricity outage. External power Supply provides power for OC as well as serves for charging the built-in battery.
Project Implementation Method Queue Management:The Queue Management is performed by using following three components include an embedded system.
- Patients wait in queue.
- Doctor/Lab Operator presses switch on its console.
- The respective LED display directs Patient towards that service room, and the Patient moves to that room to be served.
The Queue Management System allows Patients and Visitors to enter a queue by taking a ticket via Ticket Dispensing Console 'TDC' . The TDC has Three buttons each for Doctor's Clinic Room, Blood Sugar test lab / Dispensary Room and Automated Billing. The TDC is preferably placed at clinic’s administrator counter at the entrance of clinic. . The TDC has built-in Thermal Printer, paper roll and configuration DIP switches (inside) for printing purpose. The TDC has real Time Clock to keep log of date-time stamp and number of patients of each type.
The TDC upon receiving increment counter message from Doctor's / Lab operator's Console will transmit counter increment message to respective Display counter panel and Doctor's / Lab operator's Console. This way TDC will keep log of the duration each patient is served, later useful to improve overall operation's efficiency. TDC includes a rechargeable battery to keep it powered during electricity outage. External power Supply provides power for TDC as well as serves for charging the built-in battery.
The proposed system contains two Display Counter Panels 'DCP'. The DCPs display the patient number currently in process. The DCPs are three digits LED display panels. The DCP will be mounted on wall outside the Doctor's Clinic Room/Labs for being prominently viewable to the waiting patients. The respective DCP upon receiving increment counter message from TDC will increment its count. Each DCP includes a rechargeable battery to keep it powered during electricity outage. External power Supply provides power for DCP as well as serves for charging the built-in battery.
The Doctor/Lab/Dispensary Operator’s Console 'OC', contains a small 4digit 7 segment LED display and press switch to increment the patient ticket number. The OC will also display the last queue count of the patient waiting for the respective service, this will provide real-time information about the queues The respective OC upon receiving increment counter message from TDC will increment its count. Each OC includes a rechargeable battery to keep it powered during electricity outage. External power Supply provides power for OC as well as serves for charging the built-in battery.
The clinic administrator will be able to generate comprehensive Report of the patients served by the system on daily, weekly or monthly basis simply by long press of Automated Billing button on the TDC. The report duration is settable using configuration DIP switches available inside TDC.
The CMS is a step forward to simplify queuing experiences while optimizing service efficiency. Enabling Patients to be served on a first come, first served basis to streamline service area operations and to optimize Patient flow at their service centers. Swiftly handles the distribution of Patients in the queue by directing them to service counters on a first come, first served basis.
- It generates and prints Daily/Monthly /Weekly Billing Report
- The complete system is Wireless and Portable.
- The complete system is Rechargeable Battery Backed up and operateable during long power outages.
- It's very economical as compared to similar products in market.
- It is flexible, upgradable, expandable, configurable and customizable
- Organizes Patient flow
- Eliminates inefficient queuing processes. Improves queue flow by estimated 30%
- Decreases down-time of services
- Reduces Patient waiting times
- Increases operational efficiency. Manages Patient flow while reducing overall service costs
- Improve staff utilization and productivity
- It reduces walkways, keeps Patients informed and manages your queues more efficiently
- (Future work) keep track of average Patient serving time to monitor Doctor/Lab staff efficiency and find out the peak hours.
The CMS is a cost effective way to manage queues in the fairest and fastest way at doctor clinic visit, laboratory and dispensary check-outs. By using CMS, patients are treated on a first come, first served basis, which feels quicker.
- Hospitals
- Clinics
- Medical Camps
- Pharmacies
- Banks
- Laboratories
- Waiting Areas (e.g. Enter City Travel Transport , Train Station )
The following system components need to be made:
TDC:One unit of Ticket Dispensing Console 'TDC' will be made.
DCP:Three no. of Display Counter Panels 'DCP' will be made . The DCPs display the patient number currently in process.
OC:Three no. of Doctor/Lab Operator’s Console 'OC' will be made. Each OC contains a small 4digit 7segment LED.
The Queue Management System allows Patients and Visitors to enter a queue by taking a ticket via Ticket Dispensing Console 'TDC' as shown in figure 2. The TDC has Three buttons each for Doctor's Clinic Room, Blood Sugar test lab / Dispensary Room and Automated Billing. The TDC is preferably placed at clinic’s administrator counter at the entrance of clinic. Depending upon the requirement of the Patient, the administrator will take the respective fees from the visitor and will press the respective button on TDC. The TDC includes an embedded system. The TDC will print and dispense a paper ticket containing the next count number in the respective queue and type of service. The TDC has built-in Thermal Printer, paper roll and configuration DIP switches (inside) for printing purpose. The TDC has real Time Clock to keep log of date-time stamp and number of patients of each type. The current counts of both the queues are displayed on the two 7segment LED displays on TDC.
Ticket Dispensing Console
Display Counter Panels:The proposed system contains two Display Counter Panels 'DCP' as shown in figure 3. The DCPs display the patient number currently in process. The DCPs are three digits LED display panels of having physical dimensions of 0.5ftx1ftx0.25ft. The DCP will be mounted on wall outside the Doctor's Clinic Room/Labs for being prominently viewable to the waiting patients. The DCP includes an embedded system. Each DCP will be connected wirelessly with TDC using RF receiver using distinctive identity. The respective DCP upon receiving increment counter message from TDC will increment its count. Each DCP includes a rechargeable battery to keep it powered during electricity outage. External power Supply provides power for DCP as well as serves for charging the built-in battery.
The Doctor/Lab/Dispensary Operator’s Console 'OC', contains a small 4digit 7 segment LED display and press switch to increment the patient ticket number. The OC will also display the last queue count of the patient waiting for the respective service, this will provide real-time information about the queues The respective OC upon receiving increment counter message from TDC will increment its count. Each OC includes a rechargeable battery to keep it powered during electricity outage. External power Supply provides power for OC as well as serves for charging the built-in battery.
| Item Name | Type | No. of Units | Per Unit Cost (in Rs) | Total (in Rs) |
|---|---|---|---|---|
| Total in (Rs) | 49235 | |||
| Microcontroller ATmega/ Arduino | Equipment | 10 | 450 | 4500 |
| Serial Thermal Printer | Equipment | 2 | 4000 | 8000 |
| RF 433MHz Receiver w Antenna | Equipment | 12 | 150 | 1800 |
| RF 433MHz Transmitter with Antenna | Equipment | 12 | 350 | 4200 |
| Embedded Circuit Components | Miscellaneous | 20 | 30 | 600 |
| Real time clock Module | Equipment | 2 | 200 | 400 |
| 5V 1A Switch Mode Voltage Regulator Module | Equipment | 6 | 200 | 1200 |
| DC Power Supply 12V 2A | Equipment | 6 | 250 | 1500 |
| Rechargeable Lead Acid Dry Battery 12V 4Ah | Equipment | 6 | 798 | 4788 |
| Bare PCB | Equipment | 7 | 100 | 700 |
| Push Button (Industrial grade) | Equipment | 7 | 50 | 350 |
| Connectors, Terminals, wires | Miscellaneous | 40 | 20 | 800 |
| Casing | Equipment | 7 | 1200 | 8400 |
| Three Digits LED Board 0.4ftx0.9ft | Equipment | 4 | 700 | 2800 |
| LED Driver & Embedded Circuit Components | Miscellaneous | 40 | 30 | 1200 |
| 4digit 7segment display & other components | Miscellaneous | 40 | 40 | 1600 |
| DC Power Supply 5V 1A | Equipment | 4 | 200 | 800 |
| Rechargeable Li Ion Battery 4.2V 2.2Ah | Equipment | 3 | 199 | 597 |
| Contingencies | Miscellaneous | 30 | 100 | 3000 |
| Freight &Tax of Imported Items | Miscellaneous | 20 | 100 | 2000 |