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Clinic Management System

by MH RISHAD - 20 Oct 2018

Clinic management system is based on the idea of providing the automated system. It saves time and extra overhead to perform the action.

It will contain five main modules: Admin, Doctor, Patient, Staff and Visitor. Admin will be the system administrator who keeps the record of the clinic intact.

He can personalize the users’ profiles.  Visitors are unregistered user in the system, who can view hospital details, how to contact them etc. Doctors, patients and staffs will be the registered users in the system.

What are the advantages? Let me tell you the one conversation between my friend and I that took place a while ago. He got sick and had a mild problem.


Friend: “I have to go to the hospital when I get sick.”

Me: “So what? Hospitals are there to help people for their physical needs.”

Friend: “No, I mean when I went to the hospital, the doctor was not available there. That wasted a lot of time.”

He continues.

Friend: “That’s not the end of it. The second day, there was a lot of rush, I could not get my turn. I got the appointment with the doctor on the 3rd day. Meanwhile, I was not productive at work due to which I suffered a loss in my business.”

Me: “Sorry to hear that. Are you okay now?”

Friend: “Yes, I am fine now”.

Do you see where I am going with this? This is not only story of my friend; it’s the case of everyone.  That is just one aspect of this story. There are several others. So, I have concluded that there should be some automated system for to assist the people wherever they want, whenever they want. They do not have to wait in the line for hours.




Here are some main functionalities of each type of users involved in the system:




It is the main entity of the system. Admin will the system administrator of the system. He /she will have the power to manage the users involved in the system.

Those people can be a patient, a doctor, a nurse or a staff. He / she can insert any user into the system.


It might be possible if any doctor or any other staff leaves the clinic. So that doctor or staff is irrelevant to that clinic. He / she can delete that user from the system after some period of time.

Consider the scenario when any staff gets promotion.

Now, that information needs be reflected into the system as well. The admin can update it whenever he wants. There will be only one admin into the system. 



Registration: Doctor will have to register himself/herself into the system first. To register, he will have to enter some personal information.

He will be asked to input his full name, password he wants to use for login into the system, re-enter password (so that he distinctly remembers his password) contact number and email address.

After successful completion of the registration process, a unique id will be generated and will be displayed on the user’s console. This id will be used as a login id to login in the system.


Login: If a doctor is registered into the system, with the help of his personal unique id and his personalized password, he can login into the system and can get started.


Editing Profile: It is an important task, the doctor has to complete before proceeding further. He/she will have to enter his/her designation in the system.

A patient cannot find a suitable doctor to help him / her in the hour of the need, if a patient does not know which doctor he should consult at the right time.

The other thing the doctor has to insert is his / her address, where he / she live. If the doctor wants to change his email address or his mobile number, which he / she provided at the time of registration, he can change it any time he / she wants.


Update the Time Table – Initially, there would be a static time table for the doctor activities. According to his / her time table he will take the patient, perform the operation etc.

Sometimes it happens that an emergency case comes to his / her attention. Now, he / she has to take it. So, he / she can reflect this activity on his / her time table.

It will help the admin to keep the clean record of the hospital. It can be useful for several purposes.


Approve Appointment – When a patient books an appointment with the doctor, the doctor can approve the appointment, whether he can attend the patient or not.

The doctor will always approve the request for the appointment, until and unless he / she has a valid reason not to.

He / she will  have to provide a valid reason if he /she  cannot have appointment with the patient. If possible, he /she will have to provide any proof.


Cancel Appointment – What happens if doctor is not available on the day of appointment to due to some genuine reason? And the patient arrives at the hospital.

How that is going to benefit to the patient? So the doctor will cancel the appointment if he thinks he cannot make it on that day. But wait, this is not going to reflect on the patient panel at once.

This status is going to be reflected on the admin side. The admin will check if another doctor is free on that day who can attend that patient. If it so, appointment for available doctor will be booked and reflect on his interface.

He will get the mail or sms for this appointment. If not, the appointment will be cancelled. Though, that would be a rare



Registration – In order to get benefits from system, the person needs to register himself / herself as a patient into the system. He / she needs to provide his / her name, date of birth, email address and password at the time of registration.

After successful registration, he /she will be given a unique id. That id will be used to login into the system


Login – Only a registered patient can login into the system.
He / she will have to enter unique id and password.

If both id and password match with the system, he /she will be granted access to the patient panel.


Make an appointment with the doctor – This is the main feature of the system. The patient is involved in the system only because he needs medical assistance.

A person cannot do productive work if he / she is not feeling well. He/ she can go to the appointment section in his / her interface.

There is some information that needs to be filled in order to take an appointment. Such as: what are the symptoms?, since when he / she is having this problem? Etc.

After filling the information, a unique appointment id will be given to the patient and he / she can provide this id at the hospital counter to consult with the doctor.  


Payment – In order to complete the appointment process, the patient needs to make the payment. The charges will be shown at the interface.

The patient can choose whether he / she will make the payment as cash at the hospital or he / she can choose the online method to make the payment.

Online method will be secure so that his /her debit / credit card information cannot be misused.  


Cancel Appointment – Due to some reason, a patient, who has made an appointment, cannot attend the doctor that day. The reason can be personal or he might have got well.

He / she just have to enter the appointment id.     


Home Remedies – This feature will be available to the registered patients of the system.

Sometimes, a person who is not well does not need a doctor. Yes, it happens.

Now, you ask how? I will tell you. Suppose a person’s head is aching.

Does he / she need a doctor? May be yes or may be no. At first, he / she can check out if it can be controlled.

So he / she can check out the “Home Remedies” section and apply the formula for the headache.

If it works then that’s fine, if not he / she can make an appointment with the doctor. There would be a whole list of remedies which will be easily available to the patients.    


Health Tip of the Day – Yes, this is another attractive feature which is available to the registered patients into the system. Everyday a new tip will be notified to the users.

He / she can implement those tips in their life and can make it happy. The main purpose of this section is to make each person healthy life.




This is the fourth module of the system. Other than doctor and patient, there are several people involved into the system such as: nurse, compounder, cashier, receptionist etc.


Registration – They must register themselves into the system. This section is same as doctor and patient. They also have to provide their personal information.


Login – When a staff is registered into the system, he / she can login into the system by providing the unique id and password.


Editing Profile – A staff needs to complete his / her profile. He / she has to provide his / her designation, address etc.


Apply for Leave – A staff can also apply for leave. This leave request should contain the detailed reason. The system administrator will approve the leave only if he finds the reason legit, otherwise can reject it. The staff can check the leave status in the leave section.   


Change Password – This is the common feature for previous three modules. A user can change his / her password. He / she just has to provide old password and has to write the new password.


Forgot Password – This is another common feature for the users. If a user forgets his password, he just has to answer some security questions which were answered by him / her at the time of registration.


Log out – A logged in user can always log out of the system when his work is done, just by hitting the log out. It is available to all registered user.       



This will be the last module for the unregistered user in the system. The visitor can check for the doctor list, how qualified doctors are into the system, what main facilities this clinic system have such as X-ray availability, CT-scan availability, blood test availability etc.

If the visitor is satisfied with the service this system has, he / she can registered himself / herself, and can get benefit from it.  


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