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PLAN ON IMPLEMENTING APPLICATION OF PATIENT’S
INFORMATION MANAGEMENT SOFTWARE IN PATIENT MANAGEMENT
DEPARTMENT OF HOSPITAL OF HANOI MEDICAL UNIVERSITY
I.

Introduction
1. General Information:
Name of Organization: Hospital of Hanoi Medical University
Address: No. 1 Ton That Tung street, Dong Da district, Hanoi.
Telephone: (84-4) 35747788
Fax: (84-4) 35746298
Email: benhviendaihocyhanoi@ymuh.vn
2. Development history:
Given the development needs and the efforts of the leaders of the Hospital of the
Medical University Hanoi, in 2007, Ministry of Health agreed to allow the university
to establish a new practicing hospital under the direct charge of the university and to
be located in the precinct of the university. The hospital was established pursuant to
the Decision No. 137/QĐ-BYT of 16 January 2007 signed by Ministry of Health and
was named Hospital of Hanoi Medical University.
Hospital of Hanoi Medical University is a general hospital under the direct charge of
Hanoi Medical University and has been developed on basis of strengths of the

university with a view to:
­

Forming a base in the medical sector for high quality research, application,
standardization and transfer of advanced technology.

­

Forming a base for high quality teaching/learning for Medical University Hanoi
and needing medical cadres.

­

Offering high quality services in examining, treating, giving health care to,
individual patients (in, out) and needing organizations.

­

Contributing to serving the society, improving the health of cadres and officials of
Hospital of Hanoi Medical University
Hospital of Hanoi Medical University wishes to become:


­

A new-style hospital that combines the good service for incoming patients and
needing people concerning other types of health care services.

­

A base for training, researching and transferring of medical technology with
domestic and international prestige.

­

A comfortable environment all members of which have the conditions to bring
into full play their talents.

3. Organization chart (see appendix 01):
II.



Analytical discussion of Application states for software managing patients’
information at Hospital of Hanoi Medical University
1. Actual Situation of software application
Hospital of Hanoi Medical University is a new hospital of the medical profession and
is one of the leading hospitals in Vietnam in recent years. The number of patients is
growing more and more numerous and at present the hospital does not have the
software managing patients for the whole system. The lack of such software causes
the following state of affairs:
 It is impossible to closely manage patients’ information. While the number of
patients keeps growing, the hospital still manages in the old fashion and the
handwritten notebooks’ management, leading to the failure on the part of the
hospital to closely administer the information of each patient.
 Decrease in the quality of medical examinations: Poor management leads to the
failure to update patients’ information closely, resulting in the lowering of the
quality of medical examinations.
 Decrease in the quality of medical services: With the one patient one bed
regime, presently the hospital is seen as one of the hospitals having the highest
quality of services in Vietnam. Nevertheless, with the growing number of
patients, it is more often to have cases of putting patients to the wrong beds and
rooms. Besides, the conveyance of wrong medicines, the examination and
injection at the wrong time might also happen, leading to the decrease in the
quality of services.
It may be seen that the lack of software managing the patients is and will be the weak
point of Hospital of Hanoi Medical University in the future. While dozens of private


and non-Vietnamese hospitals are being built, readily entering the competitive market,
such a deficiency may become the main reason for the weakening of the name of the
hospital and the confidence of the patients.
2. Compared with rivals in the medical sector.
Different from the Hospital of the Medical University, other hospitals already
deployed the software managing the patients in particular and the software
administering their hospitals in general fairly early.
 Viet-Duc Hospital is presently using the software Nano Hospital of the
Company Nanosoft. This software has been in use since 2004 and still operates
very well and is frequently updated.
 Bach Mai Hospital applied the software eHospital of FPT. This is the modern
and greatest software of Vietnam in the field of hospitals software. Deployed
since 2005 and officially put into use in 2008, eHospital has really been a very
good unloading tool for other systems given the permanently overloaded state
of Bach Mai Hospital.
 FPT deployed successfully the software for the Hoan My Medical Corporation.
Being a private corporation but Hoan My invested greatly for this software in
order to increase the quality of management and services.
It may be seen that other organizations realized the importance to them of the
management software and the Hospital of the Medical University is not necessarily to
be the exception. Investing in software administering the hospital in general and
software administering the patients’ information in particular is a vital factor for the
subsequent development.
3. Lessons drawn from the deploying experiences of Hoan My Medical
Corporation
Given the recent success of Hoan My in deploying the software administering the
hospital, Hoan My Medical Corporation is the organization that

Hospital of Hanoi

Medical University should look to for experiences applicable to its own deploying
process.
Firstly, about deploying a given roadmap, Hoan My deployed the general software in
2010 but the deployment failed. They therefore they chose not to deploy generally at


once but deployed along a roadmap with modules of the software administering the
hospital. The software administering patients’ information was installed first. With this
software, all information of the patients will be closely managed in the system and it
will be updated frequently even after the patients have become well and been
discharged from hospital.
Second, selection of software brand is very important. The software has to meet the
present’s needs as well as be possibly developed in the future.
Thirdly, great investment should not be dreaded. Being peculiar software, the
computer programs administering the patients are usually very valuable. Hoan My had
to spend 1.9 billion VND to successfully deploy the system of computer programs for
the whole hospital.
III.

Finance and accounting software brands in the current market
1. eHospital of FPT Sofware:
So eHospital of FPT Sofware is the completed system of computer programs for a
hospital, administering the whole uninterrupted process from the admission of the
patients into the hospital to their discharge. The software is a unified field and
optimizes the use of the sources of force. FPT.eHospital is divided into many
operating network subsystems and the combination of such sybsystems creates the
unified information stream bringing about the total strength for the hospital.
The software is easily applicable to hospitals basing on the managerial procedure
already researched and designed on the firm and scientific basis. FPT.eHospital serves
best for the analytical management in the hospital. The software is an open system and
conveniently expandable. It is easy for connection and integration of information
between present and future subsystems.
The system of computer programs for FPT.eHospital has many versions suitable for
different types of hospitals: public hospitals, medical centers, private hospitals,
specialized hospitals, general hospitals, etc.
The system is divided into 4 main groups of software, with 35 functional
subsystems; each subsystem supporting an operation from FPT.eHospital helps the
total administration and interconnection of all operating processes of the hospital.


a. Treatment Administration Software group
Administration of the whole process of examination and treatment of out/in patients,
from the admission to the discharge, helping the following of case record information
and treatment expenses throughout.
This software group comprises the subsystems:
­

Management of patients’ information

­

Administration of patients’ admission

­

Management of examinations and external diagnoses

­

Administration of the emergency ward

­

Administration of the clinical ward/ inpatients

­

Administration of the results of filming and visual diagnoses

­

Administration of functional explorations

­

Administration of test results

­

Administration of payments of hospital fees and medical insurance

­

Administration of the pharmaceutical ward and the hospital drugstore

­

Administration of exploration, statistics, reports

­

Administration of electronic case records

­

Administration of appointments

­

Administration of the treatment schemes

­

Administration of health checks

­

Administration of blood bank

­

Administration of bacterial infections

­

Administratin of nutrition

­

Administration of medicine interactions

b. Management Software group
Helping the managerial tasks regarding their speed and the thorough management of
administrative, accounting, salaries, equipment and property administration, etc.
responsibilities.
This software group comprises the network subsystems:
­

Administration of personnel and salaries


­

Administration of finance and accounting

­

Administration of the internal information WEB

­

Administration of circuit guidance

­

Administration of working resumes

­

Administration of materials – stationery

­

Administration of capital asset and equipment

­

Administration of library

­

Administration of case record archive

­

Store and manage a case history

­

Manage archives, document.

c. Supporting software group.
Including subsystems:
­

System of card, barcode management.

­

System of queue and list management.

­

Connecting test machine.

­

Connecting PACS system

­

System management

­

Electrical information portal.
2. Nano Hospital Software
Auto number arrangement subsystem

­

Right after coming to hospital, patient shall served carefully by using number

­

provision post.
Patients are classified in flow as following: insurance, service and military
examination.

• Auto speaker system shall call patient to come to relevant reception desk
• After handling procedures at reception desk and hospital fee counter, patient shall be
given number at examination room and subclinical.
­

Number arrangement system (NANO-SSA) shall call priority patient, out-patient,
in-patient.


• Sufficient Vietnamese dictionary system NANO-SSA also enables to change display
Configuration and reads ordinal number into display mode and read exactly
patient’s name.
Patient reception counter:
­

To be information input of “hospital management software system” to ensure all
system operating continuously since receiving patient up to finish examination
process.

­

Calling software to invite each patient for serving.

­

Classifying object for charging and insurance and military.

­

For service patient, they must be charged firstly, for insurance and military
patient, hospital may establish process of temporary payment before doing
service.

­

Auto transferring patient’s document from reception place to examination place.

Examination
­

Doctor shall work in examination room as signing program with available list of
waiting patient.

­

Software shall call each patient to come in examination room.

­

Doctor shall ask, check survival signs.

­

Designating service of subclinical, clinical.

­

Transferring patients to go for service doing.

Subclinical management:
­

Doctor working in CLS room shall sign in program with available list of waiting
patient for CLS checking.

­

Speaker calling software shall invite patient to come for being served.

­

Doctor shall implement tricks, CLS services

­

Establishing bill of CLS service, return results to patient.

­

Here, software shall enable to connect directly with ultrasound machines, X-Ray,
endoscope, etc. In order to take CLS result to fill in result form.


­

Return patient to examination room in order to give out conclusion.

Clinical management:
­

Establishing clinical services for patients.

­

Follow schedule for doing clinical services.

­

Save result of clinical service checking.

­

Specifying consumable materials when doing clinical service for patient.

- Making statistics, report of clinical services.
Management of hospital fee payment and health insurance:
­

To manage and unify for list of health services

­

Obverting finance paid for patients

­

Manage receipts and payments of patient.

­

Manage hospital fees for outpatient.

­

Manage hospital fees for inpatient

­

Manage hospital fees for inpatients whose health insurance cards.

­

Print invoices, financial reports.

Pharmaceutical management
­

Pharmaceutical management used in hospital, including activity management at
drug selling counter.

­

Pharmaceutical management must comply with regulations (GPP) of Health
Ministry

­

Managed content:
 Import, export, stocking.
 Return and cancel drug.
 Expected drugs
 To manage odd, even stores, duty- cabinets of hospital.
 Report warehouse card, synthesize consumable materials and synthesize
import, export, stock etc;

IV.

Accounting software development plan of Hospital of Hanoi Medical
University.


1. Deploying target: To deploy software of patients’ information management in
Medical University. The software must have capacity of expansion, improvement
in order to develop connection with software of other departments in hospital.
2. Deploying time: from the year 2014 to the year 2015 outlook 2018
3. Selecting suppliers:
4. We can see that Hospital of Medical University should select eHospital solution
of FPT for following reasons:
­

This is the software belongs to one of the famous companies of Vietnam for
software development field and IT application.

­

The software has full of accordant modules and has development capacity in
future.

­

Many officers working in Hospital of Medical University once worked in Bach
Mai Hospital, if developing eHospital software staffs shall be more familiar and
not have to spend a lot of time for deploying.

­

Expense for implementing is rather high but reasonable because of supply
capacity, stability of software and best service quality of FPT.
5. Deploying plan:
­

Deploying process:

Project Preparation

Surveying


Solution Consultancy

System Establishment

Training

Testing Operation

Project Inspection

Post-sales Care Service

a.
No.
1)
2)
3)
4)

Planning schedule:
Deploying items

Starting time

Finish time

Project preparation

06/2014

08/2014

Surveying

08/2015

12/2014

Solution consulting

01/2015

03/2015

Program installation

04/2015

04/2015


5)
6)
7)
8)
9)

Training

05/2015

08/2015

Testing operation

09/2015

12/2016

Project inspection

01/2017

Post-sales Care

01/2017

Connecting with other softwares

01/2018

Here is the report of IT application status in Hospital of Hanoi Medical University and
Proposal on patient administering software for Organization and Administration
Department. In scope of report, there are many things not presented clearly. These
points shall be given more details when being carried out officially deploying.
References
­

Subject lecture………

­

Website: www.fpt.com.vn www.nanosoft.com.vn


Appendix 01: ORGANIZATION CHART FOR HOSPITAL OF HANOI
MEDICAL UNIVERSITY
ORGANIZATION CHART FOR HOSPITAL OF
HANOI MEDICAL UNIVERSITY

PARTY COMMITTEE

BOARD OF
ADMINISTRATORS

PARTY CELL

UNION

DIRECTOR
CONSULTANCY
BOARD

HOSPITAL UNION
BRANCH
DEPUTY DIRECTOR
(Scientific researchInternational CooperationInformation Technology)

SATELLITE
EXAMINATION

CLINIC NO.1

FUNCTIONAL ROOM

DEPUTY DIRECTOR
(Professional aspects)

DEPUTY DIRECTOR
(Finance and Accounting)

CLINICAL MEDICINE
DEPARTMENT

ADMINTRATION &
ORGANIZATION DEPT.

INTERVENTIONAL
CARDIOLOGY CENTER

GENERAL PLANNING
DEPT.

EXAMINATION &
EMERGENCY DEPT.

EXTERNAL DEPT.

ACCOUNTING &
FINANCIAL DEPT.

ONCOLOGY AND
PALLIATIVE CARE DEPT.

Resuscitation anesthesia and
Pain Control Dept.

LAPAROSCOPIC SURVEY
CENTER

SUBCLINIC MEDICINE
DEPARTMENT

LAPAROSCOPIC CENTER

Imaging Diagnostic Dept.

Test Center

EQUIPMENT, MATERIALMANAGEMENT DEPT.

GENERAL INTERNAL
MEDICINE DEPT.

EARS- NOSE-THROAT
DEPT.

Immune biochemical
room

Hematology-transfusion
Room
SCIENTIFIC RESEARCH &
INTERNATIONAL
COOPERATION DEPT.

NURSING DEPT.

IT DEPT.

OPHTHALMOLOGY

TOOTH - JAW -FACE
DEPT.

TRADITIONAL
MEDICINE DEPT.

Cosmetic Surgery Dept.

Surgery Room

Rehabilitation Dept.

Aesthetic Center

Function Exploration
Dept.
Nutrition Dept.
Pharmaceutical Dept

Nephrology- dialysis Dept.
PUBLIC HEALTH CARE &
TRAINING CENTER

International Dept.

Mesenchymal tissue



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