Wolaita sodo university

COLLAGE OF INFORMATICS
DEPARTMENT OF COMPUTER SCIENCE
HEALTHCARE MANAGEMENT SYSTEM CHATBOT PROJECT IN AMHARIC
LANGUAGE PROPOSAL

GROUP MEMBERS ID

1.TEWODROS MISGANAW ……………………….. UGR/54011/13

2.ABRHAM YETWALE …………………………… UGR/53340/13
3.Eyob Zeleke ……………………………………. ugr/53726/13
4.Sumeya Kedr…………………………………. ugr/54132/13
5.Tolesh Tesfaye…….………………………………ugr/54186/13
6.Mahlet Sefiw …………………………………….ugr/53731/13
Advisor Mr.Tekle D.
A senior project (proposal)Submitted to Department of Computer
Science, School of informatics, Wolaita Sodo University, in partial
fulfilment for the requirement of the Degree of Bachelors of Science in
Computer science.
Wolaita Sodo, Ethiopia
Submition date 19/8/2016 E.C
 Abstract

Healthcare management chatbots are transforming the healthcare industry by offering efficient,
personalized, and accessible services to patients and healthcare providers alike. We work on this
project to develop healthcare management chatbot that integrates various features and
benefits.The chatbot will use artificial intelligence (AI) and natural language processing (NLP)
to interact with users, provide information, offer support, and address various healthcare
processes. Key features of the chatbot will include scheduling appointment, check symptom,
management medication and health education. The chatbot will be designed to enhance patient
care, improve efficiency of operation, reduce costs, and increase accessibility of healthcare
services. By automating healthcare management and by reducing administrative workload, the
chatbot will help healthcare organizations save time and resources. The chatbot will be
developed using a different approachs, including identifing of source of data, fact-finding
techniques, design and analysis approach, and development tools. The project will also consider
the scope and limitations of the chatbot and also the significance and feasibility. We will identify
the required resources for the project, and a tasks and schedule will be developed to ensure the
project will be finished in timely. The project will also include a evaluation process to check the
chatbot's performance and effectiveness. As a summery, our project will contribute improve
healthcare management practices by integrating healthcare systems to AI technology. The
chatbot will provide a more efficient, and centric to patient approach to healthcare management
and increase overall healthcare services.
 Acknowledgement

For his guidance and expertise throughout the project M.r Tekle , Group members of our
research studies, surveys, and interviews, for their valuable insights and feedback, The open-
source software and libraries developer used in this project, professionals of healthcare who have
provided data, feedback, and insights to inform the chatbot's development and implementation,
the source funding organization. We are lucky for the support and contributions of these
individuals and organizations, and we acknowledge their role in the successful development and
implementation of this healthcare management system chatbot.
Table of Contents
Abstract...................................................................................................................................................i
Acknowledgement..................................................................................................................................ii
CHAPTER 1..............................................................................................................................................1
INTRODUCTION.....................................................................................................................................1
1. introduction............................................................................................................................................1
1.1 Background of related work.....................................................................................................1
1.2 Motivation........................................................................................................................................2
1.3 Problem statement...........................................................................................................................4
1.4 General Objective of the Project....................................................................................................5
1.4.1 Specific Objectives of the Project...............................................................................................5
1.5 Methodology.....................................................................................................................................5
1.6 Scope.................................................................................................................................................6
1.7 Significance of the Project...............................................................................................................7
1.8 Feasibility.......................................................................................................................................8
1.9 Required Resources with Costs......................................................................................................8
1.10 Tasks and Schedule.......................................................................................................................9
CHAPTER 2............................................................................................................................................12
2. DESCRIPTION OF THE EXISTING SYSTEM..............................................................................12
2.1 Introduction of Existing................................................................................................................12
2.2 Players in the existing system.........................................................................................................12
2.3 Functions / Activities of the existing system.................................................................................13
2.4 Business Rules................................................................................................................................14
2.5 Bottlenecks of the Existing System.................................................................................................15
2.6 Documents and forms in the existing system...............................................................................16
CHAPTER 3 PROPOSED SYSTEM MODELING............................................................................................18
3.1 The proposed System Requirement Specification (SRS)............................................................18
3.1.1 Functional Requirements.......................................................................................................18
3.1.2 Non-Functional Requirements:-............................................................................................18
3.1.3 Actors and use case identification..........................................................................................19
3.1.4 Use case identification of use..................................................................................................20
3.2 usecase diagram.............................................................................................................................20
3.2.1 Description of usecase.............................................................................................................21
 3.3 Sequence diagram...........................................................................................................................24
3.4 Activity diagram............................................................................................................................26
3.6 Class diagram.................................................................................................................................28
References................................................................................................................................................30
 CHAPTER 1
INTRODUCTION
1. introduction

1.1 Background of related work

This section deals with existing researches that relate to the Healthcare chatbots and associated
techniques in different areas covering the virtual health service.

kBot: Knowledge-enabled Personalized Chatbot for Asthma Self-Management The research

study is a chatbot that is designed for a pediatric patient who is suffering from asthma
whose age limit is between ages 8-15. So this chatbot acts as a knowledge enabled chatbot
system that can be considered as a personalized health application. Following the concept of
history of data generating meaningful responses to each person separately using the help
of the in-depth domain knowledge. Monitoring the patient’s daily medication adherence
and tracking the environmental data and health signals can be considered as the core-
functionalities of kBot.The front end of this application comes as an android application and
the backend as a web-based server application for data handling procedures. The special
feature of kBot is that it supports both voice and text which increases the interaction between
both user and client. This kBot is a python web application that serves as well as instantiated
more no of kBot clients. The functionalities such as database operation, ability in pushing
notifications, emai alerts file log, and weather report are conducted by the server layer. Also,
Google Android applications are considered as the clients of this system. Also, NLP
(Natural Language dialogue Parsing and processing. With the help of these technologies,
kBot reveals that there is a considerable domain areas. the chatbots, this kBot is well
concerned about the patients’ acceptance of this kBot as an ‘asthma self-management
‘’system among the experts who are in a domain and Processing and ML(Machine Learning )
bases Google’s well-known developer platform,”

EMMA: An Emotion-Aware Wellbeing Chatbot Also, the study introduces the “Emma “
chatbot application which is the first emotionally intelligent and expensive Health agent. The
specialty of Emma is that it can provide suggestions for wellness using a form of micro-
intervention. Further, the study states that the system can data purely. For this purpose, a
specific machine learning detect users’ emotions or moods using the smartphone sensor model
has been used for generating self-reports of the users separately by inferring mood from sensor
data, suggesting suitable wellness activities, driving emotional dialogues, etc. So, Emma
provides emotionally suitable micro-activities for mental wellness using an empathetic way.
Also, It can detect personal mood using the location data of the smartphone. Also, the study
describes how they optimized the mobile app to measure phone sensors. According to the study,
a prediction engine has been developed to reach the aim of translating sensor data into effect.

Graph-Based Chatbot for Cancer Patients The study has introduced a chatbot for a cancer
patient. So, people can ask anything about cancer symptoms, treatments, and so on. Here a
sentimental analysis has been used to detect the current mood of the user (patients or normal
people). So, this results in providing behaviors similar to human beings and making them feel
comfortable. Although there exist many chatbots for healthcare, this application shows some
unique and interactive behaviors as it is built only for cancer. Measure phone sensors. According
to the study, a prediction engine has been developed to reach the aim of translating sensor data
into effect [1].

Figure 1.1 Advantage of using healthcare management system chatbot

 1.2 Motivation

We motivate to work healthcare management chatbots stems from the need to enhance patient
care, reduce costs, and increase accessibility of healthcare services. Healthcare chatbots are
designed to provide personalized assistance, answer queries, schedule appointments, provide
medication reminders, and even recommend lifestyle changes.

We are motivated for implementing healthcare management system chatbots because:-

To improving Patient Care:- Healthcare chatbots main goal is to increas the quality of patient
care by providing immediate access to medical information, recommending diagnoses, and
connecting patients with suitable healthcare profession. This immediate access of medical
information can help patients make informed decisions about their health and well-being.

To Streamlining Healthcare Processes:-Chatbots can streamline administrative tasks such as

appointment scheduling, and insurance coverage questions. By automating the tasks, healthcare
management chatbots help healthcare providers save time and resources, allowing them to focus
on delivering quality care to patients.

To reduce Costs:-Healthcare management chatbots can help patients to avoid unnecessary lab
tests, costly treatments, and unnecessary visits to clinics and hospitals. By guiding patients
through healthcare system more effectively, chatbots can help to reduce healthcare costs without
reducing service and care quality.

To increase Accessibility:-In remote areas or during emergency situations, it may challenge to

consult a medical specialist promptly. Healthcare management chatbots provide immediate
access of medical information, recommendations, and support, bridging the gap between patients
and healthcare providers, especially in underserved areas.

To provide Anonymity and Privacy:- Chatbots provide a non-judgmental and private platform
for patients to seek medical information, share sensitive health details, and receive assistance.
Patients can feel more comfortable discussing personal health issues with a chatbot because it
ensure privacy and confidentiality.

To Enhance Patient Satisfaction:-By providing personalized interactions, tailored

recommendations, and continuous support, healthcare management system chatbots improve
patient engagement and satisfaction. Patients appreciate the convenience, accessibility, and
efficiency of chatbots in addressing their healthcare needs [2].

1.3 Problem statement

Healthcare management system chatbots have the potential to revolutionize the way healthcare
services are delivered and managed. They can provide personalized assistance, answer queries,
schedule appointments, provide and medication reminders among other functionalities. However,
there are several challenges and limitations to their universal adoption in healthcare.

Firstly, chatbots cannot provide a detailed assessment of a patient's condition, especially in

emergency health situations. They cannot display user records and do not provide detailed
treatment plans,

Secondly, poor adoption by patients and hesitancy of physicians, which could be explained by
the limitations and potential incompleteness of healthcare management system chatbots. A cross-
sectional web-based survey of 100 practicing physicians announced that although chatbots have
several beneficial aspects, such as management of health and administration, an equal number of
concerns were present. Over 70% of physicians believe that chatbots cannot effectively care for
all the patients' needs, cannot display human emotion, cannot provide detailed treatment plans,
and pose a risk if patients self-diagnose or do not fully comprehend their diagnosis.

Thirdly, the use of chatbots in healthcare presents have moral and ethical challenges that must be
addressed for the public's acceptance. Issues to consider are privacy or confidentiality, informed
consent, and fairness. Each of these concerns is addressed in the literature, but current guidelines
and policies are still far behind the rapid technological advances.

Lastly, healthcare chatbots have the "Black Box" problem, where their decision-making, quick
processing, cost-effectiveness, and handling of complex data are essential, but their lack of
transparency and explainability can be a concern for patients and healthcare providers.

Therefore, the problem statement for a healthcare management chatbot is to develop a chatbot
that can address these challenges and limitations while providing personalized assistance,
answering queries, scheduling appointments, providing medication reminders, and among other
functionalities, in a secure, private, and ethical manner [3]
 1.4 General Objective of the Project

General objective of our project is to develop healthcare management system chatbot.

1.4.1 Specific Objectives of the Project

-Design the conversational flow and dialog logic to provide appropriate responses and guide
users through tasks seamlessly.

-Design the User Interface by incorporating features like quick replies, image sharing, and rich
media to enhance the user experience. Connect the chatbot to relevant healthcare data sources,
such as electronic medical records, appointment scheduling systems, and medication databases
by selecting algorithm to connect with data base.

-Implement robust security and privacy measures to protect patient health information by using
appropriate security method algorithm such as MD5.We select MD5 because it is simple to
implement and it has high security ability.

-Through using verified external databases and NLP techniques to ensure the chatbot provides
accurate, evidence-based medical information. Continuously optimize and improve our
healthcare management system gathering feed backs from customers [5].

1.5 Methodology

The methodology for implementing a healthcare management chatbot is:-

Data Source:- The data for the chatbot can be sourced from different healthcare databases,
medical literature, and possibly user interactions to train the chatbot on relevant healthcare
information.

Fact-finding Techniques are Observation means Gathering of data by observing user interactions
or healthcare processes to understand the information needed for the chatbot.

Interview through conducting interviews with healthcare professionals or potential users to

gather insights into their needs and expectations from the chatbot.
Document Analysis by analyzing medical documents, research papers, and healthcare guidelines
to extract relevant information for the chatbot.

Analysis and Design Approach by analyzing the gathered data, defining the chatbot
functionalities, designing the conversation flow, and determining how the chatbot will interact
with users to provide healthcare-related information.

Development Tools through chatbot can be implemented using Python programming language
with in a given libraries like ChatterBot for natural language processing and other tools for
database management and user interface design.

By the following steps, a healthcare management system chatbot can be effectively designed and
implemented using Python to provide users with valuable healthcare information and support [6].

Activities Tools/ Programs

Client side coding python

Processing user input and generating appropriate Natural Language Processing (NLP) libraries
responses such as Chatterbot

Training the chatbot model Healthcare Datasets

Editors anaconda

Documentation MS Word, pdf

For prediction Machine Learning and deep learning

Password and user name of administer and user Server such as xampp,wampp

1.6 Scope

The scope of a healthcare management system chatbot would include providing personalized
assistance, answering queries, scheduling appointments, providing medication reminders, and

system
answer FAQ
register

patients scheduling
ask quastion
offering mental health support. The chatbot would use natural language processing and artificial
intelligence technologies to provide 24/7 online healthcare support, enhancing patient care,
streamlining healthcare processes, reducing costs, and increasing accessibility to healthcare
services, it works on limited geographical area, our chatbot use Amharic language [7].

1.7 Significance of the Project

Answering Frequently Asked Questions

Developing the chatbot to effectively respond to common healthcare-related queries from users,
Studying User Symptom for Implement functionality to study and analyze user symptoms to
provide relevant healthcare information and recommendations,

Tracking User Health Condition by Enabling the chatbot to track and monitor the health
condition of users to providing personalized health insights and guidance,

Scheduling Appointments to incorporate a feature that allows users to schedule appointments

with healthcare providers through the chatbot,

User Authentication to implement a secure login system that allows users to access the chatbot
with unique usernames and passwords to ensure data privacy and confidentiality,

Integration with External Databases by integrating the chatbot with external databases,
applications, and patient portals to provide comprehensive healthcare information and services,
Real-time Session Monitoring to track user interactions and provide personalized assistance.
Seamless Handover to Live Chat with a Human Agent that Enable the chatbot to seamlessly
handover to a live chat with a human agent when necessary, ensuring continuous support and
assistance, Communication Support between the chatbot and users,

Protecting sensitive healthcare data and complying with regulations,

Deployment on Multiple Platforms such as Web, increasing accessibility and user engagement.
Support for Images, & Files to enable the chatbot to providing comprehensive healthcare
information and services.

Provide whitelabeling options, allowing healthcare providers to customize the chatbot to their
brand and services. Implement functionality to export and download data that enable healthcare
providers to analyze and improve their services. Implement smart notifications to keep users
informed and engaged, improving healthcare outcomes and patient satisfaction.

Also doctor’s,nurse’s,patient’s and organizations are beneficial such as patient is enhanced

patient safety improved patient care and outcomes,for doctors and nurses it help to Reduced
administrative burden and Continuous professional development ,for the organizations it provide
Operational efficiency and Financial sustainability[8].

1.8 Feasibility

Feasibility of a healthcare management system chatbot

Technical Feasibility:-The chatbot can be developed using Python which is a widely used for
programming language. Python has different libraries and frameworks for natural language
processing, such as NLTK, SpaCy, and Gensim, which can be used to develop the chatbot.
Python also has several machine learning libraries, such as scikit-learn and TensorFlow, which
can be used to train the chatbot to predict diseases based on user input.

Operational Feasibility:-the chatbot can be integrated with existing healthcare management

systems to provide automated online advice and support for patient for their health problems.
The chatbot can be deployed on various platforms, such as web, mobile, and social media.

Behavioral Feasibility:-the Chatbot can be designed to provide culturally and linguistically

appropriate healthcare support to diverse populations. The chatbot can be designed to respect
user privacy and confidentiality. The chatbot can be designed to provide user-friendly and
engaging healthcare support.

Schedule Feasibility:-the development and deployment of the healthcare management system

chatbot can be done within a reasonable time frame .The chatbot can be designed to provide real-
time healthcare support to users for 24 hour in a day [9].

1.9 Required Resources with Costs

Chatbot Software:- This is the core component of the healthcare chatbot system. The cost of AI-
enabled chatbot software varies depending on the vendor, features, and customization required.
For example, a simple rules-based chatbot can be deployed on a website in weeks, while an AI-
based solution may take months to develop and integrate. The cost can take 60 thousands of birr.

Development and Customization of chatbot:- If a custom chatbot solution is required,

development and customization costs need to be considered. This includes the cost of
development resources, such as developers, designers, and project managers. The cost of
development and customization can take 80 thousands of birr.

Integration of chatbot with Electronic Health Record Systems:- To ensure seamless integration
with existing healthcare systems, integration with electronic health record systems is crucial. The
cost of integration depends on the complexity of the electronic health record system and the level
of integration required. The cost can take 30 thousands of birr.

Hosting and Maintenance of chatbot:- The chatbot system needs to be hosted on a secure and
reliable server. The cost of hosting depends on the host provider, server specifications, and the
level of security required. Additionally, maintenance and updates are necessary to ensure the
chatbot remains effective and secure. The cost of hosting and maintenance can take 40 thousand
birr in year [10].

Table 1.1 Budget break down

Required resource Budget(in birr)

Software 60
Integration of chatbot with health system 30
records
Hosting and maintanancemaintenance 40
Developer,designer,project manager 100
Totaly 230

1.10 Tasks and Schedule

 Assessing Needs and Deciding on Use Cases of healthcare management chatbot. This includes
deciding on the tasks the chatbot will automate, such as appointment scheduling, symptoms
checking, or providing relevant information and support.

Designing and developing the healthcare management system Chatbot: baased on the identified
needs and use cases. This includes creating the chatbot's personality, conversation flow, and
integrating it with EHR systems

Test the healthcare management chatbot to ensure it meets the required standards. Once testing is
complete, deploy the chatbot to the intended platform, such as a website or mobile application.

Monitor the healthcare management system chatbot's performance and make necessary updates.
This includes updating the chatbot knowledge fixing bugs, and ensuring the chatbot remains
secure and reliable.

Regularly collect user feedback and make necessary improvements to the chatbot. This includes
improving the chat bot's conversation flow, adding new features, and enhancing its overall
effectiveness [11].

Table 1.2 Time breakdown

Tasks Schedules to finish the work

May1-june2 may1- june2 june5-30 September10-30 October1-30

w1-w2-w3- w1-w2-w3-w4 w1-w2-w3- w1-w2-w3-w4 w1-w2-w3-

w4 w4 w4
Assessing and deciding on use cae on
chatbot
Designing and developing the chatbot

Testing the chatbt

Monitoring the chatbot

Total we need 4 month to finish our

project
 CHAPTER 2
2. DESCRIPTION OF THE EXISTING SYSTEM

2.1 Introduction of Existing

Healthcare chatbots are AI-powered software applications that interact with users in real-time
through text or voice communication to streamline patient care and administrative tasks. They
serve as round-the-clock digital assistants, capable of handling a wide array of tasks – from
answering common health queries and scheduling appointments to reminding patients about
medication and providing tailored health advice.
Existing healthcare chatbots are being integrated with Electronic Health Records (EHRs),
enabling seamless access to patient data across various healthcare systems. This integration
fosters better patient care and engagement, as medical history and patient preferences are readily
available to healthcare providers, ensuring more personalized and informed care.
Some examples of existing healthcare chatbots include:
- Babylon Health, which offers AI-based medical consultations and live video sessions with
doctors, enhancing patient access to healthcare services
- Chatbots used by hospitals, nursing homes, and private centers to connect with potential
patients, help them find doctors, book appointments, and guide them to the right treatment
- Chatbots that assist users with hospital information, such as specialists' availability, OPD
timings, room registration, number of beds, emergency information, and doctor availability
These chatbots use techniques like gradient descent optimization algorithms and natural
language processing to understand user queries and provide relevant responses. They aim to save
time and money, generate new leads, guide users, and provide 24/7 support [11].

2.2 Players in the existing system

1. Developers:- Developers play a crucial role in crafting engaging conversation pathways for
medical queries, ensuring that chatbots can comprehend and respond to a wide array of medical
inquiries effectively.
2. Healthcare Providers:- Healthcare providers integrate chatbots into their systems to
streamline patient care, improve patient engagement, and reduce the workload on healthcare
professionals by automating responses to repetitive questions and routine administrative tasks.
3. Patients:- Patients interact with healthcare chatbots to access 24/7 healthcare information,
schedule appointments, receive medication reminders, and obtain tailored health advice,
enhancing their overall healthcare experience and empowering them to take an active role in
their health management.
4. AI and NLP Experts:- Experts in artificial intelligence (AI) and natural language processing
(NLP) contribute to the technological advancements in chatbot technology, enabling these digital
assistants to understand and process complex medical queries with greater accuracy and
efficiency.
5. Pharmaceutical Companies:- Pharmaceutical companies leverage chatbots to engage with
patients and healthcare providers, improve customer service, enhance marketing efforts, and
provide personalized recommendations and advice based on patients' unique health history.
6. Regulatory Bodies:- Regulatory bodies play a role in ensuring that healthcare chatbots
comply with healthcare regulations, maintain accuracy, reliability, and clarity in their responses,
and prioritize user privacy and security in the design and implementation of these tools.
These players collectively contribute to the successful integration and utilization of healthcare
chatbots in the healthcare management system, revolutionizing patient care, improving access to
healthcare information, and enhancing patient outcomes.

2.3 Functions / Activities of the existing system

The existing system of chatbot healthcare management involves various functions and activities
aimed at enhancing patient care, improving communication between patients and healthcare
providers, and streamlining administrative tasks. Some key functions and activities of the chatbot
healthcare management system include:
1. Diagnosing Diseases:- Chatbots are designed to diagnose diseases by analyzing symptoms
provided by users and matching them with a database of medical conditions. They can provide
basic details about diseases, assess the severity of symptoms, and recommend further assessment
if needed.
2. Providing Medical Information:- Chatbots offer users information on various healthcare
aspects, including specialists' availability, OPD timings, room registration, number of beds,
emergency information, and doctor availability. They act as virtual assistants, providing 24/7
medical assistance and answering health-related queries.
3. Integration with EHRs:- Healthcare chatbots are integrated with Electronic Health Records
(EHRs) to ensure seamless access to patient data across different healthcare systems. This
integration enhances patient care and engagement by providing healthcare providers with
immediate access to medical history and patient preferences.
4. Automating Routine Tasks:- Chatbots automate routine tasks such as appointment
scheduling, medication reminders, and answering frequently asked questions. This automation
reduces the workload on healthcare professionals, allowing them to focus on critical care and
patient interaction.
5. Personalized Healthcare:- Chatbots provide personalized healthcare by offering tailored
recommendations and advice to patients based on their unique health history. They aim to
improve patient outcomes, increase patient engagement, and enhance the overall healthcare
experience.
6. 24/7 Availability:- One of the key features of chatbot healthcare management is the round-
the-clock availability, ensuring that users can access healthcare information and assistance at any
time, even in emergencies. This constant availability enhances patient engagement and
satisfaction.
7. Generating Leads:- Healthcare chatbots help generate new leads by engaging with potential
patients visiting healthcare websites, assisting them in finding doctors, booking appointments,
and guiding them to the right treatment. This function contributes to improving patient access to
healthcare services.
These functions and activities collectively contribute to the efficiency, accessibility, and
effectiveness of the chatbot healthcare management system, revolutionizing patient care and
healthcare delivery [12].

2.4 Business Rules

The business rules of the existing system of chatbot healthcare management encompass several
key principles and guidelines that govern the operation and functionality of these innovative
tools. Based on the provided sources, the business rules can be summarized as follows:
1. Continuous Learning and Adaptation:- The chatbot system must continuously learn from
new data, medical literature, and user interactions to provide up-to-date and contextually relevant
responses. Health care being an evolving field, the chatbot must adapt and learn to offer accurate
information.
2. Integration with Health Care Systems:- Seamless integration with existing health care
systems, such as Electronic Health Records (EHRs) or hospital databases, is crucial. This
integration ensures access to relevant user information with consent and provides tailored advice
based on individual medical histories.
3. Accuracy and Reliability:- The primary objective is to create an interactive chatbot capable
of engaging users in natural language conversations, understanding user queries, providing
accurate medical information, and offering preliminary guidance based on symptoms or health
concerns. The chatbot aims to ensure the accuracy and reliability of medical information
provided.
4. Privacy and Data Security:- Ensuring user privacy and data security is paramount. The
project aims to implement stringent security measures, comply with healthcare regulations, and
prioritize user confidentiality in handling sensitive health information.
5. 24/7 Accessibility:- The chatbot should provide round-the-clock assistance, offering
immediate access to medical guidance irrespective of geographical constraints. This constant
availability enhances patient engagement and satisfaction.
6. Cost-Effectiveness:- Chatbots aim to save healthcare costs by automating routine tasks,
providing self-care options, and reducing the workload for healthcare providers. They streamline
healthcare services and improve patient outcomes while saving costs.
7. Enhanced Patient Engagement:- By providing users with interactive and engaging
healthcare experiences, chatbots increase patient education, awareness, and engagement in their
disease and care, empowering them to take an active role in their medical journey.
8. Data Security and Privacy:- Ensuring that healthcare chatbots are designed with user privacy
and security in mind is crucial. Strict measures need to be in place to safeguard sensitive
healthcare data and ensure compliance with data protection regulations.
These business rules guide the development, implementation, and operation of chatbot healthcare
management systems, emphasizing the importance of accuracy, privacy, accessibility, cost-
effectiveness, and patient engagement in delivering quality healthcare services [13].

2.5 Bottlenecks of the Existing System

The bottlenecks of the existing system of chatbot healthcare management system can be
identified based on the information provided in the sources:
1. Accuracy and Reliability:- Ensuring the accuracy and reliability of medical information
dispensed by chatbots remains a primary concern. Challenges in accurately interpreting and
comprehending user queries, especially those concerning intricate medical conditions, can
hinder the effectiveness of chatbots.
2. Privacy and Data Security:- Safeguarding user privacy and maintaining data security in
healthcare interactions is crucial but complex in a digital ecosystem where sensitive health
information is exchanged. Addressing privacy concerns and implementing robust security
measures are essential to overcome this bottleneck.
3. User Engagement and Experience:- Balancing the human touch with AI is crucial for
maintaining a high standard of patient care. While chatbots can handle a vast range of tasks,
ensuring a seamless and engaging user experience is essential. Developing chatbots that can
provide instant responses to general queries while still allowing access to human healthcare
professionals for complex issues is a challenge that needs to be addressed.
4. Integration with Existing Systems:- Seamless integration into existing healthcare systems is
key to realizing the full potential of chatbots in healthcare. Bottlenecks may arise in the
integration process, especially in ensuring compatibility with Electronic Health Records (EHRs)
and other hospital databases, which are crucial for providing tailored advice based on individual
medical histories.
5. Language and Dialect Support:- Ensuring that the chatbot system can understand users'
native languages and operate effectively in regions with diverse dialects poses a challenge.
Addressing language barriers and providing support for various languages and dialects can be a
bottleneck in ensuring universal accessibility and usability of the chatbot system.
6. Hardware and Connectivity Requirements:- Determining the hardware and software
requirements for optimal chatbot operation, especially in regions with varying levels of
technological infrastructure, can be a bottleneck. Ensuring that the chatbot system is accessible
to users with different devices and connectivity capabilities is essential for widespread
adoption.
These bottlenecks highlight the challenges that need to be addressed in the existing system of
chatbot healthcare management to ensure seamless operation, user satisfaction, data security,
and effective integration with healthcare systems [14]

2.6 Documents and forms in the existing system

In the existing system of chatbot healthcare management, documents and forms play a crucial
role in facilitating efficient communication and data exchange between patients, healthcare
providers, and the chatbot system. These documents and forms are designed to ensure that
patients receive accurate and personalized medical advice, while also maintaining the
confidentiality and security of sensitive health information.
Patient Information Forms:- These forms are used to collect essential patient data, including
medical history, allergies, medications, and other relevant health information. This data is then
used by the chatbot to provide personalized advice and guidance to patients.
Medical History Forms:- These forms are used to document a patient's medical history,
including previous illnesses, surgeries, and medications. This information is crucial for the
chatbot to provide accurate diagnoses and treatment recommendations.
Consent Forms:- These forms are used to obtain patient consent for the collection, storage, and
use of their health information. This is essential for ensuring compliance with data protection
regulations and maintaining patient trust in the chatbot system.
Medical Reports and Documents:- These documents are used to store and share medical
reports, test results, and other relevant health information between healthcare providers and
patients. The chatbot system can access and analyze these documents to provide patients with
accurate and up-to-date information about their health status.
Prescription and Medication Forms:- These forms are used to document and manage patient
prescriptions and medications. The chatbot system can use this information to provide patients
with reminders and guidance on their medication regimens.
Appointment Scheduling Forms:- These forms are used to schedule appointments between
patients and healthcare providers. The chatbot system can use this information to send reminders
and notifications to patients about upcoming appointments.
In summary, documents and forms are essential components of the existing system of chatbot
healthcare management. They enable the efficient collection, storage, and exchange of patient
data, ensuring that patients receive accurate and personalized medical advice while maintaining
the confidentiality and security of sensitive health information [14].
 CHAPTER 3
PROPOSED SYSTEM MODELING
3.1 The proposed System Requirement Specification (SRS)

For a healthcare management system includes both functional and non-functional requirements
essential for effective development. Here is a summary based on the provided sources:

3.1.1 Functional Requirements

1. Registration Process:-
- Adding Patients:- Front desk staff can include new patients in the system.
- Assigning Patient ID:- Each patient is given a unique ID for identification throughout their
hospital stay.
2. Check Out Process:-
- Deleting Patient ID:- Administration staff can delete patient IDs upon checkout.
- Managing Bed Availability:- Admin staff can update the list of available beds.
4. Database Management:-
- Mandatory Patient Information:- System stores essential patient data like phone number,
name, address, etc.
- Updating Patient Information:- Users can update patient data as required [15].

3.1.2 Non-Functional Requirements:-

1. Security:-Ensuring data security and privacy to protect hospital records and patient
information.
2. Performance:- Providing quick responses and efficient processes to enhance hospital
operations.
3. Maintainability:-Offering easy maintenance, data backup, and error tracking for smooth
system operation.
4. Reliability:-Ensuring system availability 24/7 and reliability in protecting user data and
maintaining privacy.
The proposed healthcare management system aims to streamline workflows, enhance patient
care, and improve operational efficiency by meeting these comprehensive functional and non-
functional requirements [15].
3.1.3 Actors and use case identification

Here is a concise answer to your query about identifying actors and use cases for a healthcare
management system, based on the provided search results:
The key actors in a healthcare management system are:
1. Patients: Patients are the primary stakeholders who receive healthcare services. They interact
with the system to provide personal information, check-in/out, and access their records.
2. Healthcare providers:- This includes doctors, nurses, and other medical staff who provide
direct patient care. They use the system to access patient records, document care, order
tests/medications, and communicate with other providers.
3. Administrative staff:- Front desk staff, ward administrators, and other administrative
personnel use the system to manage patient registration, assign beds, generate reports, and
maintain the database.
4. Managers:- Managers oversee the operations of the healthcare organization. They use the
system to monitor performance metrics, staffing, and resource utilization.
5. IT staff:- IT professionals are responsible for maintaining the technical infrastructure and
security of the healthcare management system.
Key use cases for a healthcare management system include:
- Patient registration:- Adding new patients, assigning unique IDs, and capturing mandatory
patient information
- Patient check-in/out:- Admitting patients, assigning beds, and discharging patients from the
system
- Medical record management: Documenting patient history, diagnoses, treatments, and
outcomes
- Order management:- Placing orders for tests, medications, and procedures.
- Security and access control: Authenticating users, managing permissions, and ensuring data
privacy and integrity.
In summary, the main actors are patients, providers, administrators, managers, and IT staff, who
interact with the system to manage patient care, operations, and reporting. The key use cases
center around patient registration, medical records, orders, reporting, and security [16].
3.1.4 Use case identification

In the context of a healthcare management system, the identification of use cases involves
defining the various interactions and functionalities that the system will provide to meet the
needs of stakeholders. Some key use cases identified for a healthcare management system
include:
1. Patient Registration:- Enabling the system to capture and store patient information, assign
unique identifiers, and manage patient demographics effectively.
2. Appointment Management:- Allowing patients to schedule appointments, managing
appointment calendars for healthcare providers, and sending reminders for upcoming
appointments.
3. Medical Record Management:- Providing a secure platform for storing and accessing patient
medical records, including diagnoses, treatments, and test results.
4. Room Allocation:- Facilitating the allocation of rooms to patients based on their needs,
tracking room availability, and ensuring efficient utilization of resources.

5. Report Generation:- Generating reports on various aspects of hospital operations such as

patient demographics, room occupancy rates, and financial performance to support decision-
making and improve efficiency.
6. Doctor and Nurse Information Management:- Managing information related to doctors and
nurses, including contact details, schedules, and areas of expertise to ensure effective
communication and resource allocation.
7. Security and Access Control:- Implementing measures to authenticate users, manage
permissions, and ensure data privacy and integrity within the system.
These identified use cases play a crucial role in defining the scope and functionality of a
healthcare management system, ensuring that it meets the needs of stakeholders, enhances
operational efficiency, and provides quality care to patients [17].

3.2 usecase diagram

3.2.1 Description of usecase

Based on the provided search results, here is a detailed description of the key use cases for a
healthcare management system:
1. Patient Registration:-
- Allows new patients to provide personal information, medical history, and insurance details.
- Assigns a unique patient ID and creates a digital medical record.
- Enables patients to update their contact information and demographic details.
2. Appointment Scheduling:-
- Allows patients to view available appointment slots and book appointments with healthcare
providers.
- Enables providers to manage their schedules, view upcoming appointments, and reschedule
as needed.
- Sends appointment reminders to patients via email, SMS, or push notifications.
3. Medical Record Management:-
- Provides a centralized repository to store and access patient medical records, including
diagnoses, treatments, test results, and prescriptions.
- Allows healthcare providers to document patient encounters, order tests, and update treatment
plans.
- Ensures secure storage and controlled access to patient data, adhering to privacy regulations.
4. Provider Information Management:-
- Maintains a database of healthcare providers, including their contact information, specialties,
schedules, and credentials.
- Enables staff to search for and assign appropriate providers to patient cases based on their
expertise and availability.
- Facilitates communication and coordination among healthcare providers involved in a
patient's care.
5. Security and Access Control:-
- Implements user authentication and authorization mechanisms to ensure only authorized
personnel can access and modify patient data.
- Maintains audit trails of user activities and system events to monitor for potential security
breaches or unauthorized access.
- Enforces data encryption and backup protocols to protect the integrity and confidentiality of
sensitive healthcare information.
These use cases encompass the core functionalities required for a comprehensive healthcare
management system, enabling hospitals and clinics to streamline patient care, optimize
operational efficiency, and maintain regulatory compliance [18].

system
answer FAQ
register

patients scheduling
ask quastion

provide chatbot
information

medical record
managements
answer
quastions

service
provider
review
patient
informations

Figure 1.2 use case diagram

3.3 Sequence diagram

The search results provided do not contain a specific sequence diagram for a healthcare
management system. However, based on the information available, a sequence diagram for a
healthcare management system typically illustrates the interactions between different
components or actors within the system to accomplish specific tasks or processes.
In a healthcare management system, a sequence diagram could depict interactions such as patient
registration, appointment scheduling, medical record management, room allocation, reporting,
provider information management, and security control. Each interaction would show the flow of
messages or actions between the various entities involved in the system, like patients, healthcare
providers, administrators, and the system itself.
While the search results offer examples of sequence diagrams for other systems like student
management, university management, and school management, the principles of creating a
sequence diagram for a healthcare management system would involve similar concepts but
tailored to the specific functionalities and actors within the healthcare domain [19].

Par Par Opt

Opt

doctors patients chatbot database

request appointment

check available slot

return availablity slot

select slot

book appointment

confirm booking

confirm appointment

follow up requested
schedule fllow up

confirm follow up

update follow up
schedul
provide additional
information

request additional
information

provide additional
information
store additional
information
notify patients
notify appointment

send reminder

Par Par Par

Opt

doctors patients chatbot database

Figure 1.3 sequence diagram

3.4 Activity diagram

The activity diagram for a healthcare management system typically illustrates the flow of
activities involved in managing healthcare processes. Based on the provided sources, here is an
overview of the activity diagram for a healthcare management system:
1. Patient Admission Process:-
- The activity diagram depicts the process of admitting a new patient to the hospital.
- The receptionist adds the patient's information into the system.
- The doctor's recommendations are checked, and if admission is required, a bill is generated.
- The patient pays the bill, and the receptionist adds the patient to the system and admits them.
2. Workflow Description:-
- Swimlane activity diagrams are used in hospital management systems to describe the flow of
activities through a series of actions.
- The diagram explains the overall control flow within the system and can define steps in a use
case diagram.
3. Activity Diagram Symbols:-
- Symbols used in an activity diagram include solid circles to start the process, rounded
rectangles for events and activities, solid lines for sequencing, dotted lines for information flow,
diamonds for branching, tables for data storage, and a symbol for the end of the process.
4. Interactive Learning:-
- There are educational resources, such as videos, available to learn how to draw activity
diagrams for a hospital management system.
- These resources cover the basics of using symbols in activity diagrams and provide a step-by-
step guide on creating the diagram.
In summary, the activity diagram for a healthcare management system outlines the sequential
flow of activities involved in patient admission, workflow management, and system processes. It
visually represents the steps and interactions within the system to ensure efficient and organized
healthcare operations [20].
Figure 1.3 Activity diagram
3.6 Class diagram

A class diagram for a healthcare management system typically illustrates the classes,
relationships, and operations involved in the software development of such a system. It helps in
visualizing the logical structure of objects, their relationships, and optimizing data organization.
Class diagrams simplify the design and development process of healthcare management systems
by providing a clear overview of the system's components.
In the context of hospital management systems (HMS), class diagrams play a crucial role in
representing various entities like hospitals, departments, doctors, nurses, patients, and their
relationships. These diagrams showcase the attributes and methods associated with each class,
facilitating a better understanding of the system's architecture.
The class diagram for a healthcare management system usually includes classes like Hospital,
Department, Doctor, Nurse, Patient, Ward, and Team of Doctors. Each class has specific
attributes and methods that define its role within the system. For example, the Hospital class may
have attributes like name, address, and a list of departments, while the Doctor class may have
attributes such as name, specialty, ID, and salary.
Furthermore, the relationships between these classes are depicted in the diagram, highlighting
how entities interact within the system. For instance, a Patient is associated with a single Ward
and is under the care of a specific Team of Doctors. Doctors are organized into teams, with each
team having a unique name and being led by a senior doctor.
Overall, class diagrams for healthcare management systems provide a comprehensive overview
of the system's structure, enabling developers to design, implement, and optimize the software
effectively [21].
Figure 1.3 class diagram
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