Hospital Management System
Records Digitalisation
Veterinary Teaching Hospital, University of Ibadan
Sorting & Arranging
Veterinary Teaching Hospital case files were sorted and arranged for digitisation.
Overview
Full digitisation of clinical and case records for the Veterinary Teaching Hospital, Faculty of Veterinary Medicine, University of Ibadan — physical records cleanup and sorting, scanning and imaging, metadata entry and validation, and a searchable local-server database covering records from 1977 to 2021. The completed database holds 3,721 client records, 5,127 animal records, 4,922 case files, 3,350 documents, and 7,367 clinical notes, supporting the hospital's ongoing teaching, research, and clinical services.
The Problem
Decades of Veterinary Teaching Hospital clinical and case records — client details, animal records, case files, lab reports, and clinical notes spanning 1977 to 2021 — existed only as physical paper files, making them slow to retrieve, at risk of loss or damage, and impossible to search or analyse across the hospital's teaching, research, and clinical work.
Our Solution
TeamO carried out full physical records cleanup and sorting, scanning and imaging, and metadata entry and validation, then built a searchable records management system (UI-VTH Archive) covering clients, patients (animals), cases, lab reports, clinical notes, and finance — packaged as installable software and deployed directly onto the hospital's own local server, so the records stay entirely on-premise under the hospital's control rather than depending on external hosting.
Technologies Used
Development Journey
Client & Patient Profiling
TeamO staff profiled client and animal-patient records for the UI-VTH Archive.
Scanning
Veterinary Teaching Hospital documents were scanned into the system.
Database Validation
Digitised records were validated against the physical documents for the UI-VTH archive.
System Login
The UI-VTH Archive System went live with a secure login.
Dashboard
The dashboard tracks client, animal, case, and document totals across the archive.
Results
The completed database holds 3,721 client records, 5,127 animal records (4,772 live, 150 deceased), 4,922 case files, 3,350 documents, 599 lab reports, and 7,367 clinical notes — all searchable in seconds instead of buried in paper archives — supporting the hospital's ongoing teaching, research, and clinical services.
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