Medical Payments Information System is a modern, lightweight, and easy-to-use web application developed with PHP and SQLite for managing employee medical bill reimbursement records. It is designed for government institutions, private companies, NGOs, hospitals, universities, and organizations that provide medical reimbursement benefits to their employees.

The system streamlines the complete reimbursement workflow—from employee registration and dependent management to medical payment processing, monthly finalization, reporting, and secure data backup. Its clean Bootstrap interface, responsive design, and SQLite database make installation simple without requiring MySQL or complex server configurations.

Administrators can efficiently maintain thousands of employee records, register dependents, process medical claims while preventing duplicate payments, generate comprehensive reports, export payment data, and perform database backups with just a few clicks.

Whether you are looking for a standalone reimbursement management solution or a foundation for a larger HR system, this application provides a reliable, secure, and production-ready platform that is easy to customize and extend.

Key Features

👥 Employee Management

• Add, edit and delete employee records
• Store personal and employment information
• Employee search by PF Number, NIC, name, or phone
• Bulk employee import using CSV
• Active/Inactive employee status

👨‍👩‍👧 Dependent Management

• Register employee dependents
• Store dependent details including:
  • Name
  • NIC
  • Date of Birth
  • Civil Status
  • Employment Status
  • School/University information
• Link multiple dependents to a single employee

💳 Medical Payment Processing

• Record medical reimbursement payments
• Select employee and medical entitlement
• Automatic payment amount validation
• Payment history management
• Monthly payment processing
• Duplicate payment prevention

🔒 Monthly Finalization

• Lock completed months
• Prevent accidental modifications
• Maintain payment integrity
• Safe month-end processing

📊 Reports & Analytics

• Monthly Summary
• Yearly Summary
• Employee-wise Reports
• Medical Item Reports
• Export reports to text format
• Payment statistics and analytics

⚙ System Administration

• User Management
• Role-based access
• Medical Item Management
• Database Backup
• Database Restore
• System Information Dashboard

🔍 Dashboard

• Quick employee search
• Real-time statistics
• Recent payments
• System overview
• Quick action shortcuts

🎨 Modern User Interface

• Bootstrap 5 Responsive Design
• Mobile Friendly
• Clean Dashboard
• Professional Layout
• Light Mode Interface
• Font Awesome Icons

Security Features

• Secure Authentication
• Password Protection
• Session Management
• Duplicate Payment Detection
• Input Validation
• SQL Injection Protection
• Prepared Statements
• Safe SQLite Database Operations 

Server Requirements

• PHP 8.0 or higher (PHP 8.1/8.2/8.3 recommended)
• SQLite 3.x
• Apache, Nginx, XAMPP, WAMP, Laragon, or any PHP-compatible web server
• PDO SQLite Extension enabled (pdo_sqlite)
• SQLite3 Extension enabled (sqlite3)
• File Uploads enabled
• URL Rewriting (optional, if using .htaccess)

Recommended PHP Extensions

• PDO
• PDO_SQLITE
• SQLite3
• JSON
• MBString
• FileInfo
• OpenSSL
• ZIP
• GD (optional, for image uploads)

Supported Operating Systems

• Windows 10 / 11
• Windows Server 2016 / 2019 / 2022
• Ubuntu Linux
• Debian
• CentOS / AlmaLinux / Rocky Linux
• macOS

Supported Browsers

• Google Chrome (Recommended)
• Microsoft Edge
• Mozilla Firefox
• Safari
• Opera

Database

• SQLite 3 (Included)
• No MySQL or MariaDB required

Minimum Hardware Requirements

• CPU: Dual-Core Processor
• RAM: 2 GB
• Storage: 200 MB free disk space
• Display: 1366 × 768 resolution

Recommended Hardware

• CPU: Intel Core i3 / AMD Ryzen 3 or higher
• RAM: 4 GB or more
• Storage: 1 GB free disk space (for backups and reports)
• SSD storage recommended

Permissions

• Read/Write permission for:
  • Database folder
  • Backup folder
  • Uploads folder
  • Cache/Temporary files 

Installation Guide

Step-by-Step Installation

1 Download and ExtractExtract the ZIP file to your web server directory (e.g., /var/www/html/ or C:xampphtdocs).

2 Set Directory PermissionsEnsure the following directories have write permissions:
chmod 755 uploads/ chmod 755 backups/ chmod 664 medical_payments.db

3 Access the ApplicationOpen your browser and navigate to:
http://localhost/medical_payments/

4 LoginUse the default admin credentials to login:
Username: admin
Password: admin123
 Important: Change the default admin password immediately after first login.

5 Configure SystemNavigate to System Settings to configure:

• Medical items
• Database backups
• User management