PATIENT RECORD SYSTEM OF SAN ANTONIO HEALTH CENTER

IN CAVITE CITY

Undergraduate Project Design

Outline Submitted to the Faculty
of the Department of Information Technology
Cavite State University Cavite City Campus
Cavite

In partial fulfillment
of the requirements for the degree
Bachelor of Science in Information Technology

JULIUS PAHUNANG
JOHN MARK O. RUIZ
January 2019
 PATIENT RECORD SYSTEM OF SAN-ANTONIO HEALTH CENTER
IN CAVITE CITY

Julius Pahunang
John Mark O. Ruiz

An undergraduate project design outline proposal submitted to the faculty of the

Department of Information Technology, Cavite State University Cavite City Campus,
Cavite in partial fulfilment of the requirements for graduation for the degree of Bachelor
of Science in Information Technology with Contribution No.___________ Prepared
under the supervision of Mr. Joemer L. Castillo.

INTRODUCTION

In today’s modern age where computer has become a way of life. Particularly in

most health center facilities, daily health center recording are still done on paper. We all

know that modern clinics are now operating at great pace striving to serve as many

patients as possible with the best of their abilities. But as the years rolled by, the number

of patients has grown and various medical cases arise that the manual method of

managing patients’ records, prescriptions, and appointment schedule, is no longer

practical (Sy, 2016).

Patient Record System is a computerized patient record that resides in a

specifically designed to support the users by providing accessibility to complete and

accurate data, alerts, reminders and less time to generate a report. Patient Record System

is a type of patient and clinical information, which is dedicated to collecting, storing,

manipulating, and making available clinical information important to the delivery of

patient care. The focus of such systems is patient and clinical information and not

financial or billing information.

In this study, the researchers will develop a computer-based system that will

minimize all paper works and manual records keeping, thus allowing doctors and staffs

with ease in keeping track of patients, reducing patients’ waiting time and increasing the

number of patients served a system that is fully computerized, user-friendly, time

effective and efficient.

Statement of the Problem

The general problem of the San-Antonio Health Center is how the health center

can manage the patient records and services more effectively.

Specifically, the study needs to answer the following questions:

1. How does the health center can organize the patient records in a timely

manner?

2. How does the health center can manage the medicine inventory in a more

efficient way?

3. How does the health center can lessen the time in retrieving the patient

data?
Objectives of the Study

This study aims to develop a Patient Record System to improve the time

consumed for the staff and nurse to store, monitor or locate the input data.

The study aims the following:

1. design a patient record system with the following features:

a. patient management module;

b. treatment and services;

c. medicine inventory; and

d. reports.

2. create the system using Visual Basic.Net as the programming language and

MySQL for the database.

3. test and improve the system; and

4. evaluate the system based from ISO 25010 evaluation instrument.

Significance of the study

The study entitled, Patient Record System of San Antonio Health Center is

intended to design and develop a system that will help to improve the process of the San

Antonio Health Center and to lessen the usage of the papers that will simplify the

everyday task of health center and can help minimize the time spent with clients thereby

providing better service. The nurses and doctors can manage the health center easier. It is

also convenient when it comes to retrieving patient records.

The patient record can help, especially for nurses who need to record the data of

the patients. They will not need to print many forms and fill out manually, otherwise they

will input the data in a system and capable to give a printable summary of the patient’s
information. The system can also detect the medicine inventory and the system will

notify and advise the user that the medicines are in critical amount.

The patients will also benefit in this study since they are the doctor’s principal

assets and the reason why this study is conducted is to provide a faster and better service

to the patients.

Patient record system helps the developer to improve the knowledge in deciding

the concept on their study and increase the ability in programming and designing using

Visual Basic and managing database on MySQL.

The future developers will be able to gather the information they needed on their

study and it will give an idea how to make a computer-based patient record system.

Time and Place of the Study

This study is being conducted at San Antonio Health Center located at San

Antonio Molina ext., Cavite City from May to May 2018.

Scope and Limitation of the Study

This study aims to develop a Patient Record System which will improve the

process and flow of the old manual system with the use of computer. The data would be

followed based on the patient’s record form provided by the San Antonio health center

during data gathering. Thus, it is limited based on the data necessary for its services

offered. The record system requires the users to log in their username and password

before using the patient record system. This is necessary for the security and

confidentiality of the information from the records. The nurse and staff can add, edit,

view, and print the data. The doctor has the authority to register, update and delete the

users that can open, view and edit the record system. The staffs and nurses are only

intended to add, view edit or print information of the patient from the patient record
system. The doctor has the sole authority to give prescriptions to the patients. The Patient

Record System has a back-up and restore button to save the data on the folder in case of

power interruption or other system error will encounter. The system has an inventory

system to add a medicine data/information to stock-in and dispense the medicine needed

by the patient. Generating reports is optional for patient and medicine. Maintenance

system for audit trail of the system that will detect those everyday logs of the system and

to notify the critical condition of the expiration date or quantity of the medicine, it can

also update the assigned doctor in the health center and can add option in medicine’s

measure and unit.

The patient record system is not available online and does not require an internet

connection since these records are confidential. The study does not consider the situations

where the computer malfunctions, no power supply and other anomalies not stated on this

paper.

Definition of Terms

Age of Gestation (AOG) is the common term use during pregnancy to describe

how far along the pregnancy is. It is measured in weeks, from the first day of woman’s

last menstrual cycle to the current date.

Directly Observed Treatment, Short-Course (DOTS) is a specialized plan

treatment for patients of any age with confirmed status of Tuberculosis (TB).

Fundic or Fundal Height is generally defined as distance from the public bone

to top of the uterus measured in centimeters. After 20 weeks of pregnancy, your fundal

height measurement often matches the number of weeks you’ve been pregnant.
 Gravida describes the total number of confirmed pregnancies that a woman has

had regardless of outcome.

Morbid is any patients regardless of age with any symptoms of disease or illness

Para is defined as the number births that a woman has had after weeks of

gestation.

Post-Partum is a procedure where the patient is required after pregnancy.

Prenatal are patients that require care during pregnancy.

Well Baby are non-ill infants or toddlers that require regular check-ups, vaccines

or vitamins.

Conceptual Framework

A conceptual framework provides an input and output of how you plan to conduct

the research for study but it goes further than that by also positioning your work within

the larger field of research.

Patient Patient Report on

Patient Data Checkup Diagnosis and Patient
Treatment Prescription Medical Data

Figure 1. Conceptual Framework of Patient Record of San Antonio Health Center

After formulating the concepts and ideas and supporting it with related literature,

a conceptual model is derived as shown in Figure 1. This diagram shows that process of

the Patient Record of San Antonio Health Center. Patient data or information will be the

input of the system. After recording the data of the patient, the doctor, nurse or midwife
will check the condition of patient and give them a treatment, the doctor or nurse will

provide the medical prescription and the output will be the patients and medical data and

reports.
 REVIEW OF RELATED LITERATURE

All of the following review of related literature was used to create a Patient

Record System of San Antonio and to gather an information on how to start their study.

Patient Record System of Tabon Health Center in Kawit, Cavite

As discussed by Carreon, A. and Gojar, K. on their study, patient record system

aimed to design a system with the following feature; recording and browsing of patient’s

records, providing reports of medical results and list of patients in every department.

They use Visual Basic for code and design, MySQL for the database (Carreon A. and

Gojar, 2016).

Patient Record System of Tabon Health Center in Kawit, Cavite helps the

developers arranged modules of the system and it gave an idea in designing the system.

Patient Record System of RNJ Family Planning and Birthing Center

As discussed by Amor, D. and Alvarez, L., the Patient Record System of RNJ

Family Planning and Birthing Center aimed to improve the different processes of records.

Also, through the use of the automated system, the time consumed in searching a

patient’s records will be easier (Amor, 2015).

Patient Record System of RNJ Family Planning and Birthing Center helps the

developers to gather the idea of planning how to make a login design and the other sub

module form of the login credentials.

Sales and Inventory System of Farmacia ni Dok in Bacoor, Cavite

Sales and inventory system of Farmacia ni Dok in Bacoor, Cavite was designed to

automate the sales transaction and inventory monitoring of the said business, to which is

discussed by Rosal, R. The owner of the pharmacy and the cashier were the user of the

system (Rosal, 2017).

Sales and Inventory System of Farmacia ni Dok in Bacoor Cavite helps the

developers to give an idea in inventory stock-in and stock-out and the design of the

inventory module.

Patient Information System of Kawit Kalayan Hospital

As discussed by Menez, D. and Villido, R., the study entitled Patient Information

System of Kawit Kalayan Hospital to improve the file management and transaction

process of the hospital. Its aimed to design a patient information system that will help the

doctors/nurse to record and produce patient records (Menez, 2016).

Patient Information System of Kawit Kalayan Hospital helped the developer in

decisioning with regards to design section of the users profile in their system.

Patient Record

As discussed by Farlex, Patient’s record is a collection of documents that provides

an interpretation of each patient who had required treatment or visited a health care

facility. The record was confidential and the information in was released only to the

patient. It holds the health history, radiologic and laboratory reports of test performed,

initial assessment of patient’s health status, noted by consultant, as well as medication

paper, admission records, discharge summaries, order sheets and other pertinent data.

About the patient records helps the developers to develop the said system (Farlex, 2014).
 The information about patient record helped the developers to easily understand

the contents and important information in making and keeping a patient’s record.

Patient’s Record Confidentiality

As discussed by ASAM, confidentiality is important for the foundation of trust

when the most private information of a person’s life was exposed. The patient to

physician relationship was the source of medical care and is often considered a sacred

trust. This relationship develops from the mutual understanding that the meeting is

private. Confidentiality was required by professional ethical standards, by medical

practice acts, and by federal and state law. Each party is kept private from all others

except for a lifting of privacy definitely agreed by the patient (ASAM, 2013).

Patient’s record confidentiality helped the developers to know the importance of

confidentiality of a patient’s record. It helped the developers to make 2 level of user for

the system.

Computerized Patient Record System

As discussed by Whiting O’ Keefe, this review addresses two questions. First,

why is the introduction of the computerized patient record (CPR) so slow, while it’s

potential for improved quality of care and reduction of cost is well recognized? Second,

what, in this respect, is the role of record architecture and standardization? Barriers the

impediments for CPR adoption are put in a larger context by addressing the relationship

among effort, benefit, and the parties involved. An important financial impediment is

insufficient return of investment. Other hurdles related to the use of CPRs are lack of

integration and flexibility, which cause clinicians to experience insufficient reward to

motivate them for data entry and changes in working style. Effort and benefit have to be
balanced for each party involved. Requirements for improvement lack of standardization

impede exchange and sharing of medical data, and new developments cause fear of

applications to become outdated. Flexibility in content and use, integration, and

adaptability to change, are key requirements for CPR systems (Whiting-O'Keefe, 2018).

Computerized patient record system helps the developers to give the idea about

the future system that they are planning to make.

Advantages of Computerized Patient Record System

Van Ginneken assessed that the ability of a computerized outpatient medical

record (MR) system, the Summary Time-Oriented Record (STOR), to communicate

information to clinicians in two randomized single-blind studies. In the first study,

physicians were better able to predict their patients' future symptom changes and

laboratory test results from outpatient visits to an arthritis clinic when STOR was added

to the standard MR than when the standard MR was used alone. In a separate study, the

removal of the standard MR did not result in important decrease in the physicians' ability

to predict their patients' symptoms and laboratory test results if they had the option of

using the full paper record when they thought they needed it. In 134 (26%) of 514 visits,

the physicians exercised this option. We conclude that for outpatient visits, the

computerized record system STOR operationally added information to that supplied by

the full paper MR. This improved flow of information could improve the clinical decision

process (VanGinneken, 2012).

Advantages of computerized patient record system helped the developers to

represent to their client that the computerize system advantages is to improve their

process and to lessen the usage of papers.

Computerized Process

As discussed by Pratt, the system includes a portable computer for recording

assignment data for each cattle pen and a host computer that stores feed consumption data

for each of the plurality of cattle pens in the feedlot. The portable computer includes

means for entering data such as a keyboard or other machine that enables a driver reading

the feed bunks to identify each cattle pen and enter the assignment data as he views the

feed bunks. The cattle pens may be identified by a conventional alphanumeric symbol or

may have automated means such as an RF signal from a transmitter or a bar code that can

be read from the truck cab. The driver has the option of reviewing the feed consumption

data on the computer screen as he makes a feed assignment. The assignment data is used

by the host computer to update its feed consumption data and to generate feed delivery

data for feed trucks. This data may include a ration number and ration quantity for each

cattle pen as well as a feeding route for each feed truck. During the feed delivery, the

dispensing of the ration quantity at each feed bunk is monitored by a portable computer

to check if the cattle pen is receiving the correct ration number and ration quantity. The

portable computer is also adapted to record for each cattle pen the actual feed dispensed

into its feed bunk for comparison against the desired ration quantity (Pratt, 2013).

The computerized process gave the developers an idea on how to improve the old

process which is manual process that causes many errors on record handling on their

health center.

Patient Health Record Systems Scope and Functionalities

As discussed by Eysenbach the new generation of user-centric information

systems is emerging in health care as patient health record (PHR) systems. These systems
create a platform supporting the new vision of health services that empowers patients and

enables patient-provider communication, with the goal of improving health outcomes and

reducing costs. This evolution has generated new sets of data and capabilities, providing

opportunities and challenges at the user, system, and industry levels (Eysenbach, 2017).

The information above helped the developer to improve the San Antonio health

center services to the satisfaction of their patient.

Systematic computer-based patient record systems and quality of care

As discussed by Delpierre, they analyze the impact of computer-based patient

record systems (CBPRS) on medical practice, quality of care, and user and patient

satisfaction. Data sources. Manual and electronic search of the Medline, Cochrane, and

Embase databases. Study selection. Selected articles were published from 2000 to March

2003. CBPRS was defined as computer software designed to be used by clinicians as a

direct aid in clinical decision making. To be included, the systems should have recorded

patient characteristics and offered online advice, or information or reminders specific to

clinicians during the consultation. Data extraction. Keywords used for the search were:

electronic record, informatics record, electronic medical record, electronic patient record,

patient order entry, computer-based patient system, clinical decision support systems, and

evaluation. Results. Twenty-six articles were selected. Use of a CBPRS was perceived

favourably by physicians, with studies of satisfaction being mainly positive. A positive

impact of CBPRS on preventive care was observed in all three studies where this

criterion was examined (Delpierre, 2014).

Systematic computer-based patient record systems and quality of care help the

developers to have an idea to make a system that will satisfy the user and the patient.
Computer Based Patient Records

As discussed by Manag, wide-ranging literature review of computer-based patient

record (CPR) implementation over the past decade reveals that clinical, workflow,

administrative, and revenue enhancement benefits of the CPR outweigh barriers and

challenges--but only if healthcare organizations redesign certain work processes. Among

other key efforts, organizations must train and motivate users to navigate CPR systems,

as well as develop a common structured language. Clinicians who used CPRs found that

electronic access to clinical information saves time and provides a thorough and efficient

way to manage patient information (Manag, 2013).

Computer Based Patient Records helped the developer to have an idea to develop

an efficient way to manage patient data or information.

Patient Record Management System

As discussed by Jacque, the Patient Record Management System is developing for

Unit Rekod Perubatan URP). This system focused on the patient record management for

surgical department which include the patient record and patient admission record. The

development of this system is to increase the function of patient record management.

Besides that, it also to increase the security of patient record, minimize time in record

calculation, and availability of record. The module that included in this system is patient

record management, borrowing record, and record calculation. So, this computerized

system will solve the problem that faced in the current manual system. The system that

will develop is using SDLC System Development Life Cycle). The SDLC has a similar

set of four fundamental phases: planning, analysis, design and implementation. It is using

waterfall methodology (Jacque, 2015).

 Patient Record Management System helps the developer to realize that the record

system will increase the security of patient record, minimize time in record calculation,

and availability of record.

Clinic Management System with Notification using GSM Modem

Kamal and Zain developed a Clinic Management System with Notification Using

GSM Modem. These systems are responsible to store patients’ data and notify them for

their appointment. Before this, most clinics usually used the traditional methods that are

quite unsatisfactory. The traditional system used by the staffs is exposed to common

mistakes while writing and the probability of having lost document or being misplaced is

quite high. Knowing that the document cannot keep as many data as they could about the

patient, thus the other important information about them may not be included in that

form. Besides that, the patient may have forgotten their appointment with the doctor

(Ahmad Kamal, 2012).

Clinic management system with notification using GSM modem helped the

developer to add a notification in their system to use for the critical condition of the

medicine or items.

Progress and Challenges in the Implementation of Electronic Medical

As discussed by Rihab Hasanain, Electronic Medical Record (EMR) Systems are

being implemented increasingly worldwide. Saudi Arabia is one of the developing

countries that commenced implementing such systems in 1988. Whilst EMR uptake has

been low in Saudi Arabia until now, a number of hospitals have implemented EMR

Systems successfully. Hasanain, Vallmuur, and Clark (2014) created a study that analyses
available studies (N=28) in the literature regarding EMR implantation in Saudi Arabia to

identify the progress of EMR implementation to date and to identify the facilitators

and barriers to implementation (Rihab Hasanain, 2014).

Progress and challenges in the implementation of electronic medical helped the

developers to apply the security to the system and its use for electronic medical system or

in record system.

Conceptual Model for Electronic Clinical Record Information System

As discussed by Said, a study drawn from an ongoing, large-scale project of

implementing Electronic Clinical Record (ECR). The overall aim in this study is to

develop a deeper understanding of the socio-technical aspects of the complexities and

challenges emerging from the implementation of the ECR, and in particular to study how

to manage a gradual transition to digital record. We have proposed ECR conceptual

model. The end result of our research was a collection of ideas / surveys, and field work

that clinical institutions and medical informatics must consider to ensure that patients and

clinics do not lose long-term access to ECR and technology continually progress. Results

of our study identified the need for more research in this particular area as no definitive

solution to long-term access to electronic clinical records was revealed. Additionally, the

research findings highlighted the fact that a few medical institutions may actually be

concerned about long-term access to electronic records (Said, 2013).

Conceptual model for electronic clinical record information system helped the

developer to have an idea on how to make a conceptual model and other concept in their

document.
Good Medical Record Keeping

As discussed by Raza a good medical record keeping is at the forefront of medical

practice, Raza (2012) said. Not only do medical notes act as a learning tool, they are

needed in medico-legal circumstances and more importantly, for patient safety and

communication between multi-disciplinary team members. The General Medical Council

wishes for clinicians to keep ‘good’ notes in a coherent, chronological and accurate order

(Raza, 2012).

Good Medical Record Keeping helps the developer to create a relevant record

keeping in their system using MySQL for database.

Patient Record Management Information

As discussed by Adewale O Adebayo a purpose and essence of any records

management system is to provide the right information in the right place, in the right

order, at the right time for the right person at the lowest cost. This is better achieved by a

computer-based system. There are some patient record management information systems

(PRMISs) in existence, but they are not readily usable nor are their designs available for

improvement. The main objective of this research was, therefore, to design and develop a

PRMIS that would automate patient information management and give direct benefit in

certain terms, whilst avoiding any confusion that would jeopardize the quality of patient

care. The research strategy was design and creation, and the software development model

used was the waterfall. The design and implementation of PRMIS is presented, a

veritable stepping stone (Adewale O Adebayo, 2014).

Patient Record Management Information helps the developer to think their design

in patient management information and its uses.

Healthcare Professionals use Electronic Medical Records

As discussed by Yaseen many hospitals have implemented Electronic Medical

Record (EMR) although its effectiveness to improve healthcare is still in quest. EMR is

use for patient registering, error reduction, administrative cost savings, increased

productivity, and improved patient satisfaction, yet widespread adoption has been slow

However, many barriers to the successful implementation of EMR systems continue to

limit the uptake, including the lack of organizations culture, lack of incentives to the

users and lack of vender support .Currently exists in terms of where users are and where

they need to be in order to implement an EMR system. The promise of electronic medical

records is great, but much careful planning is needed before the benefits can be reaped.

This paper addresses post-implementation usage behavior of Electronic Medic Records

system among healthcare professional in healthcare organization by applying the

Technology Acceptance Model (TAM). EMR- TAM instrument was developed for this

research and assessed with principal component analysis. The hypotheses were developed

and tested using hierarchical multiple regressions (Yaseen, 2013).

Healthcare Professionals use Electronic Medical Records helps the developer to

give an idea in documentation and information to add in their system.

Visual Basic

As discussed by Harvey Deitel, Visual Basic 2010 is appropriate for all basic-to-

intermediate level courses in Visual Basic 2010 programming. Created by world-

renowned programming instructors Paul and Harvey Deitel, Visual Basic 2010 How to

Program, Fifth Edition introduces all facets of the Visual Basic 2010 language through a

hands-on approach with hundreds of working programs. This book has been thoroughly
updated to reflect the major innovations Microsoft has incorporated in Visual Basic 2010

and .NET 4.0; all discussions and sample code have been carefully audited against the

newest Visual Basic language specification (Deitel, 2013).

Visual Basic Application helps the developers to make a system that can use in

their study. Using this application can easily design a system to copy the manual forms of

the health center that the developers make it computerize.

 REFERENCES

Adewale O Adebayo, O. K. (2014). Retrieved from Patient Record Management

Information System :
http://publication.babcock.edu.ng/asset/docs/publications/COSC/9457/1887.pdf

Ahmad Kamal, M. Z. (2012). Retrieved from Clinic management system with

notification using GSM modem. Faculty of Computer System & Software
Engineering, Universiti Malaysia Pahang:
http://umpir.ump.edu.my/id/eprint/4463/1/CD6531_AHMAD_KAMAL_MAT_Z
AIN.pdf

Amor, D. a. (2015). Patient Record System of RNJ Family Planning and Birthing Center.
Cavite State University Cavite City Campus.

ASAM. (2013). Retrieved from Confidentiality of Patient’s Record:

http://www.asam.org/docs/publicy-policy-
statement/1confidentiality_pt_record_710.pdf?sfvrsn=0.

Carreon A. and Gojar, K. (2016). Patient Record System of Tabon Health Center in
Kawit, Cavite. Cavite State University Cavite City Campus.

Deitel, P. (2013). Retrieved from Visual Basic 2010 How to Program:

https://dl.acm.org/citation.cfm?id=1895056.

Delpierre, C. (2014). Retrieved from A systematic review of computer-based patient

record systems and quality of care:
https://academic.oup.com/intqhc/article/16/5/407/1822502

Eysenbach, G. (2017). Retrieved from Patient Health Record Systems Scope and
Functionalities: https://www.ncbi.nlm.nih.gov/pmc/articles/PMC5707430/

Farlex. (2014). Retrieved from Thefreedictionary: http://medical-

dictionary.thefreedictionay.com/patient+record

Jacque, N. (2015). Retrieved from Patient Record Management System:

https://www.scribd.com/doc/293771937/Patient-Record-Management-System-1-
pdf

Manag, J. (2013). Retrieved from Analyzing computer based patient records: a review of
literature.: https://www.ncbi.nlm.nih.gov/pubmed/14558372
Menez, D. a. (2016). Patient Information System of Kawit Kalayan Hospital. Cavite State
University Cavite City Campus.

Pratt, W. C. (2013). Retrieved from Computerized Process:

https://patents.google.com/patent/US5008821A/en.

Raza, M. (2012). Retrieved from Good Medical Record Keeping:

http://internalmedicine.imedpub.com/good-medical-record-keeping.pdf

Rihab Hasanain, K. V. (2014). Retrieved from PROGRESS AND CHALLENGES IN

THE IMPLEMENTATION OF ELECTRONIC MEDICAL RECORDS IN
SAUDI ARABIA: A SYSTEMATIC REVIEW:
http://airccse.org/journal/hiij/papers/3214hiij01.pdf

Rosal, R. A. (2017). Sales and Inventory System of Farmacia ni Dok in Bacoor Cavite.
Cavite State University Cavite City Campus.

Said, S. N. (2013). Retrieved from CONCEPTUAL MODEL FOR ELECTRONIC

CLINICAL RECORD INFORMATION SYSTEM:
http://airccse.org/journal/IS/papers/2112ijist02.pdf

VanGinneken, A. M. (2012). Retrieved from The computerized patient record: balancing

effort and benefit:
https://www.sciencedirect.com/science/article/pii/S1386505602000072. Pages 97-
119.

Whiting-O'Keefe, Q. E. (2018). Retrieved from A Computerized Summary Medical

Record System Can Provide More Information Than the Standard Medical
Record: https://jamanetwork.com/journals/jama/article-abstract/400359

Yaseen, A. (2013). Retrieved from Healthcare Professionals use Electronic Medical

RecordsSystem (EMRs) in Jordan HospitalsBilal Ali Yaseen AL-nassar Mohd
Syazwan Abdullah and Wan Rozaini Sheik Osman:
http://paper.ijcsns.org/07_book/201108/20110815.pdf
 METHODOLOGY

This chapter presents the project design, project development, testing and

development that will be apply in the entire succession of the study.

Project design

As shown in Figure 2, an entity input data for the system to process to provide an

output. The admin user input patients’ information to the system. This information will

be processed by the system to generate the output or reports as requested by the doctor.

LC, UD, PD, MD, GR PI, UI, MI, R, SA

ADMINISTRATION 0 ADMINISTRATION

PATIENT
RECORD
LC, PD, GR SYSTEM PI, SA, R
USER USER

Figure 2. The Data Flow Diagram of the Patient Record System

Legend:

LC – Login Credentials R- Report

PD – Patient Data SA- System Access
PI – Patient Information MD – Medicine Data
UD – User Data MI – Medicine information
UI – User Information GR – Generate Report

Figure 2 presents the context of the study Patient Record System shows the user

and admin will access the system using the login credentials and can input a patient data
 to save the information of the patient. The admin is assigned to generate the reports,

record the incoming medicines and manage the users of the system.

Project Development

Project development is a structure that deliverables all the idea. This is the point

where developers had developed a system design which can be used to achieve project

goals.

Functional Decomposition Diagram

Patient Record
System

System Login Patient Service Service

Medicine Inventory
Management

Login Credentials Well Baby

Add Patient Check-Up or Add Medicine
Management Morbid
Forgot Password Add Well Baby
Search / Update
Search/Update Add Pre-Natal
Exit Search/Update

Search/Update Stock-In
Patient History Patient History

Patient History Dispense

Family Planning
Pre-Natal
Add Family
Planning
Add Pre-Natal

Search/Update
Search/Update

Patient History Patient History

Post-Partum TB DOTS

Add Post-Partum Add TB DOTS

Search/Update Search/Update

Patient History Patient History

Figure 3. Functional Decomposition Diagram of Patient Record of San Antonio Health Center
 Patient Record
System

Report System Maintenance Account Management

Report Patient
Information Set Critical
Manage User Profile
Information

Print
Doctor Management Update Password

Report of Inventory
Backup Update Secret
Question
Print Restore
Log-Out
Audit Trail
Medical Certificate

Medicine
Print Maintenance

Figure 4. Continued
 Flow Chart

Start
AO
AN A

Yes
Log-in
If Login
Credentials
Module?
If Account Yes
Management G
Is It Module?
No Correct?

Yes
If Forgot Yes
User Data Main Menu H H
Password
Module?

No Yes
No If Patient
Are you Management B
Sure? Module?
No
If Exit
A
Module? Yes
Yes
Submit DB If Service
Yes Module? C

Stop User Info

Yes
a If Medicine
Inventory D
Module?

Yes
If Report E
Module?

If System Yes
DB F
Database Maintenance
Module?
Figure 4. Continued

AO

Figure 4. Flow Chart of Patient Record of San Antonio Health Center

 B

Yes
No
If add Patient If Patient
Management Management H
Function? Details

No Yes

Yes Patient
Data
If
Search/Update I
Function?
No

No Do you
want to
Add?
H

Yes

Add Record DB

Patient Info

AP
 AP

Yes
If Add Check-
up or Morbid
P
Function?

No

Yes
If Add Pre-
Natal AQ
Function?

No

Yes
If Add Post –
Partum AR
Function? Q

No
Yes
If Add Well
Baby AS
Function? Q

No
Yes
If Family
Planning AT
Function? Q

No
Yes
If TB DOTS AU
Function?
Q

No

H
 I

No No

If Patient If Patient
Management History H
Details Function?

Yes Yes

Patient Data Patient

Info

Search
No
Do you
want to
No print?

Do you Yes
want to
Add?

Print

Yes

Add Record DB H

Patient Info

Figure 4. Continued
 C

Yes
If Morbid
Function? K

No

Yes
If Pre-natal
Function? L

No

Yes
If Post-
Partum M
Function?

No

Yes
If Well Baby
Function? N

No

Yes
If Family
Planning O
Function?

No

Yes
If TBDOTS
Function? P

No

Figure 4. Continued
 K P

Morbid
Yes Data
If add
Morbid P
Function?
Search

No
No
Yes Do you
If
want to
Search/Update
Function?
Q Add?

No Yes

Add Record DB
H

Morbid
Info

Figure 4. Continued
 Q

No No
If If
Search/Update Search/Update H
Function? Function?

Yes Yes

Morbid Patient
Data Info

Search No
Do you
want to
print?
No
Does Yes
Record
Exist?
Print
Yes

Morbid H
Info

No
Do you
want to
update?

Yes

Update

Morbid
Info

Figure 4. Continued
 L

Yes AP
No
If add Pre- If Pre-Natal If Pre-Natal
Natal Details Visit H
Function? Function? sFunction?

No Yes Yes

Yes Pre-Natal Pre-Natal

Data Data
If
Search/Update R
Function?
Search No

No Do you
want to
No Add?
H
Do you
want to Yes
Add?

Add Record DB
Yes

Add Record DB Pre-Natal

Info

Pre-Natal
Info H

Figure 4. Continued
 R

No No No

If Pre-Natal If 1st visit If 2nd visit

Details Function? Function? H
Function?
Yes Yes
Yes

Pre-Natal Pre-Natal Pre-Natal

Data Data Data

Search No No
Do you Do you
want to want to
No Add? Add?

Do you
want to Yes Yes
Add?

Add Record DB Add Record DB

Yes

Add Record DB Pre-Natal Pre-Natal

Info Info

Pre-Natal
Info H H

Figure 4. Continued
 R

No No No

If 3rd visit If 4th visit If 5th visit

Function? Function? H
Function?

Yes Yes
Yes

Pre-Natal Pre-Natal Pre-Natal

Data Data Data

No No No
Do you Do you Do you
want to want to want to
Add? Add? Add?

Yes Yes Yes

Add Record DB Add Record DB Add Record DB

Pre-Natal Pre-Natal Pre-Natal

Info Info Info

H H H

Figure 4. Continued
 R

No No No

If 7th visit If 8th visit

If 6th visit H
Function? Function? Function?

Yes Yes
Yes

Pre-Natal Pre-Natal Pre-Natal

Data Data Data

No No No
Do you Do you Do you
want to want to want to
Add? Add? Add?

Yes Yes Yes

Add Record DB Add Record DB Add Record DB

Pre-Natal Pre-Natal Pre-Natal

Info Info Info

H H H

Figure 4. Continued
 R

No No No

If Pre-Natal
If 9th visit If 10th visit History
H
Function? Function? Function?

Yes Yes
Yes

Pre-Natal Pre-Natal Pre Natal

Data Data Info

No No No
Do you
Do you Do you
want to
want to want to
print?
Add? Add?

Yes
Yes Yes
Print
Add Record DB Add Record DB

H
Pre-Natal Pre-Natal
Info Info

H H

Figure 4. Continued
 M

AQ
Yes
Q No
If add Post- If Post- If Post-
Partum Partum Partum Visit H
Function? Details sFunction?

No Yes Yes

Yes Post- Post-

Partum Partum
If Data Data
Search/Update S
Function?
Search No

No Do you
want to
No Add?
H
Do you
want to Yes
Add?

Add Record DB
Yes

Add Record DB Post-Partum

Info

Post-Partum
Info H

Figure 4. Continued
 S

No No No

If Post- If 1st visit If 2nd visit

Partum Function?
H
Function?
Details
Yes Yes
Yes

Post-Partum Post-Partum Post-Partum

Data Data Data

Search No No
Do you Do you
want to want to
No Add? Add?

Do you
want to Yes Yes
Add?

Add Record DB Add Record DB

Yes

Add Record DB Post- Post-Partum

Partum Info Info

Post-
Partum Info H H

Figure 4. Continued
 S

No No No

If 3rd visit If 4th visit If 5th visit

Function? Function? Function? H

Yes Yes
Yes

Post-Partum Post-Partum Post-Partum

Data Data Data

No No No
Do you Do you Do you
want to want to want to
Add? Add? Add?

Yes Yes Yes

Add Record DB Add Record DB Add Record DB

Post- Post- Post-Partum

Partum Info Partum Info Info

H H H

Figure 4. Continued
 S

No No

If 6th visit If Post-Partum

Function? History Function? H

Yes
Yes

Post- Post-
Partum Partum
Data Info

No
No
Do you Do you
want to want to
Add? print?

Yes
Yes

Add Record D Print

Post- H
Partum
Info

Figure 4. Continued
 N

Yes AR
No
If Add Well If Treatment If Vaccine
Baby Function? Function?
H
Function?

No Yes Yes

Yes Well Baby Well Baby

Data Data
If
Search/Update T
Function?
Search No

No Do you
want to
No Add?
H
Do you
want to Yes
Add?

Add Record DB
Yes

Add Record DB Well Baby

Info

Well Baby
Info H

Figure 4. Continued
 T

No No No

If Well Baby
If Treatment If Vaccine History
Function? Function? H
Function?

Yes Yes
Yes

Well Baby Well Baby Well Baby

Data Data Info

Search No No
Do you
Do you
want to
want to
No Add?
print?

Do you Yes
want to Yes
Add?
Print
Add Record DB
Yes

Add Record DB H
Well Baby
Info

Well Baby
Info H

Figure 4. Continued
 O

Yes AS
No
If Add Family If Medical If Obstetrical
Planning History History H
Function? Function? function ? B

No Yes Yes
Family
Yes Planning Family
Data Planning Data
If
Search/Update U
Function?
Search No

No Do you
want to
No Add?
H
Do you
want to Yes
Add?

Add Record DB
Yes

Add Record DB Family

Planning Info

Family
Planning Info H

Figure 4. Continued
 U

No No No
If Risk for
If Risk for Sexually If Physical
Violence
Transmitted
Against Women
Examination H
infection Function? Function?
Function?

Yes Yes
Yes

Family Family Family

Planning Data Planning Data Planning Data

No No No
Do you Do you Do you
want to want to want to
Add? Add? Add?

Yes Yes Yes

Add Record DB Add Record DB Add Record DB

Family Family Family

Planning Info Planning Info Planning Info

H H H

Figure 4. Continued
 U

No
No
If Family
If visit Planning
Function? History
Function?
Yes
Yes

Family
Planning Data Family
Planning Info

No
No
Do you
Do you
want to
want to
Add?
print?

Yes

Add Record DB Print

Family H
Planning Info

Figure 4. Continued
 P

Yes AT
No No
If add TB If TB DOTS If TBDOTS
DOTS Details Visit
Function? Function? Function?

No Yes Yes

Yes TB DOTS TB DOTS

Data Data
If
Search/Update V
Function?
Search No

No Do you
want to
No Add?
H
Do you
want to Yes
Add?

Add Record DB
Yes

Add Record DB TB DOTS

Info

TB DOTS Info
H

Figure 4. Continued
 V

No No No

If TB DOTS TB DOTS If TB DOTS

Details Visit History
Function? Function? Function?

Yes Yes
Yes

TB DOTS TB DOTS TB DOTS

Data Data Data

Search No No
Do you Do you
want to want to
No Add? Add?

Do you
want to Yes Yes
Add?

Add Record DB Add Record DB

Yes

Add Record DB TB DOTS TB DOTS

Info Info

TB DOTS
Info H H

Figure 4. Continued
 D W X

Medicine Medicine
Yes Data Data
If Add
Medicine W
Function?
No Search

No Do you
want to
Add? No
Yes Medicine
If is
Search/Update X Yes available?
Function?
Add Medicine DB Yes
No
Medicine
Medicine Info
Yes Info
If Stock-In
Function? Y
No
H Do you
Want to
Update

Yes Yes
If Dispense
Function? Z DB Update

No
Medicine
Info
H

Figure 4. Continued
 Y Z

Patient
Medicine
ID
Data

Search
No
Medicine
is
available? No
Does
Yes Record
Exist?

Medicine
Info Yes

Medicine
No Data

Do you
Want to
Update Search

Yes

No
DB Update Record
Exist?

Yes
Medicine
Info
Medicine
Data

H No
Do you
want to
Dispense

Yes
DB Dispense

Medicine
Info

Figure 4. Continued
 AA
E AB

Category/
Yes Date
Category/
Medicine
If Report Patient
Information AA No
Function? No
Record
Record
Exist?
Exist?
No
Yes
Yes
Yes
Print
If Report of Print
Medicine AB
Inventory
Function? Report
Report

No
H
H

If Medical Yes
Certificate
Function?

Category/
No Date

H No
Record
Exist?

Yes

Print

Report

Figure 4. Continued
 AC
F

Critical
Yes Status Data
If Set Critical
Status AC
Function?
Search

No
No
Yes
If Doctor Does
Management AD Record
Function? Exist?

No Yes

Set DB
If Backup
Yes
Database
Function?
AE
Critical
Status Info

No

Yes H
If Restore
Function? AF

No

Yes

If audit Trail AG
Function?

No
Yes
If Medicine
Maintenance AH
Function?

No
H

Figure 4. Continued
 AI AJ
AD

Doctor Data
Yes Doctor Data

If Add Doctor
AI
Function? No No

Are you
No sure want
Do you
want to
to add?
update?
Yes Yes
If Update AJ Yes
Function?

Add Data
DB Update Data DB
No

H Doctor Info
Doctor Info

H
H

Figure 4. Continued
 AE AF AG

Back up
Restore Data Date
Data

No No No

Do you Do you Do you

want to want to want to
Backup Backup print

Yes Yes Yes

Back up Data D Restore D Print D

B B B

Backup Restore Audit Trail

Info Info Info

a a a

Figure 4. Continued
 F

Yes No No
If Manage
If Add If Delete
Profile User
Function? Function?
Function?

No Yes Yes H

Yes User Data User Data

If Update
Password
AK
Function?
No Search
Do you
No Want to

Yes Yes
No
If Update Secret Are you
Question AL Add User DB Sure
Function?
Yes
No User Info
Delete DB
Yes
If Log-Out AM
Function? H
User Info

No
H
H

Figure 4. Continued
 AK AL
AM

User Data User Data No

Want to
Log Out?
AN

No No Yes
Verify
Do you want Data
to Change
Stop
Password? Yes

Yes
DB Change Secret Question

DB Change Password

User Info

User Info

Figure 4. Continued
Flow Chart

A flow chart is used in order to specify the step by step procedure in terms of

developing every function of the said study. This focuses on the data that needs to

undergo a specific process and procedure in order to come up with a desired function as

output. Every figure has different process. The patient record system have a user level,

one is the admin and the other is the user. Admin have an authority to delete the user.

User will be able to view the all record of the patient but has a limitation. As you can see,

this study have a patient management module, medicine inventory module, service

module, report module, etc.

The patient management have add and search functionality for the patient that

have a morbid. The medicine modules has add medicine, stock-in, dispense and update.

The service have 5 categories including pre-natal, post-partum, well baby, family

planning, TB DOTS. All this function have add and search functionality in order to know

the information of the patient. The report module have a general report for the patient

management, medicine and services that can be printed which is needed by the

government. The system maintenance contains setting of critical stock for medicine

inventory, doctor management for the doctor who will be set in that date, back up for the

database if it will be corrupted and audit trail to know who log or what activity the user

do in the system. The account management have a manage user profile, update password,

update security question and log out.

Operational and Testing Procedure

The following procedures will be undertaken by the developer in testing the

system:

1. The system will be installed in the user’s computer.

2. The user will input the log-in information on the Login form.

3. If the user was verified, the main menu with the general functionalities will be

displayed.

4. Each function will be tested to determine if it is working accurately according to

the specified requirements.

5. The results of the test will be documented. Each error encountered will be

addressed and will be subjected to improvement.

Evaluation Procedure

According to ISO 25010 standards that was recently issued which specify and

evaluate software and data quality requirements. (Lew, P. 2013), below are the set of

steps carried out during evaluation process.

1. Evaluation forms will be distributed 10 IT experts, 1 nurse, 3 midwives and 2

barangay health workers.

2. The researchers will demonstrate how to use the system, thus the functionality

will be discussed.

3. The performance of the system will be noted by participants based on the Likert

scale as show in as shown in Table 1. The respondent will choose from the scale

of 1-5 with 5 being the highest which means excellent and 1 being the lowest

which needs improvement.

4. Evaluation result will be tabulated for computation in order to calculate the mean

of each criterion and overall mean of the criteria evaluation form.

5. The system developers will use the rating scale for interpreting the evaluation

results as shown in Table 2 to interpret of the terms of evaluation.

Table 1. Likert Scale

NUMERICAL SCALE INTERPRETATION

5 Excellent
4 Very Good
3 Good
2 Fair
1 Poor

Table 2. Descriptive Evaluation of the Mean

NUMERICAL SCALE INTERPRETATION

4.51-5.00 Excellent
3.51-4.50 Very Good
2.51-3.50 Good
1.51-2.50 Fair
1.00-1.50 Poor