“Development of Record System

Management for LCUP Clinic”

Bachelor of Information Technology and Engineering

3rd-Year

Atienza, Kathleen Mae SJ.

Santos, Mijah Nicole S.
Agagon, Jeianne I.
Manzano, Joel
Melegrito, John Oliver
Introduction

A system is an essential program that collects and stores data. A Record System Management
(RSM) is one of its examples. RSM is a system that contains all of a patient’s medical history. It
is designed to represent data that accurately captures the state of the patient at all times. It allows
for an entire patient history to be viewed and assists in ensuring data is accurate, appropriate and
legible. Dental and Medical Clinic is an organization that is responsible in providing a health
medication and treatment for all types of patients. Surely, everyday there are people that need to
use the dental and medical clinic services. But how can clinic provide a faster and efficient
services if they are still using the traditional method on their daily operation? The traditional
method means the customers need to fill in their detail in registration form manually and the
information will only keep in files or log books. After the registration, the files will be place in
the rack and this will cause problems like taking a longer time to retrieve the information, make
mistakes during writing or misplaced the files. Nowadays, technology has changed many aspects
of life and people’s daily life is becoming indivisible from the network due to the development
of Internet. With record system management, the process gets much faster and more efficient
than traditional way. Even though the clinic had a system, but they still do not use the
application. It is because there are facing several problems during process management. So,
people from outside cannot view their treatment examination that they have done in the clinic.
The Record System Management is specially designed to let the clinic staff has a high efficiency
management tools, computerized and systematic patient’s record, and detail of treatment records.
This new system will replace the current system that is used in clinic and surely this system will
improve the clinic services and make their daily operation running smoothly. Patient treatment
module consist the information about the health examination and record and list of treatment that
has done. It allows the dentist or the doctor to trace the patient needs. The objectives of the
project are to develop decision support system for clinics, to improve part of record patient
examination form and analysis the prevention and treatment. This study was has chosen La
Consolacion University Philippines as the study for the first implementation with the aim of
improving their services especially in this digital era. A qualitative research was adopted and the
instrument used for the study are interview, observation and questionnaire where some questions
were raised by the researcher such as, what are the challenges associated with the use of the
current manual record management system in the La Consolacion University Philippines? How
to improve on the current manual record management system to minimize human error in the
process of the records? How to improve on the current manual time management among the staff
of the clinic? And how to provide more privacy to patients’ records and information in the
clinic? Respondents were randomly chosen from staff of the clinic. And at the end of the
research, the findings will be analyzed which led to the designing of the system. And in order to
design the program, the researcher uses some web development tools such as; Sublime Text
Editor for the required coding; hypertext preprocessor (PHP) and Java scripts (JS) to connect the
 interfaces to the database; and My-SQL was used to design the databases that store the overall
system data. Finally; summary, conclusion and suggestion were given on the problems
associated with the manual method of record keeping such as difficulties in sorting, retrieving
and updating records, lack of security of records, loss of relevant information and so on, it was
also suggested that the implementation of this program will help in improving the effectiveness
and efficiency in our clinics.

Objectives

The objective of this software is to help the doctors in collecting the money, ordering for the
medicines needed for the patients, also keep tracking of money collected spent per day month,
and year. The system is user friendly and all the information will be stored in the database and
the database has a username and password. Backups can be done regularly. This system reduces
the time taken for data entry and any periodic reports can be checked anytime. The aim of this
study is to design a clinic record management system in order to achieve efficient records
keeping in the clinic. Overall, the main objectives of this study are to find out the challenges
associated with the current patient’s record management system in the La Consolacion
University Philippines, to observe ways of improving on the current patient’s record
management system in the clinic, to identify means of improving on time management among
the staff of the clinic, and to investigate ways of providing a standard record storage and
management system for the clinic, in order to provide more secure patients record management
system for the clinic.

Scope and Limitations

In general, the focus of this study is directed towards the design and development of an online
clinic management system. Medical and dental clinic with its doctors, staff and patients are
within La Consolacion University Philippines only. The study is largely dependent on the
honesty, sincerity and integrity of the respondents. In this proposed system, records and files are
computerized and stored online for accessibility and portability. The purpose of this study is to
help the school clinic personnel to have a record system which holds student’s personal
information, medical history, medicine log and daily transaction that can be easily access and
updated. It makes the transaction faster, easier and more accessible. The limitation of this study
doesn’t involve medical billings and any dealings outside the school, only within the school
premises. However, the proponents limit the online feature of the system to doctors and staff
only. Web-access of the patients is not included. The system has a secure log-in for doctors and
staff.