Chapter I

THE PROBLEM
Introduction
In todays modern generation where computer has become a way of life, it is apparent
that a majority of the countrys institutions still do not adapt the high technology. Particularly in
most medical clinic facilities, daily clinic transactions are still done manually on paper. Were all
aware that modern clinics are now operating at great step striving to serve as many patients as
possible with the best of their abilities. But as the time rolled by, the number of patients has
grown and various medical cases arise that the manual method of managing patients records,
prescriptions, billing and appointment schedule, is no longer practical.
Background of the Study
We all know that most of the successful companies are associated with modern and
progressive technology. These days, medical establishments have been converted into
computerized system that could help them monitor the information and state of their patient. In
Vigan City, there are some medical establishments which are still manually monitoring the
information of their patients like Rabaras Clinic and Hospital. Rabaras Clinic and Hospital is
one of the most visited private hospital in the Ilocos Sur which is located along Rizal Avenue,
Vigan City, Ilocos Sur.
As what they have observed, the said hospital is currently in the state where they have to
record all the transactions manually which is taking too much time.

The researchers see that the Rabara Clinic and Hospital really need a system that will
make storing and retrieving of patient information easier and faster for the one managing the
latter or for staffs involved. The proposed system will not only store and retrieve information; it
will also produce generated reports.
In this study, the researcher hope to develop a system that will minimize all paper works
and manual records keeping in the Rabara Clinic, therefore allowing doctors and staff ease in
keeping track of patients, reducing patients waiting time and increasing the number of patients
served a system that is fully automated, user-friendly, time effective and efficient.
History
Rabara's Clinic and Hospital started as Out-Patient Clinic way back 1990, the time when
the owners: Dr. Charles Hubert Rabara and Dr. Elizabeth Rabara just got married. They stayed
along Salcedo Street for two years. After two years, they eventually moved to Rizal Avenue,
Corner Salcedo Street, Vigan City where they were able to make four rooms for some patients.
On December 2000, they transferred to a 33 bed capacity which is where the
establishment is currently located.
Mission
We envision a Hospital committed to the delivery of Quality and Humane Medical
care.

Vision
To attain this mission, we commit ourselves to:
1.
2.
3.

Deliver affordable quality care

Continuously upgrade the facilities of the hospital
Continuously upgrade personnel with current medical knowledge

Figure 1
Research Locale

Figure 2
Organizational Chart

Statement of the Problem

The research study aims to develop an e-medical record system of Rabaras Clinic and
Hospital.
Specifically, the system sought to answer the following questions:
1.

What are the problems encountered in the current system of Rabara's Clinic and

Hospital in terms of:

a.

Recording of information of the patients;

b.

Prescription on doctor's findings on patients;

c.

Viewing patients' information and medical record;

d.

And generating reports?

2.

What is the economic feasibility of the proposed study?

3.

What are the security measures that should be implemented in the proposed sytem?

4.

What is the evaluation of the proposed system in terms of:

a.

Attractiveness;

b.

Control Efficiency;

c.

Helpfulness;

d.

And Learnability?

Scope and Delimitations

This study focuses on the out-patient e-medical record system of the Rabaras Clinic and
Hospital. It covers out-patient information, the organization of data and the security of the
important files. The proposed system is designed to manage and process data in terms of adding
patient information, recording medical records, viewing patients records.
Significance of the study
The proposed system provides faster, effective e-medical record system that enables the
administrator to manage, organize and check the patient information. When implemented, it
would lessen the time and effort exerted while doing the process of admitting the patients and
making reports.
Specifically, the system shall benefit the following:
Nurses/Staffs of Rabaras Clinic and Hospital. With the proposed system, time and
effort allotted in management processes like verifying old patient and filing records are
minimized. It will also reduce the burden of work with too much paperwork.

Patients. Old patients would be verify accurately and have an immediate

diagnosis/treatment. And the new patients would be registered and have a diagnosis/treatment
easily.
Researchers. They will used it as a reference in the future in terms of developing the
system
Future Researchers. They can be provided with a reference in developing a system.
Characteristics of Current System
The current system that is being used in Rabaras Clinic and Hospital is a manual system.
All of (patient) information is being collected using form and all data is being kept in repository
that requires a lot of time to retrieve.
Patients visit the hospital for check up and medication. On the OPD (Out-Patient
Department) or admitting section, the nurse on duty asks the patient first if he/she has already a
record. For old patients, the nurse asks his/her complete name. The nurse will then search for the
patients index card on a so-called patients index card shelf to get the patient Reference
Number. Its a hard task for nurse that needs to memorize that patients reference number to
find and get the patients medical record to the Record Section. For new patients, the nurse asks
the patient to fill up a form. That form will serve as the medical record of the patient that is kept
in a folder and put on shelves. After that, the nurse gets the vital signs of the patient, which
includes temperature, blood pressure and also the chief complains.

The patient has to wait for turn to go the doctor for medication and diagnosis/treatment.
The doctor writes the diagnosis on the said form lately. Then the doctor will give a prescription
sheet to the patient. The patient proceeds to their clinics office for billing and some instruction
about the doctors prescription. The form must be passed/returned to the OPD or admitting
section.