University of Perpetual Help System Laguna- Isabela Campus

Minante Uno, Cauayan City, Isabela 1

College of Information Technology and Engineering

Chapter 1

THE PROBLEM AND IT’S BACKGROUND

INTRODUCTION

With the advent of computers and its related technology, in which everything needs to

be done efficiently and effectively the existences of Clinic Record Management System

(CRMS) become necessary. The used of CRMS can enhance the services and also the work

flow of all activity that happens in a clinic where it helps in reducing the workload of

medical staff, the number of man power needed and it also make clinic management

become more manageable and easier to control.

The main objective of this research work is to design a computer base program that will

cover all the aspects of management and operations of Otolaryngology EENT Clinic. It

will enable the clinic registration process becomes computerized and this feature will help

a lot in keeping records of all patients and whoever has once received a treatment in the

clinic.

The program will be used for proper handling of patients’ records and related

information in the clinic, the record file, date of appointments, Doctors in charge and other

related medical information will be entered into the program. Which is stored in a database

that can be accessed easily within a short span, and yet securely stored in an appropriate

and stress-free manner.

 University of Perpetual Help System Laguna- Isabela Campus
Minante Uno, Cauayan City, Isabela 2
College of Information Technology and Engineering

PROJECT CONTEXT

Manual Recording System, even in today’s world can still provide an effective and

useful way to record and deliver an efficient information system. But it lacks the ability to

auto-sort the records. Employees will have to do it manually and takes time to properly

arrange the records. Another concern is the issue of quality of the paper record. There are

limitations to the quality of the paper record. Paper is fragile and does not last permanently.

Normal use of the record may result in torn or stained documents. Also, over the years, ink

used to complete documentation can easily fade which result in information’s being erased.

Staff hired to assemble, file, retrieve, or distribute the hard copy is a costly expense.

The Record Management System (RMS) is designed and developed to guarantee the

removal of various problem or to eliminate the problem of redundant that was increase the

inefficiencies in data to be retrieve. These keeping of records were caused by the data,

under the manual recording system was entered into books and paper files and was later

stored in overcrowded storage rooms that may be made the retrieval of records close to

impossible due to the manual system.

PURPOSE AND DESCRIPTION OF THE PROJECT

Having a computer system nowadays is very important including those small

businesses to help them and make their business more competitive. One of the business

that needs a computer system is EENT Clinic. EENT Clinic is a facility that care for the

eye, ear, nose, and throat for outpatient.

The Record Management System (RMS) will help the clinic to keep and managed

the personal records of the patient. Recording patient information is one of the important
 University of Perpetual Help System Laguna- Isabela Campus
Minante Uno, Cauayan City, Isabela 3
College of Information Technology and Engineering

aspects of EENT institution. There are ENNT Clinic that records manually that’s why it is

very time consuming and more paper works. Record Management System is design to help

the employee in recording the patient’s record and will change the manual record into

computerized records.

This system will also ensure the preservation of personal records and ensure the

accessibility only by the authorized personnel. To have a good and efficient records

management system should be able to incorporate specific aspects of the systems

mentioned above in order to provide and efficient means of records storage and

management.

STATEMENT OF THE PROBLEM

1. Manual Recording takes space, time and more paper.

2. Manual Recording lacks the ability to auto-sort records.

3. Manual Records can easily be mishandled.

4. Quality of the Paper Record.

6. Duplication of Data Entry.

 University of Perpetual Help System Laguna- Isabela Campus
Minante Uno, Cauayan City, Isabela 4
College of Information Technology and Engineering

OBJECTIVE OF THE STUDY

GENERAL OBJECTIVES

The general objective is to design and develop a Otolaryngology Record

Management System for EENT Clinic to improve and make the system from manual to

computerized that would enable the clinic for faster and more efficient storage, retrieval

and updating of the clinic’s record.

SPECIFIC OBJECTIVES

To be specific, it attempts to satisfy the following objectives:

1. To carry out the system problem for the possibility of developing a Clinic

Management System for improving and modernization of the system.

2. To design and develop a Record Management System for EENT Clinic.

3. To test and validate the Record Management System for EENT Clinic.

4. To implement the Record Management System for EENT Clinic.

CONCEPTUAL FRAMEWORK

Time consuming process will be eliminate with the help of developing system

entitled Otolaryngology Record Management System for EENT Clinic, in which it equips

to make the workloads of the doctors and staffs more reliable and efficient managing the

records and transactions of the patients.

 University of Perpetual Help System Laguna- Isabela Campus
Minante Uno, Cauayan City, Isabela 5
College of Information Technology and Engineering

INPUT PROCESS OUTPUT

Knowledge requirements
 Research of the
background study  The researchers
 Collecting data conducted a
through survey and questionnaire in
questionnaire Otolaryngology Otolaryngology
EENT Clinic Record Management
Software requirements System for EENT
 Identification of the
 Programming the Clinic
tools that will be
Record
involved in the
project (php, Mysql, Management
Bootstrap) System for EENT
clinic
Hardware requirements
 PC/laptop’s  Working
specification Prototype

FEEDBACK

Figure 1. Research paradigm of the project

RESEARCH PARADIGM OF THE STUDY

The study makes use of the system analysis of input, process and output. The input

load consists of gathering and collecting information to create the components of the

proposed system. The process load consists of determining the status of the EENT Clinic

system. The system would be implemented and would need maintenance for the changes

encountered. The result of the study under the output load will be the Developed

Otolaryngology Record Management System for EENT Clinic.

 University of Perpetual Help System Laguna- Isabela Campus
Minante Uno, Cauayan City, Isabela 6
College of Information Technology and Engineering

SCOPE AND DELIMITATION

Record Management System was primarily developed to improve the clinic’s

system for storing data or information about the patient and the employee.

The system was focused on moving the manual system into computerized system

that update and also accommodates the process of viewing and storing information about

the patient and also for the employee that is also responsible for records. The system also

deals with searching capability procedure of recorded patient and employee which helps

the user for easy retrieval of the records.

SIGNICANCE OF THE STUDY

The importance of the study would justify the need to conduct the study. It specifies

the group of people who will benefit from the study.

To the Doctors. The study will help doctors to manage and find patients records

more efficiently and reliable. Also, he can make his schedule for the week, attend to his

scheduled patients and also update the patient’s medical records after diagnosing.

To the patients. This will help the patients to see their medical and diagnosis

records. It enables them to track their medical history and transactions inside the clinic

through the help of the internet via websites .

To the Researchers. This will help the researchers to gain knowledge on how to

develop the system in the future.

 University of Perpetual Help System Laguna- Isabela Campus
Minante Uno, Cauayan City, Isabela 7
College of Information Technology and Engineering

To the Future Researchers. This study would serve as a handy reference for the

other researchers who would embark on a similar study in the future especially on certain

aspects not derived into by the present study.

DEFINITION OF TERMS

For the purpose of this study the following terms are defined for the better

understanding of Otolaryngology Record Management System for EENT Clinic.

Automation - The act of implementing the control of equipment with advanced

technology; usually involving electronic hardware "automation replaces human

workers by machines".

Record - Record is documented information in print or non print format. The record

can be manual or digitized.

Management - Is a process of getting things done through people by making

efficient use of resources. It requires the manager to identify problems with the

community.

Clinic – refers to an institution where people receive medical, surgical, or

psychiatric treatment and nursing care.

Patient – somebody who needs or receives medical treatment.

Doctor – A person who is qualified and licensed to give people medical treatment

and according to advance learner dictionary a medical doctor is a qualified

practitioner of medicine; physician.

 University of Perpetual Help System Laguna- Isabela Campus
Minante Uno, Cauayan City, Isabela 8
College of Information Technology and Engineering

Medicine - A drug or remedy used for treating illness.

Browser – a program with a graphical user interface for displaying HTML files,

used to navigate the World Wide Web.

Information – this is data that has been changed into useful form of output.

Internet – a global computer network providing a variety of information and

communication facilities, consisting of interconnected networks using standardized

communication protocols.

Web – Web is the common name for the World Wide Web, a subset of the Internet

consisting of the pages that can be accessed by a Web browser.