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College of Information Technology and Engineering

A.Y. 2019-2020
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A PROPOSED OTOLARYNGOLOGY RECORD

MANAGEMENT SYSTEM FOR

EENT CLINIC

A Capstone Project

Presented to

the Faculty of the College of Information Technology and Engineering

University of Perpetual Help System Isabela Campus

Minante Uno, Cauayan City, Isabela

In Partial Fulfillment

of the Requirements for the Subject

Computer Application 1

By:

Cubangbang, Johanna A.

Alejandro, Mc Arth May S.

Taganas, Fernando Jr.

November 2019
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ABSTRACT

This study determined the problems encountered on the manual record management

system, advantages of the proposed otolaryngology record management system, and its

efficiency, performance, design and security. It employed the descriptive method of

research and a survey questionnaire was utilized to gather pertinent data that

substantiated the theme of this research. Frequencies and percentages were used in

treating the data on the problems encountered on the manual system and advantages of

the proposed otolaryngology record management system. Also, mean was used to

describe the efficiency, performance, design and security of the proposed system. The

respondents find the problems in the manual otolaryngology record management system

as hindering their delivery of services so they are willing to adapt the proposed

otolaryngology record management system. Also, they find the proposed system as

beneficial since records are easy to find and access, paper records are lessened, records

are secured, redundancy is reduced, patient’s condition can easily be monitored,

transactions are computerized and faster and generating reports is made easier. Further,

they agree on the efficiency, performance, design and security of the proposed system. As

such, the use of the proposed otolaryngology record management system is

recommended in the Ears, Eyes, Nose and Throat Clinic as it is deemed beneficial and is

evaluated effective, efficient and secured in providing services.

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RECOMMENDATION FOR ORAL EXAMINATION

This capstone project entitled, “A Proposed Otolaryngology Record

Management System For EENT Clinic”, prepared and submitted by Mc Arth May S.

Alejandro, Johanna Cubangbang,and Fernando J. Taganas, in partial fulfillment of the

requirement for the degree of Bachelor of Science in Information Technology, has been

examined and is recommended for Oral Examination.

LEEMHER BINAY-AN
Adviser
_______________________________________________________________

APPROVAL BY THE PANEL OF EXAMINERS

Approve by the panel on Oral examination with a grade of ________%

CAPSTONE PROJECT COMMITTEE

______________________________
RHEAN JOY ACUPIDO, MaED
Research Coordinator

___________________________
MARICEL B. TABAGO, MIT
Chairman
______________________________ _____________________________
JEFFREY L. AQUINO, LPT, MIT ESTRINA B. MIGUEL,LPT,MIT
Member Member
_______________________________________________________________

FINAL APPROVAL
Accepted and approved in partial fulfillment of the requirements for the degree of
Bachelor of Science in Information Technology.

MARICEL B. TABAGO, MIT

Program Coordinator, CITE
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ACKNOWLEDGMENT

Foremost, praises and thanks to God, the Almighty, for His showers of abundant

blessings throughout the completion of this successful undertaking.

Also, this humble study has been realized because of the guidance and help

manifested in innumerable ways by several individuals who unselfishly extended their

valuable assistance in the conduct of this study.

There are no sufficient words to give gratitude to:

Sir Leemher Binay-an, Thesis Adviser, University of Perpetual Help System-

JONELTA, the researchers’ adviser, for the sagacious advice, insightful criticisms, and

persistent efforts, leading to the realization of this study. Without his patient

encouragement, this humble piece of work would not have been realized;

The defense panel, Ma’am Maricel B. Tabago, MIT, Dean of the College of the

Information Technology and Engineering and the Chairman of the Examining

Committee, Sir Jhan Rey Gonzales, Sir Roberto Mauricio and Sir Leemher Binay-an, for

their proficiency and generous suggestions that contributed to a greatly polished study.

We are also extremely grateful to our parents for their love, prayers, caring and

sacrifices. They have always been our constant source of love, concern, support, strength

and inspiration all these years. All of these are deeply appreciated.

Finally, our thanks go to all the people who have supported us to complete the

research work directly or indirectly.

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TABLE OF CONTENTS
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LIST OF TABLES
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LIST OF TABLES
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CHAPTER 1

PROBLEM AND BACKGROUND

Introduction

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

needs to be done efficiently and effectively the existences of Record Management System

(RMS) become necessary. The used of RMS 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.

EENT Clinic is an organization that is responsible in providing a health

medication and treatment for all types of patients that has medical conditions or diseases

in their eyes, ears, nose and throat. Surely, everyday there are people that need to use the

EENT clinic services. But how can a 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. 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

Otolaryngology Record Management System, the process gets much faster and more
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efficient than the traditional way. Although appointment schedules can be provided

manually, it is still possible that the files would be missing.

Otolaryngology Record Management System is specially designed to let the clinic

staff have high efficiency management tools, computerized and systematic patients’

records, 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’s services and make

their daily operations running smoothly. Patients treatment module consist the

information about the examination, record and list of treatment that has been done.

Besides that, the specialty encompasses the medical and surgical treatment for

diseases involving the ears, nose, throat, and other related structures of the head and neck.

It allows the doctor to trace the patients’ needs. Otolaryngology Record Management

System for EENT Clinic is an independent management solution for managing

information in the non-government clinic. The proposed system also focuses on

improving the current system in part of patient’s treatment records. The objective of the

project is to develop Otolaryngology Record Management System for EENT clinic, to

improve the patients’ record filing and management, to gain easiness and convenience in

accessing patient’s information and to provide security to patients’ records.

Project Context

Technology is an essential part of our lives today and few cannot imagine living

without it. The Otolaryngology Record Management System have become very advanced

and new innovations are continuously being introduced. It enables the users to have

access to quick and reliable information. It lessens the large-sized records of papers in the

clinic. It manages the data and generates a report. It provides more efficiency in
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monitoring the patients’ records. It also enhances the security of the patients’ information

and provides accessibility of the information to be more reachable by authorized

personnel. Otolaryngology Record Management System is a computerized system

designed and programmed to deal with day to day operations taking place. The program

can look for the patients’ information records. The purpose of the project is to

computerize the management of the EENT Clinic, to develop efficient and effective

medical transaction.

Statement Of The Problem

The study aims to answer the following questions:

1. What is the profile of the respondents in terms of their position in the

clinic?

2. What are the problems encountered on the manual Otolaryngology Record

Management System and the respondents’ willingness to have a computerized

Otolaryngology Record Management System?

3. What are the advantages of the proposed Otolaryngology Record

Management System?

4. How may the efficiency, performance, design, and security of the

proposed Otolaryngology Record Management System be described?

Objective Of The Study

General Objectives

The general objective is to design and develop an Otolaryngology Record

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

• the profile of the respondents in terms of their position in the clinic;

• the problems encountered on the manual Otolaryngology Record

Management System and the respondents’ willingness to have a computerized

Otolaryngology Record Management System;

• the advantages of the proposed Otolaryngology Record Management

System; and

• the efficiency, performance, design, and security of the proposed

Otolaryngology Record Management System.

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Conceptual Framework

Time consuming process will be eliminated 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.

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

INPUT PROCESS
FEEDBACK
OUTPUT

Figure 1. Research paradigm of the project

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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.

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.

Significance 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.
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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.

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.

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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.

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.

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CHAPTER 2

REVIEW OF RELATED LITERATURE

This discusses foreign and local literature. The information indicated were

gathered from the internet sites relating to the researcher’s topic.

Foreign Literature

As stated by Prasad M. Jayaweera (2013), the process-oriented business

ontologies are developed in customer centered manner in order to develop business

systems applications to provide more and more value-added services to target consumers.

This trend is also valid in healthcare sector although there are some restrictions and

limitations that can be noticed in Sri Lankan.

According to Zhang, Patel & Johnson (2013), A medical error is a preventable

adverse result that may occur during a medical process irrespective of whether it is

evident or harmful to the victim of the error (usually the patient being attended to).

Medical errors occur when a staff member of a health care institution uses an unsuitable

method of care or performs a wrong method of care. These errors are often described as

human errors in healthcare. Errors may include misdiagnosis, administration of the wrong

drug to the wrong patient or in the wrong way which in some cases may be due to

misrepresentation of information, prescription of multiple drugs that may interact

negatively, surgery on an incorrect site, failure to remove all surgical instruments, failure

to take the correct blood type into account, or incorrect record-keeping. Patient

Management System by Terrence Adam, BS Pharmacy MD PhD

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“Any tool used to assist in the delivery of clinical care from the point of care

initiation to completion”

According to Terrence Adam (2009), interest in Patient Management System

with prior experience as clinical user in pharmacy and medicine development and

evaluation of a patient monitoring system use of secondary data for surveillance

applications evaluation. It is for one stop source of information.

As stated by Hinman E, Holloway J. (2011), The era of the Internet and the

personal health record greatly expands the types of information and evidence available to

patients, but in a truly learning healthcare system, learning is bidirectional such that it

works not only to better inform patients but also to ensure that patient preference is

incorporated into “best care.”

According to Charles Southey (2016), clinic management can maximize the

productivity and profitability of medical practices. The most important segment that will

be use in the system is the “medical record”. Medical record is an important compilation

of facts about the patient’s life and health.

Local Literatures

According to Jaypee Dizon (2014), 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, billing and appointment

schedule, is no longer practical. 

As stated by Mimi Dione (2013), the electronic records and information

management are unique in handling tremendous workloads regarding to keeping records.

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Electronic Record Keeping system involves all the application that manages information

and records in a single workflow and that can receive electronic records in the external

systems.

According to Kenneth Macatangay (2009), Patient record management systems

in hospital today necessitate a competent administration when handling patients,

generating reports from cashier, patient details which serves as a key factor for the flow

of business transactions in St Francis Hospital Nsambya.

As stated by Roxanne Patulot (2012), Clinic management system or known as

Healthcare computer system are computer software products that are coordinate and

integrate all the inherent activities involve in the management and running of a healthcare

facility. They must meet specified security, technology and functionality standards for

managing electronics medical records and practice management information.

Some systems maintain the complete patient information coupled with the

Electronic Medical Records (EMR) which is created to computerize manual operation in

clinics.

According to the Rosa Sta. Maria (2012), the main problem of Villa- Santa

Romana Dental Clinic is that they have the manual way on recording, tracking and

managing patient request which sometimes lead to slower transactions within the clients.

This study was aimed to designed and develop an online clinic management solution that

will serve as proposal to help the dentist and staff to save time and resources with the

automation of its daily clinic operations.

Foreign Studies
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According to Adler Milstein (2013), the potential benefits of using IT in the

healthcare field, including efficiency and quality gains, will only be possible if the

hospitals and clinics promote organizational changes, including greater autonomy for the

individuals in the decision -making process and an increase in training programs. This

situation is similar to that recommended by Gold Zweig (2013), who concluded that the

impact of the implementation of HIS depends on the context of the implementation and

application, as well as on the clinical problems and the patient population.

As stated by Peterson et al. (2011), As this technology advanced, the field of

informatics developed in medicine around the idea of data management, as it did in the

broader biomedical sciences and similar disciplines. Informatics in an academic sense is a

broad field of study incorporating many aspects of information and knowledge

management with technology.

According to Murphy (2013), an automated medical record as any information

relating to the past, present or future of physical health of any individual existing in an

electronic system which is use to capture, transmit, retrieve, receive, store and

manipulate data for the main purpose of providing health care and health related

services.

According to Ferguson (2009), from university of California, he stated how

computer should be for diagnosis, seining and surgeries but close not pump out how it

can carry out such task. Therefore, after considering some of lapses in the research work

above, the lapses will rectify in the system development.

As stated by Emmanuel Peter (2013), hospital management system as a tool to

revolutionize medical profession. With many writers decrying how patients queue up for
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hours in order to receive medical treatment, and some end-up being attended to as

“spillover‟, the analyst investigated the manual system in detail with a view to finding

out the need to automate the system. Subsequently, a computer

-aided program was designed to bring about improvement in the care of individual patient

s, taking the advantage of computer speed, storage and retrieved facilities.

Local Studies

According to Berna Sable (2016), Basically, patients spend a substantial amount

of time in clinics waiting for services to be delivered by the doctor. The degree to which

the patients are satisfied with the care received is relative not only to the doctor’s

expertise in their field, but also to the quality of the clinic management. And we all know

that as the number of patients continually increase, managing a clinic can also become

increasingly difficult, especially if everything is done manually.

As stated by John Vincent Esguerra (2013), Clinic record and appointment

registration system has been one of the key barriers for hospitals to improve their service

quality specially for those high-level comprehensive hospitals with a large number of

outpatients, outpatient congestion is a common phenomenon. This has been implemented

and is getting popular in some developed countries.

According to Linie Joy Butal (2017), Patient’s Medical Record System can be

beneficial to most of the problems encountered by the clinic. This system is use to install

to the computers presented in the Clinic. And also, a committee which can be headed by

the Doctor and assigned Nurse must be organized to operate the system. Some of the

benefits that can be acquired in this system were; effective and efficient production of

data will lessen the workloads and effective processing the reports. Alternative solutions
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should be considered to make the Patient’s Medical Record System be improved and

progressive.

As stated by Clyde Tan (2009), Clinic management system provide and efficient

and systematic management environment within a clinic. In addition, this system is able

to produce repository of data and provide simplified reports to the user. Studies were

conducted on current manual process and similar clinical management system through

internet in order to gain understanding on the implementation of an effective

computerized system for the clinics.

According to Ronald Adrian Calucin (2016), A web-based Clinic Record

management system can ease the workloads and other hassles of the doctors and nurses.

It can assist the doctors and nurses in their daily processes, such as keeping tracks of

patient record, monitoring inventory levels, etc.

Synthesis Of The Study

The preceding researched literature and studies related directly and indirectly to

the present research provided more insights about the nature and scope of the study,

which is the Proposed Otolaryngology Record Management System.

Record management system is very vital to every clinic nowadays for its

convenience and efficiency when it comes to handling data in lesser period of time. It

lessens hassle and problems that would both benefit the user and the clinic transaction

itself. As stated by Charles Southey (2016), clinic management can maximize the

productivity and profitability of medical practices. The most important segment that will

be use in the system is the “medical record”. Medical record is an important compilation

of facts about the patient’s life and health. And with the statement of Mimi Dione (2013),
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the electronic records and information management are unique in handling tremendous

workloads regarding to keeping records.

Both related literature and studies discuss the benefits of having a record

management system substantially thus, the availability of information must be applied in

the proposed system.

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CHAPTER 3

METHODOLOGY

In this chapter the researchers will present the methodology of the study entitled

Otolaryngology Record Management System for EENT Clinic. This chapter presents the

discussion on the research method, research instruments, procedures in our data

gathering, samples and participants in the development of the program.

Research Design

This study entitled Otolaryngology Record Management System for EENT Clinic

is a descriptive research that is to find an existing information and data regarding the

factors affecting the inefficiency of record management inside a clinic. This study

discusses about the time-consuming process of managing the patients records of a clinic.

The researchers decided to use descriptive approach to validate the observations on this

study.

Data Gathering Procedure

The researcher prepared a letter seeking for the approval of the concerned

authority. After seeking for approval, the researcher prepared the questionnaire, had it

checked and approved by the research adviser, English critic and statistician then they

administered the survey questionnaire to respondents. The researcher tallied the

responses according to the questions in the statement of the problem then the responses

were put into tables and graphs and were interpreted and analyzed.

Research Instrument
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For the data gathering process, the researchers designed a questionnaire as a guide

which includes some questions for the doctors and staffs. The questionnaires were

distributed to the respondents of the study so that they can answer it honestly that will

benefit the study. The survey questions will be used to achieve the main objective of the

study.

Internet Method

The researchers used the Internet as the medium in gathering data and finding the

essential information’s. this method was widely used for collecting advance study related

to the proposed system or program.

Pre – Survey Questionnaire

The researchers used this instrument to determine the problems encountered using

the traditional record management, and to identify the advantage of the developing

program.

Post – Survey Questionnaire

This instrument was used by the researchers to know the benefits of the

Otolaryngology Record Management System for EENT Clinic and to evaluate it in terms

of efficiency, performance, design, and security. The respondents who answered the

questionnaires were the doctors and staff of the clinic.

Respondent Of The Study

The respondents of the study are the doctors and staffs of the EENT clinic.

Statistical Treatment

To answer the problem of the study, the researchers utilized the following statistical

treatment:
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1. Frequency counts and percentage distribution were used to describe the problems

encountered on the existing manual recording system, which is the respondent’s

willing to have a new website and the advantages of the proposed Record

Management System for EENT Clinic.

P = f/n x 100

Where:

P = percentage

n = total respondents

f = frequency

2. Weighted mean was used to determine the efficiency, performance, design, and

security of the Record Management System for EENT Clinic. This is simply

obtained by dividing the summation of all scores by the number of the

respondents.

W(x) = ∑f(x) / ∑f

Where:

W(x) = weighted mean

∑f(x) = weighted frequency

∑f = total number of respondents

A four-point rating scale was utilized to recognize the degree of responses with

the following statistical limits and corresponding descriptive equivalents. It was used to

determine the qualitative description of the different evaluation criteria for the efficiency,

performance, design, and security of the proposed system.

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Likert Scale

The data below shows the weighted mean range and its descriptive interpretation used in

the interpretation of data during the evaluation on the problem of compliance of the

current website.

Scale Range Interpretation

4 3.26 - 4.00 Strongly Agree

3 2.51 - 3.25 Agree

2 1.76 - 2.50 Disagree

1 1.0 - 1.75 Strongly Disagree

Likert Scale:

Table 1. Likert Scale

Software Development And Methodology

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The Developing Otolaryngology Record Management System for EENT Clinic

will use waterfall model. The waterfall model is a classical model used in system

development life cycle to create a system with a linear and sequential approach. It is

termed as waterfall because the model develops systematically from one phase to another

in a downward fashion. This model is divided into different phases and the output of one

phase is used as the input of the next phase. Every phase has to be completed before the

next phase starts and there is no overlapping of the phases.

Iterative Waterfall Model

Figure 2. System Development Life Cycle (SDLC) Iterative Waterfall Model

Requirement Gathering and Analysis

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All possible requirements of the system to be developed are captured in this phase

and documented in a requirement specification document. The researchers have evaluated

first the existing and have identified its strengths and weaknesses using questionnaire.

System Design

The requirement specifications from first phase are studied in this phase and the

system design is prepared. This system design helps in specifying hardware and system

requirements and helps in defining the overall system architecture. The system design

specifications serve as an input for the next phase of the model.

Implementation

With inputs from the system design, the system is first developed in small

programs called units, which are integrated in the next phase. Each unit is developed and

tested for its functionality, which is referred to as Unit Testing.

Integration and Testing

All the units developed in the implementation phase are integrated into a system

after testing of each unit. Post integration the entire system is tested for any faults and

failures.

Maintenance

There are some issues which come up in the client environment. To fix those

issues, patches are released. Also, to enhance the product some better versions are

released. Maintenance is done to deliver these changes in the customer environment.

Requirements Specifications

Operational Feasibility

Fishbone Diagram
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The fishbone diagram, or the cause and effect diagram, is a simple graphic

presentation that displays all the possible causes of a problem. It is also referred to as

Ishakawa diagram. Here is a fishbone diagram example displaying the causes of

inefficiency and time consuming process of storing updating records of patients inside a

EENT clinic.

All transactions and process inside the

Manual collection of patients clinic are done by traditional
indormation recordings using papers.

Time
consuming
process and
inefficiency of
manual
managing
records of
Time consuming process of patients
storing, updating and searching
patients informations.

Figure 3. Fishbone Diagram

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Based on the Figure 3. the main problem is time consuming process and

inefficiency of managing all records of patients inside an EENT clinic. It has a total of

three causes which are collecting data, method and finding information.

Functional Diagram
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The table above shows the high level of function and deeper understanding of

the system that the researchers make this specified and organized. It can easily

understand the systems function by simply understanding the diagram.

Figure 4. Functional Decomposition Diagram

 Gantt Chart
Gannt Chart

Activities 2019 2020

August September October November December January February March
W1 W2 W3 W4 W1 W2 W3 W4 W1 W2 W3 W4 W1 W2 W3 W4 W1 W2 W3 W4 W1 W2 W3 W4 W1 W2 W3 W4 W1 W2 W3 W4
Groupings
Search Titles
Title Proposal
Interview
Chapter 1
Chapter 2
Chapter 3
Documentation Pre-defence
Developing the system
the system is recorded through long method process.
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Pre-questionaire survey

Table 2. Gannt Chart

Pre-defense
Post Survey
Mock Defence
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Chapter 4
Chapter 5
College of Information Technology and Engineering

Final Defense
32

Tracks and records the files and activities that the researchers, so the plan for developing
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ECONOMIC FEASIBILITY

Cost and Benefits Analysis

This table will determine whether the Record Management System for EENT clinic

will be beneficial.

Proposed system

Salaries and wages

System analyst 60,000.00

Developer/Programmer 40,000.00

Program designer 25,000.00

Total salaries and wages 125,000 .00

Expense category

Salaries and wages 125,000.00

Printer ink 1,695.00

Bond paper 418.00

Equipment installation 500.00

Training 600.00

Travel miscellaneous 1,500.00

Internet connection 1,699.00

Total project/development cost 129,717.00

Table 3.1 Cost and Benefits Analysis

Existing System

Bond paper 10,000

Ball pen 8,000

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Clinic staff 80,000

Total recurring cost 98,000

Table 3.2 Cost and Benefits Analysis

The total recurring cost of existing system is 98,000.00 annually, while the

total development cost of the said project is worth 129,717.00.

The computer-based system will only cost once it is deployed aside from its

annual maintenance, compare to the operation of existing record management with

its recurring cost every year of its operation.

Data and Process Modeling

Context Diagram

It shows the information and process of the record management system. This will

help the researcher in developing the system logically and understand the flow of the

system.
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Login
View, add, edit medical records
Doctor
View, add, edit patients

Display records Record Management

System for EENT Clinic
Display records

Login
View, add, edit patients
Staffs
View medical records

Figure 5.1 Context Diagram

The Figure 5.1 Shows the context diagram of the system wherein it includes the

process and transactional flow of Doctor and Staffs. The Doctor or Staff as administrators

of the system must input the login details in order to gain access to the software, then it

will redirect to their designated dashboards that enables them to add and manipulate the

patients records.

Data Flow Diagram

Data Flow Diagram illustrates how data is processed by a system in terms of

inputs and outputs. As its name indicates its focus is on the flow of information.
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Figure 6.1 Data Flow Diagram of the user’s login

Figure 6.1 it shows the login process for the different user accounts. The admin

must input the login details which is the username and password. The login details will

immediately be confirmed and is recorded in the database. Once it is confirmed, the

admin will be redirected to its designated dashboard.

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Figure 6.2 Data Flow Diagram of the Admin

Figure 6.4 illustrates the admin in terms of its scope throughout the system. The

admin can add, edit and update user accounts and patient records that are registered to the

system. All transactions will immediately be confirmed and recorded in the database.
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Figure 6.3 Data Flow Diagram of the Member/Other Users

Illustrates the member in terms of its scope throughout the system. The member

cannot approve pending user accounts neither edit some of important data bat can add

and generate reports of patient records.

System Flow Chart

A flowchart is a type of diagram that represents an algorithm, workflow or

process. The flowchart shows the steps as boxes of various kinds, and their order by
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connecting the boxes with arrows. This diagrammatic representation illustrates a solution

model to a given problem.

I. Admin

Figure 7. Admin’s system flowchart

II. Member
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Figure 8. Member’s system flowchart

Output And User Interface Design

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Figure 9.1 Log in form

Figure 9.2 New user form

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Figure 9.3 Dashboard

Figure 9.4 Dashboard

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Figure 9.5 List of Patients

Figure 9.6 Check up form

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Figure 9.7 Check up form

Figure 9.8 Check up form

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Figure 9.9 Check up form

Figure 9.10 Page of staff

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Figure 9.11 Medicines

Figure 9.12 Edit medicines

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Figure 9.13 Add new medicines

Figure 9.14 Patients schedule

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Figure 9.15 Manage users pages

Figure 9.16 Delete user

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Figure 9.17 Pending user

Figure 9.18 Log out

Entity Relationship Diagram

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Entity Relationship Diagram, also known as (ERD), is a type of structural

diagram for use in database design. An entity relationship diagram gives a snapshot of

how these entities relate or connect to each other.

Figure 10. Entity Relationship Diagram

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Data Dictionary

Online_entries
Field Datatype and length Description
id bigint(20) pk identification of entries
user_id bigint(20)fk Identification of user
email varchar(125) Electronic mail
Appointment_date date Date of appoinment
status varchar(125) Status of the person
month_added varchar(125) Birth month of the person
Year_added varchar(125) Birth year of the person
Date_added varchar(125) Birth date of the person

Staffs_table
Field Datatype and length Description
Staff_id bigint(20) pk identification of staff
User_id bigint(20) fk identification of user
Fname Varchar(125) First name of staff
Lname Varchar(125) last name of staff
mname Varchar(125) middle name of staff
Email Varchar(125) Electronic mail
Contact_no Varchar(125) Contact no of the person
Address Varchar(125) Address of a person
Gender Varchar(125) the state of being male or female
Month_added Varchar(125) Time of event
Year_added Varchar(125) Time of event
Status Varchar(125) Status of a person
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users_table
Field Datatype and length Description
User_id bigint(20) fk identification of user
Fname Varchar(125) First name of user
Lname Varchar(125) last name of user
mname Varchar(125) middle name of user
gender Varchar(125) the state of being male or female
username Varchar(125) Name of the user
usertype Varchar(125) Type of user
User_pic Varchar(125) Pictures of user
password Varchar(125) A secret word or phrase
Status Varchar(125) Status of a person

Patients_table
Field Datatype and length Description
patients_id bigint(20) pk identification of entries
user_id bigint(20)fk Identification of user
Fname Varchar(125) First name of staff
Lname Varchar(125) last name of staff
mname Varchar(125) middle name of staff
age varchar(125) Age of person
sex varchar(125) the state of being male or female
marital varchar(125) Status of patient
religion varchar(125) Patient’s religion
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Month_added varchar(125) Time of event
Year_added varchar(125) Time of event
date varchar(125) time of event
status Varchar(125) Status of patient

prescriptions_table
Field Datatype and length Description
id bigint(20) pk identification of entries
Patient_id bigint(20) fk Identification of patients
User_id bigint(20) fk Identification of user
Diag_nose_id bigint(20) fk Identification of diagnose
prescription Varchar(150) Prescribed medidicine
Diagnosis_id Varchar(125) Identification of diagnosis
Month_added Varchar(125) time of event
Year_added Varchar(125) Time of event

appointments_table
Field Datatype and length Description
id bigint(20) pk identification of entries
Patient_id bigint(20) fk Identification of patients
Appointment_date date Date of appointment
status Varchar(125) Status of a person
Month_added Varchar(125) Time of event
Year_added Varchar(125) Time of event
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Diag_nose_table
Field Datatype and length Description
id bigint(20) pk identification of entries
name Varchar(125) Name of the diagnose
Month_added Varchar(125) Time of event
Year_added Varchar(125) Time of event
Date_added Varchar(125) Time of event

meds_ins_table
Field Datatype and length Description
id bigint(20) pk identification of entries
medicine Varchar(125) Name of the medicine
Month_added Varchar(125) Time of event
Year_added Varchar(125) Time of event
Date_added Varchar(125) Time of event

Diag_neck_table
Field Datatype and length Description
id bigint(20) pk identification of entries
name Varchar(125) Name of the diagnose
Month_added Varchar(125) Time of event
Year_added Varchar(125) Time of event
Date_added Varchar(125) Time of event
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Diag_throat_table
Field Datatype and length Description
id bigint(20) pk identification of entries
name Varchar(125) Name of the diagnose
Month_added Varchar(125) Time of event
Year_added Varchar(125) Time of event
Date_added Varchar(125) Time of event

Diag_ear_table
Field Datatype and length Description
id bigint(20) pk identification of entries
name Varchar(125) Name of the diagnose
Month_added Varchar(125) Time of event
Year_added Varchar(125) Time of event
Date_added Varchar(125) Time of event

Diag_eye_table
Field Datatype and length Description
id bigint(20) pk identification of entries
name Varchar(125) Name of the diagnose
Month_added Varchar(125) Time of event
Year_added Varchar(125) Time of event
Date_added Varchar(125) Time of event

Technicality of the Project

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The diagram above shows how the system works. This is the most common type

of network used by most businesses, universities, schools and other organization. Access

to the network and its resources are controlled centrally. The internet will make the

transaction easier and faster that can make the the information or data spread or reach the

clients or visitors of the EENT Clinic website.

Technology Be Used

Computer or mobile devices – smartphones and tablet or any devices that allows the

user to make an appointment for their check-up, visit and to access the EENT clinic

website.

Internet/Network provider – The Internet is a vast network that connects computers all

over the world. Through the Internet, people can share information and communicate

from anywhere with an Internet connection.

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Server – a server is a piece of computer hardware or software (computer program) that

provides functionality for other programs or devices, called "clients".

Printer - a machine for printing printable forms like check up history onto paper,

especially one linked to a computer.

How the project will work

The system provides a more convenient, more accurate and a more secure work

flow for the users in a fast-paced working environment instead of the manual process of

transactions. The system will be managed by three different accounts including the

Administrator used by the Doctor of the clinic to perform check-ups, input medicines,

manage and approve system accounts, and records of the patients and staffs, monitor

appointment schedules and the totality of the workflow which can be viewed in the

Dashboard. The member Account used by their Staffs is responsible for setting

appointments, can manage the patients’ records, and can also view appointed schedules.

The System User which will be managed by an IT expert in regards of technicalities and

maintenance of the system. In the transaction process, the patient can either set an

appointment online at home or in any place that has internet service or go to the clinic

directly to appoint a check-up date. If the patient chooses to have an appointment online,

and they are a new patient they can then create an account from the log in form, submit it

and wait for the administrator’s approval, and when confirmed, one of the staffs can call

them through the contact details they provided when creating an account and proceed to

setting an appointment date. For old patients they can directly log in and set a schedule. If

the patient is new and choose to go directly to the clinic, they may go to the triage for the

interview process where the staff asks for their personal information and input it in the
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Add New Patient form and proceed to setting an appointment. If the patient is an old

patient, the staff will only get when their appointment date will be on.

The Security of the Project

The data and information inside the database are secured using a password and

only the doctor of the clinic has access to it, same as well to staff of the system it needs a

username and password to open their account, so the authorized persons can only gain

access to the confidential parts of the system.

Hardware and Software Specification

Hardware specification

 Computer or mobile device

 Hard disk or storage must be 200 to 400 MB free (minimum)

 Random Access Memory (RAM) should be 1 to 2GB or higher

 Any type of Printer

 Processor - intel Pentium or higher for PC, and for mobile devices like

smartphone must be dual core or higher.

Software specification

 Operating system can be Windows, Mac, Linux, Android and IOS, or any

Operating System

 Browser must be Google Chrome, Firefox, Internet Explorer or Safari

Program specification

The aim of this website is to make the works of staff easier and faster about

recording the patients information. In prior functionality it aims to lessen their

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paperworks about their patients file, and to avoid time consuming about the files of their

patient.

Programming environment

 Front End – Bootstrap, CSS, HTML, Javascript, Sublime text, Firefox/Google

chrome

 Back End – MySQL workbench, Xampp Server, PHP

Locale of the Study

The research was conducted at Paggao EENT Clinic at Burgos Street, District 2,

Cauayan City, Isabela.

Floor Plan

Network model is a database model conceived as a flexible way of representing

objects and their relationships. Its distinguishing feature is that the schema, viewed as a

graph in which object types are nodes and relationship types are arcs, is not restricted to

being a hierarchy or lattice.

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CHAPTER 4

PRESENTATION, ANALYSIS AND INTERPRETATION

This chapter presents, analyzes and interprets the data gathered in the light of the

objectives of the study. It is divided into sub-parts: the problems encountered on the
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present system, advantages of the proposed system, and the efficiency, security,

performance, and design of the proposed system.

Pre-Questionnaire Result

Problems Encountered in the Manual Otolaryngology Record Management System

Table 1 shows the problems encountered by the respondents in the use of manual

otolaryngology record management system. It can be gleaned that the 4 (100.00%)

respondents perceive the manual otolaryngology record management as a system that

takes space, time and more paper, lacks the ability to auto-sort records, can easily be

mishandled, affected with the quality of the paper record and duplication of data entry is

evident. These imply that the respondents find these problems as rather hindering their

delivery of services.

Table 1. Problems encountered in the manual otolaryngology record management system.

Problems with Manual Otolaryngology Record Frequency Percentage
Management System (N=4) (%)
Manual recording takes space, time and more paper. 4 100.00
Manual recording lacks the ability to auto-sort records. 4 100.00
Manual records can easily be mishandled. 4 100.00
Quality of the paper record 4 100.00
Duplication of data entry 4 100.00

Willingness of the Respondents to have an Otolaryngology Record Management

System

All 4 (100.00%) of the respondents indicated their willingness to use an

otolaryngology record management system. This implies that they are showing positive

attitude towards adapting such system to improve their delivery of services.

Post-Questionnaire Result
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Advantages of the Proposed Otolaryngology Record Management System

The advantages of the proposed otolaryngology record management system are

presented in table 2. It shows that the 4 (100.00%) respondents perceive the manual

otolaryngology record management as a system where records are easy to find and

access, paper records are lessened, records are secured, redundancy is reduced, patient’s

condition can easily be monitored, transactions are computerized and faster and

generating reports is made easier. These imply that these are believed to be the benefits

that they may derive in using the proposed otolaryngology record management system.

Table 2. Advantages of the proposed otolaryngology record management system

Advantages of the Proposed Otolaryngology Record Frequency Percentage
Management System (N=4) (%)
Easy to find and access the records. 4 100.00
lessen paper records. 4 100.00
Secured records. 4 100.00
Reduced redundancy. 4 100.00
Easily monitor the condition of every patient. 4 100.00
Computerized and faster transaction. 4 100.00
Easier to generate reports. 4 100.00

Efficiency of the Proposed Otolaryngology Record Management System

The efficiency of the proposed otolaryngology record management system is

shown in table 3.

Table 3. Efficiency of the proposed otolaryngology record management system

Qualitative
Efficiency Mean
Description
Provides easier way to generate reports. 3.00 Agree
Easier to find, access and issue patient’s record. 3.00 Agree
Faster transactions. 2.75 Agree
Easier and faster to monitor patient’s records and files. 2.75 Agree
The proposed system makes faster processing of paper 3.00 Agree
works.
Area Mean 2.90 Agree
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Legend:
3.51-4.00 Strongly Agree
2.51-3.50 Agree
1.51-2.50 Disagree
1.00-1.50 Strongly Disagree

It can be deduced from the table that the respondents agree on the efficiency of

the proposed otolaryngology record management system (m=2.90). Specifically, they

agree that it provides easier way to generate reports (m=3.00); is easier to find, access

and issue patient’s record (m=3.00); makes faster processing of paper works (m=3.00);

makes faster transactions (m=2.75); and makes monitoring of patient’s records and files

easier and faster. These imply that the respondents agree on the efficiency of the

proposed otolaryngology record management system.

Performance of the Proposed Otolaryngology Record Management System

The performance of the proposed otolaryngology record management system is

shown in table 4. It explains that the respondents agree on the performance of the

proposed otolaryngology record management system (m=3.00). Specifically, the

respondents agree that it reduces information redundancy (m=3.00); lessens the large size

paper records (m=3.00); prevents missing of records (m=3.00); fosters reliable

transactions (m=3.00); can store large size of information (m=3.00); and it is automated

and much reliable result of the doctor’s findings, diagnosis, and medical prescription with

valid signature was evident (m=3.00). These imply that the respondents agree on the

performance of the proposed otolaryngology record management system.

Table 4. Performance of the proposed otolaryngology record management system

Qualitative
Performance Mean
Description
It reduces information redundancy. 3.00 Agree
It lessens the large size paper records. 3.00 Agree
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Prevent missing of records. 3.00 Agree
Reliable transactions. 3.00 Agree
The system can store large size of information. 3.00 Agree
Automated and much reliable result of the doctor’s findings, 3.00 Agree
diagnosis, and medical prescription with valid signature.
Area Mean 3.00 Agree
Legend:
3.51-4.00 Strongly Agree
2.51-3.50 Agree
1.51-2.50 Disagree
1.00-1.50 Strongly Disagree

Design of the Proposed Otolaryngology Record Management System

The design of the proposed otolaryngology record management system is shown

in table 5.

Table 5. Design of the proposed otolaryngology record management system

Qualitative
Design Mean
Description
The graphic design of the system is appealing to the eyes of 2.75 Agree
the user.
The system design is user friendly. 3.00 Agree
The system is easy to operate. 3.00 Agree
Area Mean 2.92 Agree
Legend:
3.51-4.00 Strongly Agree
2.51-3.50 Agree
1.51-2.50 Disagree
1.00-1.50 Strongly Disagree

It can be gleaned that the respondents agree on the design of the proposed system

(m=2.92). Particularly, they agree that the proposed otolaryngology record management

system’s design is user friendly (m=3.00); easy to operate (m=3.00); and the graphic

design is appealing to the eyes of the user (m=2.75). These imply that the respondents

agree on the design of the proposed otolaryngology record management system.

Security of the Proposed Otolaryngology Record Management System

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The security of the proposed otolaryngology record management system is shown

in table 6. It can be deduced that the respondents agree on the security of the proposed

otolaryngology record management system (m=2.88). Specifically, they agree that the

system allows access to those who are recognized only by the system (m=3.00); patient’s

records are being access and modified only by an authorized personnel (m=3.00);

improved security and confidentiality of the patient’s records (m=2.75); and has

restriction to the users that only an authorized user can access (m=2.75). These imply that

the respondents agree on the security of the proposed otolaryngology record management

system.

Table 6. Security of the proposed otolaryngology record management system

Qualitative
Security Mean
Description
The system allows access to those who are recognized only 3.00 Agree
by the system.
Improved security and confidentiality of the patient’s 2.75 Agree
records.
The system has restriction to the users that only an 2.75 Agree
authorized user can access.
The patient’s record are being access and modified only by 3.00 Agree
an authorized personnel.
Area Mean 2.88 Agree

Legend:
3.51-4.00 Strongly Agree
2.51-3.50 Agree
1.51-2.50 Disagree
1.00-1.50 Strongly Disagree

Overall Evaluation of the Efficiency, Performance, Design and Security of the

Proposed Otolaryngology Record Management System

Table 7 shows the overall evaluation of the proposed otolaryngology record

management system in terms of efficiency, performance, design and security.

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Table 7. Overall evaluation of the efficiency, performance, design and security of the
proposed otolaryngology record management system
Evaluation of the Proposed Otolaryngology Record Qualitative
Mean
Management System Description
Efficiency 2.90 Agree
Performance 3.00 Agree
Design 2.92 Agree
Security 2.88 Agree
Area Mean 2.93 Agree
Legend:
3.51-4.00 Strongly Agree
2.51-3.50 Agree
1.51-2.50 Disagree
1.00-1.50 Strongly Disagree

It can be interpreted that the respondents agree on the use of the proposed

otolaryngology record management system (m=2.93). Particularly, they agree on the

performance (m=3.00), design (m=2.92), efficiency (m=2.90) and security (m=2.88).

These imply that the respondents agree on the efficiency, performance, design and

security of the proposed otolaryngology record management system.

CHAPTER V

SUMMARY, CONCLUSION AND RECOMMENDATION

This chapter presents the summary of findings, conclusions and recommendations

of the study.

Summary of Findings
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This research study dealt with determining the problems encountered on the

present system, advantages of the proposed otolaryngology record management system,

and its efficiency, security, performance, and design. It employed the descriptive method

of research and a survey questionnaire was utilized.

In treating data statistically, descriptive statistics using frequencies and

percentages were used in the problems encountered on the present system and advantages

of the proposed otolaryngology record management system. Also, mean was used to

describe the

efficiency, security, performance, and design of the proposed system.

Based on the results of the study, the following findings were obtained:

1. The 4 (100.00%) respondents perceive the manual otolaryngology record

management as a system that takes space, time and more paper, lacks the ability

to auto-sort records, can easily be mishandled, affected with the quality of the

paper record and duplication of data entry is evident.

2. All 4 (100.00%) of the respondents indicated their willingness to use an

otolaryngology record management system.

3. The 4 (100.00%) respondents perceive the manual otolaryngology record

management as a system where records are easy to find and access, paper records

are lessened, records are secured, redundancy is reduced, patient’s condition can

easily be monitored, transactions are computerized and faster and generating

reports is made easier.

4. The respondents agree on the efficiency of the proposed otolaryngology record

management system (m=2.90).

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5. The respondents agree on the performance of the proposed otolaryngology record

management system (m=3.00).

6. The respondents agree on the design of the proposed system (m=2.92).

7. The respondents agree on the security of the proposed otolaryngology record

management system (m=2.88).

Conclusions

In view of the findings, the following conclusions were drawn:

1. The respondents find the problems in the manual otolaryngology record

management system as hindering their delivery of services.

2. Respondents are willing to adapt the proposed otolaryngology record

management system.

3. The respondents find the proposed system as beneficial since records are easy to

find and access, paper records are lessened, records are secured, redundancy is

reduced, patient’s condition can easily be monitored, transactions are

computerized and faster and generating reports is made easier.

4. The respondents agree on the efficiency, performance, design and security of the

proposed otolaryngology record management system.

Recommendations

In view of the conclusions generated from the study, the following

recommendations are offered:

1. The use of the proposed otolaryngology record management system is

recommended in the Ears, Eyes, Nose and Throat Clinic as it is deemed beneficial

and is evaluated effective, efficient and secured in providing services.

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2. Researchers may explore other aspects of the system that needs further

improvement to continually upgrade.

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