Cabiades, Sebastian Carlo O. Prof. Gecilie C.

Almirañez

BSIT 3 – 1

A clinic is an establishment or hospital department where outpatients

are medically treated or advised, especially of a specialist nature. A
veterinary clinic is also a clinic but its patients are animals like dogs and
cats. Veterinary clinic means a facility for the medical care and treatment of
animals and involves provisions for their overnight accommodation but does
not include any outdoor facilities such as kennels, pen runs, and enclosures.
Just like humans, animals also need proper treatment because they can get
sick and hurt. Not only humans need a doctor but also our beloved pets.
Some pet owner likes to take care of more than one pet. Some have a cat,
dog, fish, birds, and even exotic animals. Just like us, animals are also
getting older, and sometimes as they get older they can be exposed to
different diseases and get some or ill. To treat our adored pets, we need to
take care of them and they also need their checkup to the vets. That being
said, we all know that most of the time, visiting a clinic can be a long wait.
Transactions in a veterinary clinic are manual, paper-based, and time-
consuming. Have you thought about making it an online system? How about
instead of paper-based, let’s make it paperless and automated?

As people become more educated, hence people become more aware

of the quality of their life especially something that is related to their health
(Teke et al., 2019). Technologies keep on upgrading and innovating and I
think it is safe to say that we should use this as an opportunity to improve
our lives as well. That being said, we should apply these things that we
learned. One way of doing that is making our clinics facilitate faster. Before,
when we want to go to a clinic, we will fall in line; get into a queue, etc.
Teke proposed some modules in making a clinic management system. So,
what are those modules? The first module is the Patient Registration Module.
This module deals with the registration of patient details such as personal
details, contact information, symptoms, and health parameters. The details
are saved to the database and it can be retrieved later for reference by using
the patient id generated during the registration. The next module is the
Doctor Registration Module. This is like the previous module but instead of a
patient, it deals with the registration of the doctor practicing in the clinic.
The records will also be saved to the database. In this module, the duty time
of the doctor is also recorded. The list of doctors available for service can be
viewed when required. It also contains the details of the particular time
when the doctor is free. The third module is the Appointment Scheduling
Module. The appointment scheduling process is automated by the
application. This module is done for the doctor's consultation. The scheduler
will schedule the appointment for the patient based on the time of
registration to the clinic. This will be based on the first in first out principle.
The last module is the Patient Appointment Scheduler. This module is used
to schedule the appointment for patients. The appointment is allotted by the
scheduler based on the appointment time as requested by the patient. It is
also stored in the database and can be rescheduled or deleted if requested.

A clinic management system can be also an offline one. According to

Lay, Clinic Management System is an offline system that uses by clinic staff
and doctors. This system covers all the basic modules including the staff
maintenance module, clinic information maintenance module, patient profile
maintenance module, patient appointment module, patient queue module,
patient visit module, inventory manage module, and the report module (Lay
et al., 2011). This system will give the clinic high-efficiency management
tools, computerize and systematic patients record, inventory records, and
appointment details. It will basically do all the daily activities as a clinic will
do. Staff Maintenance Module will record all the clinic staff's basic
information. Once registered, he/she is allowed to log in to the system. The
authority for access rights of the user is separated into three types which are
admin, doctor, and staff. All users can perform add and edit staff records
and change their login passwords. Only admin-level users can delete the
staff record and reset the staff login password if the staff had forgotten the
login password. Inventory Maintenance Module contains all the medicine
record in a clinic and each of the medicine inventory level so that the user
could order the medicine stock once the medicine quantity level is found low
to avoid lack of stock problem occur. Moreover, it also stores the medicine
function, price, and supplier contact details. Clinic Information Maintenance
Module allows the user to manage the clinic information such as the clinic
name that wanted to print on all the reports, the clinic contact number,
address, and the operation hours. Report Module prepares several types of
report that useful to a clinic which includes patient card, patient Medical
Certificate, patient dispensary report, and patient payment receipt. Staff will
print out a patient card for the newly registered patient so that the patient
could use the card for the following visit. The patient dispensary report will
list out all the medicine and treatment that prescript by the doctor. After the
patient consults the doctor, the staff will collect the medicine for the patient
base on the patient's dispensary report. Patient Profile Maintenance Module
allows staff and doctors to add and edit the patient profile which consists
only of very basic information about the patient without any of the patient
symptom information. For the admin level user, they can perform delete
patient record action. Patient Appointment Scheduling Module allows the
staff to add, edit, and delete the appointment made by the patient. The staff
is only allowed to add in a new appointment on a blank slot. The doctor can
check back the appointment made by the patient by using the date to filter
the patient's appointment. Patient Queue Module acts as an intermediary
between doctor and staff. When there is a patient who came for the
consulting doctor, the staff will add the patient to the queue list so that the
doctor can select which patient to be consulted from the queue list. Patient
Visit History Module is only restricted to doctor use to record the patient
symptom, a test conducted to the patient, diagnosis, and dispensary to the
patient. The doctor will create a new visit record every time the patient
coming for consulting. After done the diagnosis, the doctor will add the
medicine and note down the instruction for how to take the medicine. The
system will then calculate the total price of all the medicine and treatment
that took by the patient.

From the survey and also research that had been done, Outpatient
Management System does conduct benefits to the department and also to
the peoples involved. Using OMS, the registration process becomes easier
and efficient. Because if patients have once visited the clinics and if they
come in the next time frame to received other treatment they did not need
to register for the second time because all the information about them is still
available. Using CMS the numbers of manpower needed can be lessened and
this helps a lot in reducing the number of money clinics need to spend every
year. The filing system which is being used nowadays can be discarded
because in OMS all the data is being kept in one database, this helps to
reduce the clerk’s workload and also lessen the use of space in clinics
(Ahmad Azuan, 2005).

Each medication typically requires specific instructions, including and

alerts for indications of possible side effects. Because there is such a notable
increase in the amount of medical information that a person must know to
optimally treat an animal’s condition, errors can occur that adversely affect
treatments and/or counteract or minimize the beneficial impact of the
medications. Problems arise when either the veterinarian making the
prescription or the person filing the prescription makes an error or provides
information that is not understood by one of the other parties. These errors
can be from transcription, misinterpretation, or insufficient information being
made available to the handler/owner. Giving incorrect doses to the animal,
giving doses to the animal at the wrong time, forgetting to give a dose,
stopping the medication too soon, or giving or administering the dosage
improperly that causes interactions are the most common owner originated
errors (Valley, 2002). A system following the present invention includes a
device for an animal handler or owner to use better control implementation
of medication therapies. The device will among other functions, the track
displays the medication name and purpose, the dosage, frequency, and
duration, possible side effects, the record of medications administered, and
the special instructions for administering medications, such as with giving
the medication with or without meals, fluids, avoiding sunlight, etc.

The efficiency and accuracy through which an inventory system

operates are of utmost importance. Without an efficient system, it is unlikely
that participants will adhere to its use (Rooker, 2019). While many inventory
systems live from token/bin systems, third-part adapted systems, and even
veterinary software systems, no one system fits all practices. In
implementing an inventory system, there are things you should consider.
The first thing is that the system must be portable. It means that it can run
on a smartphone or tablet and can process in the field. Secondly, the system
must have real-time or delayed time synching. This means it will synch when
the practitioner has a data connection, which allows for more accurate
tracking as well as up-to-date inventory counts across the practice. Lastly, it
must be easy to use. This means that the categories must be easy to
navigate for staff as well as field operators and void of excessive menus or
actions.

Of course, if we want to upgrade our system in terms of inventory and

other things, might as well upgrade our ways of notifying our patients’
owner when will be the follow-up checkup of their dear pets. One way to do
it is by using the SMS Notification System. Existing mass Short Message
Service (SMS) mailing systems are designed to work with a specific SMS
gateway hence resulting in user lock-in to an SMS vendor. Also, some SMS
gateways support scheduling of SMS messages to be sent at a later time and
date, others do not support it. Moreover, those gateways that support
scheduling don't mostly allow users to cancel a scheduled SMS message
(Olaleye et al., 2013). The use of SMS as an effective means of personal
communication has widened the market of text messaging. This system has
a lot of purposes. It can be applied as a tool to provide SMS car parking
technique, as an administrative tool to support communication in higher
institutions of learning, and so much more. That being said, I think it can be
also used to merge with the system of our clinic. The system architecture is
composing of three tiers. These tiers are the Client Tier, Application Tier, and
the Back-End Tier. The Client Tier is the client-side. The user will be shown
formatted HTML pages resulting from JSP code, which will be submitted to
the application middleware for processing. This will be the front-end of the
system and it is where the user will interact with the system. Application Tier
is the middleware side. The main application used in this layer is JSP, which
will be processed by a web server. Furthermore, in this tier will be the SSL
protocol (Secure Sockets Layer) if it exists, to make sure the system and
data are secure from unauthorized users. The application tier is composed of
different components. The first component is a naming service for storing
instances of the various SMS gateways supported by the system. Next is the
thread pool of n size where n is the number of threads in the pool. An
executor service that will use the thread pool to execute tasks submitted to
it asynchronously. The system will also maintain a single instance of a
thread-safe collection object that will hold scheduled task objects. To send a
new SMS message, the system will obtain the appropriate SMS gateway
object from the naming service and call the gateway object to send the
method. To schedule a new SMS message, the system will obtain the
appropriate SMS gateway object from the naming service, create a task
object that will act as a closure for calling the SMS gateway object send
method, submit the task object to the scheduler instance along with the
specified date and time of executing the task, store the scheduled task
object return by the scheduler in the scheduled task list. The Back-End Tier
is the back-end side of the architecture and where all the data and records
are kept. It is also known as business data.

Ahmad Azuan, N. A. (2005). Clinic Management System : Outpatient

Management System. March.

Lay, C. M., Lay, C. M., Andrew, S., & Khin, T. (2011). By.

Olaleye, O., Olaniyan, A., Eboda, O., & Awolere, A. (2013). SMS-Based
Event Notification System. 3(10), 55–62.

Rooker, E. J. (2019). Inventory management in the large animal veterinary

 practice. 52(2), 227–229.

Teke, A., Londh, S., Oswal, P., & Malwade, P. S. S. (2019). Online Clinic
Management System. International Journal of Advance Scientific
Research and Engineering Trends, 4(2), 2–5.

Valley, P. (2002). ( 12 ) United States Patent. 1(12).