Corazon: A Clinic Record Management

System for PUNP Tayug

Kimberly Padilla, Andy Christian Abobo, Derick Tejada, James Reden
Cerezo
Panpacific University North Philippines – Tayug Campus Inc.
 

1.   INTRODUCTION
 
With the advent of computers and its related technology, in which everything needs
to be done efficiently and effectively the existence of a School Clinic Record
Management System becomes necessary. The used of School Clinic Record
Management system can enhance the services and also the workflow of all activity that
happens in a clinic where it helps in reducing the workload of medical staff, the number
of manpower needed and it also make clinic management become more manageable
and easier to control.[1]
A Record Management System (RMS) can make everything a lot easier to the ones
who have data recording in their office. This kind of software stores, finds and uses
official records as evidence of transactions, or proof that a record exists in the office.
RMS can improve workflow and productivity within an organization. The personnel
will be able retrieve data, process information, identify the patient of each series of
records and delete redundant data.
An example of (RMS) is a centralized database containing the in-patient record. It
was implemented using PHP and MYSQL combination. The database record contains
the patient personal info, department lies-in, physician, tours, treatment and lab results.
Since the patient enters the hospital the workflow starts as the receptionist creates a new
record by entering the personal info and sends the record to the assigned department; at
this stage the nurse starts updating the record by entering the physician comments,
required treatment and sends a lab test when it’s required[2]
Palawan State University is one of the universities in the Philippines using a Clinic
Record Management System that collects and stores data. The system contains all of the
patient’s medical history. It is designed to represent data that accurately captures the
state of the patient at all times. It allows for an entire patient history to be viewed and
assists in ensuring  data is accurate, appropriate and legible. The main goal of  Palawan
State University is to produce a medical record system of school clinic that contains
student’s personal information, medical history, medicine log and daily transaction that
will help the clinic personnel to provide a real-time data access and monitors the status
of every patient of the school [3]
This study deals with the development of a record management system for
Panpacific University North Philippines Tayug Campus Clinic. Currently, the clinic
uses a manual system for recording patient’s information such as printed copies of
forms, and log books to collect the data of the patients every year. The clinic is also
facing the problems of finding the forms of every student. The proponents proposed a
Record Management System called Corazon: A Clinic Record Management System for
 PUNP Tayug, to gather and manage all the information in one easily accessible
location. It provides quicker and more organized statistics to record the patient or
student information. The system provides accurate and secured personal information of
the patient. And it includes the inventory of medicines and the number of patients every
month.
 
Objectives of the Study
The main objective of the study is to design and develop Corazon: A Clinic Record
Management System for Panpacific University of North Philippines Tayug Campus.
The specific objectives of this study are:
1. to determine the processes and problems encountered by the University Clinic in  
managing records;
2. to design the features of the proposed system
3. to identify the user and system acceptability.
 
Significance of the Study
The importance of this study is to help the university  clinic  manage the records of
patients including  faculty, staff and students of the university. The following entities shall
significantly benefit from this study:
Panpacific University of North Philippines Tayug Campus. The school will now
have an asset,reliable,useful and steadfast automated system The University Reduces
materials and equipment.
University Clinic. This system helps the university clinic to solve minimal
problems such as difficulty of encoding data, time management and confidentiality issues.
University Medical Staff. Staff can access the student information anytime and can
change important information 
Future Researchers. This study shall serve as a resources for future researcher for
creating Clinic Record Management System[4]
 
 
Scope and Limitation
 
The proposed system is very helpful for the university clinic. Because RMS is the
easiest way to manage records especially if the current way of recording records is manual.
The system will store the record of the patient, and it will make it easier for the
recovery of historical information of the patients. The medical staff can be able to access
the database, update and add or remove the record of  patients. [2]
The numbers of patients every month, or the numbers of each college can be
monitored too. For this kind of feature the medical staff can make a report on how many
patients were sent in the clinic every month. It can only be monitored every month.[5]
There is also an inventory if medines, and can be monitored if how many medicines are
left.
The study is applicable only in computers and not in mobile phones. Also the study
is for stand-alone and does not necessarily require internet connection to function. This
study doesn't involve medical billings and any dealings outside the university, only within
the university premises. The System is only accessible by authorized people.
 
2.  Methodology
 
In this software development process, there is a steady flow from one phase into the
other. The phases are requirements phase, specification & design phase, implementation
phase, testing phase, deployment phase, and maintenance phase. The phases are sequential,
which means that only after the completion of the previous stage, does the development
move to the next phase. We use the Modified Waterfall model in our system because this
type of software development is basically used for the project which is small and there are
no uncertain requirements. And it is easy to understand and use for our system.[6]
The methodology provides a chart that includes steps as shown in figure 1.

Figure 1. Modified Waterfall

 
Requirements.  The first phase involves understanding what needs to design and what is
its function and purpose. Here, the specifications of the input and output or the final
product are studied and marked.
 
In this phase, The team gathers information in various ways, from interviews to
questionnaires to interactive brainstorming.
 
Specification and Design. In this phase, The requirement specifications from the first
phase are studied in this phase and system design is prepared. System Design helps in
specifying hardware and system requirements and also helps in defining overall system
architecture. The software code to be written in the next stage is created now
 
In this phase, The team designs the system. No coding takes place during this phase,  but
the team established specs such as programming language or hardware requirements.
 
Implementation. In this phase, With inputs from system design, the system is first
developed in small programs called units, which are integrated into the next phase. Each
unit is developed and tested for its functionality which is referred to as Unit Testing.
 
In this phase,. The programmer of the team creates a functional product and typically
implements code in small pieces,which are integrated  at the end of this phase or the
beginning of the next.
 
Testing. In this phase, All the units developed in the implementation phase are integrated
into a system after testing of each unit. The software designed needs to go through constant
software testing to find out if there are any flaws or errors. Testing is done so that the client
does not face any problem during the installation of the software
 
In this phase, Once all coding is done the team begins testing the product. If serious issues
are encountered, the team may need to return to phase one for re-evaluation.
 
Deployment. In this phase, once the functional and non functional testing is done, the
product is deployed in the customer environment or released into the market.
 
This phase will not be part of the study.
 
Maintenance. The last phase occurs after installation, and involves making modifications
to the system or an individual component to alter attributes or improve performance.
 
This phase will not be part of the study.
 
3. Discussion of Findings
 
This chapter presents the findings of the study. The following discussion will cover
the significance of the proposed study. The discussions will be on how the system will
work.
Processes and problems encountered by the University Clinic in managing records:
Corazon:A Clinic Record Management System. Based on the interview of the proponents
conducted, it is indeed a problem of the client in managing records using the existing
materials. The existing materials are the Log books and forms are not enough because it
takes time to find the records. When there are several patients, they will need an assistant
for looking at the other records of patients.
Features of the proposed system. Based on the previous objective, the following
features were incorporated in the proposed system: 
User and System Acceptability.
 
 
 
4. Conclusions & Recommendations

Conclusions: From the findings of the study, the following conclusions are:
 1. The developed RMS for PUNP Tayug will be an innovative tool to achieve
effective managing records. 
2. The proposed RMS is indispensable as an additional material to the clinic to
manage records easily.
3. The system can be used to records information of the patients, and can also be used
to make a reports for those
 
Recommendations:
1.  
2. To continue in advancing the system features to fully develop the system to its
maximum capabilities that can alleviate the university clinic services.
3.  
All stated activities in this study were successfully completed through the testing
without encountering any serious problems. This study helps the university to efficiently
manage the records. The user of the system that gives the group policies that can help to
the problems and opportunity to maximize the capabilities and performance of the
employees in giving quality services to their clients.
For recommendations, the researchers recommend to Corazon: A Clinic Record
Management System for PUNP Tayug to continue in advancing the system features to fully
develop the system to its maximum capabilities that can alleviate the university clinic
services. The 
 
References
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[2]Arlyn V. Guzman,Christian Anthony T. Villon, "School Record Management System,"Ocotber 
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[3]ALFA MAHFOOZ AHMED, "AUTOMATED CLINIC RECORD MANAGEMENT
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[5]StudyMoose, "Clinic Management System," [Online]. Available: 
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[6]Prezi, "Modified WaterFall Model,"January 30, 2015. [Online]. Available: 
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%20model%20uses,as%20the%20pure%20waterfall%20model.&text=The%20modified
%20waterfall%20can%20also,hardware%20design%20and%20software%20design).
 
 
 
 
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