QUEZON CITY UNIVERSITY

A Research
Presented to the Faculty of Information Technology
Quezon City University
Batasan Hills, Quezon City

In Partial Fulfillment of
The Requirements of System Analysis and Design

Submitted to
Mr. Manuel Abiera, Jr.

Submitted by:
Abila, Julito R.
Absalon, Giezel C.
Dizon, Eunice C.
Emerzona, Jerikho B.
Gerardo, Kenneth Z.
Mendoza, Shannen Nicole A.
Salibia, Samilo S.
Valdueza, Christina G.

BAIT-2E
November 25, 2019

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TABLE OF CONTENTS
Page
Title Page.………………………………...........……………………………….... 1

Table of Content…………………………...........………………………………..

List of Tables.………………………………...........……………………………..

List of Figures.………………………………...........…………………………….

Acknowledgment………………………...........……………………………….....

Dedication.………………………………...........………………………………...

Abstract.………………………………...........……………………………….......

Appendices.………………………………...........……………………………….

CHAPTER I
Introduction.………………………………...........………………………………
Importance of Study.………………………………...........……………………...
Statement of Objective...........................................................................................
General Objective...................................................................................................
Specific Objectives.................................................................................................
Scope and Limitation..............................................................................................
Software and Features.............................................................................................
CHAPTER II REVIEW OF RELATED LITERATURE, STUDIESAND SYSTEMS
Research Methodology
Foreign Literature, Studies andSystems...................................................................
Local Literature, Studies andSystems......................................................................
Chapter III
Description of the Existing System........................................................................

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Data Flow Diagram (DFD).......................................................................................

CHAPTER IV
Description of the Proposed System.........................................................................
Data Flow Diagram (DFD).......................................................................................
Data Dictionary.........................................................................................................
Entity Relationship Diagram (ERD)........................................................................
Tables / Files Layout................................................................................................
Proposed System Flow Chart...................................................................................
Form Specifications..................................................................................................
Report Specifications................................................................................................
A GanttChart.............................................................................................................
B ContextDiagram.....................................................................................................
C Data FlowDiagram.................................................................................................
D Data Dictionary......................................................................................................
REFERENCES........................................................................................................
APPENDICES.........................................................................................................

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ACKNOWLEDGMENT

The proponents want to express their sincerest gratitude to all the people behind

this project and to certain individuals who gave the

group inspiration to fulfill their goals.

To Mary and Christ Lying-In Clinic for trusting the proponents make a

Maternal Clinic Patient Record System. We hope that you will use it for

the benefit of your company.

To Professor Mr. Manuel M. Abiera Jr., System Analysis Adviser for his

dedication and non-stop guidance in the processes of this project.

To our dearest families and friends, who are there for us to give their

support financially, mentally and emotionally.

And of course, to our Almighty God who made our system design a reality.

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DEDICATION

The proponents of this project primarily dedicate our work to God Almighty, o

creator, for being the source of our inspiration, knowledge, wisdom and strength

throughout this undertaking.

We dedicate this whole project to all the people who have contributed and helped

with the documentation process. All of this would have never been possible

without your help.

Our group also dedicates our work to our families and friends, a special feeling of

gratitude towards our loving parents whose word of encouragement and

push for determination rings in our ears.

And lastly to Professor Manuel M. Abiera Jr., who taught us how to analyze,

designed and develop a system that would hopefully make a big difference to

chosen

company from their traditional system.

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ABSTRACT

In manual filing, Mary and Christ Lying-in Clinic Is currently using paper forms

for recording the information of their patients, and it also serves as their record for the

company. Computerized System for saving patient records and information’s will help

the company to make their inputs as one and will save all data automatically in the

database.

The first chapter discusses the introduction and system overview of the study. This

section deals with statement of the problem based on the initial interview, objective,

scope and delimitation. It also includes the methodology, significance of the project

and definition of terms.

The second chapter deals with the review of the foreign and local related

literature, that helped the proponents design the newly computerized system. The

purpose of this chapter is to extend the knowledge gained.

The next chapter explains the description of company's traditional existing system, which

uses manual filing Paper forms to gather patient information’s. In that way they

encountered many problems like losing their records, duplication of data and excessive

time consumption on finding the form of a certain patient.

The fourth chapter explains the proposed system. The description of the

proposed system including the flowchart, forms specification and reports

specification.

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The last chapter is a feasibility study which includes technical, operational and economic

feasibility. It also discusses the cost benefit of existing, proposed and recommendation.

Chapter I

INTRODUCTION

We are living on an Era where modern gadgets/devices, are capable of doing our

work easier and conveniently. Technologies are relevant to us. There are lots of developed

technological advances that improved our lifestyles, business, institutions and yet most of

our small health clinics are using papers form to store and gather patient’s Information and

Records, this is because mostly modern computerized systems aim bigger and larger

hospital company. So, by this, it’s a big help for us to grow more productive and

progressive. Computers can contribute by storing patient- related data.

So, we have planned that the system we will create supposed to aim for smaller

Lying-in Clinics and other small health clinics despite the fact that they are just puny

Clinics, we are talking about human lives, Especially vulnerable mothers and infants. With

this computerized system,they can easily monitor on how many patients they’ve

accommodated monthly and average on maternal normal deliveries by age division. we

can determine before their pregnancy due date come if they are capable of giving birth on

a Lying-in Clinic or will be referred and admitted on a hospital base on the records that

they will give. We aim to give small clinics computerized system that will be easier to

access and safer storage for patient’s records.

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BACKGROUND OF THE STUDY

Established 2014, Mary and Christ Maternity and Lying-in Clinic (MCMLIC) aims

to willingly serve the community with the best healthcare service its components deserve

and focuses on building a structured healthcare organization that equitably ensures quality

healthcare service to its patients. It envisions raising the standards for clinical healthcare

in the communityand ensures a quality and patient-friendly facility for maternal and

neonatal services. Its objectives include: (1) providing regular pre-natal clinic and facilities

of early complications and immunization to pregnant women during pre-natal visit for safe

pregnancy, and delivery; (2) facilitating referral system of complicated maternal and

neonatal cases to a higher level of care; (3) applying prescribed protocol for essential

newborn care and provide initial immunization to newborn babies for hepatitis B and BCG;

and (4) promoting responsible parenthood, and cervical cancer awareness and prevention

among women at risk through counselling, vaccination, and screening to Pap smear and

V/A.

STATEMENT OF THE PROBLEM

The manual system of record keeping and filling system over the years proved inefficient.

There had been incident of misplaced documents, loss of records or files, and alteration of

information. One of the common difficulties is very time consuming and can affect the

process on finding important records because of lack of security. A lot of important

documents are at risk because cabinets filled with files is easier to access that can cause

damaged, lost and misplaced files.

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STATEMENT OF THE OBJECTIVES

General Objectives:

To make the manual profiling of the current system becomes automated.

Specific Objectives:

 To have a Computerized Patient Management for small lying in clinics.

 To have an Easier to access Patient’s Information and Records.

 To Additional back up and safer Patient’s Information storage.

 To have the confidential Information of the Patients of the certain clinic be stored

in a database.

SIGNIFICANCE OF THE STUDY

This study is significant to the following people:

To the Owners and [Link] study will cause ease on owners, personnel and staffs of the

designated clinics and will also have security precautions which only authorized users can access

the system because of confidentiality and sensitivity of the information’s.

To the Patients. This study clears any uncertainties of the patients because through this their

records is saved securely.

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To the Authorities. This study will help the authorities to access records of patients if needed to

use as an evidence in a case because the records is already computerized.

To the Maternal and Lying-in Clinic. This study will help the clinics to manage their patient

record system.

SCOPE OF THE STUDY

The main focus of this system are the convenience and safety of patient’s records of

smaller scale [Link] And Christ Lying-in Clinicis the client of our research group

which is located at Soliven St. Litex Commonwealth Quezon City,1121. (a) Patient forms

and report (b) Admission form of patient. The system will run Offline Operations, Uses

LAN to connect the users. The administrator has the major authority in the

[Link] user has limited access to the security settings. Retrieval of data is allowed

if needed.

LIMITATION

 Online transactions

 Personal Information of staffs

 Daily Attendance of staffs

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 Payroll of Staffs

Chapter II

Review of Related Literature, Studies and Systems

Local Literature and Studies

“Electronic medical record system, CHITS, can retrieve patient record in five

seconds”

In a recent study from Quezon City, the paper record retrieval time was decreased from

2.41 minutes to less than 5 seconds,” revealed Dr. Marie Irene Sy, National Project

Manager for Community Health Information Tracking System (CHITS) of the National

Telehealth Center (NTHC) in her presentation during the University of the Philippines –

National Institutes of Health (UP-NIH) research forum last 14 June 2015.

“The development of CHITS has resulted in increased efficiency of health workers,

allowing them to spend more time for patient care, improved data quality; streamlined

records management; and data-guided decision-making, both operationally and

strategically,” Dr. Sy added.

In the past, health center staff members sort through a roomful of envelopes containing

patient records, which takes an average of four to five minutes depending on the availability

of the record. When the record is not found, a new record will be made for

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which the patient will have to pay an extra cost. With CHITS, searching for a patient's

record upon admission takes just a few seconds to retrieve. Records in the form of lab

requests, results, and reports (daily service reports, census for number of vaccinations,

supplies, etc.) can be generated automatically.

“Med Projects Launches EMR for Hospitals in the Philippines”

November 13, 2017, Manila, Philippines — Healthcare IT company MedProjects

announced the launch of Health Engine today, an integrated suite of hospital IT

applications that include an Electronic Medical Records (EMR) platform, Social Intranet,

and cloud-based Website and Portal, designed to enhance collaboration and

communication, improve clinical processes and workflows, and transform patient

engagement.

“Many EMRs in the Philippine market today address the needs of individual physician

practices and small clinics, but no EMR solution has been tailored to fit the unique

operational requirements and clinical workflows of local hospitals,” said Dr. Mike

Muin, MedProjects founder and CEO. “Health Engine meets this need by delivering a

fully integrated EMR solution.”

“Built on open standards and open source technologies, Health Engine offers many

benefits for Philippine hospitals: better cost management, integration with existing

hospital IT systems and devices, and flexibility to tailor the solution based on the

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hospital’s specific requirements.”

Health Engine offers an easy-to-use EMR platform that integrates easily with existing

hospital systems and provides immediate access to patient records. It includes clinical

and nursing workspaces, patient profiles and lists, hospital-wide results viewing, patient

charts viewing and management, charts tracking, ancillary services and ambulatory care

modules.

Through its full-featured Social Intranet, Health Engine adds announcements, news and

articles, calendar, private and group messaging, file repositories, employee profiles, and

notifications — which all aim to get everyone on-board and interacting with each other.

Foreign Literature and Studies

“Status of electronic health records in Switzerland”

In June 2015, a law addressing the national electronic patient record was adopted; it will

come into effect in 2017 and should increase care coordination, quality of treatment,

patient safety, and efficiency in the health care system. Insured persons are free to opt

into such a record and to decide who is allowed to have access to specific details of their

treatment-related information. The records are being stored in decentralized form.

Providers will have to take part in certified communities (organizational units of health

specialists and their institutions) to be able to read the records. Whereas ambulatory

providers are not obliged to join such communities, hospitals and long-term care

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institutions are legally bound to join and to offer their services using an electronic patient

record.

For some years, a national e-health coordination service called eHealth Suisse (an

administrative unit of the FOPH) has been in place under the joint responsibility of the

federal and cantonal governments. The confederation will provide partial funding for the

development of networks constituting the infrastructure for the electronic patient record.

GP e-health is still at an early stage, and there are ongoing discussions about incentives

for physicians to adopt new technologies. Hospitals are generally more technologically

advanced; some have merged their internal clinical systems in recent years and hold

interdisciplinary patient files. However, the extent of this integration varies greatly

among hospitals and among cantons.

“Healthcare Financial Management”

Patient record system as elaborated by Alan Bingham (2008) in his book entitled

“Healthcare Financial Management” is still a relatively new concept; however, such

systems offer a variety of benefits to physician practices. It can help improve the quality

care provided, for example, by providing real- time patient status reports, test results as

soon as they are available, and graph and flow sheets of test trends. They can help reduce

by eliminating many manual functions and the supply and staff expenses associated with

these functions.

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RESEARCH METHODOLOGY

Planning Phase

In the planning phase, We observe what kind of development we should apply to the

proposed system. the first phase of a proposed system including the importance of strategic

planning on facilitating of the plan and pre design.

Analysis Phase

In this phase, We analyze and formalized the system requirements such as the difference

between the present system and the proposed system.

Design Phase

The design phase focuses on framework for the building process. This feature touches on

the significance of patient-focused and environmentally sustainable design, as well as

design for expanding technology and design for adaptive environments.

Development Phase

The proposed system was built on Visual [Link] with the participation of SQL

Server which serves as the database who holds the Patients’ Record.

Testing and Maintenance Phase

In this Phase, We find out if the hypothetical requirements, stated initially are adequate.

Also the Ongoing changes in requirements will necessitate changes in the system.

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Chapter III

Description of the Existing System

The figure below shows the existing system used by Mary and Christ Lying-in

Clinic in doing their services to patients. All information’s and transactions are recorded

in paper forms and this existing system has some problems that employees encounter, the

problems enumerated by the employees are:

Manually writing data in Paper information forms

- Using paper information forms in storing patient information, and other

services for their clients.

Time consuming

- Taking a lot of time to complete the forms and Difficulties in

searching for records saved in files.

D E P A R T M E N T OF I N F O R M A T I O NT E C H N O L O G Y
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Figure 3 Data Flow of the Existing System

Patient Fill-up Forms Proceed with Update

the service Patient
Record

Check and search for

patient Information Compile Record
List

Chapter IV

Description of the Proposed System

Maternal Patient System that was proposed by the students is a computer-based inventory

system for Maternal Lying-in that can secure important files of the patients. Based on

our observation, there is a lot of difficulties on the existing system. If the personnel are

lack of skilled in analyzing and utilizing the data, it makes more difficult to reach our

purposes and it also affects the ability to track record. So, we conclude that this system

canmake things easier to the personnel and staffs towork with and much safer than paper-

based.

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Software Features:

Hardware: Application:

Monitor - SQL Server

Keyboard .Net Framework 4.5

System Unit

Mouse

Printer

Software:

Visual [Link]

SQL Server

Microsoft Access

People:

Admin

Assistant

Data:

Address

Civil Status

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Date of Birth

Age

Record No.

Contact No.

Prenatal Visits

Medical History

Height

Weight

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Data Flow Diagram (DFD) of the Proposed System

1
Mary and Christ
Maternal & Lying-
in Clinic Add Patient’s

1.1 Wavier

Fill Up 2
1.
2
Forms
Admission

1.3
Fill Up
Forms
Check Schedule of
3 up 2.1 Pre-Natal
Records

Diagnosis of Check New Born

3.1 2.2
up record
Schedule of Check Schedule of Check
3.2 2.3 up
up
Record of Check up
3.3

Print waiver
Maternal & Lying
in Paetient’s Record
System

Field Name Data Type Field Length Constant Description

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Last Name Varchar 50 NOT NULL Patient’s

Last Name
First Name Varchar 50 NOT NULL Patient’s
First Name
Middle Name Varchar 50 NOT NULL Patient’s
Middle Name
Address Varchar 50 NULL Patient’s
Citizenship
Civil Status Varchar 50 NULL Patient’sCivil Status

Date of Birth Varchar 50 NULL Patient’s

Date of Birth
Age Numeric 10 NULL Patient’s
Age
Record No. Numeric 11,0 NULL Patient’s
Record No.
Contact No. Numeric 11,0 NULL Patient’s
Contact No.
Prenatal Visits Numeric 10 NULL Patient’s Prenatal
Visits
Medical History Varchar 150 NOT NULL Patient’s Medical
History
Height Numeric 6,9 NULL Patient’s Height
Weight Numeric 6,9 NOT NULL Patient’s Weight

Entity Relationship Diagram (ERD)

Username Password

User
D E P A R T M E N T OF Type
I N F O R M A T I O NT E C H N O L O G Y

User
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Proposed System Flow Chart

D E P A R T M E N T OF I N F O R M A T I O NT E C H N O L O G Y
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USER
MODULE

CLOSE

FORM SPECIFICATION

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Log in Form, the interface where the user (ex. Admin) enters her Username and
Password

The Splash Screen Interface that would appear if the user enters the correct
username and password

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The 3rd Interface which is the main form that would appear after the Splash Screen
with the progress bar

The 4th Interface that would appear if the user clicked the Add New Patient Button,
you will choose between Check Up or Admission Button

Report Specification

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Chapter V

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Cost of Benefit Analysis

 Hardware

Quantity Particulars Price (PHP) Total Price

(PHP)

2 Intel Core i5- 20,900.00 20,900.00

6600 (PC
Set)
1 D-Link DES 1,400.00 1,400.00
1008
8-port (HUB)
22,300.00

 Software

Quantity Particulars Price(PHP) Total Price

(PHP)
1 Windows 10 8,598.00 8,598.00
Professional
64bit
1 MSSQL 4,000.00 4,000.00
STANDARD
EDITION
12,598.00

 Furniture and Fixture

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 Expenses

Particulars Amount(PHP)

Hardware 22,900.00

Software 12, 598.00

Furniture and 6,036.30

Fixture
Total 41,534.30

Screenshots

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Program Listing

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 Log in Form

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USERS MANUAL

GANTTCHART

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ACTIVITIES SEPTEMBER OCTOBER NOVEMBER

2 9 1 2 3 7 1 2 2 4 1 1 2
INITIAL ITERVIEW 6 3 4 1 8 1 8 5

TITLE PROPOSAL

FEASIBILITY

 FLOW CHART

 ERD

RESEARCH RLL

 CONTEXT
DIAGRAM

 DATA
DICTIOANAR
Y

 MODULE
 LOG-IN PLOT
 RAD

MOCK DEFENSE
REVISION OF
DOCUMENTS
FINAL

References

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Software Features:

Hardware: Application:

Monitor - SQL Server Management Studio

Keyboard .Net Framework 4.

System Unit Visual Studio 2019

Mouse

Printer

People:

Admin, the Owner Mrs. Marietta Zipagan

The nurse, midwife, and other personnel

Data:

““Electronic medical record system, CHITS, can retrieve patient record in five
seconds” – Retrieved from [Link]
launches-emr-for-hospitals-in-the-philippines/

“MedProjects Launches EMR for Hospitals in the Philippines” -Retrieved from

D E P A R T M E N T OF I N F O R M A T I O NT E C H N O L O G Y
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[Link]
system-chits-can-retrieve-patient-record-in-five-seconds-expert

“Status of electronic health records in Switzerland” – Retrieved From

[Link]

D E P A R T M E N T OF I N F O R M A T I O NT E C H N O L O G Y