Patient Information System for Pilapil-Diaz Dental Clinic

Our Lady of Fatima University
Antipolo City
College of Business and Accountancy
CHAPTER I
INTRODUCTION
Dentistry is a branch of medicine that is involved in the study, diagnosis,

prevention, and treatment of diseases, disorders and conditions of the oral
captivity, commonly in the dentition but also the oral mucosa, and of adjacent and
related structures and tissues, particularly in maxillofacial (jaw and facial) area.
To put dentistry into practice and in response to the rapid increase of demand for
dental services, clinics are built to cater the needs of clients. To offer the best
service a dental clinic can cater to its clients, a system with high data
management accuracy and reliability is a requisite.
Client Records Management System (Client RMS) focuses on eliminating

data redundancy, increasing productivity and accountability in the organization,
reducing costs in researching for the right information, saving resources from
time consuming research for data retrieval, providing cost-effective record
storage due to absence of redundant records wherein operating costs are
reduced and creation of records are governed by standards and regulations
present in the organization.
Record management helps in controlling the creation and growth of

records. Record management brings in the capability to adopt new technologies
for record keeping. Litigation risks are minimized using records management.
Vital information can be well protected and secure using record management. By
providing easy and better access to relevant records, the system helps in better
governance and corporate decision-making. Therefore, Client RMS ensures
regulatory compliance in the selected Pilapil-Diaz Dental Clinic.
J.R.L.A S.M.H Patients Information System for Pilapil-Diaz Dental Clinic

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Company Background
Pilapil-Diaz Dental Clinic, a family business dedicated to practice the

dentistry profession of their daughter, Dr. Maria Eloise Diaz, was founded in 2010
at Unit 2A The Market Front Building, 54A Rizal Street, Baras, Rizal. The clinic
started catering dental services to few loyal clients, and recording and storing
data thru manual system.The Market Front Building is the familys old residential
house, whichwas renovated to open a general merchandise business and
computer shop in addition to dental clinic services. In 2014, the mentioned
businesses were closed and were replaced by Purple Essentials (spa and beauty
salon) and The Market Front Accounting and Marketing Firms, providing
professional services. Pilapil-Diaz Dental Clinic had remained and the ownership
was transferred to Maria Stacy Margarette Diaz, a Certified Public Accountant
and a sister of the clinics founder.
Pilapil-Diaz Dental Clinic is a General Dentistry Orthodontics that provides

affordable quality dental services to valued patients and helps them portray and
maintain a gorgeous smile. Through expertise and excellent service, the clinic
has become one of the well-known dental service providers in Baras,Rizal and
has been accredited by Intellicare, Avega and Maxicare (one of the popular HMO
business which is to lead, innovate and trail-braze a holistic approach to
healthcare management).
With high demands in market, there arises the need for highly reliable and
accurate information management system software, dedicated in recording,
updating and storing clients information at high advantages and low risks.

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Overview of Existing System
The existing record filing system of Pilapil-Diaz Dental Clinic is being conducted
thru manual procedures. No online/call appointment exists. Hence, services are
offered to walk-in clients on a first come first serve basis. Clients fill up patients
information sheet and the clinic assistant makes a review about it. For patients
who prefer orthodontic service, an additional form shall be filled up, resulting to
additional time consumption and work cost.
The information sheets are kept in folders and are stored in file cabinets,
arranged in alphabetical order. If the patients came back to acquire further dental
services, the clinic assistant will search for the formers info sheet in the filing
cabinet and review the records.
Figure A : Pilapil-Diaz Dental Clinic existing system

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Statement of the Problem
General Problem
The researchers seek how to design and create a Client Record

Management System Software Application for Pilapil-Diaz Dental Clinic to
resolve the information management problem in record filing, monitoring and
updating. The system particularly focuses in minimization of data redundancy
and avoidance of lost or misplaced files.
Specific Problem
Specifically, the project intends to resolve the following:
1. What are needed data to be captured and to be covered by the

proposed system?
2. What and how to plan for the companys enforcement of policies

and practices regarding creation, maintenance and disposal of records,
with fasten transaction processes and minimized data and task
redundancy?
3. How to plan and create an effective and efficient software

application appropriate for the file recording and file keeping of client
information?
4. How to provide internal access to the records, keeping in view of

data privacy and business data confidentiality?

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Objectives of the Study
General Objective
The researchers seek how to design create a Client Record Management

System Software Application for Pilapil-Diaz Dental Clinic to resolve the
information management problem in record filing, monitoring and updating. The
system particularly focuses in minimization of data redundancy and avoidance of
lost or misplaced files.
Specific Objective
Specifically, the project aims to achieve the following:
1. To capture and cover the needed data for the proposed system.
2. To obtain an effective and efficient plan in enforcing policies and

practices in creation, maintenance and disposal of records, with fasten
transaction processes and minimized data and task redundancy.
3. To create reliable, accurate, and low maintenance record storage.
4. To provide internal access to the records with data security.
5. To provide convenience in organizing the patients information.
6. To lessen manual procedures.

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Scope and Limitation
Scope
The research covers the problems the company is facing about its existing
client record management system conducted in a manual process, and focuses
on creating the appropriate reliable system aiding system problems such as data
redundancy, slow work process, and lost or misplaced files. The proposed
system includes recording, updating, and printing the patients profiles, health
record, history, and transactions in fast-paced process and low task and data
redundancy.
Limitation
The system developed by the researchers excludes customers billing

system, online reservation, accounting bookkeeping system, taxation system for
BIR purposes. Neither online access nor external viewing of clients record is
applicable.
SIGNIFICANCE OF THE STUDY
Dental Clinic Establishments: The study may provide insights to newly

established dental clinics about the advantages and disadvantages of having
computerized patient information system.
Dental Clinic Faculty Team: The study may render familiarization and
experience on handling computerized patient information system to dental clinic
faculty members, thus enhancing the latters computer literacy and proficiency.

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Future Researchers: The study may serve as a guideline and additional source
of information to future researchers of a related topic; may also give insights on
how a study about patient information system shall be conducted.
Health and Medicine Industry: With the high demand of technology to health
and medicine industry, the study renders contribution and support to prior
research relating to computerized patient information system.
Gantt chart for Project Plan
ACTIVITIES PREDECESSOR DURATION
A. SCOUTING/CONDUCT N/A 2
INTERVIEWS
B. INFORMATION A 2
OUTLINE FOR CH.1
C. DRAFTING CH.1 B,A 2
D. SYSTEM DESIGNING N/A 5
E. OBSERVATION D 4
OF
THE DATAFLOW
AND ERRORS
F. TEST D,E 2
PERFORMANCE
FOR

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THE SYSTEM DESIGN
G. PREPARATION E,F 2
OF PROPOSAL
H. PRESENTATIOBN G 1
OF PROPOSAL
NO. OF
WEEKS 1 2 3 4 5 6 7 8 9 10 11 12
13 14
A.
B.
C.
D.
E.
F.
G.

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CHAPTER II
SYSTEM ANALYSIS
The second chapter thoroughly discusses the advantages and

disadvantages, framework, and functions of the proposed information system.
The former includes SWOT analysis, and data and process modeling.
SWOT Analysis
SWOT analysis (strengths, weaknesses, opportunities and threats

analysis) identifies and analyzes the internal and external factors which may
impact the viability of a project, product, place or person. This tool emphasizes
the possible advantages and disadvantages of using the proposed system.
SWOT HELPFUL HARMFUL
I STRENGTHS WEAKNESSES
N
T Elimination of data Staffs have lacking skills in
E redundancy. managing electronic
R Control in creation and records.
N growth of records. Needs for system upgrades
A Reliable, accurate, and low Limited functions.
L maintenance record storage

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Record security.
Fast and easy access to
relevant clinical data.
OPPORTUNITIES THREATS
E
X Growth in the clinics Security concerns
T technological advancement File corruption due to
E against the business system failure caused by
R competitors of the same size bugs and viruses
N and nature
A More efficient and user-
L friendly interfaces
Development of more
effective security protocols
Business image
development
Strength
Elimination of data and tasks redundancy. With the proposed

computerized system, recording tasks such as writing name, address and
services to be acquired need not be repeated in the process. Relevant
information will be updated simultaneously in all the linked parts of the
system.

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Control in creation and growth of records. Sufficient control in the

creation and manipulation of the records will be established. Adding and
updating patient profiles shall be easy with the simple but functional
features of the system.
Reliable, accurate, and low maintenance record storage. The

proposed system promotes reliability and accuracy as the former's prime
attributes. Low maintenance record storage pertains to once in a long time
upgrades of the system.
Record security. Respective accounts and passwords of the staffs are

inclusive to the features of the proposed system; thereby reducing the
security and safety risks of confidential data.
Fast and easy access to relevant clinical data. The proposed system
includes a search function for the patients profiles by the staff typing the
name in the search box and the monitor displaying the possible outcomes
from hundreds of profiles.
Weaknesses
Staffs have lacking skills in managing electronic records.

Familiarizing the staffs with the proposed system is the key for effective

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application; if introduced through workshop and training may incur time

and additional costs to the business.
Needs for system upgrades. Timely system upgrades are required to

keep the system efficiently and effectively working; the business may incur
additional costs and resources to avail system upgrades.
Limited functions. The proposed system can neither be accessed nor

viewed on an online platform; the system cannot also be accessed by the
patients and only authorized personnel shall navigate thru the system.
Opportunities
Technological advancements. Growth in technological advancements

against business competitors of the sane size and nature will result to a
competitive advantage; thereby, gaining more clients and earning more
income.
More efficient and user-friendly interfaces. Developing the front end

and adding more and more features to the front end of any information
system is critical for any industry, and healthcare is no exception.
Development of more effective security protocols. Security is both a

need and a threat to any modern society or industry, which largely rely on
digital or electronic modes of operation. Security concerns need to be

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addressed to prevent the invasion of privacy and malpractices using an

individual's clinical dat.
Business image development. With fast and secured transactions

between the business and clients, the former will earn a good reputation
from the latter; thereby, helping to promote and to make the business
known from a small range of market to a large one.
Threats
Security concerns. Malpractices using any other person's data is the

biggest threat to the clinical information systems industry. Hence, the
threat to digital security due to hacking needs to be tackled.
Bugs and viruses. File corruption due to system failure caused by bugs
and viruses is unavoidable and is always present. Software apps
preventing such must be accounted.
DATA AND PROCESS MODELING
This section thoroughly defines and analyzes the data requirements

needed to support the business process within the scope of corresponding
information system. A system flowchart, HIPO, and detailed IPO framework will
be presented.

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SYSTEM FLOWCHART
Below shows how data flow in the system:
(Figure B: Manual Patient Information System of Pilapil-Diaz Dental Clinic)
1. The patient will fill up the information form.

2. Handed the information form to assistant.
3. Assistant/doctor asks if orthodontics service is preferred too.
4. If not, the assistant will verify the information form.
5. If yes, the patient will fill up new information form.
6. Handed the new information form to assistant.

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7. Assistant verifies the information form.

8. The doctor renders dental service/s.
9. Update the information form.
10. File the information form to storage cabinet.
11. Transaction has ended.
Hierarchical Input and Output Process (HIPO)
The HIPO (Hierarchy plus Input-Process-Output) technique is a tool for

planning and/or documenting a computer program. A HIPO model consists of a
hierarchy chart that graphically represents the programs control structure and a
set of IPO (Input-Process-Output) charts that describe the inputs to, the outputs
from, and the functions (or processes) performed by each module on the
hierarchy chart.
Patient information system integrates all data related to dental care for the
patients. The system gives access to dentist and receptionist about patient
information. The receptionist logs in to the system then registers patients on the
case paper entry and medical details entry. Both entries include patients basic
personal profile.
The former includes dentists diagnosis and type of treatment. The latter
includes patients health record and dental history. Then the dentist, by using
those data will be able to help patient to improve theirawareness and take care
about their oral health. The data regarding the patient dental information will help
the patient in order to apply for the next treatment and to be use for the future.

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(Figure C: Hierarchical Input and Output Process)

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Input Process Output (detailed IPO)
An IPO chart is prepared to document each of the modules on the

hierarchy chart.
MODULE: LOGIN
MODULE: NEW PATIENT

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MODULE: UPDATE
MODULE: SEARCH

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MODULE: PRINT
The proposed system has five main modules that provide necessary
function to operate the system. Login module makes the receptionist be able to
open the system by entering user name and password. It provides system
confidentiality and security. New patient is admitted through registration process
using New patient module.Change in patient details will be easily updated using
Update module.Search module helps the staff to find a patient quickly.Lastly,
Print module helps the staff to have a hardcopy of a patient record.

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CHAPTER III
SYSTEM DESIGN
The third chapter is the process of defining the architecture, modules,

interface and data for the system to satisfy the specified requirements. It will
thoroughly discusses the existing systems input and output form, filing
management, proposed systems input and output form and user interface design
Existing System
System Input Paper Forms
Input is an item or data external to a system (such as a process) that is

transformed by the system (usually together with one or more other items) to
become an output. It is what is put in, taken in, or operated on by any process
or system.
The Pilapil-Diaz Dental Clinic has a patient information form for new
patients on which data (e.g., the patient's name and address) medical history
and clinical examination are recorded.
The clinic also has an orthodontics chart that contains diagnostic and
treatment plan, dental record chart, IBO cephalometric data sheet, medical
background information, panoramic and intra-oral x-rays, mode analysis, case
analysis, treatment plan and mechano therapy and statement of the policies
and the responsibilities of the clinic to the patient.

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FIgure D: Pilapil Diaz Dental Clinic Input Paper forms

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System Output Paper Forms
Output is any information, resulting from processing, that is delivered

to a user, as a printout or video display, or transferred to disk or tape.
The filled up Patient Information Form and Orthodontic chart are filed,
recorded and continuously updated. The form becomes part of the patient's
legal health records and is useful for planning patient care and ascertaining
legal questions regarding treatment, and is relied upon for patient
identification in the event of an emergency
Filing Management
The information form filled up by the patients is then given to the assistant
for filing. It is stored to storage cabinet where all other patients' information and
orthodontic charts are kept. The primary purpose is to document the
assessments underlying the progress of the patient's care and so contribute to
the quality of that care
All patient information is kept confidential and secure, including all of the
information held in patients' medical record. This information is held solely for
providing medical care, and it will only be shared with patients' permission and to
aid health and treatment. All staff, whether permanent or temporary, are required
to maintain confidentiality of all personal data that they may come into contact
with during the course of their work

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Proposed System
System Input Design Forms
As health records evolve into electronic form, increasing demand is

being made to provide patients with access to them. We sought to study the
character and impact of such access to determine how patients use such
records, what cognitive effects it has on them, and how it affects their
relationship with their health care providers.
The importance of patient records is related to different needs and

objectives. They constitute the permanent documentation of patient health,
permitting the medical professional to evaluate symptoms and signs within a
broader temporal perspective, contributing to improvements in making
diagnoses and providing treatment. The value of the patient record is also
understood within the legal scope because it can be taken to trial, allowing
doubts to be clarified and behaviors to be discerned, which, in turn, can
protect patients, medical professionals, and other involved parties.
Patients Information System (PIS) is an element of health informatics

that focuses mainly on the administrational needs of hospitals/clinics. In many
implementations, a PIS is a comprehensive, integrated information system
designed to manage all the aspects of a hospitals/clinics operation, such as
medical, administrative, financial and legal issues and the corresponding
processing of service. Patients Information System is a electronic form which
brings convenience, accurate and well organized of information in Pilapil-Diaz
Dental Clinic.

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Figure E : System Input Design Form, where the patients basic information is
needed to be encode.

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System Output Design Forms
Most commonly used system by the several clinics and hospitals is

patients information system. Advanced system on managing the patients
information record, which provides more reliable recording and well organize.
The patients information system promotes source of information about the
patients personal background and health history.
With the evolution of information technology systems (generically

denoted as IT), it would be expected that solutions for the electronic and
digital storing of these documents would be rapidly developed to facilitate
their handling. This growth is a reflection of the impact of hospital initiatives in
broadening the use of IT as a way to improve the quality of services offered to
the patients, to control the consumption of medical-hospital inputs, and to
reduce costs .
Additionally, it is important to consider that the interaction of medical

professionals with these systems is perhaps not very satisfactory, at least
initially. This may compromise the implementation success of electronic
records and of similar solutions, which is usually achieved with the use of
integrated management systems. The focus of resistance may be even
greater in clinics because this requires certain changes in the ways in which
dentist conduct their activities.
Patients information system may protect organizations, handwriting

errors, overstock of problems, conflict of scheduling personnel, and official
documentation errors like tax preparations error.

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Figure F : System Output Design Form, where the patients basic information is
can easily find in the search bar.

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User Interface Design

User Interface Design is the design of websites, computers, appliances,
machine, mobile communication devices, and software applications with the
focus on the users experience and interaction. The goal of user interface design
is to make the users interaction as simple and efficient as possible, in terms of
accomplishing user goals.
A patient's medical record contains fundamental information for

incorporation into a hospital information system, yet it is necessary to consider
that not all hospitals adopt medical records, even though they may use
administrative systems or even hospitality systems. While specific information is
not available, professional practice shows that, in general, the administrative
area benefits the most from information systems in clinics. This use includes
inventory management systems, accounts payable and receivable, financial
services, and accounting services. In these cases, the traditional record (hand-
written) should have part of its information inserted into administrative systems
so that hospital bills can be processed. Similarly, hospital pharmacies use
information systems to control stocks of prescriptions that are recorded in the
medical records of patients.
The existing system in Pilapil-Diaz Dental Clinic has several

disadvantages and many more manual procedures, which consume of too much
time and cost. The proposed system tries to eliminate or lessen these difficulties
up to some extent. The proposed system helps the staff, the owner and the
dentist to work user friendly.

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Figure G: System Output Design Form, where the patients basic information is
can easily find in the search bar.

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CHAPTER IV
SYSTEM IMPLEMENTATION
This chapter discusses the physical floor design layout of the Pilapil-Diaz
Dental Clinic and related literature about patients information system.
Office Lay-out for Proposed System
The Pilapil-Diaz Dental Clinic is located at the 2nd floor of The Market
Front Building. The entire floor is 24.42m 2 wide and the ceiling is 9 feet high.
The walls are painted dandelion and the place has laminate wood flooring.
The clinic has two rooms. The first room is the receiving area. The
counter where a computer is situated can be found just behind the door and is
connected to the dentists operation room. The receiving area has 2 glass
windows placed perpendicular with each other. Its main ventilation is the installed
air-conditioner located parallel to the door. A single fluorescent light illuminates
the entirety of the room. There are two 4-seater sofas surrounding a coffee table
facing a 24-inch television. The whole set-up gives the patient or patients
company the comfortable and cozy feeling while waiting.
The second room is dedicated for the dental services. The room also has
its own air conditioner and fluorescent light. The dentist chair is located at the
center of the room and dental laboratory equipment are right beside the chair.
There is a sink for hand washing on side of the room so patients can observe
hand-washing procedures prior to the initiation of treatment. The room has
enough space to accommodate the necessary dental equipment while also
allowing ample space to move about and work comfortably.

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Figure VIII: Pilapil-Diaz Dental Clinics Floor Design and 3D image.

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Local and Foreign Literature
Local
Patients Electronic Form
We created the Patient Clinical Information System (PatCIS) to interface with

the clinical data repository at Makati Medical Center (MMC) to allow patients to
add to and review their medical data. We also provided educational resources
and automated advice programs. We provided access to the system to thirteen
subjects over a 36-month period and reviewed their activities in the system's
usage log. We also collected data via questionnaire and telephone interview.
We collected data for a total of 223 patient months. We found that patients
varied in their use of the system, from once a month or less to one or more times
per day.
All patients primarily used the system to review laboratory results. Both they
and their physicians believed that use of the system enhanced the patients'
understanding of their conditions and improved their communication with their
physicians. There were no adverse events encountered during the study.
Foreign
Patients Information System
A Patients information system (PIS) is an element of health informatics

that focuses mainly on the administrational needs of hospitals.

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In many implementations, a HIS is a comprehensive, integrated information

system designed to manage all the aspects of a hospital's operation, such as
medical, administrative, financial, and legal issues and the corresponding
processing of services.
Patients Information System architecture has three main levels, Central

Government Level, Territory Level, and Patient Carrying Level. Generally, all
types of Patients information system (HIS) are supported in client-server
architectures for networking and processing. Most work positions for HIS are
currently resident types. Mobile computing began with wheeled PC stands. Now
tablet computers and smartphone applications are used.
Enterprise PIS with Internet architectures have been successfully

deployed in Public Healthcare Territories and have been widely adopted by
further entities.[1] The Patients Information System (PIS) is a province-wide
initiative designed to improve access to patient information through a central
electronic information system. HISs goal is to streamline patient information flow
and its accessibility for doctors and other health care providers.
These changes in service will improve patient care quality and patient
safety over time.The patient carries system records patient information, patient
laboratory test results, and patients doctor information. Doctors can access
easily person information, test results, and previous prescriptions. Patient
schedule organization and early warning systems can provide by related
systems.
PIS has data warehousing as the main topic, hence a more static model of
information management . HIS is often composed of one or several software

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components with specialty-specific extensions, as well as of a large variety of

sub-systems in medical specialties from a multi-vendor market. Specialized
implementations name for example Laboratory Information System (LIS), Policy
and Procedure Management System,[2] Radiology Information System (RIS) or
Picture archiving and communication system (PACS).
Architecture is based on a distributed approach and on the utilization of

standard software products complying with the industrial and market standards
must be utilized (such as: UNIX operating systems, MS-Windows, local area
network based on Ethernet and TCP/IP protocols, relational database
management systems based on SQL language or Oracle databases, C
programming language
Patients Information Systems provide a common source of information

about a patients health history. The system has to keep data in a secure place
and controls who can reach the data in certain circumstances. These systems
enhance the ability of health care professionals to coordinate care by providing a
patients health information and visit history at the place and time that it is
needed.
Patients laboratory test information also includes visual results such as X-

ray, which may be reachable by professionals. HIS provide internal and external
communication among health care providers.
The PIS may control organizations (a Hospital in this case), official

documentations, financial situation reports, personal data, utilities and stock
amounts. The HIS also keeps in a secure place: patients' information, patients'
medical history, prescriptions, operations and laboratory test results

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The PIS may protect organizations, handwriting errors, overstock

problems, conflict of scheduling personnel, and official documentation errors like
tax preparations errors. The systems administrator-database administrator is
responsible for systems administration/or data administration in all aspect of
utilizing to ensure the high uptime of the system and for handling all database
back-up and restoration activities.
The hospitals application specialist together with the software vendor is

involved in all the activities required for implementing the application software.
Trainers train and retrain new employees in the hospital.
Hardware/Network engineers are responsible for maintaining the

hardware and network systems in the hospital. They undertake all
troubleshooting activities that may be required to keep the system online and
patient data available to doctors and nurses. There is no standardization, except
for data formats and for data interchange, as with the HL7 initiative supported by
ISO. Efficient and accurate administration of finance, diet of patient, engineering,
and distribution of medical aid. It helps to view a broad picture of hospital growth
Improved monitoring of drug usage, and study of effectiveness. This leads

to the reduction of adverse drug interactions while promoting more appropriate
pharmaceutical utilization.
Enhances information integrity, reduces transcription errors, and reduces

duplication of information entries.[3 Hospital software is easy to use and
eliminates error caused by handwriting. New technology computer systems give
perfect performance to pull up information from server or cloud servers

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CHAPTER V
COST AND BENEFIT ANALYSIS
The fifth chapter focuses on the systematic approach to estimating the

strengths and weaknesses of alternatives (activities, transactions, and functional
business requirement); it is used to determined options that provide the best
approach to achieve benefits while preserving savings. It will thoroughly discuss
the expense that the business incurred and some financial analysis data.
Determining Feasibility
1. Technical Feasibility - System Analysts must find out whether current

technical resources can be upgraded or added to in a manner that fulfills
the request under consideration
2. Operational Feasibility - dependent on the human resources available

for the project and involves projecting whether the system will operate and
be used once it is installed.
3. Economic Feasibility - The basic resources to consider are: your time

and that of the systems analysis team, the cost of doing a full systems
study, the cost of the business, employeetime, the estimated cost of
hardware, and the estimated cost of the software or/ and software
development.

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Example of COST BENEFIT ANALYSIS (of Monitoring System)
ANNUAL OPERATING COST OF THE EXISTING SYSTEM
Schedule 1 - SALARIES AND WAGES
Position Monthly Salary Annual Salary

1 Manager P 25,000.00 P 300,000.00
1 Dentist 30,000.00 360,000.00
1 Assistant 15,000.00 180,000.00
TOTAL ANNUAL
SALARY P 840,000.00
Schedule 2 - DEPRECIATION OF FURNITURES, MACHINES, &

EQUIPMENT
Annual Depre. Cost = (cost of unit * no. of unit) -

Salvage Value
Life Expectancy
ITEMS Annual
Depreciation
3 Filling Cabinet P 3,000.00
1 Furniture Set 3,500.00
1 Calculator 100.00
1 Computer 4,000.00
2 Electric Fans 280.00
TOTAL ANNUAL DEPRECIATION COST P 10,880.00

D.O H.A.E.S
48
Antipolo City
Schedule - 3 OFFICE
SUPPLIES
ITEMS Monthly Expenses Annual Expenses
3 ballpens ( P5 @ ) P 15.00 P 180.00

1 record books ( P 20 @) 20.00 240.00
1 ream short bond paper
(P250 @) 250.00 3,000.00
1 ream long bond paper
(P300 @) 300.00 3,600.00
20 folders ( P3 @) 60.00 720.00
2 staplers ( P 50 @) 100.00 1,200.00
TOTAL ANNUAL
EXPENSES P 8,940.00
* List all office supplies that the company used in the existing system. You
candidate the brand, quantity, and cost of each supplies.
Schedule 4 - ELECTRICITY
KWH /DAY = [(unit watts * no. of hrs. used/day) * no. of units /
1000]
KWH/ MONTH = KWH /DAY * no. of working
days /month
KWH /
MONTH
1 flourescent light @ 40 watts [( 40 w * 10 hrs) * 2 units / 1000]
.8 kwh * 20 days = 16
2 electric fans @ 200 watts [( 200 w * 10 hrs) * 2 units / 1000]
4 kwh * 20 days = 80
1 PC @ 230 watts [( 230 w * 10 hrs) / 1000]
2.3 kwh * 20 days = 46
TOTAL MONTHLY POWER CONSUMPTION 142 KWH

D.O H.A.E.S
49
Antipolo City
* BASIC CHARGE
Energy ( KWH)
142 399.80
First
10 @ 1.74 17.40
Next
40 @ 1.74 69.60
Next
92 @ 3.40 312.80
Currency Adjustment 399.80 x 5.83% 23.31

PPA 142 x 1.985 281.87
Total Monthly Electricity Consumption 704.98
Total Annual Electricity Consumption 8,460
* Computation is based on the Meralco bill as of Jan. 28, 2017
SUMMARY :
SALARIES & WAGES P 840,000.00

DEPRECIATION 10,880.00
OFFICE SUPPLIES 8,940.00
ELECTRICITY 8,459.76
* MISC. COST 5,000.00
TOTAL ANNUAL OPERATING
COST OF THE EXISTING SYS. P 873,279.76
* Assumed only.

D.O H.A.E.S
50
Antipolo City
ANNUAL OPERATING COST OF THE PROPOSED SYSTEM
Schedule 5 - SALARIES AND WAGES
Position Monthly Salary Annual Salary

1 Manager P 25,000.00 P 300,000.00
1 Dentist 30,000.00 360,000.00
1 Assistant 15,000.00 180,000.00
TOTAL ANNUAL
SALARY P 840,000.00
Schedule 6 - DEPRECIATION OF
FURNITURES
Annual Depre. Cost = (cost of unit * no. of unit) - Salvage Value

Life Expectancy
ITEMS Annual
Depreciation
1 Filling Cabinet P 1,000.00
1 Furniture Set 3,500.00
1 Calculator 100.00
2 Electric Fans 280.00
TOTAL ANNUAL DEPRECIATION COST P 4,880.00

D.O H.A.E.S
51
Antipolo City
Schedule 7 - HARDWARE AND SOFTWARE DEPRECIATION COST
* Hardware Cost
1 Computer 4000
(Package)
1 HP Deskjet Printer 800
HARDWARE DEPRECIATION COST 4,800.00
* Software Cost
MS Office 2000 4,000.00
4,000.00
SW Depreciation Cost = ( 2000.00 -20%) 800.00
HW & SW DEPRECIATON COST
Schedule - 8 OFFICE SUPPLIES
ITEMS Monthly Expenses Annual Expenses
3 ballpens ( P5 @ ) P 15.00 P 180.00

1 record books ( P 20 @) 20.00 240.00
1 ream short bond paper (P250 @) 250.00
1 ream long bond paper
(P300 @) 300.00
20 folders ( P3 @) 60.00
2 staplers ( P 50 @) 100.00
TOTAL ANNUAL
EXPENSES P 1,130.00
* List all office supplies that the company used in the proposed system. You
canindicate the brand, quantity, and cost of each supplies.

D.O H.A.E.S
52
Antipolo City
Schedule 9 - ELECTRICITY
KWH /DAY = [(unit watts * no. of hrs. used/day) * no. of units / 1000]
KWH/ MONTH = KWH /DAY * no. of working
days /month
KWH /
MONTH
1 flourescent light @ 40
watts [( 40 w * 10 hrs) * 2 units / 1000]
.8 kwh * 20 days = 16
2 electric fans @ 200
watts [( 200 w * 10 hrs) * 2 units / 1000]
4 kwh * 20 days = 80
1 PC @ 230 watts [( 230 w * 10 hrs) / 1000]
2.3 kwh * 20 days = 46
TOTAL MONTHLY POWER 142

CONSUMPTION KWH
* BASIC CHARGE
Energy ( KWH)
142 399.80
First 10
@ 1.74 17.40
Next 40
@ 1.74 69.60
Next 92
@ 3.40 312.80
Currency Adjustment 399.80 x 5.83% 23.31

PPA 142 x 1.985 281.87
Total Monthly
Electricity
Consumption 704.98
Total Annual Electricity Consumption 8,459.76

* Computation is based on the Meralco bill as of Jan. 28, 2017

D.O H.A.E.S
53
Antipolo City
SUMMARY :
SALARIES & WAGES 840,000.00

DEPRE. FURNITURE 4,880.00
DEPRE.HARDWARE &
SOFTWARE 5,600.00
OFFICE SUPPLIES 1,130.00
ELECTRICITY 8,459.76
* MISCELLANEOUS COST 5,000.00
TOTAL ANNUAL OPERATING
COST OF THE PROPOSED
SYS. P 865,069.76
SUMMARY, CONCLUSION AND RECOMMENDATION

Summary
Conclusion
Recommendation
BIBLIOGRAPHY
https://en.m.wikipedia.org/wiki/Patients_information_system
https://www.ncbi.nlm.nih.gov/pubmed/https://www.ncbi.nlm.nih.gov/pubmed/1246
77967796
APPENDICES
A. Endorsement Letter
B. Interview Guide/ Questionnaire
C. Project Photo Gallery
D. Curriculum Vitae

D.O H.A.E.S
54
Antipolo City

D.O H.A.E.S
55

Patient Information System for Pilapil-Diaz Dental Clinic

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Patient Information System for Pilapil-Diaz Dental Clinic

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Our Lady of Fatima University

Dentistry is a branch of medicine that is involved in the study, diagnosis,

Client Records Management System (Client RMS) focuses on eliminating

Record management helps in controlling the creation and growth of

J.R.L.A S.M.H Patients Information System for Pilapil-Diaz Dental Clinic

Pilapil-Diaz Dental Clinic, a family business dedicated to practice the

Pilapil-Diaz Dental Clinic is a General Dentistry Orthodontics that provides

J.R.L.A S.M.H Patients Information System for Pilapil-Diaz Dental Clinic

Overview of Existing System

Figure A : Pilapil-Diaz Dental Clinic existing system

J.R.L.A S.M.H Patients Information System for Pilapil-Diaz Dental Clinic

Statement of the Problem

The researchers seek how to design and create a Client Record

Specifically, the project intends to resolve the following:

1. What are needed data to be captured and to be covered by the

2. What and how to plan for the companys enforcement of policies

3. How to plan and create an effective and efficient software

4. How to provide internal access to the records, keeping in view of

J.R.L.A S.M.H Patients Information System for Pilapil-Diaz Dental Clinic

Objectives of the Study

The researchers seek how to design create a Client Record Management

Specifically, the project aims to achieve the following:

2. To obtain an effective and efficient plan in enforcing policies and

3. To create reliable, accurate, and low maintenance record storage.

4. To provide internal access to the records with data security.

5. To provide convenience in organizing the patients information.

6. To lessen manual procedures.

J.R.L.A S.M.H Patients Information System for Pilapil-Diaz Dental Clinic

Scope and Limitation

The system developed by the researchers excludes customers billing

SIGNIFICANCE OF THE STUDY

Dental Clinic Establishments: The study may provide insights to newly

J.R.L.A S.M.H Patients Information System for Pilapil-Diaz Dental Clinic

Gantt chart for Project Plan

ACTIVITIES PREDECESSOR DURATION

D. SYSTEM DESIGNING N/A 5

J.R.L.A S.M.H Patients Information System for Pilapil-Diaz Dental Clinic

THE SYSTEM DESIGN

J.R.L.A S.M.H Patients Information System for Pilapil-Diaz Dental Clinic

The second chapter thoroughly discusses the advantages and

SWOT analysis (strengths, weaknesses, opportunities and threats

SWOT HELPFUL HARMFUL

J.R.L.A S.M.H Patients Information System for Pilapil-Diaz Dental Clinic

Elimination of data and tasks redundancy. With the proposed

J.R.L.A S.M.H Patients Information System for Pilapil-Diaz Dental Clinic

Control in creation and growth of records. Sufficient control in the

Reliable, accurate, and low maintenance record storage. The

Record security. Respective accounts and passwords of the staffs are

Staffs have lacking skills in managing electronic records.

J.R.L.A S.M.H Patients Information System for Pilapil-Diaz Dental Clinic

application; if introduced through workshop and training may incur time

Needs for system upgrades. Timely system upgrades are required to

Limited functions. The proposed system can neither be accessed nor

Technological advancements. Growth in technological advancements

More efficient and user-friendly interfaces. Developing the front end

Development of more effective security protocols. Security is both a

J.R.L.A S.M.H Patients Information System for Pilapil-Diaz Dental Clinic

addressed to prevent the invasion of privacy and malpractices using an

Business image development. With fast and secured transactions

Security concerns. Malpractices using any other person's data is the

DATA AND PROCESS MODELING

This section thoroughly defines and analyzes the data requirements

J.R.L.A S.M.H Patients Information System for Pilapil-Diaz Dental Clinic