Final Proposal

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
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
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........................................................................
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.........................................................................................................
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.
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.
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.
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.
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.

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 Staffs.This 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.

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 clinics.Mary 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
System.The 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
 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
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
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
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.
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 Basic.net 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.
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.
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.
Software Features:
Hardware: Application:
Monitor - SQL Server
Keyboard .Net Framework 4.5
System Unit
Mouse
Printer
Software:
Visual Basic.net
SQL Server
Microsoft Access
People:
Admin
Assistant
Data:
Address
Civil Status
Date of Birth
Age
Record No.
Contact No.
Prenatal Visits
Medical History
Height
Weight
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
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
Proposed System Flow Chart
USER
MODULE
CLOSE
FORM SPECIFICATION
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
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
Chapter V
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
 Expenses
Particulars Amount(PHP)
Hardware 22,900.00
Software 12, 598.00
Furniture and 6,036.30

Fixture
Total 41,534.30
Screenshots
Program Listing
 Log in Form
USERS MANUAL
GANTTCHART
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
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 http://medprojects.com/2017/medprojects-
launches-emr-for-hospitals-in-the-philippines/
“MedProjects Launches EMR for Hospitals in the Philippines” -Retrieved from

http://www.pchrd.dost.gov.ph/index.php/news/2726-electronic-medical-record-
system-chits-can-retrieve-patient-record-in-five-seconds-expert
“Status of electronic health records in Switzerland” – Retrieved From

https://international.commonwealthfund.org/features/ehrs/

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QUEZON CITY UNIVERSITY

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

this project and to certain individuals who gave the

group inspiration to fulfill their goals.

the benefit of your company.

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

support financially, mentally and emotionally.

throughout this undertaking.

without your help.

gratitude towards our loving parents whose word of encouragement and

push for determination rings in our ears.

company from their traditional system.

and definition of terms.

purpose of this chapter is to extend the knowledge gained.

time consumption on finding the form of a certain patient.

proposed system including the flowchart, forms specification and reports

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

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

access and safer storage for patient’s records.

BACKGROUND OF THE STUDY

STATEMENT OF THE PROBLEM

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

damaged, lost and misplaced files.

STATEMENT OF THE OBJECTIVES

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

 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.

SIGNIFICANCE OF THE STUDY

This study is significant to the following people:

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

records is saved securely.

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

SCOPE OF THE STUDY

 Personal Information of staffs

 Daily Attendance of staffs

Review of Related Literature, Studies and Systems

Local Literature and Studies

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

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

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

strategically,” Dr. Sy added.

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

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

communication, improve clinical processes and workflows, and transform patient

fully integrated EMR solution.”

hospital’s specific requirements.”

Foreign Literature and Studies

“Status of electronic health records in Switzerland”

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

among hospitals and among cantons.

“Healthcare Financial Management”

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

planning on facilitating of the plan and pre design.

between the present system and the proposed system.

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

design for expanding technology and design for adaptive environments.

Testing and Maintenance Phase

Description of the Existing System

problems enumerated by the employees are: