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Wesleyan-University Philippines
Mabini Ext., Cabanatuan City, Nueva Ecija, 3100, Philippines

College of Engineering and Computer Technology

Department of Computer Technology

Dental Clinic Management

System

A PROJECT PROPOSAL BY

Cherry Dianne B. Nimes

Lancelot B. Hidalgo

Mark Lester B. Sacramento

December 2019
Dental Clinic Management System

Table of Contents
Table of Contents .......................................................................................................................... 2

1. Introduction ............................................................................................................................. 3

2. Problem Statement ................................................................................................................. 4

3. System Features ...................................................................................................................... 4

4. Context Diagram ..................................................................................................................... 6

5. Date Flow Diagram ................................................................................................................. 7

6. Use-Case Diagram ................................................................................................................. 10

7. Entity Relationship Diagram................................................................................................ 11

8. Activity Diagram ................................................................................................................... 12

9. Sequence Diagram ................................................................................................................. 15

10. Data Dictionary ..................................................................................................................... 16

Revision History
Name Date Reason for Changes Version
DCMS Oct. 22, 2019 Which users can access each of the 1

module? Define the users.

DCMS Nov. 08, 2019 Check your problem definition and project 2

scope plus DFD.

DCMS Nov. 11, 2019 Make sure that your diagrams and 3

documentation are more suited for a dental

clinic and not a medical clinic.

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Dental Clinic Management System

Introduction
The main objective is to develop a web-based application named “Dental Clinic

Management System (DCMS)”that covers all the aspects of making appointment of is to

provide a system which will records all the patient dental information that will be kept in a

secure database and can be easily keep track by the dentist and dental staff.1

This system help reduce the problems occur when using the manual system and

helps patients to skip endless queues. The important thing is it will become easier for the

data record and retrieval. This software also stores all the patient details, patients’ profile,

dental procedures etc. This system enables dentists and dental staff to manage patient

records and appointments. Patients can enter their details; update their profile and they

can select dentist to make appointments. Other than that, the system is user friendly and it

can help the clinic to manage their appointments. The system helps to avoid making

duplicate appointments. Patients can view available dentists and their timings and can

make appointments according to it. Patients also get an option to select dental procedure

and cancel their appointments.2

The system also allows dentists to log in. Dentists can edit their profile and view

their upcoming appointments, patients etc. They can even input the fee for a certain dental

procedure.2

The system also has a staff section. Dental staff can manage the whole system.

Dental staff can add/remove, manage patients and dentists’ information. Dental staff can

also view the log session.3The data regarding the patient records will help the patient in

order to apply for the next operation and to be used for the future.3

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Dental Clinic Management System

Problem Statement

Before this, most management of dental clinics in the country is done manually.

There are some problems arise especially for the data retrieval. Clinic has a problem of

loss of patient data. There are also redundant patient data if the patient is not sure whether

they have come to the clinic before. There is also a problem when the patient forgot their

appointment time because they cannot check their appointment schedule through online.

Although the appointment schedule was provided in the manual, it is possible that the

paper will be missing.

System Features
The system automates the manual procedure of managing clinic activities and save

it in the database. Enable the dentist and dental staff to view and manage the patients’

information and appointment schedule.

It will consist of three important modules which will be like this:

1. PATIENT MODULE

 Patient Registration

 Patient Profile

 Select Dentist

 Select Dental Procedure

 Upcoming Appointment Schedule

 Make Appointment

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Dental Clinic Management System

2. DENTAL STAFF MODULE

 Add/Remove Patient

 Add/Remove Dentist

 Add New Dental Procedure

 Add Dentist Available Days and Time

 View Patient’s Information

 Upcoming Appointment Schedule

 View Users Log Session

3. DENTIST MODULE

 Dentist Profile

 Add New Dental Procedure

 Add Dental Fee

 View Patient’s Information

 Upcoming Appointment Schedule

References
1Dhanore, Priyanka et al. Dental Clinic Management System- A New Approach, retrieved
May 2016 from:http://ijcset.net/docs/Volumes/volume6issue5/ijcset2016060507.pdf

2 B. Technologies. Dental Clinic Management System, retrieved 2008-2011

from: https://www.academia.edu/37731980/Dental_Clinic_Management_System
3Downs, Tyson.13 Ways to Increase Your Dental Practice’s Productivity, retrieved
July 2018from: https://titanwebagency.com/blog/increase-productivity-dental-office/

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Dental Clinic Management System

Context Diagram
The figure below shows the context level data flow diagram of the proposed system

of a Dental Clinic. This figure visually represents the flow process of the proposed system

as well as entities’ interaction.

Dentist

Patient s
Schedule
Information

Appointment Schedule Dental Clinic

Patient s Information
Patient Management System Dental Staff
Approved Appointment Status

In this figure, the context level of the proposed system has three entities namely

Patient, Dental Staff and Dentist. The Patient will make an appointment, and the system

will provide the schedule for it. As for the Dental Staff, it will manage the patient and

dentist’s information and appointment details. The Dentist will view the appointments and

can add dental procedure.

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Dental Clinic Management System

Data Flow Diagram (Level 1)

The figure below is the Level 1 data flow diagram and it is also the exploded

diagram of Context Data Flow Diagram of the proposed system. This figure visually

represents the process of Dental Clinic Management System and how the entities interact

with other in a detailed way with an additional process in it.

1. PATIENT

Login Credentials Login Credentials

Patient LOGIN Account Information USERS
Account Information

Appointment Schedule
Appointment Schedule
Appointment Details MAKE APPOINTMENT Appointment Details APPOINTMENT

Dental Procedure Type DENTALPROCEDURE

In this figure, the Level 1data flow diagram for Patient has one entity, two processes

and three data stores. The entity is the Patient. Three processes namely, Login and Make

Appointment. There are also three data stores namely Users, Appointment and

DentalProcedure.

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Dental Clinic Management System

2. DENTAL STAFF

The figure below is the Level 1 data flow diagram and it is also the exploded

diagram of Context Data Flow Diagram of the proposed system. This figure visually

represents the process of Dental Clinic Management System and how the entities interact

with other in a detailed way with an additional process in it.

Login Credentials Login Credentials

Dental Staff LOGIN STAFF
Account Information Account Information

Patient Information Patient s Information

ADD NEW PATIENT USERS

Appointment Schedule Appointment Schedule

MANAGE
Appointment Status Appointment Status APPOINTMENT
APPOINTMENT

Patient s Dental Procedure

DENTALPROCEDURE

Patient & Dentist Information UPDATE PATIENT & Patient Information

DENTIST
INFORMATION Dentist Information DENTISTS

Dentist s Information Dentist s Information

ADD NEW DENTIST

Operation Procedure ADD NEW Operation Procedure

PROCEDURE

User Login Details USERLOG

Patient & Dentist Login Details VIEW USER/DENTIST

Dentist Login Deatils
LOG
DENTISTLOG

In this figure, the Level 1 data flow diagram for Dental Staff has one entity, seven

processes and sixdata stores.

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Dental Clinic Management System

3. DENTIST

The figure below is the Level 1 data flow diagram and it is also the exploded

diagram of Context Data Flow Diagram of the proposed system. This figure visually

represents the process of Dental Clinic Management System and how the entities interact

with other in a detailed manner.

Login Credentials Login Credentials

Dentist LOGIN DENTISTS
Account Information Account Information

Appointment Schedule Appointment Schedule

OPERATES DENTAL APPOINTMENT
Appointment Schedule Status Appointment Schedule Status
PROCEDURE

Dental Procedure
DENTALPROCEDURE

In this figure, the Level 1 data flow diagram for Dentist has one entity, two

processes and three data stores. The entity is the Dental Staff. The processes are show

Dentist’s Login and Operates Dental Procedure. There are also threedata stores namely

Dentists, Appointment and Dental Procedure.

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Dental Clinic Management System

Use Case Diagram

The figure below is a Use Case Diagram of the proposed system. The use case

diagram visually represents the interaction between the users and their current system.

In this figure, there are three actors: The Patient, the Dental Staff and the Dentist.

The PATIENT can perform in MAKE APPOINTMENT, SELECT DENTAL PROCEDURE,

the DENTAL STAFF can perform in ADD NEW PATIENT/DENTIST, UPDATE

APPOINTMENT while the DENTIST is assigned for OPERATES DENTAL PROCEDURE.

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Dental Clinic Management System

Entity Relationship Diagram (ERD)

The figure below is the entity relationship diagram of the proposed system and the

ways how transactions were made on a Dental Clinic.

Based on the diagram, there are seven entities namely, USERS, STAFF,

DENTISTS, APPOINTMENT,DENTALPROCEDURE, USERLOG, and DENTISTSLOG.

The lines that connect the entities show the relationship of two particular entities.

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Dental Clinic Management System

Activity Diagram
The figure below is the activity diagram for Patient. This figure visually represents

the workflow between the Dental Clinic Management System activities. The control flow is

drawn from one activity to another.

1. PATIENT

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Dental Clinic Management System

2. DENTAL STAFF
The figure below is the activity diagram for Dental Staff. This figure visually

represents a series of actions and the flow of control in the Dental Clinic Management

System. The control flow is drawn from one activity to another.

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Dental Clinic Management System

3. DENTIST
The figure below is the activity diagram for Dentist. This figure visually represents

the flow from one activity to another activity. The control flow is drawn from one activity to

another.

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Dental Clinic Management System

Sequence Diagram
The figure below is the sequence diagram for Dental Clinic Management System. A

sequence diagram shows object interactions arranged in time sequence.

Dental Dental
Patient Staff Dentist Procedure

1. Login()

2. Provides Available Schedule()

3. Takes Appointment()

5.Confirms Appointment() 4. Grant Appointment()

6. Consults Dentist() 7. Operates Dental Procedure()

8. Patient Treated ()

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Dental Clinic Management System

Data Dictionary
The Table below shows the data dictionary of Dental Clinic Management System. It

has three entities namely Patient, Staff and Dentist. Entities are data that represent objects

in the real world. The entity Patient is the one who will receive the dental procedure. The

entity Dental Staff will manage the patient’s information. The entity Dentist is the one who

operates the procedure.

Description of Attributes

Entity Name Attribute Name Description Constraints

users id Serve as primary key Int (11)

auto_increment,

primary key

fullName Patient’s first name Varchar (255)

address Patient’s address Longtext

gender Patient’s gender Varchar (225)

email Patient’s email address Varchar (255)

password Patient’s password Varchar (255)

contactNumber Patient’s contact number Bigint (11)

regDate Patient’s registration date Timestamp

updationDate Updated date Varchar (255)

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Dental Clinic Management System

Description of Attributes

Entity Name Attribute Name Description Constraints

dentists id Serve as primary key Int (11)

auto_increment,

primary key

dentistName Dentist’s full name Varchar (255)

availableDaysTime Dentist’s available days and Varchar (500)

time

contactno Dentist’s contact number Bigint (11)

dentistEmail Dentist’s email address Varchar (255)

password Dentist’s password Varchar (255)

regDate Dentist’s registration date Timestamp

updationDate Updated date Varchar (255)

Description of Attributes

Entity Name Attribute Name Description Constraints

staff id Serve as primary key Int (11)

auto_increment,

primary key

username Staff’s username Varchar (255)

fullName Staff’s first name Varchar (255)

address Staff’s address Longtext

gender Staff’s gender Varchar (225)

email Staff’s email address Varchar (255)

password Staffs password Varchar (255)

contactNumber Staff’s contact number Int (13)

regDate Staff’s registration date Timestamp

updationDate Updated date Varchar (255)

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Description of Attributes

Entity Name Attribute Name Description Constraints

appointment id Serve as primary key Int (11)

auto_increment,

primary key

dentalProcedure Patient’s dental procedure Varchar (255)

doctorId Dentist’s ID Int (11)

userId Patient’s ID Int (11)

appointmentDate Patient’s appointment date Varchar (255)

appointmentTime Patient’s appointment time Varchar (255)

postingDate Posted date Timestamp

userStatus Patient’s appointment status Int (11)

doctorStatus Dentist’s appointment status Int (11)

updationDate Updated date Varchar (255)

Description of Attributes

Entity Name Attribute Name Description Constraints

dentalprocedure id Serve as primary key Int (11)

auto_increment,

primary key

dentalProcedure Patient’s dental procedure Varchar (255)

creationDate Dentist’s ID Timestamp

updationDate Patient’s ID Varchar (255)

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Description of Attributes

Entity Name Attribute Name Description Constraints

userslog Id Serve as primary key Int (11)

auto_increment,

primary key

uid Patient’s ID Int (11)

username Patient’s username Varchar(255)

userip Patient’s IP Address Binary(16)

loginTime Patient’s login time Timestamp

logout Patient’s logout time Varchar (255)

status Patient’s login status Int(11)

Description of Attributes

Entity Name Attribute Name Description Constraints

dentistslog Id Serve as primary key Int (11)

auto_increment,

primary key

uid Dentist’s ID Int (11)

username Dentist’s username Varchar(255)

userip Dentist’s IP Address Binary(16)

loginTime Dentist’s login time Timestamp

logout Dentist’s logout time Varchar (255)

status Dentist’s login status Int(11)

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