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CHAPTER I

INTRODUCTION

In this period when nothing is stable but change, individuals have

become more limitless as technology develops. The need of the world to grow

has been a response to the call of its existence and living components to

produce and progress to their ideal scope. In the beginning of the firm

exchanging good environment, people depend on machines that make them

live at ease and comparatively well. Technologies in the existing time are still

changing people’s lives future better than they have ever imagined and still

changing people’s life up to the present. Certainly, computers have become a

need to provide social activity with full satisfaction. In the industry today,

computers frequently run business, from Establishments to Institution of

higher education computers perform a very significant part in the presentation

of their work and progressions. Computerized systems and computer

programs have switched manual processes that commonly set dealings and

jobs interesting.

As we look back years ago computers were not common in this

industry. The youth of today are considered digital natives who are born in a

technology world. Computer technology can also be used to make us not just

smarter but truly intelligent. Today, peoples knowledge is as twice as much as

the idea referring to both knowledge exist from the use of computer

technology to enhanced the ability such computer works. As technology

develops regarding in business industry, new ideas seem to appear an

increasing rate in every part of every county. This new ideas led to transform
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the manual and old system. Oftentimes with unexpected consequences,

technology was conceived as a creative progression.

Management Information System manages data management by

storing, searching and analyzing data. In addition, they manage various

information system to meet the needs of managers, staff, and customers by

working collaboratively with various members, of their work group as well as

with their patients. The proposed study provides a high quality system that is

more effective that do recording and finding their records manually inside the

clinic. Every school must have at least one clinic for their faculty staffs and

students. The proponents together with the programmers come up with an

idea of developing the newest and latest version of software programs and

application.

The Santa Cruz Central Clinic Information Management System is

developed to enhance the Clinic Management and generates the workflow

inside their clinic. The proposed study is an advanced tool for school clinic,

which is made to have a simple and well-organized storage of medical

records and inventory system. This system will maintain all the records in an

accessible and convenient way in storing, retrieving, generating reports and

organizing data. The system will also help the clinic staffs, faculties and

doctors to have more accurate and have a capable way of gathering data of

students. This system can easily performed by the use of computers or

laptops, which help them, lessen their paper works.

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Research Problem

With the present situation of the system in Sta. Cruz Central

Elementary School, the school faces consequences regarding in storing data

of students and loss of files. The researchers distinguished that the personnel

of clinic of that school is currently using a manual record in listing all the name

of students in every grade and section. Also the researchers encountered the

specific problem: Also the researchers encountered the specific problem:

Specific Problem:

 How they can manage the time consuming in finding records.

 How can the client avoid in losing their files.

 How they can improve the manual process in managing the record.

Objectives of the study

The following are the general and specific objectives that this proposed

study seeks to achieve.

General objectives The general objective of the study is to design and

develop a clinic management system that would serve as proposal to help

Sta.Cruz Central Elementary School to their operation and provides an easier,

faster, more organized, secured, and accurate system. In this study is to

design and develop a clinic management solution that will serve as a

proposal to help teachers and doctors save time and resources with the

automation of its daily or monthly clinic processes. Specifically the study aims

its specific objectives:

 To create a system that computerize records keeping of patients;

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 To design a system that allows the doctors to retrieve complete patient

history instantly;

 To develop a system that will less the time consuming process of

manually encoding the information of the students.

Scope and Limitation

The study entitled “Sta. Cruz Central Elementary School Clinic

Management Information System” is a system that improved the manual

medical records of every student in Sta. Cruz Central Elementary School. This

is the following scope of the study to be followed by the limitation of the study.

 The system will replace the old system that is currently used in central

school clinic.

 The system will organize and manipulate the patient’s record especially

like adding, deleting, retrieval with any manual operation.

 .The system serves as a record of every patient who had a consultation

with the doctors and clinic staffs inside the school. It also includes the

records of medicines that would be given to the patient

 This system provides fast and precise reports. It lessens the time and
effort used by the doctor and teachers.

These are the limitation of the study.

 The system does not exclude the medicine that is needed by the

patient for their disease.

 It does not include the time of consultation of every patient.

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 The system cannot use by the other people who are not staffs of Sta.

Cruz Central Elementary School.

Significance of the study

This study will be helpful to aid the current system in Sta. Cruz

Elementary School. The most important thing is, this system was made for the

easy retrieval of the history information of the patient. And also stores the

complete records of the patients. For the security, before the user enters the

system they need to input the username and password given to them by the

Admin. The system has different access for the difference user. For the

management of the clinic, they may view the daily report of clinic. The clinic

management system will progress clinic process for both staff and the patient.

The following individuals were the beneficiaries of the study:

 Clinic Staff.

They will no longer manually search, update, and write the

patient’s record which takes more time and effort.

 Doctors. 

The study benefits the doctor in retrieving past and previous

records of patients in a very well-organized way by just searching

records automatically.
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 Patients.

The patients of the doctors are also the beneficiaries of this

research study the patients can be acquire their records faster in case

they need it for significant purposes.

 Researchers.

The researchers have developed their writing, analysis, and

interpretation skills needed to make a good thesis.

 Future Researchers.

This will benefit other researchers who wish to have

similar studies as they can get background information from the result

of this study which will serve as template to transform their research

CHAPTER II

REVIEW AND RELATED LITERATURE AND STUDIES

Foreign Literature

In the study of Antonio (2012) ”Health Information Privacy in the

Philippines” in view of the used of health information technology, electronic

medical records or computerized systems for storing patient information , the

duty of hospitals or any other health provider institutions to maintain and keep

medical records confidential entails greater responsibility. There was no

legislation specific to data protection in relation to medical privacy.

According to Buenas and Caringal (2014) “Tuy Municipal Health Center

Information System” as electronic medical record has been used to describe

automated system based on document imaging or systems which have been

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developed within a medical practice or community health center. The

proposed system can helped the medical practitioners to fasten their

recording of patient data to save time and effort. The proposed information

system improved the reliability and security of some confidential information of

patients.

According to Dhanore, et al. (2016) entitled “Dental Clinic Management

System- a New Approach” most of the medical segments today are using

online web to offer services to create more benefits to the stakeholders and to

the owner, to resolve all the problems of a dental clinic, the Dental Clinic

Management System with Notification was developed. The Visual Studio 10

was the programming language used in developing this system, interface

design and coding. This system gives some advantages for both the user’s

clinic staff and end-users especially the patients.

According to Charanggowda (2012) “Dental College, Sullai, Dakshina

Kannada”, they defined the primary purpose of maintaining dental records is

to deliver quality patient care and follow up. Dental records can also be used

for forensic purpose and have an important role in teaching and research, as

well as in legal matters. The code of practice on Dental records documents

the minimum requirements for recording the maintaining dental records and

describes some of the underlying principles to be applied by the practitioners

in their record keeping and to secure the data or record of the patient through

in this system.

In the book “Database Administration in MySQL” by Caluya et al.

(2012) it helps you properly connect your system to the database, create and
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execute back up strategies, secure stored procedures to update and access

data and more. Learn to increase database performance while making sure it

scales. Emphasize database replication, table partitioning, and consideration

in hardware and administration tools a reference of commonly used MySQL

utility programs. It is the collection of tables, queries, reports, view and other

objects.

Local Literature

As stated in Delmar “Comprehensive Assisting Administrative and

Clinic Comprehensive” (2015), the medical record system, must be one that

fits the facility and satisfies the needs of the providers. Usually, medical

record system adapted for a facility using a certain common component.

Whatever system is used, the management of medical records must provide

easy retrieval of information. Wording must be easily understood and

grammatically correct.

As stated by Lucero (2012) entitled “The Information System for Dental

Services”, indicates that Dentistry needs sophisticated equipment due to the

critical condition of the teeth. Replacing the manual method in dentistry to

automated system is similar to the human activities but it is faster. The

computerized system covers all the processes in the dental clinic and can

also stores data.

According to Malto (2014) “Inventory Management System”, are central

to how companies track and control inventories. Having the ability to measure

inventory in a timely and accurate manner is critical for having uninterrupted

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business operations because inventory is often one of the largest current

assets on a company’s balance best. Two inventory management system

exist; perpetual system and periodic system. Each system has its pros and

cons and companies may choose based on their own needs for inventory

control and available company resources.

In the study done by Anonuevo, Simpao (2012) entitled "DMRMNHS

Record Management System” was design to improve the manual process of

School Coordinator in managing the records and files of DMRMNHS iSChools

Project. This research study aimed to: 1.) Identify the current process used by

school coordinator in managing the files and documents of their school; 2.)

Determine the problems encountered by the School Coordinator in updating ,

organizing and retrieving of records; 3.) Improve the records management

process of DMRMNHS. The researchers used the descriptive method of

research in order to obtain and gather data and info. Necessary in this study

the researcher gathered information through interviews, observations and set

of questionnaires for the initial survey and software evaluation. Weighted

mean wad used in this study to determine the factors affecting the

transactions and the overall performance.

According to Cabula, Ebora, Reyes (2012) “Dental Records System

Using Synchronized Touch ScreenKiosk and Server PC with GSM Module”

Dental clinics are having a hard time keeping the patient’s records manually

like personal data, dental procedures and prescriptions. The secretary who is

in- charge of all these, finds the situation difficult whenever there is a need to

look for a patient’s information should they need to have an appointment to

their dentist. The main objective of this project is to develop a synchronized

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dental record system for Dr. Valera’s Clinic. The design was conducted for

them to know the patient’s records easily and to keep them safely, replacing

the paper form to electronic form. Synchronization is done by applying the

server-client set-up separating the works of the secretary like updating

patient’s information and scheduling and for the dentist to see if all these are

done so she can proceed to update their patient’s dental chart, record and

procedures. The group installed a GSM module on the secretary’s laptop to

send SMS message to their patient for appointment with their dentist. This

procedure was successfully done and could be used repeatedly to ensure that

the message was sent. Synchronization, SMS sending test were successfully

tested making all the objectives met and the program properly executed.

Foreign Study

According to Bai (2012), "Developing Effective Hospital Systems" in the

information technology (it) and information systems (is) literature can be

extended and improved. In turn they can be better applied to the field of IS

and the development and implementation of information systems. This

research seeks to highlight an example of how these models can be

extended, through an analysis of the specific context of the hospital

management information system environment, using the technology

ecosystem model (TEM).

Based on Ahmed (2015) entitled “Automated Clinic Record

Management System”, the poor record keeping and filling system of our

clinics is the bane of the healthcare sector failure. There had been incident of
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misplaced documents, not able to retrieve long consult patients’ records, loss

of records or files, alteration of information etc. result in unnecessary delay of

treatment which even sometimes leads to the death of the patient. The

manual handling of the patient files has led to undue delays in attending to the

patients at the clinic, and this has been a cause of concern to all citizens. The

researchers developed ACRMS that can enhance the services and also the

work flow of all activity that happens in a clinic where it helps in reducing the

work load of medical staff, the number of manpower needed and it also make

clinic management become more manageable and easier to control. The

researchers concluded that the developed system is efficient for patient’s data

management. It allows the authorized users to perform specific duties such

as; inserting or adding patients’ records, deleting a record, editing and

searching through the database. With the developed system being used

problems such as records misplacement, data redundancy and

inconsistencies, difficulty in updating the existing data, illegal access to data

and time delay in processing data are easily handled by the system.

The study entitled “A Quality Improvement for Clinical Records in the

Public Dental Services”, by Myers (2014) she said that her study aimed that in

emergency cases that another person needs to access the dental clinic’s

records, the authorized person can view and has an access to all the records

that was encoded on the system and can access the actions of the dentist,

patients and interactions with the patient during the appointment. Dental Clinic

record is necessary in giving a good dental service to the patient. The clinic

encountered misplaced of records and tendency to loss of files and records.

To lessen data loss, the researchers came up and developed a system that
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can provide an easy access of records of data in case of emergency or in an

urgent situation. The proposed system can be easily manipulated by the

authorized personnel that provides them an easy accessing of data and

convenient way of recording.

According to Ward (2012) entitled “Electronic Data Management

Record System” many manifestations about the constant evolution of

technology provide the different corporations and organizations continuing

their study to improve the use of technology in the present modernization and

high technology was providing, it may lighten the works that are very tiring to

do. The Municipal Health Center was engage before the manual system of

recording some important document of patients, which takes time to do and

there’s also the scenario of losing documents because of disorganize set of

document. The programmers perform this study to transform the manual ways

of recording. As the result, they came up to developed the manual ways into a

computerized system that can help the client lessen data loss and easy

recording of important documents, inside the municipal health center.

Based on Smith (2012) entitled “Automated Record Keeping System”.

The existing system is just using a logbook for them to record those

information. This record keeping system uses to lessen the capability of

producing legible documents of all original and refilled prescription

information. During the course of an onsite inspection the records must be

accessible for viewing or printing. So that the researcher solve the problem by

creating a system that can be more manageable and easier to use. The

researcher conclude that the develop system is for patient’s data

management. With the developed system being used problem such as

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misplacement of records, illegal access to data and time delay in processing

data are easily handled by the system.

Local Study

According to Volpane, Cabarrubiasa and Macabasag (2016) studied

that the “Laguna University Healthcare Information System” is a stand-alone

system that was developed for the Laguna University School Clinic. This

system help in order for them to enhance the management of medical and

dental records of the students, backing-up of retrieving medical records,

monitoring inventory of medicine and statistical records. So that the

developed system is proposed to improve the process of managing medical

and dental records in Laguna University Healthcare.

Based on Nuñez, Genil, Lopez and Gimen in the study of “Laguna

Health Office Inventory and Record Management System” (2017), is a system

that design and developed for the Laguna Provincial Health Office in order to

improve the management of medicines , record, information, and production

of inventory reports. Descriptive method of research was employed in this

study. Survey interview is used for collecting data. And base on the results of

the interviews and surveys, the researchers found how the employees of the

Laguna Provincial Health Office improve the process in managing medicine

records in the office. After the developed system was finish.

The research entitled “Feliciano Dental Clinic Management System

with SMS Notification”, conducted by Armisto, Balanlayos and Buenavista

(2017), the main objectives is to provides information about the patient profile

including patient personal detail, patient treatment, patient appointment,

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patient billing, and inventory management. And it will resolve all the current

problems at clinic to promote paperless office that would enable faster and

more efficient storage, retrieval and updating clinic record. The study prove

that It gives advantages to all both users. The develop system provides

convenience to them that gives them easier task.

The study by Ortiz and Pecalda (2013) entitled “M-Smile Dental Clinic

Management System”. The researchers chose the M-Smile Dental Clinic on

their study because it still uses the manual process. The Dental Clinic

experiences problems such as loss of records, unable to store large amount

of data efficiently, no backup file in case of emergency, inaccurate

computation of daily sales and scheduling an appointment the dentist usually

forget it due to their busy schedules that will affect their services in their

patients and also patients sometimes forgot their schedule on their

appointment that will effect on the maintenance of their affected teeth. To

resolve these problems, the researchers proposed a system entitled, “M-

Smile Dental Clinic Management System”. The system covers the managing

in customer information, billing inventory, report, appointment and security.

These features can help the M-Smile Dental Clinic to be more efficient,

secured and organized.

Synthesis

The above related literature and related studies collected by the

researchers were based on the internet, articles, books, and unpublished

thesis. The stated articles, citing and all other information were suited for the

study. It was considered to identify and know all the details and information
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about Clinic Management Information System for better understanding of the

study which the researchers were trying to be accomplished and achieve.

The review of related literature and studies serves as the guidelines

and foundations of the researchers on their study. Researchers use the

information gathered from the different literature and studies, local and

foreign.

Charanggowda and Antonio (2012), Buenas and Caringal (2014)

conducted studies that can keep the patient or customer’s records in a better

way which is to develop a system that can manage the record and

information, to deploy paper based records that can be inefficient to use, and

also lessen the chances of losing the file. Most of the common problem they

encountered in having a manual system is loss of productivity and having a

clinic information management system solved this kind of problem. It helped

the researchers to came up with the system management because as

mentioned that the system can help regarding to the maintaining the records

of every patients and make it computerized.

Armisto,et.al(2017), research entitled “Feliciano Dental Clinic

Management System with SMS Notification” is to provides Information about

the patient profile including patient Personal Detail, Personal Treatment,

Personal Appointment, Personal Billing, and Inventory Management. The

study proves that it gives advantages to all both users. The develop system

provides convenience to them that gives them easier task.

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CHAPTER III

RESEARCH METHODOLOGY

In this chapter will discuss about the methodology that will be using in

the development of Clinic Management System. This chapter also presents

the research design, population, locale of the study and data collection

method. The fundamental for this project is to develop a management system

that can be implemented and integrated in clinics

Research Design

In this study, the researcher used the descriptive method of research,

as define by Siquijor-Enriquez as cited by Salmorin (2006), a descriptive

method of research was characterized by a survey normative approach to the

study of conditions, essential guides to one was thinking. It was concerned

with conditions of relationships that exists; practice the prevail; beliefs

processes that are going on, effects that being felt or trends that are

developing. It was a research design wherein events are recorded, described,

interpreted, analyzed and compared.

In descriptive method of research was employed in this study. Survey,

interview and internet research were used for collecting data. Through this

we, were able to collect raw data on Central School at Sta. Cruz Laguna

where existing reports on the current system were obtained. Verbal interview

techniques were used to interview Faculty member of the school.

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Statistical Treatment

Statistics is one way of getting the information’s organized. To have a

general view of the whole scenario of the study, statistical tool is used. This

also includes the scaling system, which was used by the researchers as a

technique to monitor’s interpretation of facts. These responses were based on

the respondents. The range and interpretation of the five point scale are

shown in the table.

Likert Scale Formula

(SA∗5)+( A∗4)+(N∗3)+(D∗2)+(SD∗1)
Weight Mean=
Total Number of Respondents

Where:

SA (Strongly Agree or 5), A (Agree or 4), N (Neither Agree or

Disagree or 3), D (Disagree or 2), SD (Strongly Disagree or 1) = Degree of

Agreement.

For the interpretation of the computed weighted mean, the researchers

set the following scale:

Table 1: Likert Scale

RATINGS SCALE VERBAL INTERPRETATION

5 4.50-5.00 Strongly Agree(SA)
4 3.50-4.49 Agree(A)
3 2.50-3.49 Neither(N)
2 1.50-2.49 Disagree(D)
1 1.0-1.49 Strongly Disagree(SD)
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Table 1 shows the likert scale. The scales of the five-likert item,

strongly agree, agree, neither, disagree, and strongly disagree. This will be

the basis for the acceptability of the system.

Data Collection Methods

In this step, the researchers analyzed the problem encountered

by the Clinic Staff of Sta. Cruz Central Elementary School. Hence, the

researchers conducted the following method of collecting data;

Internet Research

The researchers used the internet to acquire some related

information to understand their studies and to get reliable concepts and

techniques connected to the study.

Client Interview

The researchers conducted an interview to the Clinic Staff of

Sta. Cruz Central Elementary School to learn and analyze what should be

included in the system and how they will enhance it. The developers

conducted the interview with the one who assist the clinic Mrs.Snooky Pulian

to get the information needed in improving the system.

Library Research
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The researchers read some thesis books that related to the study that

help for the development of the system and searched for some literature and

studies.

Observation

The researchers use all of their senses to observe people in

ordinary situations or indeed happening conditions.

Consultant

With the support of a consultant, the researchers had gained

more ideas about created study. The software needed and hardware devices

that are needed are discussed to be able for the researcher to know how each

of them works and how can it helps the created system to be gathering

procedures, the researchers classified the possible advantages.

Questionnaire

The researchers provide a series of questionnaires were

prepared by the researchers to determine the acceptance of the respondents

and used to collect information from individuals to assess the effectiveness of

the system.

Locale of the Study

One of the huge schools in Sta. Cruz, Laguna is the Central

Elementary School. It is located at A.I, Kamatoy St, Santa Cruz, Laguna. The

Clinic in Central School has been operating since that the school was build

and currently keeping and managing their records since then. The client of the
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researchers is the “Sta. Cruz Central Elementary School Clinic”. The school

clinic has a moderate amount of staff and nurses. The teachers are also the

nurse that what they called “teacher-nurse”.

Population of the Study

The population of the study included the program implementers, faculty

involved in the Sta. Cruz Central Elementary School Clinic, Central School

students enrolled and the doctors. The researchers will use Stratified Random

Sampling wherein the researchers divides the entire population into different

subgroups or strata, then randomly selects the final subjects proportionally

from the different strata. The respondents of the study will be having a two

clinic staffs and ten students in each grade and section. They were chosen

because they would be the one who will use the system.

Table 1: Respondents of the study

Respondents Population No. of Respondents

Clinic Staff 5 5
Doctors 2 2
Students 3000 20
Total 3005 23

Software Methodology

The software methodology used by the researchers to develop the

system is SDLC to represent the activity or stages in developing the study. It

is a step-by-step procedures that is dependent to each other.

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Figure . System Development Life Cycle. SDLC is a framework that

describes the activities performed at each stage of a software development

project.

Phase I. Requirement Analysis. The researchers analyzed the problems

that the client encountered in terms of manual process.

Phase II. Design. The researchers were started to creating the system that

have all the features that the client wants based on the data gathered by the

researchers.

Phase III. Implementation. The researchers will implement their developed

system in the Sta. Cruz Central Elementary School with the respondents.

Phase IV. Testing. The researchers will proceed an actual test of the

developed system to be use by their clients.

Phase V. Evaluation. The researchers will be having a survey with the

persons involve inside the Clinic including the Clinic Staffs and the Students

to determine the purposed and function of the developed system.

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Respondents of the study

The study entitled “Clinic Management and Information System” was

evaluated in Sta.Cruz Central Elementary School to gather all essential

information and related project about the management of a school clinic using

random technique, the researchers found different approaches on how to

manage the overall system. The developed system covered main users, the

account for the admin of the clinic, and the associate doctors.

Outstanding to partial scope of the respondents, the researcher used a

random technique to estimate the sampling size. The researchers had five

clinic staff, two doctors and 20 students.

Table 2: Respondents

Respondents Random Number Percentage

Clinic Staff 5
Doctors 2
Student 20
Total 27

Sampling technique

Convenience sampling (also known as availability sampling) is a

specific type of non-probability sampling method that used in this system that

relies on data collection from population members who are conveniently

available to participate in this study where subjects are selected because of

their convenient accessibility and proximity to the researcher. This technique

was employed to ensure a fairly equal representation of the variables for the
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study. The stratification was based on Sta.Cruz Central Elementary School.

Within each section, selection of staff was by simple random sampling. This

was achieved by selecting the names of the staff in piece of paper which was

handled by the principal. After thorough selecting, the researcher selects an

element, records it until the required number is obtained. That is, researcher

applied sampling with replacement. Proportionate stratified random sampling

technique was employed to select 5 school teachers and 20 students from all

the educational zones. The proportionate stratification was based on the fact

that computerized process is more efficient than manual processing.

Evaluation Tool
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Republic of the Philippines

Laguna State Polytechnic University
Province of Laguna

COLLEGE OF COMPUTER STUDIES

Sta. Cruz Central Elementary

School Clinic Management
Information System
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Submitted by:
Matienzo, Rica May P.
Manuel, Aileen C.
Morales, Mickaella J.