A WEB-BASED PATIENT MEDICAL RECORD MANAGEMENT SYSTEM FOR

RECORD SECTION OF SULTAN KUDARAT PROVINCIAL HOSPITAL

TEDDY PEDRAJAS

SUBMITTED TO THE FACULTY OF THE COLLEGE OF COMPUTER

STUDIES SULTAN KUDARAT STATE UNIVERSITY
IN PARTIAL FULFILLMENT OF THE
REQUIREMENTS FOR THE
DEGREE OF

BACHELOR OF SCIENCE IN INFORMATION SYSTEM

 CHAPTER I

INTRODUCTION

Background of the Study

A user-friendly and convenient web-based patient record is the key to support

the record section of the hospital, in these times of pandemic hospital are struggling

of the patient records. Keeping all paper-based records is major problem in the

workplace especially in huge file of paper-based medical records, time goes by the

information in paper records gets diminished of ageing paper and ink, addition to that

is the natural disaster that will ruin the archive of paper records.

Especially the record section wherein they hold some documents and they’re

liable to those who get out of the hospital and some documents are requested by the

patient. In some point they use as legal and supporting documents in the court of

appeals as evidence. In large hospitals, there is a significant demand for space used

for the storage of conventional records (printed records), which may make it difficult to

maintain them or even to access the information. Furthermore, it is not rare to find that

these documents are incomplete or have problems with legibility.

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, but due to lack

of support and not able to have a system that might help to their problem.
 In this paper, we propose to use an innovative patient record management

system based on website for record section users to improve the record section of

hospital. This system uses 3 phases the administrator, record keeper and client as an

example to demonstrate how to deal with those records and patients and involve the

confidentiality of information in the system.

Thus, the researcher conducted the study entitled “A Web-Based Patient

Record Management System” which is a web-based design specifically for Record

Section of Sultan Kudarat Provincial Hospital. It would create paperless patient record

management system in the provincial hospital and would help the client, faculty/staff,

and Officer-In-Charge in easy and effective way to process using computers.

Objectives of the Study

General Objective

Generally, this study aimed to improved productivity and effectiveness for

Record Section the study entitled “A Web-Based Patient Medical Record Management

System” for Record Section of Sultan Kudarat Provincial Hospital. The system will

change excessive use of paper, and inadequate storage, manual process to a web-

based patient management system.

Specific Objectives

Specifically, this study aimed to:

1. Manage user’s account

2. Manage all patient medical records in the record section

3. Provide a system that can access and monitor.

4. Provide a system that can hold such as:

4.1. Medical Certificate

4.2. Death Certificate

4.3. Birth Certificate

4.4. Medico-Legal

4.5. Laboratory results

4.6. Operating Records

For insurance cases, personal injury suits, workmen’s compensation case,

criminal cases, will cases, and malpractice suits.

5. Evaluate the system in terms of:

5.1. Functionality

5.2. Effectiveness

5.3. Productivity

Significance of the Study

The study entitled A Web-Based Patient Medical Record Management System

was developed to benefit the end-users. It would be beneficial to;

In-charge of the Record Section

This study would help the In-charge of the Record Section of Sultan Kudarat

Provincial Hospital to easily holds and manage paperless transaction.

The Students/Faculty/Staff

This study would help the students/Faculty/Staff to conduct safe and reliable

medical record management system using computer.

 The Researcher/s

This study would showcase the researcher’s knowledge and skills in developing

web-based. Also, researchers would gain their technical and occupational skills and

would gain more ideas on how to develop this web-based.

The Future Researcher

This study would serve as their reference for their research activities and help

them to gain knowledge to express their ideas in their chosen studies.

Scope and Limitation

This study was focused on the development of the “Patient Medical Record

Management System Using Web-Based” which would change the traditional process

into computerized and paperless in the Sultan Kudarat Provincial Hospital Record

Section.

In the system, the user is the administrator, record keeping, client/patient are

registered in the system no need to create their personal accounts and to register.

Moreover, the users must type the registered username and password, Client/Patient

user intended for the Client/Patient and also the administrator user is intended for

Department Head to maintain the monitoring and confidentiality of the information of

the patient, additionally to that is the Record keeper wherein it is intended for all the

records of the patient that are submit to their office.

First the user Record Keeping launch the system installed on the computer. In

keeping all those records that has been submitted to the record section they will now

scan all of those documents and upload with the file name of the patient to the Record
Keeping users. After uploading, the file will go directly to the Client/Patient users for

the releasing of papers, in this user they just search the name of the patient to locate

the files.

The system also has administrator users that provides the monitoring of all

confidential records of the patient via months and years and also generates reports

such as: numbers of diagnosed cases via month and years.

This study would be test accordingly through its Functionality, Effectiveness

and Productivity and this can be done through survey, whereas by providing

questionnaires to the target respondents who will use and test the system, in order for

them to rate the system accordingly.

Operational Definition of Terms

The following terms are theoretically and operationally defined as used in this study:

Medical Records - a patient record wherein it stores and give by the record

section of the hospital

Record Section - an office wherein the all records are been stored and

protected from the malicious threat.

Paperless - used to describe a system in which the people in the office

will using Web-Based.

Web- Based - most commonly referred to as an system, is a type of

system software wherein it is connected documents on

the internet.
 Chapter II
REVIEW OF RELATED LITERATURE

This chapter includes the idea, finished thesis, generalization or conclusions,

methodologies and others. Those that were included in this chapter helps in

familiarizing information that are relevant and similar to the present study. Review of

the related literature, helps the researcher to accustom himself with current knowledge

in the field or area in which he is going to conduct his research and to review all related

literature enables the researcher to identify the limits of his/her field. It helps the

researcher to define his problem, avoid unprofitable and ineffective problem area,

avoid accidental duplication of well-established findings, and gain knowledge to

choose the problem given in the previous research, as suggestions for further studies.

According to Karim (2008), interoperability concerning a specific task is said to

exist between two applications, when one application can accept data from the other

and perform the task in an appropriate and satisfactory manner without need of extra

operator intervention. One of the main challenges in introducing patient healthcare

records is the development and use of systems that advance communication and

information sharing. Sharing information is an essential aspect of communicating with

colleagues and patients about delivery of care. The absence of instant access to

patient healthcare information is the cause of one-fifth of medical errors. According to

Hanseth et al (1996), many healthcare professionals work autonomously, the

deficiency of accessing vital healthcare information segments and shared knowledge

can produce duplicate clinical tests to be arranged and leads to additional cost, pain

and danger. Hence, connected and unconnected electronic systems should be

coordinated and interoperable i.e. healthcare information is accumulated and stored

into an electronic holding place called as Data repository. All relevant data would be

shared between healthcare professionals in the same or different organizations.

According to Abdul (2008) indicates that one of the important issues in paper-

based records are, all the clinical information is written in free style, and chances are

high to miss or forget some important information, as this will lead to serious effect on

patient’s treatment and care. The case sheet is a hard copy that can be accessed by

one person at a time and needs physical transfer for other physicians to

access. Retrieving a record will be a hard task given number of medical records

present and missing a record won’t be a surprise in a huge pile of paper based medical

records. Moreover, with time, information in paper records gets diminished of ageing

paper and ink, even fire accidents or natural disasters can ruin the archive of paper

records. Karim (2008) explains that all the above discussed issues can be over-come

by implementing EMR/EPR systems, it can not only solve the problems but also

improves the efficiency of healthcare by increasing accessibility, and needs less

resources to maintain records. EPR system can be used as a resource of

researchers, it will be a tool for disease surveillance, which can be used for public

health initiatives and for practicing Evidence based medicine.

According to Ayo (2008), in a study of the framework for implementation of

ecommerce in Nigeria decried the abysmally law internet-access in the country.

Internet connection enables affected data management system, picture archival, and

communication system and specifically important for running radiological information

system and teleradiology. Other requirement includes well-trained health care workers

and information system administrator

According to Benham-Hutchins (2009) because of challenges involved in

integrating new hospital information systems with old paper documentation and record
systems, clinicians, and other health care practitioners may become encumbered with

multiple and conflicting sources of patient information.

Multiples of paper and electronic documentation may disrupt a seamless workflow and

influence the quality and efficiency of service delivery. These circumstances also have

the potential to cause new types of medical errors resulting from poor harmonization

of patient information. Understanding these concerns requires examination of human

factors in the design of technology that is able to adapt to the way health care providers

do their job. The delivery of patient-friendly services demands that health care

providers continue to work toward improvement in the method of care pathways and

processes.

According to Ford, Menachemi, and Phillips (2012) in 2006 the Institute of

Medicine (IOM) issued a report calling for paperless health record system within 10

years. This visionary call fell short media attention. Scholarly and government was

support also deficient compared to other by the IOM. The consequences is that

integrating electronic health record system into the workplace health care, critical care,

and the ambulatory setting does not equate other areas of medical care. Davies

(2006), report that the America is ranked 66th among 100 countries with top class

health care infrastructure and system recent studies indicate that whereas 4% to 6%

of United States hospital and health care organization have achieved full

implementation of hospital information system, 1-6% have partial adoption of some

forms of hospital information system Moore, 2009, Simon et al., 2008: Ward et al.,

(2006). The high cost of implementation of electronic health systems of Lowa

Hospitals, found an 80% adoption rate for urban financial capabilities of urban hospital

as the reason for the disparity Furukuwa, et al, (2006), in their analysis of disparity in

adoption Nigerian Hospital Information System.

 According to Jantz (2001) the emergence of computers-based information

system has change the world a great deal, both large and small system have adopted

the new methodology by used of personal computers, to fulfil the several roles of

productions of information therefore computerizing the documentation of patients

record to enable easier manipulation of input process and output will bring us to this

existing new world of information system. Patient’s records and disease pattern

documentation from patients and their particular health system in order to function

properly. If this information is not documented perfectly causing some data to get

misplaced, the health system will not be efficient.

According Priyanka Pandey (). Online Eye Center Management System helps

to maintain the patients’ record, doctors’ record, time scheduling management of an

eye care clinic. At the same time, it can handle the accounts of the daily transaction.

This software is very useful and it makes all the manual works replaced with the use

of the computerized system. It saves a lot of time and money. Manual data recordings

become a cumbersome job and it can also lead to errors even after repeated cross

checks. But the use of this system will able to avoid all these and it can give 100 %

accurate results. Moreover, this software application will organize the data in such a

way that it can help the user while searching a specified document or details.

According to Elizabeth Mott (2011) that keeping paper records secure involves

guarding them against unauthorized access and the risks of fire, flood, or other

emergencies and disasters.

Elizabeth Mott said that Record Keeping System is more secured from

unauthorized users, risk of fire, flood and other calamities instead of using a paper and

a file cabinet. The present study, is related to the study of Mott because both systems
are having the same features of having a Computerize Record Keeping System that

will help the client to secure their information against different calamities.

Record Keeping

According to Alhassan Musah (2014) in his article “Record Keeping and

Business Performance among Small and Medium Enterprises” this paper explores the

relationships between record keeping and business performance among SMEs in

Ghana. Relying on a sample of 100 SMEs in the Tamale Metropolis, and employing

simple regression analyses and Pearson Correlation Coefficient, we found a positive

correlation between record keeping and business performance. In particular, we show

that the two variables are linearly related. After swapping both the dependent and

independent variables in the estimated models, we found a more robust impact on

record keeping when it depends on business performance than when the latter

depends on the former. We however could not show which variable causes changes

in the other, necessitating further research efforts in this direction. While recognizing

the impact of record keeping on business performance, we conclude that at least in

our study area, other performance metrics such as improved customer relations,

access to sustainable finance, technology diffusion, and expanding the frontiers of

access to internal and international markets are equally critical drivers of SME

performance. This calls for conscious and coordinates efforts aimed at enhancing the

performance of SMEs in Ghana.

And according to Matthew James Lewellen (2015) in his article “The Impact of

the Perceived Value of Records on the Use of Electronic Recordkeeping Systems”

that today’s electronic documents and digital records are rapidly superseding

traditional paper records and similarly need to be managed and stored for the future.
This need is driving new theoretical recordkeeping models, international electronic

recordkeeping standards, many instances of national recordkeeping legislation, and

the rapid development of electronic recordkeeping systems for use in organizations.

Given the legislative imperative, the exponential growth of electronic records, and the

importance to the individual, organization, and society of trustworthy electronic

recordkeeping, the question arises: why are electronic recordkeeping systems

experiencing different rates of acceptance and utilization by end users? This research

seeks to address that question through identifying the factors that influence a user’s

intention to use an electronic recordkeeping system. Although a significant body of

research has been dedicated to studying system use in various situations, no research

in the information systems discipline has yet focused specifically on electronic

recordkeeping and its unique set of use-influencing factors.

This research creates a new conceptual research model by selecting constructs

to represent the technology acceptance literature and adding additional constructs to

represent organizational context and knowledge interpretation. It also introduces a

new construct: the perceived value of records. A survey instrument was developed

and administered to a sample of public servants from the New Zealand government in

order to evaluate the research model quantitatively and determine the relative

importance of the factors. By identifying the factors that impact the use of electronic

recordkeeping systems, this research will inform future strategies to improve the

capture and retention of our digital heritage. As Archives New Zealand states: “Do

nothing, lose everything. If no action is taken, public sector digital information will be

lost.”

Asabe said that the medical records must appropriately have all of the patients’

medical history. This study on hospital patient datable management system was
design to transform the manual way of searching, sorting, keeping and accessing

patient medical information (files) into electronic medical record (EMR) in order to

solve the problem associate with manual method. This system is alike to the

developer's system because both systems were in health care and had similarities in

some features such as the two systems provide patient's medical records.

In addition, systems were developed with the use of database system. On the

other hand, the developer's system had narrower scope and was implemented in a

Local Area Network or LAN.

Faisal Sultan said that electronic hospital information systems and health records

hold the potential to be useful tools for quality improvement and error reduction. These

systems may also be used to improve information management and improve quality

of patient care. There are similarities between the system of Pakistan hospital and the

developer's system. The system provides services to their customers or patient like;

• Medical Certificate

• Death Certificate

• Birth Certificate

• Medico-Legal

• Laboratory results

• Operating Records

Systems were in network-based system and uses databases for storing large

amount of data or records.

 The researchers believed that each literature gathered was related to the

present study. The researcher related and differentiated the researched base on the

flow of the system as a proposed study of the researchers.

Record is a set of data relating to single individual or item. It is also referred to

as any instance of a physical medium on which information was put for the purpose of

preserving it and making it available for future reference (Tumba, 2013). Records can

also be seen as a recorded information, regardless of medium or characteristics, made

or received by an organization in pursuance of legal obligation or in the transaction of

business (Wikipedia, June, 2013). The Information Science Organization (ISO)

defines records as “information created, received, and maintained as evidence and

information by an organization or person, in pursuance of legal obligations or the

transaction of business”. The Information Council on Archives (ICA) 7 committee on

Electronic Records defines a record as “recorded information produced or received in

the initiation, conduct or completion of an institutional or individual activity and that

comprises content, context and structure sufficient to provide evidence of the activity

(Record Management Glossary, 2013

Patient record systems as elaborated by Annals.org (1993), although an area

of active research, are not in widespread use. In June 1992, 3% of Dutch general

practitioners had introduced computer-based patient records. Of these, 70% had

replaced the paper patient record with a computer-based record to retrieve and record

clinical data during consultations.

Possible reasons for the use of computerized patient record system include the

nature of Dutch general practice and the early and active role of professional

organizations in recognizing the potential of computerized patient record system.

Professional organizations issued guidelines for information systems in general

practice, evaluated available systems, and provided postgraduate training that

prepares physicians to use the system. In addition, professional organizations

successfully urged the government to reimburse general practitioners’ part of the

expenses related to the introduction of computerized patient record system.

The related literature and studies have same functions that is the same with the

proposed system like the Record Keeping system, the Inventory system and the Billing

system. The network structure and the system design given the researchers additional

idea in the developed system. The related studies and literature gathered by the

researchers are has something similarly correlated to the present study.

But based on their studies, there are some differences between the

development of the system, on how they related their own studies in literature and

information gathered.

Even though the researchers gathered some related information through other

studies, it is not mean that the researchers copy the work of other but only to have

additional basis for the present study. To see the difference and similarities of the past

study to the new study. This will help other researcher to improve the next generation

study.
Conceptual Framework

INPUT PROCESS OUTPUT

• Manual Paper Determine

Procedure less
productive The manual process of
• Manual transfer keeping of all record is
of record from Unproductive.
storage room. Assess
• Manual of
organizing of all The Proposed system
records in deals with the user in terms A Web-Based
according to the of paperless record.
Patient Medical
chart numbers
Identify Record

The current system cannot Management

address the needs of users System
in terms of time
consuming.
Recommended
It is recommended to
develop a system that can
address the needs of user
and turn manual process to
automated process

F E E D B A C K

Figure 1. Conceptual Framework of the Study

Figure 1 shows the conceptual framework of the study through input, process,
output and feedback.
 Input

The INPUT contains the basic manual knowledge requirements for the system

wherein the input consisting of the following: manual paper procedure less productive,

manual transfer of record from storage room, manual of organizing of all records in

according to the chart numbers. The researchers understood the basic information

needed, analyzed and developed such strategies for the study.

Process

The researchers understood the problem by determining, assessing, identifying

the best solutions to the current manual system in order to recommend the new

technology. The researchers determine that the manual paper procedure less

productive. After determining the researchers assess that the proposed system deals

with the user in terms of paperless record. After the researchers determine and assess

the current system cannot address the needs of users in terms of time consuming.

Lastly, the researchers recommend developing a system that can address the needs

of user and turn manual process to automated process.

Output

The OUTPUT was the system entitled A Web-Based Patient Medical Record

Management System.
 Feedback

The researchers would conduct an evaluation of the system based on its

functionality, effectiveness and productivity in order to gather feedback coming from

the following respondents (Patient/Client, office in charge, faculty/staff).