INTRODUCTION

Dental Informatics is the branch of medical which is concerned with dentistry. It is associated in
managing the information, communication and also applicability of various new technologies in this field
of clinical research in dentistry. Here in this research “All Smiles App” is created which is used to
overcome the problems associated with the manual system where lot of manual work is required. With
this there are less chances of errors, reliable and secured system is established.

OBJECTIVES

The main advantages of choosing this App are associated with the growth of the clinic, revenue,
productivity, simplifying the operations conducted within the dental practice. This App also manages the
various operations of clinic like management of patient records, scheduling the appointment, history of
the patient, invoices and billing, etc. The SMART objectives associated with this App are:

1. Better revenue and growth management: The most specific objective of this App is revenue and
management of growth. By using this app, Dental clinics will run smoothly, as many trained
personnel are required to manage various different activities. But for this lot of human
resources and expenses are involved. So, to reduce the workforce and handle multiple
operations single handedly, this App is helpful which less workforce which in return saves
expenses.
2. Save paper, time and money: This objective is measurable as by making automated techniques
of communication which are sent to patients to notify them about their appointments, test
results, a customizable template is built for the communicating such information instantly which
saves lot of paper, time and money.
3. Real time access of data: This is an achievable objective of Dental App. Since real time access to
information is easy by just entering ID of the patient. Instead of searching old or new documents
of patients, through this application the tedious task of searching the entire files becomes easy.
4. Increased protection of data: The relevant objective of Dental App is increased protection of
data. This App is cloud based so only authenticated persons can access specific information.
Since everything is connected, there is no risk of data getting lost and the medical history of the
patient and all the information related to the patient is safe and secured.
5. Multiple payment methods: Multiple methods of payment are available in this App. As everyone
is going cashless, there are multiple methods of payments which are available to the customer
for their easy, safe and secure transactions.

All the above mentioned objectives are said to be completed within a time frame of two months. These
are the objectives which this “All Smiles App” have to achieve to make the working of Dental Clinic
systematically and without any pressure on the Staff of the clinic.

JUSTIFICATION

There is a need for automation in “All Smiles” clinic, because of increase in number of clients, large
number of data, invoices, time and record keeping is required which can leads to errors and losses.
Manual working is outdated in this ever changing industry, Automation is becoming the way of the
future which can help save time and expenses. By making online sites and “All Smiles App”, one can
easily tracks the previous records, invoices, insurance cover, complaints and much more of the patients.
With the automation, clients can make payments in multiple modes such as UPI, debit card, credit card,
online banking, and cash and even redeem rewards and refunds from it. The second necessity of
automation is by opening the client page in portal through registered phone no. or client ID no. the
operator can see the client problem, its prescription by doctor, reports and insurance cover plans, the
portal will also show the amount paid and the outstanding amount. This automation will increase the
revenue of the clinic and balance the management, by reducing the workload on the staff and dentist.
Apart from this automation also reduces the losses by keeping the records of payments made and due.
With this we can increase the protection of data of each client, manually we cannot keep records of
every clients, as data can be misplaced. Automation of clinic digitally is more convenient for the client to
understand and can consult to doctor online.

SCOPE

The scope of this new automated system is to manage the work which is done in the dental clinics.
Earlier this task was done manually which was a tedious task and also created various problems in the
retrieval of data. A sometimes there is a risk of data getting lost as there are many patients who are not
even sure that whether they have visited the clinic before or not. Through this automated system,
appointment schedules of patients are also easily managed which is a difficult task manually. Through
this system manual procedure of managing different activities of clinic are made easy. The main purpose
of “All Smiles” App is to manage details about the two offices of dental clinic, doctors, patients, and
report results, insurance and appointments. This App is used to reduce the manual work of dental
offices, doctors, scheduling and management of patients. Also every detail of the patient, tests reports
and appointments are tracked easily.

This “All Smiles” App will function in three different modules which are as follows:

1. Patient Module
2. Dental Staff Module
3. Dentist Module

This “All Smiles App” will work as follows”:

Dentist

Scheduling Appointment

Patient Information

Appointment Patient Information

All Smiles Dental
Patient App Staff
Appointment Status of
Approved Appointment
In the above figure it is shown how this App will work in these three modules. Now we will see how we
can navigate through this App. The working of this App is shown in the next figure where the task
performed by patient, staff and doctor is explained in detail. Through the working of this App, all the
tasks are easily managed by the Doctor and Staff without any error and hustle.

Make appointment Add new patient

Patient

Viewing schedule of
Managing patient
appointment
information
Staff
Updating
appointment

Reporting results of
reports

Registration

Login

Edit Profile

Viewing appointment
details

Cancelling
appointments

Viewing
Doctor information of
patient
Stakeholders Responsibilities
Stakeholders are defined as group, person or organization that has concern for the organization. There
are two types of stakeholders. Internal stakeholders are those who operate within the clinic. Example
are employees working in the clinic. External stakeholders are those who are not employed by the clinic
but are impacted by the organization. Example are suppliers, patients. There are many stakeholders
associated with this All Smiles clinic are as follows:
Stakeholders Roles and Responsibilities
Patients Patients are the most important stakeholders in “All Smiles”
automated system. The role of patients are to be actively participate in
the services provided by the clinic. Patients should book their
appointments timely and follow all the prescriptions provided by the
doctor.
Doctors In “All Smiles” App, doctor will make sure that the client interface and
online portal, is easy to use hustle free to book an appointment, and
make payments cashless. The main role of Doctor as a stakeholder is
to see whether clinic is earning profit and its growth is increasing and
there are less errors in the records/ data stored, so that it is simpler
for the client as well as the insurance company.
Government The main role of government is to provide accessible, affordable
services to all the people, who are under privilege. Many NGO’s are
also run by the government to provide budget friendly services to
many people and many other health care planning services are also
provided.
Investors As a stakeholders in “All Smiles” clinic App, the main role of the
investors is to see whether this new automation is user friendly or not.
Because if new automation is not user friendly, then the clients will
lose its goodwill on the clinic, and the appointments will decrease
which will have adverse effects on the clinic leading to loses and due
to which the investors will not get its profit as a “dividend”. So the new
automation should be good for clients, staff and for the insurance
company, so that the appointments graph and profit/loss graph shown
in the portal should be on the higher side.
Suppliers Suppliers are the other most important stakeholders in this clinic. As
these are the ones who provide many equipment, materials so that
the working of the clinic is done smoothly. Fully equipped and
advanced machinery is provided by the suppliers and investment on
this is done by the investors and clinic manager or head looks into all
these matters.

PROJECT DELIVERABLES
To run this new automated digital system of clinic, all we need is the registered phone number of the
patient and the Id proof of the patient which is generated when the appointment is fixed. This patient’s
phone number and ID will help us to track the old appointments, its prescriptions, problems and
payment made by the patient. “All Smiles” App will only generate this with the help of these two
documents. As we know that the registered phone number is linked to the insurance company and the
valid identity proof as well, and the same will be send via SMS, and via WhatsApp messages. The second
document is the patient appointment ID number, by typing this in the portal one can see all the details
of the patient in future. These two documents will help us to keep the progress of the new automated
system on track and by this OTPs will be generated which will be sent to the patient and daily SMS will
be delivered with the registered phone number to show them that the new automated system is on
track. The same SMS of the next appointment and the details of the documents will be send via E-Mail
as well. With all these steps, all the patients of the clinic will understand the progress and the new steps
of the new automated system happening.
PRODUCT DELIVERABLES
After gathering all the documents of the clients, to launch this new automated system, finally at the end,
when our new online “All Smiles’’ clinic portal and app is ready, the client interface is given, where they
can login via registered mobile number or via G-mail account, with which the customer user ID and
password is generated of each and very patient. This client interface in online and app will give the
complete picture of the data to the client as well as the dentist and the staff that is handling at the
counter. These client interface will be given to each stakeholders and the insurance company, so that
they can make changes, if any client want in his\her insurance cover.