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WSN 180 (2023) 82-93 EISSN 2392-2192

Developing A Computer-Based Record Management

System

Tomas U. Ganiron Jr
AMA International University, College of Engineering,
Building 829, Road 1213, Block 712 Salmabad, Kingdom of Bahrain
E-mail address: tomas@qec.edu.sa

ABSTRACT
This paper is to develop a computerized program for patient medical and dental record
management system. The system integrates clinical, scheduling, electronic medical record, and data
consolidation/reporting components that enable clinics to provide patients with quality care in a timely
and cost-effective manner. As a result, the patient record management system offers a number of
benefits to the user and can capture data, store, view, add and delete the records entered the data can
also be posted information to the database. the notion of user made it easy for end users to save their
files without a help of a flash drives.

Keywords: Computer, database, hard drives, information technology, record management system,
wireless

1. INTRODUCTION

Currently, many clinics in a country store patients’ record using paper or card manual
system. Nurses needed to manually written down the patient information and index the patients’
medical card. Then, these medical records are kept on the organized racks or in the cabinets.
These works are so troublesome and plaguing. Moreover, patient information is not secure.
Nowadays, there are several changes in health care sector that leading more doctors to consider

( Received 10 April 2023; Accepted 03 May 2023; Date of Publication 05 May 2023 )
 World Scientific News 180 (2023) 82-93

the impact of Information Technology in their practices. The Patient Medical and Dental Record
System (PMDRS) is attempted to solve the patient records management problems that are
facing in many clinics [25-27].
The system is also a central repository of information that can be updated and accessed
electronically within a clinic, allowing sharing of vital patient information between nurses and
doctor with security password access. The electronic patient record has a familiar resemblance
to traditional paper record that currently seen in many clinics.
Moreover, it is an automated system that is used to manage patient information and its
administration. It is meant to provide the Administration and Staff, with information in real-
time to make their work more interesting and less stressing.
For instance, the scope of the service in Tejeros clinic is basically curative and preventive
and is offered in clinic unit x-ray or laboratory and dental unit in the clinic. Other services
include admission (ward) inpatient (where drugs are issued), physiotherapy and family
planning. The hospital offers twenty-four (24) hours services to its staff and the entire
population. The records of patients in Tejeros Clinic have over time been run down due to large
numbers of patients, which led to poor record keeping since it is a paper-based system. The
reason why the current system used is manual has led to a variety of problems and these include;
unnecessary duplication of the data especially for inpatients and outpatients, inconsistence may
occur since data is held more than once and hard to analyze the data hence difficult to trace the
flow of patient past medication data [28-30].
According to [1, 7, 9] the emergence of computer-based information system has changed
the world a great deal, both large and small system has adopted the new methodology by use of
personal computer; to fulfill several roles in the production of information. Therefore,
computerizing the documentation of patient record to enable easier manipulation of the input
process and output will bring us to this existing new world of information system.
Patients records and disease pattern documentation is concerned with documentation of
information obtained 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 [2, 8, 10].
In examining the document system that is in existence at the hospital that is mostly manual
much importance has been placed on creating a system that document the inpatient record using
a computerized database system with a secure procedure for accessing it. One of the units of
the Sexually Transmitted Disease (STD) or Acquired Immune Disease Syndrome (AIDS)
control program (STD/HCP), a server doctor at consultant level who is assisted by three (3)
doctors, a secretary, five (5) medical assistance, seven (7) nurses trained consolers and part time
statisticians and two (2) laboratory technologists head of units [3]. The various diseases
managed at the unit include following syphilis, virgin its, molluscs, scabies, pubic lice,
gonorrhea, trichomoniasis, gentle mart and the likes [31-33].
Patient information past and present is extremely vital in the provision of patient’s care
which guides the physician in the making of a right decision about the diagnosis. The rapid
growth of information technology and the system made to choose the industry to borrow a page
from the air industry for the sake of patient’s safety [12-14]. Pilots have instant access to the
data they need in whether condition and mechanical function to make informed decision about
navigation and delay [34, 35].
The paper-based system currently in use cause many problems to the user. When the
patient first visits the clinic, the nurse is required to fill in a new medical card for the patient.

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This includes some private information that can be obtained from the patient’s identity
card such as name, identity card number, date of birth, gender, and mailing address. The nurse
will pass this medical card to the doctor [36, 37]. After the patient sees the doctor, some
diagnosis information and treatment will be written down on the medical card by the doctor.
Once again, this medical card is passing to the dispensatory [38]. After patient getting their
medicine, the nurse will keep that medical card on an organized rack based on an index of the
card. Usually, these medical cards are arranged in alphabetical order according to the patient’s
name or based on the referenced number for each card [39, 40]. The nurse needs to search
through the file for the medical card that match patient’s name for any subsequence visit of the
patient [41, 42]. The objective of the study is to eliminate the problems faced by traditional
paper-based records system. There are several dealings for record-keeping and backing them
up is not easy. The study would help the patients keep track of their medical and dental records,
and be informed of their schedules for further check-ups and would lessen the trouble for the
employees to find the right patients records and keep track of what was already been given or
done. This would also assist them in noting down prescriptions and scheduled appointments to
their patients. Every check-up, appointments, and prescription would be listed down each time
for the record keeping of employee monitoring.

2. RELATED LITERATURE

Technology has always been the most sufficient part in the lives of individuals.
Organizing documents is very important in most Hospitals, keeping track of every piece of the
file passed is necessarily vital for most individuals [16-18]. These days, computer matching
systems continually shorten the procedure of generating probable matches.
It has been written in general terms about medicine as a science and the doctor as a
scientist. Very little is done in specific terms to audit physicians or medical institutions on a
routine basis to determine just how scientific medical practice on all the patients really is [4,
19, 20]. An audit by an outside authority will not threaten those institutions where medical care
and medical education are approached with scientific discipline, and where intelligible hospital
records are produced which not only prove adequate care but which contribute to it.
By the same token, an audit can and should draw attention to those institutions where
records are" ink splashes" and" private scribbling", and where conferences, research
laboratories and hierarchies of medical tend to obscure the haphazard and careless recording of
the daily clinical data upon which all medical care, medical education, and much clinical
investigation depend. An audit requires that the data be kept in a consistent and organized
fashion. What follows is a plan whereby the hospital record, particularly the progress notes, can
be made the central point in medical care and medical education. It is proposed that conferences
and rounds should not be allowed to take place until all the records have reached certain
standards of uniformity and completeness. It is not that conferences are of secondary
importance to the physician; rather it is that practical or theoretical knowledge is important to
the physician only as he understands it and relates it to the details of the problems that confront
him.
There is nothing wrong with the philosophy that what you do with your patients in a
practical way should have the relationship to what you know about your patient's problem in a
theoretical way. When such integration is not possible because the experimental approach and

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the data collecting process on the patient's problems are too sloppy and disorganized, then the
display of unrelated erudition at the conference level or on rounds is pointless if not immoral.
The rules that follow may appear obvious, even trite, but poor patient care and poor medical
education are more often the result of ignoring simple and obvious matters of order and
discipline than they are due to lack of a specific curriculum or sophisticated specialized
knowledge.
Quality problem in low-income countries, medical record management is often lacking.
This sought to evaluate the impact of an inexpensive business process re-engineering project
on the accessibility and completeness of patient information and on physician satisfaction.
Design Pre–post intervention study during 2022-23, using time-motion studies, medical record
audits and physician surveys. It was found out that a well-organized medical record
management system can be effective in improving patient information accessibility and
completeness in hospitals in low-income countries despite the lack of resources [5, 21, 22].
Longer follow-up is required to assess the sustainability of the hospital improvements
accomplished [43]. Traditionally, medical appointments have been made with schedulers over
the telephone or in person. These methods are based on verbal communications with real people
and allow for maximum flexibility in complicated situations [6, 23, 24].

3. CONCEPTUAL FRAMEWORK

Figure 1 shows the input-process-output of the study. The input presents the gathering of
materials needed on the system and the assessment of respondents in the Patients Medical and
Dental Records System in terms of accuracy, reliability, user-friendliness, security and
efficiency. The process stage displays the method in designing the system, assessment of the
employees in the different criteria of evaluation and the significant difference on the assessment
with regards to the aforementioned variables. On the other hand, the output considers the
developed Patients Medical and Dental Records System.

Figure 1. Data Flow Diagram

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4. SYSTEM ANALYSIS

It is the above situation that drove the researchers in techniques of developing patient
medical and dental record used to enable them to handle details on policies efficiently and
effectively.

Figure 2. Data Flow Diagram

Figure 3. Context Diagram

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The patient record management system offers a number of benefits to the user and can
capture data, store, view, add and delete the records entered the data can also be posted
information to the database.

Figure 4. Physical Data Flow Diagram

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Problems encountered during data collection: releasing of sensitive information, few

projects and books written about patient records management system. Problems encountered
during system design: Limited time to finish up the work, limited numbers of computers with
the internet in the facility hence it becomes difficult PHP codes from the internet and financial
support to facilitate the project.

Figure 5A. System Flow Chart

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Figure 5B. System Flow Chart

5. CONCLUSIONS AND RECOMMENDATIONS

It can be safely concluded that the system is an efficient, usable and reliable records
management system. It is working properly and adequately meets the minimum expectations
that were set for it initially. The new system is expected to give benefits in terms of increased
overall productivity, performance and efficient records management at the Tejeros Clinic.
The major reason for the clinic in computerizing patient records management system is
to enable the hospital administrators of accessing patient’s record in a convenient, fair and
timely manner. Therefore, the technology used should support the main objective of the system
and make sure that the objectives will remain relevant to the hospital. The proponents will train
the user on how to use the system. This may involve training of the staffs on how to enter
relevant data in to the system. The management will need to update the hardware and software
requirements of the system frequently. The system should be updated regularly to cope up with

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the emerging technologies. The researcher acknowledges the fact this system does not handle
all staffs of the hospital like the security and asset section. The researcher therefore suggests
that for further research, the following can be researched on.
Training of all the members of the staff in the clinic to get accustomed to the system will
be a priority. This being a new system, some members of the staff’s management will get
threatened that the computerized patient records management system will replace their jobs. I
would recommend that management of the clinic educates the staff of how this system will
operate and how it will supplement their efforts .For the efficiency of the clinic, users of the
system need to be thoroughly educated about the use of the passwords and staff name, not only
that but also not to be careless of them. They should be kept confidential. Access to the server
room should be physically guarded against the unauthorized person; the server room should be
dust free and should be fully protected and should have an air conditioner to prevent the server
from overheating. Backup media like CDs, Diskettes and flash disk can be used for backups
and storage of data.

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