THE DEVELOPMENT OF AN ONLINE APPOINMENT

AND RECORD MANAGEMENT SYSTEM

FOR DENTAL ARK CLINIC

A System Design Presented to the

Bachelor of Science in Information Systems Department

Bulacan Polytechnic College

Bulihan, City of Malolos, Bulacan

In Partial Fulfillment of the requirements in

CAPSTONE PROJECT 1 (IS-CAPL 413)

By:

Delos Santos, Joseph C.

Pagdanganan, Josua U.

Castor, John Brix E.

Thesis Adviser:

Ms. Eliza Pascual

The Development of an Online Appointment and Record Management System for Dental
Ark Clinic S.Y 2022-2023
Pagdanganan, Josua U., Delo Santos, Joseph C., Casto, John Brix E.
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 INTRODUCTION

A. PROJECT CONTEXT

In the modern era, computers are widely used to make work quicker and simpler.

As the population grows, the demand for dental care services must increase

proportionately or at least in a novel way. Manual procedures may no longer be

adequate for patient handling or accommodation, so the clinic owner is utilizing new

technologies and techniques to assist patients. The majority of medical industries use

network services and offer online web services in order to create more benefits for their

stakeholders and themselves, including the way in which individuals make reservations.

A clinic is an organization responsible for supplying all types of people with medication

and medical care. Our country's development would be impacted by the Dental Clinic's

substandard service. Patients must sometimes wait hours to receive treatment at

government hospitals. While it is necessary for administration to keep track of a large

number of patient files, this can result in redundant information and additional work.

(Teke, et al., 2019).

The primary objective of this capstone project is to design a web-based system

that will cover computerized and systematically organized patient records and treatment

record specifics. This system also offers an appointment feature that allows the secretary

to view the appointment. This new system will replace the manual system that is

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Ark Clinic S.Y 2022-2023
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currently used in the clinic. It will definitely improve the services and daily operations

of the clinic.

BACKGROUND OF THE STUDY

A web-based system is proposed to manage dental clinic services. These systems

make it easier and faster to access and collect data. The proponents discovered through

an interview that their recording process is still performed manually. The issue is the use

of a manual process. The greatest disadvantage of manual document filing is the amount

of space it requires, especially considering the small size of the clinic. Easily damaged

and misplaced, and difficult to modify. (Muhammad, and Garba 2019).

This research contributed to developing a solution for the problem at the dental

clinic. To address this issue, the proponents created the "Online Appointment and

Record Management System," a web-based system designed for the owner of Dental

Ark Clinic, Dr. Kaye Cristine Martinez-Rotap.

The problems with the manual system led to creation of the Online Appointment

and Record Management System (OARMS) for the dental ark clinic. This system is also

made to fit the business's needs, making it easier to run efficiently. It's easy to use the

system. This system could lead to a fast, secure, reliable, and error-free way to run

things.

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Ark Clinic S.Y 2022-2023
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STATEMENT OF THE PROBLEM

The general problem of the study is to determine the accuracy and acceptability

level of The Development of an Online Appointment and Record Management System

for Dental Ark Clinic.

The problems include: (do not use bullets)

(1.) Paper based records are more prone to damage - In the study conducted by

Ayatollahi, et al, they identified a number of factors which discourage the use of

paper -based records improve user acceptance, users’ concerns. (Ayatollhi, et al,

2009); (2.) Inefficient daily operations – (descriptive literature); (3) Difficult to edit

documents - ; and (4) Data privacy and security issue - (descriptive literature)..

GENERAL PROBLEM

Proponents formulated five questions that were important in developing the

system, which is: (1) How could the proposed system improve the operation of the Dental

Ark Clinic?; (2) How could the system make the working process of the Dental Ark Clinic

faster? ; (3) What are the basic features of the proposed plan?; and (4) How acceptable is

the Web-based Application System for Dental Ark Clinic in terms of Accuracy,

Efficiency; Reliability; Security, and User Friendliness.

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Ark Clinic S.Y 2022-2023
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SIGNIFICANCE OF THE STUDY

The present study is significant to the following persons foremost of which are as

follows.

Clinic Owner - In terms of advanced technology and having an organized,

simplified, but effective online appointment and record-keeping system, the doctor of

this clinic, who is also the owner, has an advantage over other clinics.

Doctors - The proposed system will provide an efficient and organized way for

doctors to manage patient appointments and records, allowing them to focus more on

providing quality care. The online platform will also make it easy to get up-to-date

information about patients, which will improve the accuracy of diagnoses and plans for

treatment.

Patients - The study will benefit the patient because they can make an online

reservation easily and securely from any web-connected device, such as a computer,

laptop, smartphone, or tablet with an internet connection, and because it is deployed via

the web, allowing for easy access to online viewing services.

Clinic Personnel – The system will also benefit administrators or secretaries, as

it will streamline appointment scheduling and patient record-keeping, reducing the time

and effort needed to manage these tasks manually. This will improve the overall

efficiency of the clinic and allow administrators to focus on other important tasks.

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 Future Researcher - This study will serve as a valuable reference for future

researchers looking to develop similar systems or improve upon the existing ones. The

findings and results of this study will provide insight into the design and implementation

of a secure and efficient online appointment and record management system for dental

clinics, benefiting the wider healthcare industry.

B. PURPOSE AND DESCRIPTION

STATUS OF CURRENT SYSTEM

The current system for managing appointments and records in a Dental Ark

Clinic is often manual and can be time-consuming and inefficient. Patients typically

have to call the clinic to make appointments, and clinic staff have to manually update

appointment schedules and patient records. This can result in missed appointments,

inaccurate patient records, and poor communication between patients and dental staff.

REPLACING OF THE CURRENT SYSTEM

The proponents want to replace the current system at the Dental Ark Clinic with

The Development of an Online Appointment and Record Management System for

Dental Ark Clinic, which will make it easier to keep track of records and reduce the

amount of paper work.

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THEORETICAL FRAMEWORK OF EXISTING SYSTEM

Figure 1.1: Theoretical Framework of the Existing System

A theoretical framework includes ideas, as well as their definitions and

explanations. A reference to relevant scientific information or a theory that is now being

used in your case study. The theoretical framework must show that you understand the

theories and concepts you are talking about. (Research Guides, 2022). Consideration is

being given to more areas of knowledge that have ideas that are useful for "The

Development of an Online Appointment and Record Management System for Dental

Ark Clinic" and that are related to the topic.

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 CONCEPTUAL FRAMEWORK

Figure 2.1: Conceptual Framework of the Proposed System

The paradigm of the study, shown in figure 1.1, offers the input-process-output +

Storage of the general model. It also represents the development of the existing and

proposed System of an Online Appointment and Record Management System for Dental

Ark Clinic.

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Ark Clinic S.Y 2022-2023
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 The input phase includes the Existing System used by the Dental Ark Clinic

Manual System, used as one baseline data for the proposed system.

In the process phase, the study will use PHP-PHP: Hypertext Preprocessor, a

server-side scripting language designed for web development and used as a general-

purpose programming language. PHP originally stood for Personal Home Page, but it

now stands for the recursive acronym PHP: Hypertext Preprocessor. (Upwork, 2015-

2022)

On the other hand, MYSQL plays the database role where the information and

data needed are stored, which is the additional development phase of the proposed

system. (DigitalOcean Community, 2022)

In the output phase, the Proposed System has been presented, and the system

will be evaluated using the following features: Accuracy, Efficiency,

Reliability, Security, and User-Friendliness.

C. OBJECTIVES

GENERAL OBJECTIVES of the PROJECT

The general objective of this research is to develop a web-based application for

the dental Ark Clinic. The system is capable of storing patient records and dental

procedures as well as scheduling appointments. It also allows dentists and dental

personnel to manage patient records and appointments.

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 This study aims to develop a system that specializes in Online Appointment and

Record Management System for Dental Ark Clinic.

The Objectives Includes:

(1.) To avoid waiting or overlapping schedules and confirm the patient request

schedule; (2) To develop a web-based system with features such as

appointment scheduling, patient access, reports, reminders, dental record and

etc.; (3.) Reduce the time spent by the secretary to record patient information;

(4.) To send customized reminders using text or email; (5.) Provide a reliable

web-based system where the admins can easily search their patient record; (6.)

The data will be saved in a database and properly secured to avoid using bond

paper and other hard copies; (7.) Patients can check the status of their request

schedule (if it is approved, for approval/review, or rescheduling).

CHAPTER II

REVIEW OF RELATED LITERATURE

TRENDS

Online appointment scheduling has gained popularity in recent years. Numerous

types of businesses utilize a Web-based online appointment management system to

streamline the process of scheduling appointments. (Teke, et al., 2019).

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 According to Dermody, record management systems are not monotonous.

Because they can capture data more quickly, learn how to automate tasks, and even

convert your document stores into usable information, they make your work more

enjoyable, easier, and even more exciting. (Dermody, 2021)

Electronic Health Records (EHRs) have been a massive game-changer for

everyone in the medical field since they have replaced obsolete paper records. A handful

of roles, including medical assistants, medical coding professionals, and registered

nurses, have been affected by this industry-wide implementation. (Aims education,

2019).

Since the initial wave of records management software hit the market,

technology has advanced. Information governance is emerging as a term that describes

and supports a holistic, life cycle view of digital information creation, use, and

protection. It now encompasses a broader spectrum of electronically stored information,

such as video, social media or instant messaging, rather than just the images or office

documents that have traditionally been referred to as “records”. (Galaxy Consulting,

2019.)

A digital records management system saves time searching for and filing papers,

allowing resources to be reallocated to higher-value tasks. Records management

solutions that emphasize automation and reduce manual operations will become more
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popular. In records management systems, digital auto-categorization of data, automatic

removal of duplicate records, automated rules for information governance, and

automated retention schedules will be in high demand. (MESHDS, 2020).

ISSUES AND PROBLEMS

According to the owner of the Dental Ark Clinic, our target client, they use a

paper-based system (manual), which is a slower process for filing transactions with their

patient.

According to Dhanore, Dental Clinic is an organization responsible for providing

dental patients of all types with medication and treatment. Surely, people require the

services of the dental clinic on a daily basis. But how can a clinic provide quicker and

more effective services if they continue to use the traditional method for daily

operations? The traditional method requires customers to manually fill out registration

forms with their information, which is then stored in files. People from outside the

dental clinic cannot view the patient's treatment examination. In addition, there is a

problem when a patient forgets their appointment time because they cannot check their

schedule online. Even though the appointment schedule was included in the manual,

there is a chance that the paper is missing. (Dhanore, 2017).

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 According to Eun, in many ways, the scheduling of patient appointments directly

impacts the general effectiveness of healthcare delivery systems. It affects how quickly

the patient can see the provider or receive the assistance they require, which helps with

timely care. A missed opportunity to treat the patient, as well as patient dissatisfaction,

results from appointment delays. (Eun, et al., 2017)

According to Kuiper, Scheduled operations are sources of variation and

unpredictability that render perfect synchronization impossible. For instance, the service

time, which is the actual time required for a consultation or a treatment, could be longer

or shorter than the slot's scheduled duration. In addition, patients may be tardy or not

show up at all (a no-show). As a result, it is common for patients to be seen later than

their scheduled appointment time, resulting in patient waiting time. Occasionally, a

clinician faces idle time while awaiting the arrival of the subsequent patient. (Kuiper, et

al., 2019).

According to Usman, utilizing interviews, observation, and a questionnaire, a

qualitative research methodology was adopted for this study. The proponents posed

several questions, such as what difficulties are associated with the clinic's

manual/traditional record management system. How can the current record management

system be improved to save time and reduce human error in processing records? How

can the clinic ensure the confidentiality of patient records and information? (Usman et

al., 2017).

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 However, regardless of the role and the value held by recorded information,

majority of organizations still manage and administer their records in other ways owing

to their ignorance, lack of knowledge and lack of perception of the advantages offered

by records management, which is why it is relegated to less urgent tasks and given less

priority. (Mukred, et al., 2019).

The traditional manner of data storage has had an impact on document

management in terms of security, retrieval, and monitoring. Despite the use of

technology, the manual process of data storage and retrieval continues to be used, which

inhibits information production, efficiency, accuracy, and the quality of service

provided. (Keiting, C. 2016).

OBJECTIVES

According to Danlog, the Computerized Record Management System is intended

to provide efficient and accurate record-keeping, retain and safeguard student records,

and facilitate student record retrieval, all while reducing staff workload and managing

storage maintenance and student information retrieval. (Danlog, et al., 2017).

The Records Management System is a computer-based program that provides

comprehensive information about documents and the recording process. It includes

information that is precise, efficient, reliable, and comprehensive. This necessitates the

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incorporation of records management solutions into the archiving of documents.

(INETtutor.com, 2019).

According to Zhao, Appointment scheduling, the starting point for most non-

urgent health care services, is evolving to facilitate active patient engagement. By

utilizing the Internet as a mode of communication, patients enjoy greater autonomy in

determining their appointment preferences and enhanced accessibility. (Zhao, et al.,

2017).

CONTRIBUTIONS

According to Aburayya, accessing healthcare services is difficult because it

constitutes a major barrier to quality care and has a negative impact on service quality

and the development of friendly customer relationships. This paper explored the

perspectives of healthcare providers and patients in primary healthcare centers in Dubai

regarding the need to implement a Hybrid Appointment System (HAS) that schedules

patients' attendance by doctors based on their preference, thereby reducing system wait

times. (Aburayya et al., 2020).

According to Archarya, this study aimed to re-characterize the patterns and

factors influencing dental practices' adoption of electronic dental records (EDRs) and

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technology, as well as the impact of the Health Information Technology for Economic

and Clinical Health (HITECH) Act on adoption rates between 2008 and 2012.

(Archarya, et al., 2017).

Maintaining compliance and avoiding future concerns requires clear, consistent,

and organized records. While certain requirements require you to preserve documents

for a specific period, it is advised that you keep them for at least three years. (Heany,

2019).

The lack of a better records management system hurts their workflow. Record

management is very important in their organization since it allows them to secure the

Safety of their patients' information and monitor their progress. (Paras, et al., 2016).

CHAPTER III

TECHNICAL BACKGROUND

Technicality of the project

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CHAPTER IV

METHODOLOGY OF THE STUDY

Methods and techniques

This chapter describes the methods and procedures for conducting the research

project. It discusses research methods and techniques, systems development

methodology, requirements analysis and documentation, software design, development,

testing, an implementation plan, and implementation outcomes.

Interview and Survey Research

Interviews are used to gather more detailed information from a small group.

(Ask Talent Services, 2021).

The proponents conducted a one-on-one interview with the owner of the Dental

Ark Clinic in Poblacion Plaridel, Bulacan. After the interview, proponents surveyed

related personnel in the system.

Peer to Peer Research Method

The proponents divide the tasks to reduce workloads and increase the

productivity of all team members. Joseph C. Delos Santos is the system's back-end

developer and head programmer. Josua U. Pagdanganan is the head group researcher

and documents, while John Brix E. Castor is the system analyst and assistant researcher.

All three members serve as analysts for the system's front-end development.
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Online Reasearch Method

Online research is a research method involving the collection of data from the

internet. Traditional pen-and-paper research techniques have given way to online research

since the advent of the internet. (QuestionPro, 2021).

The proponents used the internet to research the existing manual system

regarding local studies related to the proposed system. The proponents used it as a

source of reference. Also, the internet is needed in coding and programming.

Target Client

The Proposed System will benefit the Dental Ark Clinic at Poblacion Plaridel,

Bulacan.

Development Process of The Proposed System

The Proposed system's primary purpose is to identify the common problem like a

tedious recording of information, redundancy procedures, and time-consuming that they

encounter, and the proposed system the possible solutions regarding the issues we met to the

existing system they used.

Creating the Web-Based Application for the owner of Dental Ark Clinic in

Poblacion, Plaridel, Bulacan followed the Rapid Application Development (RAD).

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 Figure 3.1: Rapid Application Development (Kissflow,2022)

Rapid Application Development (RAD) is a development model that prioritizes

rapid prototyping and rapid feedback over lengthy development and testing cycles.

Rapid application development enables developers to make multiple software iterations

and updates without starting from scratch each time. It helps ensure that the outcome is

more quality-oriented and meets the needs of the end-user. (Kissflow Inc., 2022).

REQUIREMENTS PLANNING

This stage was the initial phase in the development of the system. Proponents

collect information about problem identification and data collection through primary

data obtained directly from users or final result-oriented users. It gathered all user

requirements concerning the design of the Dental Ark Clinic. The user and the team met

to identify the application's or system's goals and the information requirements arising

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from those objectives. The orientation in this stage involved planning to overcome

existing problems.

USER DESIGN

The proponents gather information from the owner of the Dental Ark Clinic by

using interviews about their manual process. The proponents find some related studies

that can be a basis for developing the proposed system.

TEST

The proponents tested the system code to ensure there was no error and to detect

any system malfunction before implementing the system.

REFINE

The proponents could fix the bugs and tell the developers what worked and

didn't. As a result, they achieve their satisfaction.

CONSTRUCTION

They can still suggest changes or improvements as the system is being

developed. Proponents asked for input from the client or the system user at every step to

ensure they welcomed all changes. And it helped clear the way for the final

implementation phase.

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CUT OVER

The proponents plan for the deployment of the proposed system; our primary

goal is to replace the manual process of Dental Ark Clinic, which is time-consuming and

causes paper redundancy, and to change from the existing system to the new system, test

the product, and train the users of the system.

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