DENTAL INFORMATION SYSTEM EMAIL NOTIFICATION FOR ST.

JOSEPH MEDICAL DENTAL AND DERMATOLOGY CLINIC

Submitted to the faculty of

SYSTEMS TECHNOLOGY
INSTITUTE - CALOOCAN

In partial fulfillment of the

course of Research

Montefalco, Kaye
Enriquez, Maria
 TABLE OF CONTENTS

Chapter I Background and Rationale of the Study 1

Theoretical Framework 3

Conceptual Framework 5

Statement of the Problem 7

Scope and Limitation 8

Significance of the Study 9

Definition of Terms 10

Chapter II Review of Related Literature and Studies 12

Synthesis 35

Chapter III Research Methodology 37

Research Design 37

Research Locale 38

Sources of Data 39

Research Instrument 41

Data Gathering Procedure 42

Statistical Data Analysis 45

Ethical Consideration 46

System Architecture 47

Software Development Life Cycle (SDLC) 49

System Flow Diagram (SFD) 51

Data Flow Diagram (DFD) 53

Hierarchical Input Process and Output (HIPO) 55

References 57
 CHAPTER I

Background and Rationale of the Study

The faster the world is moving the more high-end features are offered. Our world now revolves

around technology. No one can escape from the absolute need for it in our daily life. An information

system (IS) is a collection of connected components that assist control and decision making inside an

organization by gathering, processing, storing, and distributing information.

For many years, small dental clinics like the St. Joseph Medical dental and Dermatology Clinic

relied on a manual process for creating appointment schedules. Patients would walk into the clinic and

speak with a dentist or receptionist to schedule their preferred dental care. While this system served its

purpose, it also came with significant drawbacks that hindered the clinic's efficiency and success. One

major issue with the manual system was the time it consumed. Scheduling appointments could be a

lengthy process, requiring patients to wait in line and for staff to manually check calendars and update

records. This inefficiency not only frustrated patients but also reduced the clinic's productivity.

Another problem was the susceptibility to errors. With handwritten notes and manual data entry,

there was a higher chance of mistakes being made. This could lead to missed appointments, double

bookings, and inaccurate patient information. Furthermore, the manual system lacked transparency and

flexibility. Patients had limited visibility into the schedule and were often unable to see available

appointments or make changes to their bookings easily. This inflexibility could be frustrating for patients

and could also lead to lost appointments.

 On the patient side, the manual system was simply inconvenient. Patients had to visit the clinic in

person to schedule appointments, which could be challenging for those with busy schedules or limited

mobility. Additionally, the lack of online access meant that patients couldn't view their appointment

details or reschedule appointments conveniently. Finally, the reliance on paper records posed security

risks, as sensitive patient information could be easily lost or stolen. Additionally, the cost of maintaining

physical supplies, such as appointment books and paper files, could be significant for small clinics.

Email Notifications also play an important role in dental clinics since the main goal of it is to

inform the clients. This also allows the client to constantly and consistently keep them informed and

updated about a certain concern. Email notifications are also essential for the appointment system since

they will notify the patient when they create an online appointment with the use of the internet if it is

approved or not and after all the dental procedures done by the dentist, email notifications are invaluable

for sending follow-up care instructions, to enhance patient care and satisfaction.

Bothered by the situation where St. Joseph Medical dental and Dermatology Clinic uses the old

traditional way of creating an appointment, the researchers will create a system that has been designed to

be an online appointment platform for dental care. Users will be able to create accounts and log in to the

website, where they can then select their preferred schedule and choose the desired treatment. This

platform aims to enhance patient engagement by sending timely appointment reminders, treatment

updates, and other relevant information directly to users. Additionally, administrators will be able to log

in and manage appointments created by patients, ensuring smooth operation and efficient service delivery.

The purpose of the study is to find out the effectiveness of creating an electronic dental clinic

appointment system with email notifications for St. Joseph Medical dental and Dermatology Clinic.
Theoretical Framework

The theoretical framework for the " Dental Information System Email Notification for St. Joseph

Medical Dental and Dermatology Clinic " draws upon the Socio-Technical System Theory and the

Technology Acceptance Model (TAM) to guide the study and address the inefficiencies in traditional

manual appointment and scheduling systems within dental healthcare.

Theoretical Framework

Socio-Technical System Theory Technology Acceptance Model (TAM)

People Perceived ease

(Clinic Staff, Patients) Perceived usefulness

Processes (appointment User-Centered Design (UCD)

scheduling, clinic Usability testing Communication
operations)
and Marketing Continuous
Improvement

Technology
(online scheduling system)

Integration Theory

Comprehensive understanding of the Socio-

Technical System and the Technology
Acceptance

Figure 1. Theoretical Framework Diagram

Socio-technical System Theory - Originally developed by Eric Trist and Fred Emery, the Socio-

Technical System Theory emphasizes the interaction between social and technical elements within an

organization. The Socio-Technical System Theory (STST) offers a framework for understanding how the

interaction between a new online appointment system (technology), the people involved (clinic staff,

patients), and the existing processes (appointment scheduling, clinic operations) can impact the overall

effectiveness of a clinic. By encouraging a holistic approach, STST emphasizes the importance of

considering both the social and technical aspects when implementing such a system. This requires

actively involving both staff and patients in the process to ensure that the resulting system is user-friendly

and meets the needs of everyone. Additionally, STST provides a valuable framework for evaluating the

success of the system by allowing for a comprehensive assessment of its impact on both the social and

technical dimensions of the clinic’s operations.

The Technology Acceptance Model (TAM), developed by Fred Davis, posits that perceived

ease of use and perceived usefulness are key factors influencing users' acceptance and usage of

technology. It provides a framework for understanding staff and patient perceptions and usage of the new

online appointment system. According to TAM, individuals are more likely to adopt a system if they

perceive it as easy to use and beneficial in terms of saving time and enhancing service quality. The study

will leverage TAM to evaluate staff and patient perceptions of the system and its perceived benefits. This

assessment aims to identify potential barriers to adoption, such as concerns about system complexity or

inadequate training. By understanding these barriers, the study can develop strategies to address them and

increase the likelihood of successful adoption. Additionally, TAM can be used to evaluate the system's

success by measuring user satisfaction and system usage. This will help the study determine whether the

system is meeting user expectations and identify areas for further improvement.
 This study utilizes two complementary theoretical frameworks, the Socio-Technical System

Theory (STST) and the Technology Acceptance Model (TAM), to understand the intricate interplay

between social and technical dimensions during the implementation of the Dental system at St. Joseph

Medical Dental and Dermatology Clinic. Both theories emphasize the importance of user-centricity,

advocating for the active involvement of both staff and patients throughout the process. This ensures the

development of a system that is not only easy to use but also delivers tangible benefits like saving

time and improving service quality. Furthermore, both STST and TAM offer valuable frameworks for

evaluating the system's success, enabling continuous improvement and refinement. By applying

these theories, the study adopts an evidence-based approach tailored to the specific context and needs of

the clinic, thereby enhancing the prospects of successful Dental implementation.

The structure of the theories will demonstrate an understanding of theories and concepts that are

relevant to the topic of the researchers. It will serve as a guide and support the research study of the

researchers. The main point of this structure is to describe the theory that explains why the research

problem under study exists.

Conceptual Framework

The Dental Information System is designed to streamline and enhance the appointment scheduling

process at St. Joseph Medical Dental and Dermatology Clinic. This conceptual framework outlines the

key inputs, processes, and outputs that constitute the fundamental structure of the system.
 Input Process Output
 Patient Information  Validate Patient
(e.g., name, contact Information
details, gender, age)  Check Service  Dental Information
 Service Selection Availability System Email
(e.g., type of dental  Confirm Notification for St.
service, date, time) Appointment Joseph Medical Dental
 Staff Information (if and Dermatology
 Planning Clinic
applicable, for
assigning a specific  Designing
dentist)
 Clinic System  Coding and Testing
Configuration (e.g.,
holidays, working  Implementation and
hours) operation
 Data Gathering
Results

Figure 2. The Conceptual Framework of the Study

Input

The input phase involves gathering crucial patient information, including details like name,

contact information, gender, and age. Service preferences and, if applicable, staff information contribute

to personalized scheduling, while clinic-specific configurations such as holidays and working hours are

integrated.

Process

Moving to the process phase, the system validates patient information, checks service availability,

and confirms appointments. The subsequent phases of planning, designing, coding, and testing are

meticulously executed to ensure the system's effectiveness. Finally, the implementation and operation

phases bring the Dental system to life within the clinic's framework.
Output

The output, represented by the Dental Information System Email Notification, signifies the

successful culmination of this process. This user-friendly solution is tailored to optimize appointment

management, improve communication, and enhance the overall patient experience at St. Joseph Medical

Dental and Dermatology Clinic. Each phase, from input to output, plays a crucial role in creating a more

efficient and patient-centric appointment scheduling system.

Statement of the Problem

The dental healthcare industry faces inefficiencies in traditional manual appointment and scheduling

systems, resulting in prolonged waiting times, suboptimal clinic operations, and diminished patient

experiences. St. Joseph Medical Dental and Dermatology Clinic is confronted with similar challenges,

hindering the overall quality of dental care services. Presented below are the specific subproblems.

1. What distinct challenges does the current manual appointment system at St. Joseph Medical

Dental and Dermatology Clinic pose in terms of accuracy, accessibility, and timeliness hinder efficient

scheduling and affecting overall clinic operations?

2. About waiting times and appointment availability, what specific concerns or feedback do

patients frequently express at St. Joseph Medical Dental and Dermatology Clinic, and how

can these concerns be addressed through the implementation of the Dental system?

3. What specific steps can be outlined to streamline the manual process, mitigate challenges,

and optimize the overall efficiencies of the system at St. Joseph Medical Dental and

Dermatology Clinic?
 4. How can the proposed information system, specifically improve the management of patient

records at St. Joseph Medical Dental and Dermatology Clinic, ensuring precision,

accessibility, and seamless integration with the appointment scheduling process?

Scope and Limitation

In this study, our primary objective is to enhance the appointment scheduling process by

introducing the Dental Information System Email Notification at St. Joseph Medical Dental and

Dermatology Clinic. The scope is to address the issues with the manual appointment system, focusing on

improving efficiency and the overall patient experience. The research is conducted solely at St. Joseph

Medical Dental and Dermatology Clinic, involving the patients using the scheduling system, clinic

staff responsible for managing appointments, and the dentists providing dental care.

The study spans the creation, implementation, and evaluation phases, allowing for comprehensive

data collection on the system's effectiveness. Despite the specialized focus on appointment scheduling,

certain limitations are acknowledged, such as external factors influencing real-time execution, potential

user adoption issues, financial/resource constraints, and the possible impact on the workflow of the

dentists. The study aims to consider the perspectives of all stakeholders involved in the appointment

scheduling process, recognizing that the dentists' roles are integral to the success of the system. These

limitations provide a realistic context for the study's goals and findings, ensuring a holistic understanding

of the challenges and opportunities in the dental clinic setting.

Significance of the Study

The Dental Information System Email Notification for St. Joseph Medical Dental and

Dermatology Clinic carries profound significance, offering a range of benefits to different stakeholders:

The findings of the study also benefit the Patients stand to gain from a more seamless and

efficient appointment scheduling process. The transition to a web-based platform aims to provide a user-

friendly experience, alleviating inconveniences associated with manual methods and ensuring timely

access to dental services.

This study can immensely be beneficial to the Healthcare Providers the implementation of an

online scheduling system is poised to streamline clinic processes, reducing waiting times and enhancing

the overall operational efficiency of St. Joseph Medical Dental and Dermatology Clinic. This

contributes to a more patient-centric approach and elevates the quality of dental care services.

The findings may be beneficial as well to Technological Innovators in Healthcare the

study aligns with the broader trend in healthcare by embracing technology for improved patient care and

operational efficiency. The development of an online scheduling system serves as an innovative solution

to address challenges faced by healthcare providers.

The study will also be beneficial to the Future Researchers and Developers the insights

and findings from this study offer valuable guidance for future researchers and developers in healthcare

administration. It provides a reference for the development of similar systems, fostering continuous

improvement in healthcare technology.

In summary, this study's significance lies in its potential to revolutionize appointment scheduling

processes, elevate patient experiences, and contribute to ongoing innovation in

healthcare administration. The benefits extend to patients, healthcare providers, technological innovators,

and future researchers.

Definition of Terms

Definitions of terms help in understanding; operational terms represent the system's internal

workings, while technical terms are simply fancy names for concepts in a particular discipline.

Operational Terms:

Online Patient Appointment Scheduling System. Refers to the digital platform developed for St.

Joseph Medical Dental and Dermatology Clinic in Caloocan, allowing patients to schedule and

manage appointments via the internet.

Clinic Operations. Encompasses the day-to-day activities and processes involved in running St.

Joseph Medical Dental and Dermatology Clinic, including appointment scheduling, patient

registration, and service delivery.

Web-Based Platform. Denotes a software application or system that is accessed and utilized through a

web browser over the internet, providing a centralized and easily accessible interface.

Waiting Times. Represents the duration a patient spends in the clinic, from arrival to service delivery,

and is a critical aspect influencing patient satisfaction and operational efficiency.

Technical Terms:

Database Management System (DBMS). A software suite that facilitates the creation, organization,

and management of databases, ensuring efficient storage, retrieval, and manipulation of data.

User Interface (UI). The graphical or visual elements of the system that users interact with, including

screens, pages, and navigational components, designed for an intuitive and user- friendly experience.

HTML (Hypertext Markup Language). The standard markup language used to create and design web

pages. It defines the structure and layout of content on the frontend.

CSS (Cascading Style Sheets). A style sheet language employed to enhance the presentation of web

pages. It defines the visual styles, layout, and design aspects of HTML elements.

JS (JavaScript). A programming language utilized for creating dynamic and interactive elements on

web pages. It enhances the user experience by enabling real-time updates and asynchronous functionality.

PHP (Hypertext Preprocessor). A server-side scripting language tailored for web development. It is

employed to handle server-related tasks and dynamic content generation within the system.

MySQL. A relational database management system used to manage and organize the database of the

Online Patient Appointment Scheduling System. It stores and retrieves patient information, appointment

records, and other relevant data.

Visual Studio Code. The chosen integrated development environment for coding and debugging

during the system's development phase. It provides a user-friendly interface and various features to

enhance the coding experience.

 CHAPTER II

REVIEW OF RELATED LITERATURE AND STUDIES

In this chapter, the researchers delve into a comprehensive review of the existing literature

related to the development and implementation of dental information systems, with a specific focus on

email notification systems. The dental healthcare industry has undergone a remarkable transformation

in recent years, driven by advancements in technology and the increasing adoption of electronic health

records. Dental information systems have emerged as a vital component in modern dental practice,

offering a platform for managing patient information, treatment records, appointment scheduling, and

more. Within this context, the implementation of email notification systems stands as an innovative

approach to enhance communication between dental clinics and their patients.

Dental Services System

According to the published journal by Ismail, Wahab, Kadir, Sunar, Ariffin, Hasan, & Wong

(2023), the Dental Services System is a platform that allows users to schedule appointments and connect

with dentists. Traditional methods like phone calls, texts, or clinic entrances are used for appointment

scheduling. Blockchain technology, a distributed ledger system, can be integrated into a dental service

system to ensure confidentiality and public confidence. The goal of their study is to create a tool that

allows users to schedule appointments using blockchain for safe data storage, facilitating appointment

scheduling while limiting third-party access. This integration will ensure complete confidentiality and

allow authorized users to quickly create and access permanent records. The study provides background

information on the potential benefits and challenges of incorporating blockchain technology in dental

services, highlighting the importance

of the Dental system for improved dental information management, and strengthening their

research.

Based on the study conducted by Benoit, Bukiet, & Dufour (2022), this paper explores the

development of dental informatics over the past 50 years with a focus on dental health information

systems. The research covers three unique sub-searches standardized clinical coding systems, data

capture, and reuse of routine patient care data. The articles on standardized clinical coding systems

explore user perception, design, development, and evaluation. Data capture articles offer technical

solutions and handle issues with data completeness, user interfaces, and workflow integration. Clinical

decision support systems, health monitoring support systems, and clinical research are the main topics of

those that deal with the reuse of routine patient care data. The study finds that while uniform coding and

the creation of health information systems have advanced, notably in the US, there has been little research

on clinical decision support systems employing data from electronic dental records (EDRs).

Studies examining the working conditions of dental professionals and the educational usefulness

of health information systems in dentistry are also rare. Knowledge about standardized clinical coding

systems is pertinent because it sheds light on the design, development, and evaluation of proposed

systems, an aspect that is crucial for their study on Dental system. Understanding user perspective will

direct their implementation plan to ensure acceptance among dental professionals at St. Joseph Medical

Dental and Dermatology Clinic, as mentioned in the evaluation. It is extremely helpful to anticipate and

address issues in properly obtaining and managing patient data by talking about data acquisition, including

worries about completeness, and suggested technical solutions. Furthermore, the emphasis on reusing data

from ordinary patient care is consistent with their goal of putting in place a system that improves clinical

decision support at the dental clinic. Although the reviewed literature demonstrates the advancements

made in the field, it also

emphasizes the need for additional study, offering a road map for the distinctive contributions their study

can make, particularly in relation to the working conditions of dental practitioners and the educational

benefits of health information systems in dentistry.

According to the study of Jayathissa, & Hewapathirana (2023), It focuses on the significance of

Health Information Systems (HIS) in dental practice, emphasizing the benefits such as improved care

quality, increased efficiency, and reduced medical errors. It outlines the essential steps in developing an

HIS for primary care dental practice, including requirements gathering, system design, implementation,

and testing. The involvement of dental professionals and staff in the process is highlighted to ensure that

the system meets their needs and preferences. The study underscores the importance of designing a user-

friendly and intuitive system for efficient use. Additionally, it emphasizes the necessity of considering

data privacy and security measures for successful implementation. The literature review cited in the study

provides real references to studies that have explored the effectiveness of HIS implementation in dental

practice. Ultimately, the study concludes that implementing an HIS in primary care dental practice can

enhance patient care, improve outcomes, and boost overall practice efficiency. The study underscores the

importance of designing a user-friendly and intuitive system for efficient use. Additionally, it emphasizes

the necessity of considering data privacy and security measures for successful implementation. The

literature review cited in the study provides real references to studies that have explored the effectiveness

of HIS implementation in dental practice. Ultimately, the study concludes that implementing an HIS in

primary care dental practice can enhance patient care, improve outcomes, and boost overall practice

efficiency.

The study of Jayathissa & Hewapathirana (2023), supports their focus on developing the Dental

system, it underscores the significance of Health Information Systems (HIS) in dental

practice, highlighting benefits such as improved care quality and increased efficiency. The outlined steps in

HIS development provide a structured framework that aligns with the system development process.

Emphasizing user involvement, user-friendly design, and data privacy, the study offers valuable guidance

for creating an effective and secure dental information system tailored to the needs of St. Joseph

Medical Dental and Dermatology Clinic.

Dental Clinic Management

Modern information technologies are transforming the nature of work, particularly in medical

institutions. The study of Havryliv, Kunanets, Kravets, Kis, Pasichnyk, & Rzheuskyi (2020), proposes an

information system for a smart dental clinic, focusing on improving management efficiency and quality of

medical services. The system includes functions for patient records, admissions schedules, electronic

medical records, insurance payments, reporting services, and financial and statistical reports. The

information system in a dental clinic saves time and enhances efficiency by providing detailed statistics

on processes and real-time records management. It enables the creation of a patient database, which helps

in keeping patient records, organizing data, developing treatment plans, and sending SMS information.

The system also automates planning, accounting, and analysis processes, introducing modern information

and digital technologies, improving interaction between units, officials, patients, staff scheduling, and

patient admission. The study provides insights into information technology in dental clinics, comparing it

with the Dental system. It highlights the advantages and innovations their email notification system

brings to St. Joseph Medical Dental and Dermatology Clinic, enhancing patient engagement and

satisfaction. It also provides a thorough literature review.

According to the study of Dhawale & Pisal. (2022), Proposed an online appointment management

system that offers a unique, 24x7 service provider experience for clients. Customers
can track appointments via SMS/Email, while service providers can manage clients with a user- friendly

interface. Regular updates on appointment status are provided via email/SMS, and reports show booked

and executed appointments for specific time frames. This eliminates the need for service provider

assistants. The created appointment application software is a future-proof mobile technology offering 24/7

availability and management. It allows clients to book and track appointments, improving efficiency and

accuracy. The study provides valuable insights into an advanced Android appointment system, comparing

it with the Dental solution. It highlights the benefits of email notifications, user experience, and patient

engagement, and enriches their literature review by referencing relevant sources.

The research conducted by Saito, Shimazaki, Fukai, Furuta, Aida, Ando, Miyazaki, and Kambara

(2020), investigates the relationship between dental clinic factors and tooth loss through a multilevel

analysis conducted in 1216 dental clinics across 46 prefectures in Japan. The research aims to identify risk

factors associated with tooth loss, focusing on both patient and clinic levels. The study reveals that, in

addition to individual risk factors such as age, probing pocket depth, and oral health habits, dental clinic

factors play a significant role. Specifically, patients attending dental clinics with four or more dental

hygienists or those receiving oral health instructions for 20 minutes or more demonstrated a significantly

lower risk of tooth loss. The findings emphasize the importance of dental clinic practices in preventing

tooth loss and suggest that ensuring sufficient time for dental hygienists to provide oral health instructions

can contribute to better oral health outcomes for patients. This study on the relationship between dental

clinic factors and tooth loss provides valuable insights that can support their study on the Dental. The

findings underscore the significance of not only individual risk factors but also dental clinic practices in

influencing tooth loss. Specifically, the study highlights the positive impact of factors such as the number

of dental hygienists and the duration of oral health instructions on reducing the risk of tooth loss. This

aligns with their goal of enhancing oral health outcomes for patients at
St. Joseph Medical Dental and Dermatology Clinic through effective information systems. By

incorporating insights from this study, they can consider features in their system that promote efficient

oral health instruction and ensure adequate staffing levels, contributing to the overall preventive measures

against tooth loss in dental patients.

The research conducted by Saito, Shimazaki, Fukai, Furuta, Aida, Ando, Miyazaki, and Kambara (2020),

investigates the relationship between dental clinic factors and tooth loss through a multilevel analysis

conducted in 1216 dental clinics across 46 prefectures in Japan. The research aims to identify risk factors

associated with tooth loss, focusing on both patient and clinic levels. The study reveals that, in addition to

individual risk factors such as age, probing pocket depth, and oral health habits, dental clinic factors play

a significant role. Specifically, patients attending dental clinics with four or more dental hygienists or

those receiving oral health instructions for 20 minutes or more demonstrated a significantly lower risk of

tooth loss. The findings emphasize the importance of dental clinic practices in preventing tooth loss and

suggest that ensuring sufficient time for dental hygienists to provide oral health instructions can

contribute to better oral health outcomes for patients. This study on the relationship between dental clinic

factors and tooth loss provides valuable insights that can support their study on the Dental. The findings

underscore the significance of not only individual risk factors but also dental clinic practices in

influencing tooth loss. Specifically, the study highlights the positive impact of factors such as the number

of dental hygienists and the duration of oral health instructions on reducing the risk of tooth loss. This

aligns with their goal of enhancing oral health outcomes for patients at St. Joseph Medical Dental and

Dermatology Clinic through effective information systems. By incorporating insights from this study,

they can consider features in their system that promote efficient oral health instruction and ensure

adequate staffing levels, contributing to the overall preventive measures against tooth loss in dental

patients.
Broader Technological Impact

As indicated in the study of Cm, Singroha, Nagpal, Sakshi, & Pratibha (2020), the study

emphasized the significant impact of technological improvements on healthcare, particularly in dentistry.

It highlighted the importance of health record digitization, virtual patient visits, and sophisticated imaging

in enhancing the quality and efficiency of dental care. Health informatics, a multidisciplinary field, played

a crucial role in optimizing the capture, storage, and use of healthcare information. The research on the

Dental Information System and Email Notification for St. Joseph Medical Dental and Dermatology

Clinic aligns with the key findings of Cm's 2020 study, which emphasizes the transformative impact of

technology on healthcare, specifically in dentistry. The system contributes to health record digitization,

virtual patient visits, and advanced imaging, reflecting the ongoing trend towards more technologically

integrated and efficient dental care practices. By implementing these elements, this research actively

supports the broader goals of optimizing healthcare information management and enhancing the overall

quality and accessibility of dental services in line with contemporary technological advancements. The

Dental system research aligns closely with the trends and recommendations identified by Cm in 2020. It

actively contributes to the broader goals of leveraging technology to enhance the efficiency, accessibility,

and quality of dental care services, making it a practical and relevant application within the evolving

landscape of healthcare technology.

In the scoping review conducted by Iyamu, Ramírez, Ablona, Chang, Mckee & Gilbert (2021),

the study explores the conceptual intricacies surrounding digital public health, aiming to bring clarity to

its definition amidst the proliferation of digital technologies in the public health domain. The authors

conducted an extensive literature search and thematic analysis to discern formal and informal definitions

of digital public health, uncovering two distinct interpretations. The

first definition characterizes digital public health as a transformative reimagination of public health

through innovative digital concepts, while the second views it as an asset in achieving existing public

health goals. The study also delves into the distinctions among digitization, digitalization, and digital

transformation concerning public health, emphasizing the need for conceptual clarity. The contested

definitions highlighted in this research underscore the importance of refining conceptual frameworks for

the effective integration of digital technologies into public health practices.

This study on the conceptual complexities surrounding digital public health provides valuable

insights that can inform and support the study, particularly focus involves the development or

enhancement of digital health systems for St. Joseph Medical Dental and Dermatology Clinic. The

research underscores the lack of consensus in defining digital public health and the need for conceptual

clarity in integrating digital technologies into public health practices. This aligns with their goal of

implementing the E- Pin, emphasizing the importance of understanding and defining key concepts in the

digital health landscape. By considering the challenges and debates highlighted in this study, they can

refine and approach to ensure that the digital health system aligns with the evolving conceptual

frameworks and maximizes its potential to improve dental care outcomes for patients at St. Joseph

Medical Dental and Dermatology Clinic.

In the study conducted by Krasuska, Williams, Sheikh, Dean Franklin, Heeney, Lane, Mozzaffar,

Mason, Eason, Hinder, Dun-scombe, Potts, & Creswell (2020), the focus is on the global initiative of

hospitals to undertake comprehensive digital transformation programs, aiming to foster digitally advanced

healthcare systems. The researchers employed a two-stage international modified electronic Delphi

consensus-building exercise involving 31 health informatics experts from diverse backgrounds. Their

objective was to establish an international agreement on a defined set of technological capabilities for

assessing digital excellence in

hospitals. Through this process, the study identified 35 technological capabilities categorized into

capabilities within a hospital and capabilities facilitating communication with other parts of the health and

social care system, as well as with patients and carers. Significantly, the qualitative analysis underscored

the importance of non-technological aspects, emphasizing organizational and social factors, and the need

for broader digital transformation capabilities.

The study contributes to a paradigm shift, urging a move from a narrow focus on technical

functionalities to a comprehensive understanding of the multifaceted nature of digital excellence, thereby

enhancing hospitals' capacity for transformative change in healthcare systems the insights from Krasuska

et al.'s (2020), study offer valuable support to the research, particularly if their focus is on understanding

and enhancing the digital capabilities within healthcare organizations like the Dental system. The

identification of 35 technological capabilities for evaluating digital excellence provides a framework that

can guide the development of digital systems within dental clinics. The emphasis on capabilities within

the clinic and facilitating communication with various stakeholders aligns with the complex nature of

healthcare settings. Additionally, the study's acknowledgment of the importance of non- technological

factors, such as organizational culture, skills, and resources, is relevant to us study, emphasizing a

comprehensive approach that goes beyond technical functionalities. Incorporating these insights allows

the study to adopt a holistic perspective, ensuring that digital transformation is not solely about technical

features but also encompasses fostering an innovative culture and readiness for change critical elements

for successful digital implementation in healthcare environments .

Social Media's Importance on Healthcare

Based on the study by Farsi (2021), investigates the profound impact of social media (SM) on the

healthcare industry and its relevance to the professional lives of healthcare providers
(HCPs). Published in the Journal of Medical Internet Research, the literature review, conducted between

March and April 2020. The review underscores the increasing importance of SM in healthcare for

purposes such as health promotion, career development, and patient recruitment. The study concludes that

integrating healthcare with SM and other communication forms has proven highly successful,

emphasizing the importance of finding the right balance between digital and traditional healthcare

practices.

The research paper is centered around the Dental system, it involves leveraging social media for

promotional activities, patient engagement, or brand building, it aligns with the identified trends. The

ethical considerations emphasized by the study are particularly relevant if the system involves interactions

on social media platforms. Understanding the multifaceted uses of SM in healthcare, as outlined by Farsi

can guide us in designing an effective and ethical system that enhances the digital presence of St. Joseph

Medical Dental and Dermatology Clinic while maintaining a balance between digital and traditional

healthcare practices.

As indicated in the study of Abbasi, Lal, Das, Salman, Akram, Ahmed. A.R. Maqsood, Ahmed.

N. (2022), the Altamash Institute of Dental Medicine is conducting a six-month study with 377 general

dentists to investigate the impact of social media on the demand for aesthetic dental operations.

Practitioners agree that social media plays a big role in the rising demand for these procedures,

particularly popular ones like teeth whitening, the Hollywood smile, dental veneers, and Invisalign.

Dentists increasingly use social media for teaching, promotion, and patient communication, resulting in a

significant increase in demand for cosmetic dentistry. By considering patient preferences, integrating

elements for education and awareness, and enhancing communication channels, the project "Dental

system " can benefit. This arises from the social media study's findings on broader business trends and

patient behavior influenced by online platforms. The project's unique value is its ability to match with

these findings, improving communication, adapting patient preferences, and increasing awareness within

the framework of
a dental information system. Social media is increasingly being used in public health education to remove

physical barriers to healthcare access. Health education specialists are tasked with improving computer-

mediated health experiences. This Special Issue explores social media as a translational health promotion

tool, bridging health education and communication principles. It examines user access, challenges, and

best practices for designing and evaluating social media forums in public health.

According to the study of Stellefson, Paige, Chaney, B., & Chaney, J. (2020), social media offers

a platform for translational health communication strategies and data dissemination, allowing users to

create and share health information. It offers broader reach, efficiency, and reduced costs for health

promotion campaigns. However, it may reduce health information access for non-technologically

connected populations, such as the elderly, disabled, and those with low literacy. To ensure effective use,

it is crucial to monitor and evaluate public health advocacy on social media websites. This Special Issue

brings together international scholars to better understand social media usage for health promotion and

engagement. The study highlights the evolving role of healthcare professionals in utilizing social media

and technology in health promotion, highlighting the importance of the Dental system in improving

dental information management through email notifications at St. Joseph Medical Dental and

Dermatology Clinic.

Innovations in Dental Examinations

Based on the study by Antolin, Padilla, & Reyes (2021), their study introduced a tooth charting

system utilizing image processing and convolutional neural networks for enhanced dental examinations.

This innovative system aimed to automate tooth chart creation, detect various tooth states, and improve

patient record accuracy, reducing the manual labor associated with traditional charting systems. Antolin et

al.'s study significantly contributes to their research by providing a

model for innovation in dental examinations. It also contributes some information or ideas on how the

tooth charting works, how to implement it and what are the effects of incorporating it into the clinic. The

automation, accuracy improvements, and efficiency gains demonstrated in their work directly inform the

development of the Dental Information System. The study by Antolin et al. serves as a comprehensive

model, providing both technical and practical insights that are perfectly aligned with the goals of the Dental

Information System for St. Joseph Medical Dental and Dermatology Clinic. Their ideas lay the

groundwork for incorporating cutting- edge features, which will ultimately contribute to better patient

care, simpler processes, and increased clinic efficiency.

According to the study of Liu, Xu, Huan, Zou, Yeh, and Zheng (2020), the study highlights a

smart dental health-IoT system that includes sophisticated hardware, deep learning, and a mobile app for

in-home dental treatment. It incorporates a device for acquiring images of the teeth as well as an

automatic diagnosis model that improves diagnostic accuracy,

shortens diagnosis time and increases the number of treated patients. Clients and dentists can use the

mobile app for pre-examination, consultation, appointment scheduling, and evaluation services.

In the context of the study " Dental Information System Email Notification for St. Joseph

Medical Dental and Dermatology Clinic," the technical integration, diagnostic capabilities, and

efficiency gains of the smart dental health-IoT system provide useful insights. The system's contribution

is to inspire improvements to diagnostic features inside the dental information system, to streamline

processes, and to improve communication via the email notification system. In particular, the use of new

technologies has the potential to improve the clinic's ability to effectively identify and manage dental

disorders, eventually benefiting both patients and clinic staff.

The study, led by DaSilva, Robinson, Shi, & McCauley (2022), delves into the rapid

transformations occurring in dentistry, driven by technological advancements and scientific

breakthroughs. Positioned at the forefront of this evolution are innovations in foundational

sciences such as microbiology, immunology, and neuroscience, paving the way for personalized dental

care. The integration of digital communication tools like electronic health records, patient portals, and tele

dentistry is highlighted as a crucial aspect of contemporary dental practice. The study emphasizes the

rising significance of wearables, connected with smartphone apps, for monitoring various aspects,

including pain levels, postoperative symptoms, wound healing, and home oral health habits. Additionally,

oral fluid diagnostics, investigations into oral microbiome manipulation, and advancements in imaging

modalities contribute to disruptions in dental technology. The adoption of augmented reality and virtual

reality is explored as potential teaching tools,

promising advancements in dental education. The study underscores the need for careful navigation

through these technological advancements, ensuring they positively impact the experiences of patients,

dentists, staff, and payors. It calls for a balance between innovation, solid research, and implementation

science to guarantee evidence-based, equitable, and sensitive deployment of emerging technologies in

dental care. The authors express optimism about the potential benefits of these innovations but stress the

responsibility to ensure their evidence-based nature and inclusive implementation.

The study led by DaSilva et al. (2022), provides valuable insights into the transformative

landscape of dentistry, specifically focusing on promising technological innovations and new treatments.

If their study is centered around the advancements and impacts of technology in dental care, this research

aligns with their interests. The exploration of digital dentistry, learning health systems, tele dentistry,

wearables, oral microbiome, and auto-therapy offers relevant information that could enhance their

understanding of contemporary dental practices. The emphasis on evidence-based deployment and the call

for a balance between innovation and rigorous research resonates with the comprehensive approach they

might consider in the study. The study's recognition of the potential benefits of emerging technologies

and the simultaneous need for

responsible implementation and equity aligns with the ethical considerations and patient-centered focus

they might address in their research. Overall, this study contributes relevant perspectives and potential

insights that could support and complement the objectives of their study in the realm of dental technology

and care.

Innovations and Challenges in Modern Dental Practice

In the published article by Jafri, Ahmad, Sawai, Sultan, & Bhardwaj (2020), the goal of aesthetic

treatment is patient satisfaction, and Digital Smile Designing (DSD) can help achieve this. DSD allows

patients to design and modify their smile digitally, allowing them to visualize it before treatment. This

helps in visual communication, ensuring predictable outcomes and increasing case acceptance. This

article reviews DSD's use, advantages, limitations, and prospects in aesthetic dental practice. Digital smile

design aids in aesthetic visualization of patient problems, aiding in treatment outcome visualization and

improving clinician diagnosis and planning. The study highlights the importance of digital tools in dental

practices, especially aesthetic dentistry. It highlights the integration of technology in dental care,

highlighting the E- Pin system's email notifications. The patient-centric approach enhances engagement

and satisfaction through effective communication, reinforcing the relevance of technology-driven dental

care.

In accordance with the study of Al Sultani, Breckons, Field, Thomason, & Moynihan, (2022),

edentulism and denture rehabilitation can lead to issues with eating and a less healthy diet. Despite

improving chewing function, dietary intervention alone does not lead to healthier eating habits. Eating

with dentures negatively impacts quality of life, leading to loss of enjoyment and social interaction.

Studies have shown that dietary intervention combined with oral rehabilitation can improve eating, but

these interventions should be patient-centric and appropriate for the target group. Patients often lack

guidance on eating with dentures, and dental

professionals lack confidence in providing such advice. To address this, a patient leaflet, web- based

interventions, patient support blogs, waiting room videos, and improved nutrition training for dental

professionals were developed, focusing on patient-generated tips and healthier eating advice. The study

emphasizes patient-centric dental care, aligning with personalized information management through the

Dental system. Effective communication and patient engagement are crucial for providing advice. St.

Joseph Medical Dental and Dermatology Clinic can use this to enhance communication and

engagement. To foster social distance and stop the spread of the virus during the disastrous COVID- 19

epidemic, limits on face-to-face encounters in dentistry were put in place. Tele dentistry was employed to

give dental care.

Based on the of the study of Sharma, Suprabha, & Rao (2021), Tele dentistry is utilized in

pediatric dentistry for oral health education, remote diagnosis, monitoring, and behavior guidance. This

practice strategy is beneficial for remote dental treatment, monitoring patients, conducting screening

programs, and promoting oral health. During the COVID-19 pandemic, dentists use mobile phones and

webcams for patient appointments. Tele dentistry can enhance pediatric dental care, reduce supply-

demand gaps, and ensure safety during the pandemic. Further research is needed for its safe, effective,

and evidence-based use in the field. The study provides valuable insights into tele dentistry applications,

particularly in pediatric dentistry. It highlights how the Dental system, featuring email notifications,

aligns with trends and enhances patient engagement. This reference enriches their literature review and

highlights its relevance in dental care and technology.

Patient-Centric Improvements

As stated by O'rinboev (2023), the study aimed to enhance user interfaces, incorporate online

forms, and reduce patient wait times, making dental appointments more efficient and enjoyable. This

research aligned with the development of the Email Notification system for St. Joseph Medical Dental

and Dermatology Clinic, emphasizing a collaborative effort to improve user experience and appointment

scheduling. His research contributes considerably to their research by giving insights and

recommendations for patient-centered improvements in dentistry care. The emphasis on user interfaces,
online forms, and efficiency matches smoothly with the creation of the Email Notification system,

reaffirming St. Joseph Medical Dental and Dermatology Clinic 's dedication to improving the whole

experience for both patients and clinic employees. O'rinboev's research offers a conceptual framework as

well as specific recommendations that will directly inform and guide the development of the Email

Notification system. The same goals of improving customer experience, increasing efficiency, and

embracing digital transformation lay the groundwork for a fruitful collaboration between the two studies

in expanding dental services at St. Joseph Medical Dental and Dermatology Clinic.

According to the study of Amirkiai & Obadan (2023), this study explores dental patients'

viewpoints on patient health portals, attempting to ascertain their preferences, ideal content, and potential

obstacles to and enablers of PHP utilization. The study identifies critical PHP characteristics that dental

patients look for, such as information on procedures that have been finished, summaries of previous visits,

and the most recent visit date. Additionally, it covers popular oral health subjects like how to properly

brush and floss teeth and how to recognize the early stages of gingivitis and cavities. While user-friendly

portals and self-monitoring of one's health are seen as facilitators, high costs and privacy and security

issues are viewed as hurdles to PHP usage. The insights gathered from this study can inform the

development of dental PHPs, ultimately enhancing patient engagement and improving the overall quality

of oral health care delivery.

The study on dental patients' perspectives on Patient Health Portals (PHPs) and their desired

content provides valuable insights that can support the study, especially if their focus is on developing a

dental information system like " Dental. The research identifies key features that
dental patient desire in PHPs, such as information on completed procedures, past visit summaries, and

oral health topics. If their system aims to enhance patient engagement and improve the overall patient

experience, understanding these preferences becomes crucial. Additionally, the study delves into

perceived barriers and facilitators of PHP usage, offering insights into factors that might influence patient

adoption of similar systems. By aligning their system's features and design with the preferences and needs

identified in this study, they can enhance its relevance and effectiveness, ultimately contributing to

improved patient engagement and oral health care delivery at St. Joseph Medical Dental and

Dermatology Clinic.

Based on the study of Rekow (2020), the article emphasizes the beneficial influence of digital

dentistry, emphasizing benefits such as improved patient experience, expanded restorative options, and

higher efficiency. These breakthroughs are the consequence of techniques such as online databases, web

searches, and expert conversations. Notably, the excellent outcomes add to the importance of digital

dentistry by opening new avenues for material science research. According to the findings, the study

Dental system is consistent with these broader trends. In the context of St. Joseph Medical Dental and

Dermatology Clinic, the Dental system is seen as easily integrating into the good advancements and

outcomes of digital dentistry, making substantial contributions to the field by improving patient care and

operational efficiency.

Innovative Imaging for Dental Diagnostics

According to the study of Zhang et al. (2021), this research introduces an innovative image-based

method for detecting micro-cracks in simulated cracked teeth. The custom three- axis motion platform and

telecentric lens, combined with digital image correlation (DIC), allow for the quantitative visualization and

characterization of microcracks. The study successfully extracts the skeleton of the crack path from the

image of the principal strain field, validated through micro-CT

imaging. The proposed DIC-based method proves effective in detecting surface cracks, providing a

potential solution for the swift clinical diagnosis of cracked teeth. For the subsequent therapeutic

treatment of broken teeth, the estimated crack information provides invaluable insights. In short, the

system suggested in this work shows promise in improving the detection and management of early

clinical broken teeth by a unique and quantitative imaging approach. The innovative approach suggested

in the study aligns with their interests, offering a potential contribution to dental diagnostics, and is

relevant to the study, particularly if their focus is on developing diagnostic systems for dental health. If

their technology is intended to improve diagnostic capabilities or offer helpful information to dental

professionals, the methodologies and findings of this study become relevant.

The study's ability to quantitatively visualize and characterize micro-cracks in teeth may inspire

the development of diagnostic tools for the rapid clinical diagnosis of dental issues, potentially improving

patient outcomes. Moreover, the study's emphasis on informing subsequent clinical treatment aligns with

the comprehensive approach they might consider in the system's impact on patient care. In essence, this

study provides valuable insights and methodologies that could influence, or guide aspects of their study

related to dental diagnostics and patient treatment in the context of St. Joseph Medical Dental and

Dermatology Clinic.

Based on the study of Fatima, Wahengbam, Verma, Agnihotri, & Sehrawat (2021),

Advancements in technology and medical science have led to an increase in diseases and disorders due to

lifestyle and dietary changes. In dentistry, proper management of patients' medical conditions is crucial

for stress-inducing procedures like implants, extractions, and jaw surgeries. Invasive procedures, bleeding

disorders, and overdose of LA can lead to fatalities. Dentists must be knowledgeable about these

conditions and effectively manage patients in their dental operation. Maintaining knowledge of medical

conditions and their management is crucial in

dental OPD. Minor stress can lead to anginal attacks or heavy bleeding, requiring dentists to take proper

medical histories and conduct general examinations to prevent medical emergencies. The study provides

valuable support to the research as It underscores the importance of patient- centered care and effective

communication, particularly in the dental management of medically compromised patients. The Dental

system with its email notifications, aligns with these principles by enhancing patient-centered dental care

and ensuring that patients are well-informed about their treatment, which is crucial for patient safety,

especially in the context of medical conditions. This reference reinforces the research's commitment to

adhering to best practices in dental information management, particularly for patients with medical

complexities, at St. Joseph Medical Dental and Dermatology Clinic.

According to the study of Plugmann (2021), the article digs into the broad impact of

digitalization on healthcare, notably dentistry, highlighting the transition to paperless clinics, digital

dental impressions, and the adoption of CAD-CAM technologies. It emphasizes how standard dental

processes are being transformed. The analysis identifies the broader digital context's insights in the

context of Dental system, demonstrating the usefulness of a dental information system and email

notifications in a technologically sophisticated dental practice.

Establishing an Dental system coincides with digitization trends, providing improved productivity and

communication at St. Joseph Medical Dental and Dermatology Clinic. For a successful integration,

key factors include current technologies, organizational needs, and vendor compatibility. This

information's contributions are in providing a thorough grasp of digital changes in dentistry and relating

these trends to the potential benefits and considerations of deploying an Dental systems.
Electronic Medical Records (EMR) Systems

According to the study of Sultan (2022), the study focused on the development of an electronic

medical record information system, employing qualitative methodologies, and following the System

Development Life Cycle (SDLC) stages. The goal was to create a system that generates valid, complete,

and timely information, ultimately enhancing patient services. This laid the groundwork for the Dental:

Dental Information System with Email Notification at St. Joseph Medical Dental and Dermatology

Clinic. This system, aligned with EMR design principles and SDLC, aimed to efficiently manage patient

records, ensuring accuracy and timely information. Notably, it featured an appointment system with SMS

notifications for a seamless patient experience.

This research contributes significantly to the title of their project, Dental system, it involves

addressing essential elements such as data quality, system implementation, design principles, and patient

experience in addition to focusing on the construction of an electronic medical record information system.

The consequences of the study go beyond theoretical frameworks, providing practical insights that can

guide future clinical initiatives. Finally, the connection between Sultan's study and their project is defined

by a shared emphasis on modernizing dentistry clinics through the creation and implementation of

electronic medical record information systems, because of the parallels in technique, aims, and practical

considerations, insights from Sultan's study can inform and improve the implementation and success of

the project at St. Joseph Medical Dental and Dermatology Clinic.

And based on the study of Gesulga, Berjame, Moquiala, & Galido, A. (2018), their study delves

into the challenges and potential improvements associated with implementing electronic health record

(EHR) systems in healthcare settings. The researchers conducted a structured literature review following

PRISMA recommendations to identify barriers to EHR implementation. The study categorizes

information systems resources and highlights two key obstacles: people resources, encompassing user

resistance and a lack of skills, and procedure resources, involving

concerns about return on investment and a dearth of administrative and policy support. The research

emphasizes the importance of addressing these barriers before determining the readiness of a system.

Additional research is mentioned, suggesting ongoing efforts to further understand, and overcome

obstacles in EHR implementation.

The literature review provides valuable insights for St. Joseph Medical Dental and

Dermatology Clinic 's E- Pin system. It highlights the importance of addressing user resistance and skills

issues, as well as procedure resource barriers like return on investment and lack of administrative support.

This will help tailor the implementation strategy for successful integration.

In accordance with the published journal in Eas Publisher written by Bashir (2023), tele

orthodontics uses Information Technology and Telecommunications to facilitate orthodontic consultation,

practitioner-patient communication, and public education. Advancements in technology have enabled the

creation of single scan digital impressions, 3D printing of orthodontic appliances, and 3D facial imaging.

These advancements have improved practice efficiency, patient satisfaction, and patient communication.

Tele orthodontics, the use of information technology and telecommunications, has made orthodontic

consultations more accessible to dentists and patients. However, tele dentistry raises ethical and legal

issues, such as compliance with the HIPPA Privacy Rule. Patients should be informed about the intended

use of photographs and security measures and provide informed consent for each use. The study provides

context for their research on dental digitization and tele orthodontics, highlighting the importance of the

Dental system. It also highlights the benefits and challenges of digitization, highlighting their work's

unique contribution to enhancing dental information management and patient engagement at St. Joseph

Medical Dental and Dermatology Clinic.

User-Friendly Dental Management Systems

Based on the study of Cerna (2022), the study reinforced the importance of technology in dental

clinic management. Their research proposed a user- friendly Dental Management System, including

features such as appointment booking, record storage, and disease detection support. Positive user

experience testing highlighted the significance of widespread adoption and effective communication.

Enhancing Communication and Patient Experience: The Email Notification system for St. Joseph

Medical Dental and Dermatology Clinic complemented Cerna's findings by improving communication

and providing services such as appointment reminders and updates to patient records. Though the systems

differed in specifics, their common goal was evident: streamlining operations, enhancing communication,

and ultimately improving the efficiency and quality of dental care.

The study emphasized the need of technology in dental clinic management, suggesting an all-

encompassing Dental Management System. Their emphasis on providing great user experience and

excellent communication became a cornerstone. The Email Notification system at St. Joseph Medical

Dental and Dermatology Clinic expands on Cerna's findings by improving communication with

features such as appointment reminders. Both studies aim to streamline operations, improve

communication, and eventually improve the efficiency and quality of dental care. They provide a unified

narrative of the real benefits of incorporating technology into dental clinics. It provides the conceptual

foundation, and the Email Notification system demonstrates how these notions may be turned into a

working system within the context of a specific dental clinic. The application of Cerna's ideas in the St.

Joseph Medical Dental and Dermatology Clinic scenario validates the suggested Dental Management

System's broader applicability and relevance. They build a unified narrative that progresses from theory to

practical application, emphasizing the relevance of technology in maximizing dental care.

 Based on the article of Rahimi, Karimian, Ghaznavi and Heydarlou (2022), the article details the

application of user-centered design principles and prototyping in developing an image exchange system

for the private dental sector in Urmia. The emphasis on understanding customer needs results in a

prototype prioritizing ease of use, security, and mobile apps. The iterative development process, guided

by user feedback, aims to achieve quick information access, and minimize patient radiation. The study

underscores the importance of considering end users' demands and recommends integrating electronic

health records for enhanced healthcare practices. The study proves beneficial for Dental system, it

provides clear guidelines for user- centered prototyping and design, with a focus on user requirements and

iterative development. The suggestion to incorporate electronic health data aligns with the overarching

goal of improving all healthcare procedures at St. Joseph Medical Dental and Dermatology Clinic.

In their comprehensive study titled "ISP Good Clinical Practice Recommendations for Gum

Care," Kumar, Grover, V., Satpathy, Jain, Groover, H., Khatin, Kolte, Pani, Melath, Chahal, Thomas,

Paradeep, Pandit, Pillai, Manjunath, Nandkeoliar, Puri, Singhal, Dowad, Bhardwaj, Thakur, Jallaludin,

Boyapati, Singh, & Bansal (2023), address the critical importance of oral health in overall well- being and

quality of life. Focused on the maintenance of oral hygiene and periodontal health, the Indian Society of

Periodontology (ISP) endeavors to enhance clinical practice among general dental practitioners. The

study introduces evidence-based consensus documents, particularly the "Gum Care for All"

recommendations, aiming to raise awareness and elevate oral healthcare standards nationwide. Compiled

by twenty-five subject matter experts through extensive literature reviews and discussions, the document

is structured into pretherapeutic, therapeutic, and post-therapeutic sections. It provides essential

definitions, signs, symptoms, and treatment guidelines, emphasizing the role of general dentists and the

population in achieving empowered, evidence-based, and integrated oral healthcare. The guidelines are

designed to improve the longevity and healthful functioning of dentition and overall individual health

through comprehensive oral care practices.

Synthesis

The synthesis of the reviewed literature provides a comprehensive overview of studies relevant

to dental technology, patient management, and healthcare systems, offering critical insights for driving

the creation of the Dental system for St. Joseph Medical Dental and Dermatology Clinic. A

common thread running across the research is the use of technology in improving dental clinic

management, enhancing patient communication, and streamlining operational operations. In line with

this concept, Cerna's research and the Dental system share a fundamental goal of improving

communication and elevating the patient experience, with both aiming to improve the efficiency and

quality of dental care. Furthermore, Rahimi and colleagues' emphasis on user-centered design

principles and prototyping is consistent with the Dental system's dedication to understanding

consumer demands and supporting iterative development for optimal usability. Additionally, the gum

care suggestions given by Kumar and others align with the Dental system's larger purpose of

empowering general dentists and the public through comprehensive oral healthcare.

Nonetheless, obvious distinctions emerge, especially in the precise features and functionalities

of the systems investigated in the literature. Antolin and colleagues' tooth charting system, which uses

image processing and convolutional neural networks for dental inspections, differs from Liu and

colleagues' smart dental health-IoT system, which incorporates advanced hardware and deep learning.

Sultan's electronic medical record information system, which focuses on generating valid, full, and

timely data, is another novel technique. These differences highlight the wide range of approaches and

technologies available in the field of dental information systems. Furthermore, there are gaps in the

literature that this research can fill. While many studies acknowledge the importance of technology in

dental practice, more detailed

research on how these technologies can be easily integrated into real-world dental clinics, particularly

those with specific requirements, such as St. Joseph Medical Dental and Dermatology Clinic, is

needed. Furthermore, few studies directly address the obstacles and options for using electronic systems

in dentistry clinics. This information is critical for the Dental system's effective implementation. In

addition, data on the practical implications and outcomes of adopting such systems in a clinical setting

is sparse. As a result, this study has the potential to bridge these gaps by providing practical insights

into deploying the Dental system, matching technology with the clinic's specific needs, and

demonstrating its real-world impact on patient care and clinic efficiency. Finally, the synthesis of these

studies directs the research by reinforcing the importance of technology in dental care while also

highlighting areas where this research can make a significant contribution, ensuring that the Dental

system effectively meets the specific needs of St. Joseph Medical Dental and Dermatology Clinic.
 Chapter III

RESEARCH METHODOLOGY

This chapter delves into the various methodologies employed to gather and analyze relevant data

for the research. It explores different approaches to research design, considers the research location and its

impact, identifies potential data sources, and examines the use of research instruments. The chapter

further outlines the specific procedures for data collection, introduces relevant statistical analysis

techniques, and concludes with a discussion of ethical considerations crucial for responsible research

conduct. By comprehensively addressing these aspects, the chapter equips readers with a clear

understanding of the methodologies used to gather and analyze data in support of the research objectives.

Research Design

The study "Dental Information System Email Notification for St. Joseph Medical Dental and

Dermatology Clinic " combines both descriptive and quantitative methodologies to investigate the

implementation and impact of the Dental system. This mixed-methods approach is chosen for several key

reasons.

Firstly, exploring a novel system like Dental requires a descriptive approach to understand its

features, functionalities, user experiences, and observed changes. This provides a holistic understanding

of the system within its new environment. Secondly, understanding user perceptions and experiences

through qualitative data collection is crucial to refine the system. This involves exploring user

satisfaction, perceived benefits and challenges, and potential areas for improvement. Finally, establishing

baseline data through descriptive methods allows for future evaluations to track progress and identify

areas of improvement.

Quantitative methods are also employed to objectively assess the Dental system's effectiveness

and identify trends and correlations. Metrics such as email delivery rates, user
response rates, appointment attendance rates, and reductions in cancellations provide valuable insights

into the system's impact on clinic operations and patient compliance. Additionally, quantifying data

allows for statistical analysis, which adds objectivity and generalizability to the study findings. This

enables researchers to conclude applicable to a wider range of dental clinics, potentially leading to

broader adoption of the Dental system.

Overall, the combined use of descriptive and quantitative paradigms in this study provides a

comprehensive understanding of the Dental system, its implementation, user experiences, and overall

impact on the clinic. This approach informs future improvements and fosters the wider adoption of the

Dental system in dental care settings.

Research Locale

The study will be conducted in the St. Joseph Medical Dental and Dermatology Clinic

located at Victoria, 149 11th Ave, 90, Caloocan, 1400 Metro Manila. The St. Joseph Medical Dental

and Dermatology Clinic is chosen as a participant for this research because of various reasons, such as

its inconspicuous location, traditional methods of recording information and appointments, its level of

competitiveness, and the absence of a system in the workplace. The proponent will use various means to

collect data for this study, such as questionnaires and interviews, which will be conducted at a suitable

time for the respondents. Figures No.1 will show the research locale.
Figure 1: St. Joseph Medical Dental and Dermatology Clinic M
Sources of Data

In the research study at St. Joseph Medical Dental and Dermatology Clinic, the researcher

aims to collect data from a specific population, including Dentists, Clinical Personnel, and Patients. This

choice is motivated by the clinic's reliance on manual methods for recording patient information and

managing appointment bookings, highlighting the necessity for system improvement. Dentists are

identified as crucial participants who will serve as end-users extensively utilizing the proposed system.

Their evaluation is deemed vital as their expertise will guide the development of features tailored to the

clinical workflow.

Furthermore, Clinical Personnel, who interact with the current system, will play an essential role

by offering insights into the daily clinic workflow. Their contributions are anticipated to inform the

design of a system that seamlessly integrates into existing processes. Patients, being end-users

themselves, are included to provide valuable feedback on user experience and communication

preferences, thereby aiding in the creation of a user-friendly interface.

The researcher intends to employ a purposive sampling method, a non-probability.

sampling approach that selects participants based on their roles as dentists, clinical personnel, or

patients. This method is chosen for its efficiency and resource optimization, enabling focused

engagement without extensive planning. The practical constraints within the clinic environment further

justify the use of this approach, enhancing the likelihood of completing the study efficiently.

The rationale for selecting this population is grounded in their direct involvement with the

clinic's manual methods, making their perspectives integral to the study's success. Dentists, as end-users,

are expected to significantly contribute to the evaluation and development of the proposed system.

Clinical Personnel will provide insights into the existing workflow, ensuring a seamless integration

process, while Patients will offer valuable perspectives on user experience, contributing to the creation

of a user-friendly and effective system.

To clarify, the employed sampling technique is purposive sampling, which selectively chooses

participants based on specific criteria relevant to the study's objectives. It is not a total enumeration but

rather a focused approach designed to optimize resources and address practical constraints within the

clinic environment.

Purposive Sampling

Name of Population Total Sample

Dentist 1 1

Clinical Personnel 1 1

Patients 28 28

Total 30 30
Research Instrument

The term “research instrument” refers to any tool that is used by a scientist to obtain, measure,

and analyze data. The data is sourced from subjects included in the research experiment and focused on

the topic (Collins, 2021). The researchers used the following methods to collect the data for the study,

questionnaires, and interviews.

Questionnaire.

A questionnaire was a primary instrument used in gathering quantitative data, the content of the

questionnaire will be divided into parts, for the dentist/staff and patients. The content of the

questionnaire will be divided into two (3) topics and has two to three (2-3) parts. The first topic contains

questions pertaining to the challenges faced by the dental clinic in terms of (1) Accuracy, (2)

Accessibility, and (3) Overall Clinic Operations. The second topic contains questions pertaining to the

concerns of patients in terms of: (1) Waiting Time and (2) Appointment Availability. The third topic

contains the process optimization steps which are: (1) Streamlining the Manual Process, (2) Mitigating

Challenges, and (3) Optimizing Overall Efficiency. The first, second, and third topics will be answered

through the Likert scale. The questionnaire will consist of a 1–2-page questionnaire. The first and second

parts of the questionnaire will be answered by 20 respondents, which are patients, and the third part of

the questionnaire will be answered by the owner of the clinic which is the dentist.

Interview

The interview will be used to obtain significant data from the clinic owner, which is the dentist,

this will allow the researchers to gain a deeper understanding of the current appointment scheduling

process at the clinic, the questions contain (1) General Experience (2) E – Dental Specific, (3) Impact

and Outcome (4) Open-Ended Question. The data that will be gathered will become a primary source of

data. The participant was the owner of the dental clinic, which is the
dentist, the dentist will provide accurate data that the researcher aims to gather because the dentist is the

people who have a deeper understanding of the business.

Data Gathering Procedure

A formal letter to a client is a type of professional communication that follows certain rules. It

includes a short introduction with a warm welcome and thanks for the business and cooperation with the

client. The body of the letter includes an introduction to the school of researchers, the study approved by

the panel, asking for the client's consent to sign the consent, and finally informing the client about the

questionnaires and clinical interview. The researchers will ensure that data is collected with integrity and

confidentiality. The letter ends elegantly with a formal closing that includes the researcher and their

name. Below is the advisor's note and signature, and below the advisor is the client's name compliance

and signature.

In this study, the researchers used questionnaires and interviews to collect data. Questionnaires

are distributed to the participants and answered by the dentist/staff and the patients. The first topic of the

survey is related to the challenges faced by the dental clinic. There are three parts to this topic: accuracy,

accessibility, and overall clinic operations, each part is answered by the patient. The second topic of the

questionnaire is related to the concern that the patient may have. This topic has two parts waiting time

and appointment availability, and both parts are answered by patients.

The third topic of the questionnaire concerns the stages of process optimization. This topic has

three parts streamlining the manual process, mitigating challenges, and optimizing overall efficiencies

and these parts are answered by the dentist. The topics of the interview questions are related to the

general experience of the dentist in the clinic, specific questions of Dental, impact, and outcomes, and

one open-ended question. The survey is carried out on-site,

the dentist is interviewed, and the answers are recorded and written on a designated paper. The data

collected by the researcher is analyzed through statistical processing which is interpreted by the

researchers.

Answer the following Data Collection Data Type Data Level Basis

1. What distinct challenges

does the current manual

appointment system at St.

Joseph Medical Dental

and Dermatology Clinic Questionnaire Quantitative Primary Validated

pose in terms of accuracy, Questionnaire

accessibility, and timeliness

hinder efficient scheduling

and affecting overall clinic

operations?

2. In relation to waiting

times and appointment

availability, what specific

concerns or feedback do

patients frequently express Questionnaire Quantitative Primary Validated

at St. Joseph Medical Questionnaire

Dental and Dermatology

Clinic, and how can these

concerns

be addressed through the

implementation of the E- PIN

system?

3. What specific steps can be

outlined to streamline the

manual process, mitigate

challenges, and optimize the Validated

overall efficiencies of the Questionnaire Quantitative Primary Questionnaire

system at St. Joseph Medical

Dental and Dermatology

Clinic?

4. How can the proposed

information system,

specifically improve the

appointment scheduling

process at St. Joseph Interview Quantitative Primary Validated

Medical Dental and Questionnaire

Dermatology Clinic,

ensuring precision,

accessibility, and seamless

integration?
Statistical Data Analysis

The research explores the difficulties associated with targeted access and flexible tools for the

manual appointments. Google Forms is a great tool for analyzing statistical data because of its user-

friendly interface, accessibility, and efficient data collection and analysis. Google Forms is the main tool

for data organization, analysis, and interpretation, enabling a comprehensive understanding of the

challenges faced by the dental clinic. A weighted mean is used to evaluate participant responses and

identify significant trends in the data set. The goal of this method is to uncover patterns and insights that

help address the main research questions.

Weighted Mean

The researchers employed the weighted mean as a statistical measure to determine the central

tendency of participants' responses, providing a succinct depiction of the center value of the data. The

utilization of this approach enabled a more profound comprehension of the properties of the dataset. The

weighted mean formula was expressed as:

𝒙 = ∑ (𝒇𝒙)
𝒏
Where:
𝑥 = weighted mean
∑ = summation
𝑓 = frequency of response
𝑥 = weight of each item
𝑛 = total number of respondents
Ethical Considerations

To complete research with appropriate guidelines, research ethics is very important. Consent from

the respondent is taken and appropriate permission will also be ensured for usage of their given data. The

confidentiality of the respondents will be maintained strictly to ensure their private data. The disclosure of

respondents’ identity will be based on their permission if they are not willing to disclose their identity,

their identity will not be exhibited. Beyond the fact usage of any secondary data from any source will be

acknowledged with appropriate reference.

System Architecture

As a high-level overview of a system's structure and functionality, complex system design and

organization depend on system architecture. System architecture describes the elements, how they

function together, and how they accomplish goals in the context of computer systems, software

applications or networks. This foundational framework serves as a blueprint, guiding how different

features of the design collaborate to achieve defined goals. In the context of our study, we delved into

four distinct system architectures Software Development Life Cycle (SDLC), System Flow Diagram

(SFD), Data Flow Diagram (DFD), Hierarchical Input Process and Output (HIPO) and Contextual

Diagram (CD). Chapter 3 provides more details on these architectures and will provide a comprehensive

understanding of the processes, data flow, and hierarchical structure in the system.
Software Development Life Cycle

Figure 3: Software Development Life Cycle (SDLC)

Planning:

The researchers outline the project goals, requirements, and scope in the first phase. And priorities are set

for upcoming iterations, along with well-defined tasks and goals. In the case of the Dental system, this

involves defining features and functionalities for efficient dental information management and prioritizing

objectives, including the implementation of email notifications for appointment scheduling.

Designing:

In the design phase, the researchers create a blueprint for the software solution based on the defined

requirements. This step involves making architectural decisions, designing the user interface, and creating

an overall system design. Specifically for the Dental system, the researchers focus on the system

architectures that emphasize precision in managing patient records and seamless integration with

appointment scheduling. Additionally, they designed the email notification system to enhance

communication and reduce missed appointments.

Testing: Testing is an integral part of each iteration in Agile. The researchers conduct various testing

activities, including unit testing for individual components and integration testing for the entire system.

Thorough testing is done on the Dental system to ensure it satisfies quality standards. The email

notification system is tested to verify its effectiveness in improving communication and reducing waiting

times.

Deployment:

Deployment involves releasing the software to the production environment or making it accessible to end-

users. At this stage, St. Joseph Medical Dental and Dermatology Clinic can use the Dental system,

making the dental information system and email notification feature accessible to staff and patients.

Review:

The review phase is crucial for continuous improvement. The researchers assess the results of the

iteration, gather feedback, and identify areas for enhancement. For the Dental system, feedback from

clinic staff and patients regarding the functionality and effectiveness of the system. This feedback loop

helps refine features based on user experience and plan for future enhancements.

In the agile development process, various phases guide the creation and evolution of a software

solution. The journey begins with planning, where the researchers define project scope, objectives, and

requirements. The subsequent designing phase involves creating a blueprint, making architectural

decisions, and designing the user interface. Testing ensures the software meets quality standards through

various assessments. During deployment, after the program is made available for use, a review process is

conducted to obtain input for ongoing enhancements. Applied to the Dental system, these phases entail

defining features, designing a precise system architecture through testing (especially in the email

notification feature), releasing it for use at St. Joseph Medical Dental and Dermatology Clinic, and

gathering feedback to refine and enhance the system.

System Flow Diagram

Figure 4: System Flow Diagram (SFD)

 The provided diagram outlines a step-by-step process for patients and dentists in a dental

appointment system. It includes steps such as signing up, inputting personal information, selecting a time

slot, and choosing a dental service. The document also mentions the ability for dentists to log in, view

messages, and manage appointment details. Additionally, it highlights the use of a database and email

notifications to facilitate efficient communication between patients and dentists. This summary will delve

into the details of each step and discuss the significance of email notifications in the system.

The first part of the process focuses on patients. They are required to register by either creating a

new account or logging in if they are already registered. For patients who are not yet registered, they can

sign up by providing their information and it will go to the database. Once logged in, patients can input

their personal information and proceed to create an appointment. This involves selecting a suitable time

slot and specifying the desired dental service. After the patient inputs the information needed, submit the

appointment, and wait for the response of the dentist to see if the dentist will accept it or not. If the dentist

accepts the appointment, there will be an email notification that will be received by the patient. If the

patient confirms the appointment details received by email notification, the schedule will be set. If the

patient didn’t confirm the email notification it will be cancelled. When the patient goes to the clinic at an

appointed time and there’s a problem, the dentist will set another appointment. And if there’s no problem

the patient can leave now.

Dentists also have their own set of actions within the system. They can log in to their accounts

and access messages from patients. Additionally, dentists could view patient information and manage

appointment details. When a new appointment request is received, dentists can choose to accept or decline

it. If necessary, dentists can also cancel appointments. Throughout the process, email notifications play

a crucial role in confirming or canceling appointments.

Patients and dentists receive notifications to keep them informed about the status of their appointments.

The dental appointment system described in the diagram provides a structured and efficient

approach for patients and dentists to manage appointments. Patients can easily register, input their

information, and create appointments based on their preferences. Dentists, on the other hand, can view

patient details, manage appointments, and communicate with patients through the system. The use of

email notifications ensures that both parties are promptly informed about appointment confirmations or

cancellations. Overall, this system aims to enhance the appointment experience for both patients and

dentists by streamlining the process and facilitating effective communication.

Data Flow Diagram

Figure 5: Data Flow Diagram (DFD)

 The provided diagram outlines various components and steps involved in the process of

registering and scheduling patient appointments in a dental clinic. It includes sections such as patient

registration, appointment files, timeslots, dental services, registered patient information, patient updates,

and fixing appointments. This diagram serves as a guide for understanding the different stages and

elements involved in managing patient appointments effectively.

The first process in the diagram is registered patient information, it is a process where patients

input their personal information. And then the patient information will be recorded by the dentist through

the system. The second process is called timeslot, it is a process where the patients create an appointment

and fill what the timeslot of the appointment will be. The third process is called service, it is a process of

choosing what dental services the patient will need. The fourth process is called appointment file, this is

where the patient fills in the timeslot and services they need and submits it, the system will send the

appointment file to the dentist. And the fifth process is called update appointment, it is a process where

the dentist can update by cancelling or confirming the appointment of the patient. The information in each

process will be stored in the database.

In conclusion, the provided diagram offers a visual representation of the key steps and

components involved in the registration and scheduling of patient appointments in a dental clinic. It

highlights the importance of patient information, appointment files, timeslots, dental services, and the role

of dentists in the process.

Hierarchical Input Process and Output

Figure 6: Hierarchical Input Process and Output (HIPO)

A HIPO diagram (Hierarchy Input Process Output) is a structured graphical representation used

in system analysis and design to describe the hierarchical structure of the system and functions and their

relationships. The acronym HIPO stands for Hierarchy, Input, Process, and Output, which are the main

components of this diagram. The HIPO diagram organizes functions hierarchically so that the top

level represents the system, and subsequent levels are divided into more detailed functions. Each

function is associated with inputs, processes, and outputs, clearly showing how data moves

through the system. The input component represents the data required for a specific operation,

the process component describes

the operations or calculations performed on the input, and the output component represents the

result of the process.

For an easy understanding of the diagram flow, the researchers used a numbering on the

top of each diagram as a pattern. As presented in the diagram above, the one on the top is a

system that is made by the researchers which is the dental clinic system. There are subsequent

levels such as user login, admin login, appointment scheduling, dental care selection, and email

notifications. Each of the subsequent levels illustrates its input, process, and output. The input

component represents the data required for a specific operation, the process component describes

the operations or calculations performed on the input, and the output component represents the

result of the process.

In conclusion, the HIPO diagram presented serves as a valuable roadmap for the dental

clinic system, offering a clear and concise understanding of its inner workings. By meticulously

organizing functions into hierarchical levels, the diagram sheds light on how data flows through

the system, from user login and appointment scheduling to dental care selection and email

notifications. Each function is accompanied by its corresponding inputs, processes, and outputs,

providing a detailed breakdown of how data is manipulated and transformed. This structured

approach not only enhances comprehension but also hints at potential automation opportunities,

potentially streamlining workflows and minimizing human error. While the diagram offers a

high- level view, delving deeper into specific processes and data elements could paint a more

complete picture of the system's functionality and effectiveness. Ultimately, this HIPO diagram

stands as a testament to the system's potential to deliver a smooth and efficient dental care

experience.
Contextual Diagram

Figure 6: Contextual Diagram (CD)

A context diagram is a high-level visual representation used in system analysis and

design to illustrate the relationships between the system and its external entities. The main

purpose of the context diagram is to provide a comprehensive overview of the scope and

interactions of the system with the external environment. It usually has a central box that

represents the system and contains external entities such as users or other systems that interact

with the system. Context diagrams are the starting point for more detailed analysis and design

activities, creating a basis for understanding the boundaries and interfaces of the system in

question.
 As shown in the diagram above, the circle in the center represents the system that is made

by the researchers which is the dental clinic system. It has three external entities which are the

patients, the dentist, & the admin or dental staff. The arrows that are called flow lines indicate

the direction of information or data transfer between entities it has an input and output, and it

also has brief descriptions of the data being processed. The patient's input provides information,

payment, and schedules appointment and its output are receiving services and payment. The

dentist's input is to check the schedule and provide services and Information, and its output is

receiving payment and patient information. The admin or the dental staff’s input is to manage

patients' appointment records and to check and accept appointments created by the patients and

its output is to process payment. The diagram simply illustrates how the system works and

interacts.

In summary, a context diagram is an important tool for system analysis and design and is

a basic visual representation that illustrates the relationships between a system and its external

entities. This high-level overview, as shown by the example of a dental clinic system, helps to

understand the scope and interactions of the system in the wider environment. The central box

encapsulates the system, while external entities such as patients, dentists, and administrative or

dental staff are placed outside, indicating their interaction with the system. Flow lines describe

the direction of data transfer and provide a summary representation of data exchange between

entities. Context diagrams provide a starting point for in-depth analysis and design, facilitating a

clear understanding of the system and system boundaries and interfaces. They generally play a

key role in communication between stakeholders and contribute to the system development or

improvement of complex systems.

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