Salting Dental And Orthodontic Medical Clinic Management

System

A Capstone Project Proposal

Presented to the Faculty of the
Information and Communications Technology
Program STI College General Santos City

In Partial Fulfilment
of the Requirements for the Degree
Bachelor of Science in Information Technology

Ralph Jason D. Biaco

Dave L. Castor
Christian Crapatanta
Jane Rose P. Gumban

April 2024
 INTRODUCTION

Project Context

A website is an immensely powerful tool to promote a business and streamline

transaction processes for enhanced convenience, unveiling the rationale behind almost
every company having one, primarily in this digital era. It is not surprising that online
appointment scheduling has become a new standard practice across a variety of
industries, including hospitality, entertainment, law, and medical care. According to
Zadeh (2021), 79% of patients favor online appointment booking over conventional
methods for Their health practice. However, a study conducted by DataVox has revealed
that 37% of individuals are restrained from booking online appointments due to a lack of
availability from medical clinics.

Salting Dental And Orthodontic Medical Clinic is a start-up business that still relies on
manual processes of transactions. As a result, they cannot accommodate all the patients
that came to the clinic everyday and they occasionally encounter instances where patients
have independently scheduled appointments . However, since they are a newly
established business, they manage their operations and transactions manually.

The specific problems that Salting Dental And Orthodontic Medical Clinic encounter are
as follows:

 Salting Dental And Orthodontic Medical Clinic experience an average

cancellation or rescheduling rate of 10% These cancellations leave open
time slots that are challenging to fill. stated that the issue of last-minute
cancellations and no-shows, which can affect clinic productivity and
revenue, can be addressed by incorporating real-time appointment
calendars on websites, which enables instant viewing and booking of open
appointments.

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  Salting Dental And Orthodontic Medical Clinic their online appointment
system on their Facebook page often falls short of being up to date,
endearing it less suitable as a platform for their business requirements

 Salting Dental And Orthodontic Medical Clinic They occasionally

encounter instances where patients have independently scheduled
appointments, without any confirmation from the clinic, leading to false
bookings or incomplete information regarding the exact time and date.

 Salting Dental And Orthodontic Medical Clinic reduce their operational

efficiency and slow down their processes, affecting the business’ revenue.

 Salting Dental And Orthodontic Medical Clinic employees they manually

use papers that results of slow service.

The inconsistency in the appointment process may cause confusion and disruptions in
their scheduling and customer service, which may leave patients with negative
impressions. The challenges encountered by the clinic inspired the researchers to create a
system that can help in assisting and giving convenient transactions and processes.
Therefore, The researchers will develop a technologically advanced website that permits
the owners to efficiently manage their clinic while sustaining their unique branding. The
website will also provide the patients with comprehensive information regarding the
clinic's services, virtual consultations, virtual relaxation techniques, interactive guides
and facilities offered.

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Purpose and Description

The research aims to enhance the process of booking appointments at the Salting Dental
And Orthodontic Medical Clinic, which is currently facilitated through calls, messages,
or through their Facebook page, which has limitations and lacks customization, and its
design does not align with the company’s theme. Furthermore, the researchers will
implement a website that effectively promotes their business by providing comprehensive
information about the company and creating a professional impression. Additionally, the
website will incorporate a sophisticated appointment system to streamline the current
booking process, enabling seamless coordination between patients and the staff of the
company. This appointment system will include required details such as date, time, and
reason for the appointment. Moreover, the company’s staff will be able to monitor
through the website and efficiently record the patient’s information in the database,
mitigating the risk of record loss and enhancing the overall organization of records for
future appointments.

Objectives

General Objective \

This study aims to create a website for booking appointment management system
for Salting Dental And Orthodontic Medical Clinic . The following are the specific
objectives:
 To design a system that will help the clinic to have a competitive website for
marketing.
 To develop a feature that will assist the patients or clients to make a booking
appointments and viewing the clinic's information and services.
 To create an virtual relaxation techniques to offer patients virtual relaxation
experiences to help alleviate anxiety or stress before their appointments.
 To create virtual consultations to enable virtual consultations between patients
and healthcare providers.
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  To develop interactive guides that provide patients with step-by-step instructions
on what to expect during their appointment or procedure.
 To develop a feature that facilitates faster searching of patient and clinic records.
 The System will help the clinic to store data for their client records
 To develop a system that can accept online payments from the customer this
objective will allow the customer to make their payments online.

Scope and Limitations

Scope

The scope of the system are as follows:

Admin

 User management – a scope that will manage the users of the system.

 Access Control – a scope that will have the ability to assign different levels of
access permissions to users based on their roles and responsibilities within the
system.

 Dashboard Management – a scope that have access to a dashboard that provides

an overview of system activity, and important notifications.

Employee

 .Staff module – a scope where physician assistant can view the patient’s
appointment request , schedule and other services they offer them with their
desired date and time according to the availability of the physician.

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Customer

 Website module – a scope that intended to be operated by Salting Dental And

Orthodontic Medical Clinic and used by its current and potential patients.

 Virtual relaxation module – a scope that offer patients virtual relaxation

experiences to help alleviate anxiety or stress before their appointments

 Virtual consultation module – a scope that create an virtual relaxation techniques

to offer patients virtual relaxation experiences to help alleviate anxiety or stress
before their appointments.

 Interactive guides – a scope that provide patients with step-by-step instructions on

what to expect during their appointment or procedure.

 Payment module – a scope that will provide a user interface for the system that
will allow the customer to make payments for their booking online.

Limitations

The system is limited of the following:

 Internet connectivity – this system required internet connection to access, and if

the internet goes down, the system may become inaccessible, patients can’t have
booking appointments.

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Review of Related Literature

This Chapter focuses on the project's extensive study and other works of local, national,
and international literature. It centers on a range of issues that will benefit the system.
This research will include the Salting Dental And Orthodontic Medical Clinic
Management System. This is a crucial source of information for the study.

FOREIGN LITERATURE

According to Bruce (2018) Liebert Hal, DDS, director of Product Management for
Henry Schein Practice Solutions the Electronic Medical Record (EMR) is an integral part
of the medical standard of care—today and in the future. EMR is sometimes referred to
as Electronic Dental Record (EDR) or Electronic Health Record (EHR). This key feature
guides you through clinical record-keeping in a standard SOAP format (subjective,
objective, assessment, plan). It allows key patient information to be centralized—
demographic, medical/dental, social and financial— all within your practice management
software. EMR eliminates multiple paper charts and provides controlled, secure and
instant digital access to comprehensive information. Some EMRs incorporate a range of
supporting technologies to become a fully integrated component of the practice
management software, thereby allowing even more access to vital information at the
point of care. This information is accessible from any secure workstation, so there are no
interruptions during the patient visit to retrieve information. Everything is at your
fingertips.

According to Fabián Silva-Aravena et, al (2020) “Inventory Management at a Chilean

Hospital Pharmacy” Pharmacy inventory management is a critical process in healthcare
centers. On the one hand, effective drug procurement is fundamental for fulfilling the
therapeutic requirements of patients. On the other hand, as hospital pharmacies’
purchasing and storage costs comprise an important share in the hospital budgets,
effificient inventory management may play a central role in operational cost containment.
Therefore, healthcare centers should design and implement decision-aid strategies for
planning the purchase of
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drugs with the aim of avoiding excessive purchasing volumes and optimizing warehouse
capacity, while also meeting forecast demand and ensuring critical stock levels. In this
study, we present the methodological features of a decision-aid tool for planning the
purchases and inventory levels for the controlled medication pharmacy of the Regional
Hospital of Talca, Chile. We report the results obtained after 1 year of operation; these
results show that our strategy produced more than 7% savings compared to the regular
inventory planning strategy and was more effective in preserving critical stock levels.
Furthermore, from a computational point of view, our strategy outperforms a recently
published approach for a similar application.

FOREIGN STUDIES
According to Zeynep CEYLAN, et al. (2017) “Drug Inventory Management of a
Pharmacy” The pharmacy is one of the most extensively used facility in healthcare where
a large amount of money is spent for purchasing medicinal items. In pharmacies, various
drugs are being stored for supporting the therapy of patients. Due to the variety of
pharmaceutical items, it is a difficult task to control and manage the quantity of drug.
However, for a better and effective service management in a pharmacy, required drug
must be provided continually at correct time and quantity to sustain steady in supply. This
can be accomplished by efficient inventory management of pharmacy by providing
control on important drugs and deciding on priorities in purchase and distribution.
Therefore, the inventory management ensures significant improvement for both patient
care and optimal use of resources. In this study, annual drug sale data of a pharmacy was
analyzed to identify the categories of drugs needing strict management control. Three
important methods regarding inventory management practice were studied such as ABC
(Always, Better, Control) analysis, VED (Vital, Essential, Desirable) analysis, and ABC-
VED matrix analysis. The aim of this study was to properly manage the drug inventory in
the pharmacy to balance drug levels to provide patients’ needs and customer satisfaction.
According to Mansoor Hussain, et al. (2019) “inventory control system analysis in the
surgical store of a public sector tertiary care hospital in Delhi” The primary aim of this
paper was to establish an effective inventory management program that would help
optimize resources and ultimately improve patient care through the use of inventory
management strategies to
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minimize storage and internal lead times. The authors used ABC and VED methods to
identify surgical consumables. The result of the study revealed that from ABC analysis
35, 52 and 171 items were categorized as A, B and C, respectively. The most important
items in the VED analysis were 73% of the total items and 26% of all items were in the
essential(e) category. The average lead time for internal, external and total periods was
17, 25 and 44 days, respectively.

LOCAL LITERATURE
According to Ronald Adrian Calucin et, al. (2018) The Web-Based Records
Management for St. Paul University of Quezon City was developed in order to ease the
workloads and other hassles of the doctors, nurses, and students at the school. The
purpose of this research is to provide a functional Web-Based system that can assist the
doctors and nurses in their daily processes, such as keeping track of patient records,
monitoring inventory levels, sending SMS messages, etc. while benefitting students in
terms of setting their desired appointments in accordance with their educational and
personal schedule. The developers used Data Flow Diagrams (DFD’s) and Unified
Modelling Languages (UML’s) as guides in creating the system. The mobile app was
built under PHP using the framework Laravel as the front-end and Microsoft Azure SQL
as the back end. The system had been evaluated by 20 end-users and 10 experts from the
field of Information Technology using the ISO 25000 questionnaires for software quality.
Based on the evaluation, the system passed in software quality. The developers concluded
that the desired end-users are able to utilize the system as it was meant to be used.

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LOCAL STUDIES

Aaron O. Estinar, Luis S. Grefiel, Lorenzo H. Libre, Lianne K. Lu, and Marivic S.
Tangkeko (2018) “Pampanga’s barangay health information system” With the system
created, the researchers were able to create a system that not only allowed them to
provide relevant health services, but the system created also acts as a platform to create,
store, and consolidate important medical data, which acts as a data backbone and have
great use for future clinical purposes. As a result, the system made the processes of the
RHU faster, generate accurate reports, and provide relevant and actionable information.
PBHIS aimed to help the RHU analyze the data taken from its patients, identify key areas
of concern, and make better and well-informed decisions. Arlene N. Baratang (2017) A
Comprehensive Clinic Management System Clinic management system are designed to
immediately record the patients’ information.

According to Marion Rylan Q. De Guzman et, al. (2021) The outpatient department
(OPD) of a hospital provides diagnoses for non-urgent patients that do not require them
to be admitted for long periods. The department has multiple physical facilities and
medical equipment with several doctors and consulting rooms, each is an expert in a
specific field. This study aims to create an online scheduling system for the outpatient
department of a hospital. It will be an online system that will assist the appointment
system of the outpatient department of a hospital. This will benefit not only the hospital
but also the patients in scheduling their appointments as the patient can check the
doctor’s availability. The waiting time of the patient will be lessened since the patient
will only go to the hospital at their specified scheduled appointment. The list of
appointments can also be viewed by the doctor to check how many patients are currently
scheduled within the day.

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Synthesis

As automated systems continue to evolve, people are increasingly seeking ways to

simplify their lives. One such solution is the adoption of websites and management
systems, which enable swift searching and updating capabilities. These tools have
become essential for businesses worldwide, as they strive to keep pace with
modernization. Additionally, various establishments leverage websites and management
systems to streamline their operations. In this context, the researchers proposed the
implementation of a unified website and management system to integrate service
promotion, appointment scheduling, and inventory management functionalities. It is
worth noting that the stock inventory is only accessible to authorized personnel and
beneficiaries. Drawing upon existing studies as the foundation for their proposed system,
the researchers developed a web content management system aimed at enhancing the
daily operations of the medical clinic.

In this landscape, the emergence of e-payment systems, exemplified by platforms like

GCash and PayMaya in the Philippines, reshapes transactional dynamics, offering
accessible and streamlined digital payment solutions. Such innovations underscore the
need for industries, particularly the burgeoning auto sector, to shed outdated sales
management paradigms and embrace technology-driven approaches.

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TECHNICAL BACKGROUND

Overview of Current Technologies to be Used in the System

Salting Dental And Orthodontic Medical Clinic, the beneficiary of this system has some
areas of business process and specific problems arising in this process that requires the
proponents to focus on it and provide solutions to those issues that they need to develop
in the system. In order for them to develop the project management system suitable for
the business process of the beneficiary, the proponents decided to use web based
technologies as they are going to deploy the system online. They are going to use the
following languages and tools to develop the system. The system usually follows a client-
server architecture or a web-based architecture. The client-side technologies involved are
HTML, CSS, JavaScript, MySQL, and dynamic and interactive user interfaces, and A
web content management system (WCMS) is a collection of approaches and tools that
help you plan, arrange, and schedule all that is necessary for a project to be successful.

Calendar of Activities

In first week the process begin with course orientation, the capstone coordinator will
provide an overview of the capstone project process. After a week she instruct to form a
group and after that formation of capstone titles will be selected, once capstone titles are
established you will select a capstone adviser. After selecting capstone adviser, the
adviser selects a prospects titles and instructed to start creating chapter I. Chapter 1 will
introduced the project, while on site visitation and data gathering will be conducted to
gather relevant information. Chapter II is the review related literature, providing a
comprehensive of existing research and practices relevant to the project. Lastly is the
chapter III, the technical background of the project will be explored the specific
technologies that will be used in its development.

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 Resources

Resources that are needed for the developer and user of the system:

Hardware Resources

 Laptop/Computer – for development of the system

 Networking – for connectivity

Software Resources

 MySQL: It is a widely used open-source relational database management

system (RDBMS) that provides a robust and scalable solution for storing and
managing data.
 CSS: language of style rules that we use to apply styling to our HTML
content, for example setting background colors and fonts, and laying out our
content in multiple columns.
 Java Script: scripting language that enables you to create dynamically
updating content, control multimedia, animate images, and pretty much
everything else.
 HTML: markup language that we use to structure and give meaning to our web
content, for example defining paragraphs, headings, and data tables, or
embedding images and videos in the page.

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