Computerized Patient Record Keeping System

DJM Lying In and Pedia Clinic DJM Lying In Laboratory and Pedia Clinic

Computerized Patient Record Keeping System

Introduction
Technology plays an important role in the society especially on the Business, Education, Transportation as well as Communication since it will be used as a means of improving effective service. Nowadays, we live in as era of modern technology. Modernization and Contemporary changes and improvement on the world will continuously evolve and grow. Most of the minds are thinking on how to uplift or improve the quality of their everyday lives in business and how to cope up with changes in their environment. We have to be advanced, go ahead, and be intelligent for doing these things, because our wisdom becomes wider and even our proficiency gets intensifying. We all know that everything happens in world has its corresponding advantages and disadvantages despite the fact that technology makes our work easier and faster. One of the advantages is that technology gives and leads us to have a comfortable lifestyle, faster transaction and dealings with others. As a human, we do not exist without the help of computer as we find errors and difficulty to settle most important thing. Nowadays, many students think about system what system is feasible in certain businesses. Some systems arise like Library System, Sales and Inventory System, Enrollment System, Payroll System, Accounts Receivable System etc. We as researchers, we chose Computerized Patient Record keeping, because most of the Accountants that become successful start with the bookkeeping process. Patient Record System is all about inputting, keeping and accessing them patients records. It is subdivided in many fields like Patients Name, Age, Sex, Contact Number and Civil Status, Condition of the patient. This system gives the authority to the highest level of hierarchy of the clinic because this system includes security code for the information of the patients. Also this system can give a printed copy of the doctors findings. Deleting and Editing information can also be halted and might removed as the system gives code to it and Last the administration or the doctor assigned has the capability to change it. And most important it serves as the basis to oversee the improvement of the patients in many aspects of health (Check up, Chief complain, Status of their condition. We recommend this Computerized Patient Record Keeping System to lessen their time and cost of keeping and accessing records in the file cabinet. And last, to halt the misplacement of the records.

DJM Lying In and Pedia Clinic DJM Lying In Laboratory and Pedia Clinic

Computerized Patient Record Keeping System 1.1 Background of the Study

The DJM Lying in Laboratory and Pedia Clinic is located at Tibag, Baliwag, Bulacan was started their willingness to help others regarding their health problems and condition in giving birth since 2007. Their transaction are being done manually start from getting personal information of the patient up to the producing back-ups and giving treatments. The people behind this institution are Dr.Mary Ruth E.Dy (Obgyne), Dr.Carlos B. Dy (Pedia). The clinic is open 24 hours. They have two record keepers and three midwives. The schedule of Pedia Doctor is 10:00 am-5:00 pm every Monday, Tuesday. Thursday, Friday and 2pm onwards every Saturday and Wednesday. And the Obgyne doctor every Saturday 10:00 am-5:00 pm. The clinic is also devoted to the walfer of mother that giving birth. They conduct normal delivery with or without Philhelath in their clinic with package baby case, including new born screening, BCG, Hepatitis B, Vitamin K, and eye ointment. If their patient undergo in a caesarian session they transfer it to Castro Hospital, Rugay Hospital or in Sto. Nino Hospital with the same doctor. The researchers decided to propose a patient record filing system as to help the DJM Lying in Laboratory and Pedia Clinic about their transaction problems and nuisance made from manual keepin g of records. This system is not only for keeping files, but also arranging files so that misplaced of records may not occur and also through this system they can produce secondary copy of information or transmit records without wasting a lot of time. This system is appropriate for their clinic transaction because if they use this system, they can transfer all their records kept in the filing cabinet into computer so they can easily find those records as basis. In addition to that, they no longer use many papers and envelopes for patient information. And last, the DJM Lying in Laboratory and Pedia Clinic devoted to provide quality health services to mothers and children with compassion, kindness and understanding, and to commit ourselves for their welfare and well being. And they envision being comprehensive childrens health and reproductive health provider.

DJM Lying In and Pedia Clinic DJM Lying In Laboratory and Pedia Clinic

Computerized Patient Record Keeping System 1.2 Overview of the Current State of the Technology

The DJM Lying in Laboratory is currently using manual system for their daily transactions. Keeping all records using the said system is not easy to use in running the business. They provide services for obgyne and pediatrician patients which needs so much information from them. The system is not capable to give an accurate, proper and timely presentation of the data. Due to these problems, manual system is difficult to use in conducting record keeping. The DJM Lying in Laboratory is not using a computer-based system for gathering and recording of data of their clinic. It is owned by Dr.Mary Ruth E.Dy (Obgyne), Dr.Carlos B. Dy (Pedia) who is a licensed pediatrician and obgyne doctor. The clinic operates their service for 24 hours a day and seven days a week. They have two nurses who are responsible for night shifts, and two secretaries who keeps and records all the information from patients manually. Their office owns two cabinets which are used as safety boxes for the files of their pediatrician and obgyne patients respectively. Though their filing cabinets are all well-organized the secretary still has a hard time on checking the information from their clients since they own two cabinets which keep all the records. The processes happening within the entity are all recorded manually. From getting the basic information like names, height, weight, and etc. to family history of diseases all are manually recorded. Sometimes due to large number of patients coming in and out of the clinic every week, the secretaries mistakenly misplacing the records or even missed them. Because they started the operation way back 2007, thousands of names were kept in the cabinets which is a burden for the person in charge of the record keeping to keep it and check it one by one. There are instances when old clients came back to the clinic for check-ups and the secretary is not able to find the old record of the patient easily and it consume so much time. Unfortunately, there are also names who were once a patient of DJM Lying in Laboratory that were missing so they will gather again information. And instead of updating the files of patients, the secretary have a hard time compiling the same record of one patient from time to time. Aside from that, the entity has kept no computerized or other back-ups of the records with them in case of mishap or misfortune event that might have come.

DJM Lying In and Pedia Clinic DJM Lying In Laboratory and Pedia Clinic

Computerized Patient Record Keeping System

DJM Lying In and Pedia Clinic DJM Lying In Laboratory and Pedia Clinic

Computerized Patient Record Keeping System

2.1 Statement of the Problem

DJM Lying In and Pedia Clinic is having a lot of problems regarding the way they keep their records of their different patients.

2.1.1. A General Problem

After the researchers analysis of the current system, the proponents found out that the manual transaction that the company is using which causes delay and misplacement and how to enhance manual system that can easily and quickly update the record of the patients. There are instances that the patients records are misplaced or lost due to a poor and inefficient way of filing.

2.1.2. B Specific Problems

Records are being misplaced and lost due to many records in the file cabinets There is a limited space to store a lot of cabinets for record keeping They used or wasted a lot of paper on their transactions No security for the file and anybody can access the file.

DJM Lying In and Pedia Clinic DJM Lying In Laboratory and Pedia Clinic

Computerized Patient Record Keeping System

2.2 Objectives of the Study

As a researchers, studying the problem is not only the concerned from what is going now. It is also enable to oversee the future needs and situation of the clinic. To look enable solution that can easily find ways to evade some fortuitous problems/events.

2.2.1 General Objectives

To automate the manual way of keeping and accessing patients record through means of computer programs and application. To sort data and search information in a faster and convenient way.

2.2.2 Specific Objectives

This Computerized Patient Record Keeping System is too aimed: To lessen errors, cost and misplacement of records. To provide security for the information. To delimit the use of supply (papers, logbook, ball pens) To provide large storage for records.

DJM Lying In and Pedia Clinic DJM Lying In Laboratory and Pedia Clinic

Computerized Patient Record Keeping System

2.2.3 Scope and Limitations

Scope:
The computerized record keeping system will provide a systematic and organize records of patient to the company. Save, update, process, delete and retrieve Generate reports Networking capabilities Uses password as personal identification

Limitations:
The system would not accept wrong password Only authorized personnel will have an access. It doesnt provide patients bill

DJM Lying In and Pedia Clinic DJM Lying In Laboratory and Pedia Clinic

Computerized Patient Record Keeping System

2.2.4 Methodology of Study

Methodology also refers to the theoretical framework of the system that needs to be developed. The common methodology for system development in most of the organizations, that featuring several phases that mark the progress of the system analysis and design effort, is the System Development Life Cycle.

2.4.1 Planning
As the team defines the problem, they had to conduct their plans for the system theyre going to build. They had also conducted the other details how to build, who will build it, when it will be build, etc. during this phase, the head of the team assigned his teammates to their designated tasks. Conducting back up plans were done also in this phase.

2.4.2 Requirement Determination

This phase shows the formal process of using interview, research, questionnaire, and other techniques to collect data about the system. The team found out that the way they record the details of their patients was manually done and one of the frequent needs of the entity. So the team has to make a system that will eradicate the manual recording system of the potential user of the system.

DJM Lying In and Pedia Clinic DJM Lying In Laboratory and Pedia Clinic

Computerized Patient Record Keeping System

DJM Lying In and Pedia Clinic DJM Lying In Laboratory and Pedia Clinic

Computerized Patient Record Keeping System

Cost and Benefit Analysis

The DJM Lying in Laboratory and Pedia Clinic is mow currently using manual system. They have 2 record keepers. Our proposed system will look forward to give more benefits to the clinic. In our preceding illustration, we will enumerate all the development cost (One time cost) and Operating Cost (Recurring Cost) with benefit cost

COST OF PROPOSED SYSTEM

Cost Category Hardware Software IT Expert Cost

Year 1 P50,000 P30,000 P20,000 -

Year 2 -

Year 3 -

Year 4 -

Year 5

DJM Lying In and Pedia Clinic DJM Lying In Laboratory and Pedia Clinic

Computerized Patient Record Keeping System

Salary Cost Maintenance Cost Facility Cost Supply Cost Cost at year end Cumulative Cost P100,000 P34,000 P12,000 P246,000 P246,000 P100,000 P16,000 P34,000 P12,000 P162,000 P408,000 P100,000 P16,000 P34,000 P12,000 P162,000 P510,000 P100,000 P16,000 P34,000 P12,000 P162,000 P732,000 P100,000 P16,000 P34,000 P12,000 P162,000 P894,000

Benefit of the Proposed System

Benefit Category Increase in Professional Fees Salary Profit Supply Profit Benefit at Year End Cumulative Benefit

Year 1 P50,000

Year 2 P100,000

Year 3 P150,000

Year 4 P200,000

Year 5 P250,000

P50,000 P13,200 P113,200 P113,200

P50,000 P13,200 P163,200 P276,400

P50,000 P13,200 P213,200 P489,600

P50,000 P13,200 P263,200 P752,800

P50,000 P13,200 P313,200 P1,066,000

PROFIT= BENEFIT COST

DJM Lying In and Pedia Clinic DJM Lying In Laboratory and Pedia Clinic

Computerized Patient Record Keeping System

=P1, 066,000 - P894, 000 =P172, 000

Our proposed system is FEASIBLE.

DJM Lying In and Pedia Clinic DJM Lying In Laboratory and Pedia Clinic