Pateint-record-revised.docx

PATIENT RECORD SYSTEM OF SAN ANTONIO HEALTH CENTER IN CAVITE CITY

Undergraduate Project Design Outline Submitted to the Faculty of the Department of Information Technology Cavite State University Cavite City Campus Cavite

In partial fulfillment of the requirements for the degree Bachelor of Science in Information Technology

JULIUS PAHUNANG JOHN MARK O. RUIZ January 2019

PATIENT RECORD SYSTEM OF SAN-ANTONIO HEALTH CENTER IN CAVITE CITY

Julius Pahunang John Mark O. Ruiz

An undergraduate project design outline proposal submitted to the faculty of the Department of Information Technology, Cavite State University Cavite City Campus, Cavite in partial fulfilment of the requirements for graduation for the degree of Bachelor of Science in Information Technology with Contribution No.___________ Prepared under the supervision of Mr. Joemer L. Castillo.

INTRODUCTION

In today’s modern age where computer has become a way of life. Particularly in most health center facilities, daily health center recording are still done on paper. We all know that modern clinics are now operating at great pace striving to serve as many patients as possible with the best of their abilities. But as the years rolled by, the number of patients has grown and various medical cases arise that the manual method of managing patients’ records, prescriptions, and appointment schedule, is no longer practical (Sy, 2016). Patient Record System is a computerized patient record that resides in a specifically designed to support the users by providing accessibility to complete and accurate data, alerts, reminders and less time to generate a report. Patient Record System is a type of patient and clinical information, which is dedicated to collecting, storing, manipulating, and making available clinical information important to the delivery of

patient care. The focus of such systems is patient and clinical information and not financial or billing information. In this study, the researchers will develop a computer-based system that will minimize all paper works and manual records keeping, thus allowing doctors and staffs with ease in keeping track of patients, reducing patients’ waiting time and increasing the number of patients served a system that is fully computerized, user-friendly, time effective and efficient. Statement of the Problem The general problem of the San-Antonio Health Center is how the health center can manage the patient records and services more effectively. Specifically, the study needs to answer the following questions: 1. How does the health center can organize the patient records in a timely manner? 2. How does the health center can manage the medicine inventory in a more efficient way? 3. How does the health center can lessen the time in retrieving the patient data?

Objectives of the Study This study aims to develop a Patient Record System to improve the time consumed for the staff and nurse to store, monitor or locate the input data. The study aims the following: 1. design a patient record system with the following features: a. patient management module; b. treatment and services; c. medicine inventory; and d. reports. 2. create the system using Visual Basic.Net as the programming language and MySQL for the database. 3. test and improve the system; and 4. evaluate the system based from ISO 25010 evaluation instrument. Significance of the study The study entitled, Patient Record System of San Antonio Health Center is intended to design and develop a system that will help to improve the process of the San Antonio Health Center and to lessen the usage of the papers that will simplify the everyday task of health center and can help minimize the time spent with clients thereby providing better service. The nurses and doctors can manage the health center easier. It is also convenient when it comes to retrieving patient records. The patient record can help, especially for nurses who need to record the data of the patients. They will not need to print many forms and fill out manually, otherwise they will input the data in a system and capable to give a printable summary of the patient’s

information. The system can also detect the medicine inventory and the system will notify and advise the user that the medicines are in critical amount. The patients will also benefit in this study since they are the doctor’s principal assets and the reason why this study is conducted is to provide a faster and better service to the patients. Patient record system helps the developer to improve the knowledge in deciding the concept on their study and increase the ability in programming and designing using Visual Basic and managing database on MySQL. The future developers will be able to gather the information they needed on their study and it will give an idea how to make a computer-based patient record system. Time and Place of the Study This study is being conducted at San Antonio Health Center located at San Antonio Molina ext., Cavite City from May to May 2018. Scope and Limitation of the Study This study aims to develop a Patient Record System which will improve the process and flow of the old manual system with the use of computer. The data would be followed based on the patient’s record form provided by the San Antonio health center during data gathering. Thus, it is limited based on the data necessary for its services offered. The record system requires the users to log in their username and password before using the patient record system. This is necessary for the security and confidentiality of the information from the records. The nurse and staff can add, edit, view, and print the data. The doctor has the authority to register, update and delete the users that can open, view and edit the record system. The staffs and nurses are only intended to add, view edit or print information of the patient from the patient record

system. The doctor has the sole authority to give prescriptions to the patients. The Patient Record System has a back-up and restore button to save the data on the folder in case of power interruption or other system error will encounter. The system has an inventory system to add a medicine data/information to stock-in and dispense the medicine needed by the patient. Generating reports is optional for patient and medicine. Maintenance system for audit trail of the system that will detect those everyday logs of the system and to notify the critical condition of the expiration date or quantity of the medicine, it can also update the assigned doctor in the health center and can add option in medicine’s measure and unit. The patient record system is not available online and does not require an internet connection since these records are confidential. The study does not consider the situations where the computer malfunctions, no power supply and other anomalies not stated on this paper. Definition of Terms Age of Gestation (AOG) is the common term use during pregnancy to describe how far along the pregnancy is. It is measured in weeks, from the first day of woman’s last menstrual cycle to the current date. Directly Observed Treatment, Short-Course (DOTS) is a specialized plan treatment for patients of any age with confirmed status of Tuberculosis (TB). Fundic or Fundal Height is generally defined as distance from the public bone to top of the uterus measured in centimeters. After 20 weeks of pregnancy, your fundal height measurement often matches the number of weeks you’ve been pregnant.

Gravida describes the total number of confirmed pregnancies that a woman has had regardless of outcome. Morbid is any patients regardless of age with any symptoms of disease or illness Para is defined as the number births that a woman has had after weeks of gestation. Post-Partum is a procedure where the patient is required after pregnancy. Prenatal are patients that require care during pregnancy. Well Baby are non-ill infants or toddlers that require regular check-ups, vaccines or vitamins. Conceptual Framework A conceptual framework provides an input and output of how you plan to conduct the research for study but it goes further than that by also positioning your work within the larger field of research.

Patient Data

Patient Checkup Treatment

Patient Diagnosis and Prescription

Report on Patient Medical Data

Figure 1. Conceptual Framework of Patient Record of San Antonio Health Center

After formulating the concepts and ideas and supporting it with related literature, a conceptual model is derived as shown in Figure 1. This diagram shows that process of the Patient Record of San Antonio Health Center. Patient data or information will be the input of the system. After recording the data of the patient, the doctor, nurse or midwife

will check the condition of patient and give them a treatment, the doctor or nurse will provide the medical prescription and the output will be the patients and medical data and reports.

REVIEW OF RELATED LITERATURE

All of the following review of related literature was used to create a Patient Record System of San Antonio and to gather an information on how to start their study. Patient Record System of Tabon Health Center in Kawit, Cavite As discussed by Carreon, A. and Gojar, K. on their study, patient record system aimed to design a system with the following feature; recording and browsing of patient’s records, providing reports of medical results and list of patients in every department. They use Visual Basic for code and design, MySQL for the database (Carreon A. and Gojar, 2016). Patient Record System of Tabon Health Center in Kawit, Cavite helps the developers arranged modules of the system and it gave an idea in designing the system. Patient Record System of RNJ Family Planning and Birthing Center As discussed by Amor, D. and Alvarez, L., the Patient Record System of RNJ Family Planning and Birthing Center aimed to improve the different processes of records. Also, through the use of the automated system, the time consumed in searching a patient’s records will be easier (Amor, 2015). Patient Record System of RNJ Family Planning and Birthing Center helps the developers to gather the idea of planning how to make a login design and the other sub module form of the login credentials.

Sales and Inventory System of Farmacia ni Dok in Bacoor, Cavite Sales and inventory system of Farmacia ni Dok in Bacoor, Cavite was designed to automate the sales transaction and inventory monitoring of the said business, to which is discussed by Rosal, R. The owner of the pharmacy and the cashier were the user of the system (Rosal, 2017). Sales and Inventory System of Farmacia ni Dok in Bacoor Cavite helps the developers to give an idea in inventory stock-in and stock-out and the design of the inventory module. Patient Information System of Kawit Kalayan Hospital As discussed by Menez, D. and Villido, R., the study entitled Patient Information System of Kawit Kalayan Hospital to improve the file management and transaction process of the hospital. Its aimed to design a patient information system that will help the doctors/nurse to record and produce patient records (Menez, 2016). Patient Information System of Kawit Kalayan Hospital helped the developer in decisioning with regards to design section of the users profile in their system. Patient Record As discussed by Farlex, Patient’s record is a collection of documents that provides an interpretation of each patient who had required treatment or visited a health care facility. The record was confidential and the information in was released only to the patient. It holds the health history, radiologic and laboratory reports of test performed, initial assessment of patient’s health status, noted by consultant, as well as medication paper, admission records, discharge summaries, order sheets and other pertinent data. About the patient records helps the developers to develop the said system (Farlex, 2014).

The information about patient record helped the developers to easily understand the contents and important information in making and keeping a patient’s record. Patient’s Record Confidentiality As discussed by ASAM, confidentiality is important for the foundation of trust when the most private information of a person’s life was exposed. The patient to physician relationship was the source of medical care and is often considered a sacred trust. This relationship develops from the mutual understanding that the meeting is private. Confidentiality was required by professional ethical standards, by medical practice acts, and by federal and state law. Each party is kept private from all others except for a lifting of privacy definitely agreed by the patient (ASAM, 2013). Patient’s record confidentiality helped the developers to know the importance of confidentiality of a patient’s record. It helped the developers to make 2 level of user for the system. Computerized Patient Record System As discussed by Whiting O’ Keefe, this review addresses two questions. First, why is the introduction of the computerized patient record (CPR) so slow, while it’s potential for improved quality of care and reduction of cost is well recognized? Second, what, in this respect, is the role of record architecture and standardization? Barriers the impediments for CPR adoption are put in a larger context by addressing the relationship among effort, benefit, and the parties involved. An important financial impediment is insufficient return of investment. Other hurdles related to the use of CPRs are lack of integration and flexibility, which cause clinicians to experience insufficient reward to motivate them for data entry and changes in working style. Effort and benefit have to be

balanced for each party involved. Requirements for improvement lack of standardization impede exchange and sharing of medical data, and new developments cause fear of applications to become outdated. Flexibility in content and use, integration, and adaptability to change, are key requirements for CPR systems (Whiting-O'Keefe, 2018). Computerized patient record system helps the developers to give the idea about the future system that they are planning to make. Advantages of Computerized Patient Record System Van Ginneken assessed that the ability of a computerized outpatient medical record (MR) system, the Summary Time-Oriented Record (STOR), to communicate information to clinicians in two randomized single-blind studies. In the first study, physicians were better able to predict their patients' future symptom changes and laboratory test results from outpatient visits to an arthritis clinic when STOR was added to the standard MR than when the standard MR was used alone. In a separate study, the removal of the standard MR did not result in important decrease in the physicians' ability to predict their patients' symptoms and laboratory test results if they had the option of using the full paper record when they thought they needed it. In 134 (26%) of 514 visits, the physicians exercised this option. We conclude that for outpatient visits, the computerized record system STOR operationally added information to that supplied by the full paper MR. This improved flow of information could improve the clinical decision process (VanGinneken, 2012). Advantages of computerized patient record system helped the developers to represent to their client that the computerize system advantages is to improve their process and to lessen the usage of papers.

Computerized Process As discussed by Pratt, the system includes a portable computer for recording assignment data for each cattle pen and a host computer that stores feed consumption data for each of the plurality of cattle pens in the feedlot. The portable computer includes means for entering data such as a keyboard or other machine that enables a driver reading the feed bunks to identify each cattle pen and enter the assignment data as he views the feed bunks. The cattle pens may be identified by a conventional alphanumeric symbol or may have automated means such as an RF signal from a transmitter or a bar code that can be read from the truck cab. The driver has the option of reviewing the feed consumption data on the computer screen as he makes a feed assignment. The assignment data is used by the host computer to update its feed consumption data and to generate feed delivery data for feed trucks. This data may include a ration number and ration quantity for each cattle pen as well as a feeding route for each feed truck. During the feed delivery, the dispensing of the ration quantity at each feed bunk is monitored by a portable computer to check if the cattle pen is receiving the correct ration number and ration quantity. The portable computer is also adapted to record for each cattle pen the actual feed dispensed into its feed bunk for comparison against the desired ration quantity (Pratt, 2013). The computerized process gave the developers an idea on how to improve the old process which is manual process that causes many errors on record handling on their health center. Patient Health Record Systems Scope and Functionalities As discussed by Eysenbach the new generation of user-centric information systems is emerging in health care as patient health record (PHR) systems. These systems

create a platform supporting the new vision of health services that empowers patients and enables patient-provider communication, with the goal of improving health outcomes and reducing costs. This evolution has generated new sets of data and capabilities, providing opportunities and challenges at the user, system, and industry levels (Eysenbach, 2017). The information above helped the developer to improve the San Antonio health center services to the satisfaction of their patient. Systematic computer-based patient record systems and quality of care As discussed by Delpierre, they analyze the impact of computer-based patient record systems (CBPRS) on medical practice, quality of care, and user and patient satisfaction. Data sources. Manual and electronic search of the Medline, Cochrane, and Embase databases. Study selection. Selected articles were published from 2000 to March 2003. CBPRS was defined as computer software designed to be used by clinicians as a direct aid in clinical decision making. To be included, the systems should have recorded patient characteristics and offered online advice, or information or reminders specific to clinicians during the consultation. Data extraction. Keywords used for the search were: electronic record, informatics record, electronic medical record, electronic patient record, patient order entry, computer-based patient system, clinical decision support systems, and evaluation. Results. Twenty-six articles were selected. Use of a CBPRS was perceived favourably by physicians, with studies of satisfaction being mainly positive. A positive impact of CBPRS on preventive care was observed in all three studies where this criterion was examined (Delpierre, 2014). Systematic computer-based patient record systems and quality of care help the developers to have an idea to make a system that will satisfy the user and the patient.

Computer Based Patient Records As discussed by Manag, wide-ranging literature review of computer-based patient record (CPR) implementation over the past decade reveals that clinical, workflow, administrative, and revenue enhancement benefits of the CPR outweigh barriers and challenges--but only if healthcare organizations redesign certain work processes. Among other key efforts, organizations must train and motivate users to navigate CPR systems, as well as develop a common structured language. Clinicians who used CPRs found that electronic access to clinical information saves time and provides a thorough and efficient way to manage patient information (Manag, 2013). Computer Based Patient Records helped the developer to have an idea to develop an efficient way to manage patient data or information. Patient Record Management System As discussed by Jacque, the Patient Record Management System is developing for Unit Rekod Perubatan URP). This system focused on the patient record management for surgical department which include the patient record and patient admission record. The development of this system is to increase the function of patient record management. Besides that, it also to increase the security of patient record, minimize time in record calculation, and availability of record. The module that included in this system is patient record management, borrowing record, and record calculation. So, this computerized system will solve the problem that faced in the current manual system. The system that will develop is using SDLC System Development Life Cycle). The SDLC has a similar set of four fundamental phases: planning, analysis, design and implementation. It is using waterfall methodology (Jacque, 2015).

Patient Record Management System helps the developer to realize that the record system will increase the security of patient record, minimize time in record calculation, and availability of record. Clinic Management System with Notification using GSM Modem Kamal and Zain developed a Clinic Management System with Notification Using GSM Modem. These systems are responsible to store patients’ data and notify them for their appointment. Before this, most clinics usually used the traditional methods that are quite unsatisfactory. The traditional system used by the staffs is exposed to common mistakes while writing and the probability of having lost document or being misplaced is quite high. Knowing that the document cannot keep as many data as they could about the patient, thus the other important information about them may not be included in that form. Besides that, the patient may have forgotten their appointment with the doctor (Ahmad Kamal, 2012). Clinic management system with notification using GSM modem helped the developer to add a notification in their system to use for the critical condition of the medicine or items. Progress and Challenges in the Implementation of Electronic Medical As discussed by Rihab Hasanain, Electronic Medical Record (EMR) Systems are being implemented increasingly worldwide. Saudi Arabia is one of the developing countries that commenced implementing such systems in 1988. Whilst EMR uptake has been low in Saudi Arabia until now, a number of hospitals have implemented EMR Systems successfully. Hasanain, Vallmuur, and Clark (2014) created a study that analyses

available studies (N=28) in the literature regarding EMR implantation in Saudi Arabia to identify the progress of EMR implementation to date and to identify the facilitators and barriers to implementation (Rihab Hasanain, 2014). Progress and challenges in the implementation of electronic medical helped the developers to apply the security to the system and its use for electronic medical system or in record system. Conceptual Model for Electronic Clinical Record Information System As discussed by Said, a study drawn from an ongoing, large-scale project of implementing Electronic Clinical Record (ECR). The overall aim in this study is to develop a deeper understanding of the socio-technical aspects of the complexities and challenges emerging from the implementation of the ECR, and in particular to study how to manage a gradual transition to digital record. We have proposed ECR conceptual model. The end result of our research was a collection of ideas / surveys, and field work that clinical institutions and medical informatics must consider to ensure that patients and clinics do not lose long-term access to ECR and technology continually progress. Results of our study identified the need for more research in this particular area as no definitive solution to long-term access to electronic clinical records was revealed. Additionally, the research findings highlighted the fact that a few medical institutions may actually be concerned about long-term access to electronic records (Said, 2013). Conceptual model for electronic clinical record information system helped the developer to have an idea on how to make a conceptual model and other concept in their document.

Good Medical Record Keeping As discussed by Raza a good medical record keeping is at the forefront of medical practice, Raza (2012) said. Not only do medical notes act as a learning tool, they are needed in medico-legal circumstances and more importantly, for patient safety and communication between multi-disciplinary team members. The General Medical Council wishes for clinicians to keep ‘good’ notes in a coherent, chronological and accurate order (Raza, 2012). Good Medical Record Keeping helps the developer to create a relevant record keeping in their system using MySQL for database. Patient Record Management Information As discussed by Adewale O Adebayo a purpose and essence of any records management system is to provide the right information in the right place, in the right order, at the right time for the right person at the lowest cost. This is better achieved by a computer-based system. There are some patient record management information systems (PRMISs) in existence, but they are not readily usable nor are their designs available for improvement. The main objective of this research was, therefore, to design and develop a PRMIS that would automate patient information management and give direct benefit in certain terms, whilst avoiding any confusion that would jeopardize the quality of patient care. The research strategy was design and creation, and the software development model used was the waterfall. The design and implementation of PRMIS is presented, a veritable stepping stone (Adewale O Adebayo, 2014). Patient Record Management Information helps the developer to think their design in patient management information and its uses.

Healthcare Professionals use Electronic Medical Records As discussed by Yaseen many hospitals have implemented Electronic Medical Record (EMR) although its effectiveness to improve healthcare is still in quest. EMR is use for patient registering, error reduction, administrative cost savings, increased productivity, and improved patient satisfaction, yet widespread adoption has been slow However, many barriers to the successful implementation of EMR systems continue to limit the uptake, including the lack of organizations culture, lack of incentives to the users and lack of vender support .Currently exists in terms of where users are and where they need to be in order to implement an EMR system. The promise of electronic medical records is great, but much careful planning is needed before the benefits can be reaped. This paper addresses post-implementation usage behavior of Electronic Medic Records system among healthcare professional in healthcare organization by applying the Technology Acceptance Model (TAM). EMR- TAM instrument was developed for this research and assessed with principal component analysis. The hypotheses were developed and tested using hierarchical multiple regressions (Yaseen, 2013). Healthcare Professionals use Electronic Medical Records helps the developer to give an idea in documentation and information to add in their system. Visual Basic As discussed by Harvey Deitel, Visual Basic 2010 is appropriate for all basic-tointermediate level courses in Visual Basic 2010 programming. Created by worldrenowned programming instructors Paul and Harvey Deitel, Visual Basic 2010 How to Program, Fifth Edition introduces all facets of the Visual Basic 2010 language through a hands-on approach with hundreds of working programs. This book has been thoroughly

updated to reflect the major innovations Microsoft has incorporated in Visual Basic 2010 and .NET 4.0; all discussions and sample code have been carefully audited against the newest Visual Basic language specification (Deitel, 2013). Visual Basic Application helps the developers to make a system that can use in their study. Using this application can easily design a system to copy the manual forms of the health center that the developers make it computerize.

REFERENCES

Adewale O Adebayo, O. K. (2014). Retrieved from Patient Record Management Information System : http://publication.babcock.edu.ng/asset/docs/publications/COSC/9457/1887.pdf Ahmad Kamal, M. Z. (2012). Retrieved from Clinic management system with notification using GSM modem. Faculty of Computer System & Software Engineering, Universiti Malaysia Pahang: http://umpir.ump.edu.my/id/eprint/4463/1/CD6531_AHMAD_KAMAL_MAT_Z AIN.pdf Amor, D. a. (2015). Patient Record System of RNJ Family Planning and Birthing Center. Cavite State University Cavite City Campus. ASAM. (2013). Retrieved from Confidentiality of http://www.asam.org/docs/publicy-policystatement/1confidentiality_pt_record_710.pdf?sfvrsn=0.

Patient’s

Record:

Carreon A. and Gojar, K. (2016). Patient Record System of Tabon Health Center in Kawit, Cavite. Cavite State University Cavite City Campus. Deitel,

P. (2013). Retrieved from Visual Basic https://dl.acm.org/citation.cfm?id=1895056.

2010

How

to

Program:

Delpierre, C. (2014). Retrieved from A systematic review of computer-based patient record systems and quality of care: https://academic.oup.com/intqhc/article/16/5/407/1822502 Eysenbach, G. (2017). Retrieved from Patient Health Record Systems Scope and Functionalities: https://www.ncbi.nlm.nih.gov/pmc/articles/PMC5707430/ Farlex.

(2014). Retrieved from Thefreedictionary: dictionary.thefreedictionay.com/patient+record

http://medical-

Jacque,

N. (2015). Retrieved from Patient Record Management System: https://www.pdfcoke.com/doc/293771937/Patient-Record-Management-System-1pdf

Manag, J. (2013). Retrieved from Analyzing computer based patient records: a review of literature.: https://www.ncbi.nlm.nih.gov/pubmed/14558372

Menez, D. a. (2016). Patient Information System of Kawit Kalayan Hospital. Cavite State University Cavite City Campus. Pratt,

W. C. (2013). Retrieved from https://patents.google.com/patent/US5008821A/en.

Computerized

Process:

Raza,

M. (2012). Retrieved from Good Medical Record Keeping: http://internalmedicine.imedpub.com/good-medical-record-keeping.pdf

Rihab Hasanain, K. V. (2014). Retrieved from PROGRESS AND CHALLENGES IN THE IMPLEMENTATION OF ELECTRONIC MEDICAL RECORDS IN SAUDI ARABIA: A SYSTEMATIC REVIEW: http://airccse.org/journal/hiij/papers/3214hiij01.pdf Rosal, R. A. (2017). Sales and Inventory System of Farmacia ni Dok in Bacoor Cavite. Cavite State University Cavite City Campus. Said, S. N. (2013). Retrieved from CONCEPTUAL MODEL FOR ELECTRONIC CLINICAL RECORD INFORMATION SYSTEM: http://airccse.org/journal/IS/papers/2112ijist02.pdf VanGinneken, A. M. (2012). Retrieved from The computerized patient record: balancing effort and benefit: https://www.sciencedirect.com/science/article/pii/S1386505602000072. Pages 97119. Whiting-O'Keefe, Q. E. (2018). Retrieved from A Computerized Summary Medical Record System Can Provide More Information Than the Standard Medical Record: https://jamanetwork.com/journals/jama/article-abstract/400359 Yaseen, A. (2013). Retrieved from Healthcare Professionals use Electronic Medical RecordsSystem (EMRs) in Jordan HospitalsBilal Ali Yaseen AL-nassar Mohd Syazwan Abdullah and Wan Rozaini Sheik Osman: http://paper.ijcsns.org/07_book/201108/20110815.pdf

METHODOLOGY

This chapter presents the project design, project development, testing and development that will be apply in the entire succession of the study. Project design As shown in Figure 2, an entity input data for the system to process to provide an output. The admin user input patients’ information to the system. This information will be processed by the system to generate the output or reports as requested by the doctor.

LC, UD, PD, MD, GR ADMINISTRATION

LC, PD, GR USER

PI, UI, MI, R, SA 0 PATIENT RECORD SYSTEM

ADMINISTRATION

PI, SA, R

USER

Figure 2. The Data Flow Diagram of the Patient Record System Legend: LC – Login Credentials PD – Patient Data PI – Patient Information UD – User Data UI – User Information

R- Report SA- System Access MD – Medicine Data MI – Medicine information GR – Generate Report

Figure 2 presents the context of the study Patient Record System shows the user and admin will access the system using the login credentials and can input a patient data

to save the information of the patient. The admin is assigned to generate the reports, record the incoming medicines and manage the users of the system. Project Development Project development is a structure that deliverables all the idea. This is the point where developers had developed a system design which can be used to achieve project goals. Functional Decomposition Diagram Patient Record System System Login Login Credentials

Patient Management Add Patient Management

Service

Check-Up or Morbid

Service

Well Baby

Medicine Inventory Add Medicine

Add Well Baby

Forgot Password

Search / Update Search/Update

Add Pre-Natal

Exit Patient History

Search/Update Stock-In

Search/Update Patient History Patient History

Dispense

Family Planning Pre-Natal Add Pre-Natal Search/Update Patient History

Post-Partum

Add Family Planning Search/Update Patient History

TB DOTS

Add Post-Partum

Add TB DOTS

Search/Update

Search/Update

Patient History

Patient History

Figure 3. Functional Decomposition Diagram of Patient Record of San Antonio Health Center

Patient Record System

Report

System Maintenance

Report Patient Information

Account Management

Set Critical Information

Manage User Profile

Doctor Management

Update Password

Print

Report of Inventory Backup Print

Update Secret Question

Restore Log-Out

Medical Certificate

Print

Audit Trail Medicine Maintenance

Figure 4. Continued

Flow Chart Start

AN

AO

A

Yes

Log-in Credentials

If Login Module?

Is It Correct?

No

Yes

Yes

If Forgot Password Module?

If Patient Management Module?

Are you Sure? If Exit Module?

H

Yes

No No

H

Main Menu

User Data

No

A

If Account Management Module?

B

Yes Submit

Yes

DB

Yes If Service Module?

C

User Info

Stop

Yes a

If Medicine Inventory Module?

D

Yes If Report Module?

DB

Database

If System Maintenance Module?

E

Yes F

Figure 4. Continued

AO

Figure 4. Flow Chart of Patient Record of San Antonio Health Center

Yes G

B

Yes

No If Patient Management Details

If add Patient Management Function?

Yes

No Yes If Search/Update Function?

No H

H

Patient Data

I No Do you want to Add?

Yes Add Record

Patient Info

AP

DB

AP

Yes If Add Checkup or Morbid Function?

P

No Yes If Add PreNatal Function?

AQ

No Yes If Add Post – Partum Function?

AR Q No Yes

If Add Well Baby Function?

AS Q No Yes

If Family Planning Function?

AT Q No Yes

If TB DOTS Function?

AU Q No

H

I No

No If Patient History Function?

If Patient Management Details

Yes

H Yes

Patient Info

Patient Data

Search

No Do you want to print?

No

Yes

Do you want to Add? Print

Yes Add Record

DB

H

Patient Info

H

Figure 4. Continued

C

Yes If Morbid Function?

K

No Yes If Pre-natal Function?

L

No Yes If PostPartum Function?

M

No Yes If Well Baby Function?

N

No Yes If Family Planning Function?

O

No Yes If TBDOTS Function?

P

No H

Figure 4. Continued

P

K

Morbid Data

Yes If add Morbid Function?

P Search

No No Yes If Search/Update Function?

Q

Do you want to Add?

Yes

No

Add Record

H

Morbid Info

H

Figure 4. Continued

DB

Q No

No If Search/Update Function?

If Search/Update Function?

Yes

H Yes

Morbid Data

Patient Info

No

Search Do you want to print?

No

Yes

Does Record Exist? Print

Yes H

Morbid Info

No Do you want to update?

Yes Update

Morbid Info

H

Figure 4. Continued

L AP

Yes

No If Pre-Natal Details Function?

If add PreNatal Function?

H

Yes

No Yes If Search/Update Function?

If Pre-Natal Visit sFunction?

Yes

Pre-Natal Data

Pre-Natal Data

R No

Search

No

Do you want to Add?

No

H Do you want to Add?

Yes Add Record

Yes Add Record

DB

Pre-Natal Info

H

Figure 4. Continued

Pre-Natal Info

H

DB

R No

No If Pre-Natal Details Function?

No If 2nd visit Function?

If 1st visit Function?

Yes

H

Yes

Yes

Pre-Natal Data

Pre-Natal Data

Pre-Natal Data

No

Search

No

Do you want to Add?

No Do you want to Add?

Do you want to Add?

Yes Add Record

Yes DB

Add Record

Yes Add Record

Pre-Natal Info

DB

Pre-Natal Info

Pre-Natal Info

H

H

H

Figure 4. Continued

DB

R No

No

If 3rd visit Function?

No If 5th visit Function?

If 4th visit Function?

Yes

Yes

Yes

Pre-Natal Data

Pre-Natal Data

Pre-Natal Data

No

No

Do you want to Add?

No

Do you want to Add?

Yes Add Record

H

Do you want to Add?

Yes DB

Add Record

Yes DB

Add Record

Pre-Natal Info

Pre-Natal Info

Pre-Natal Info

H

H

H

Figure 4. Continued

DB

R No

No

No If 8th visit Function?

If 7th visit Function?

If 6th visit Function?

Yes

Yes

Yes

Pre-Natal Data

Pre-Natal Data

Pre-Natal Data

No

No

Do you want to Add?

No

Do you want to Add?

Yes Add Record

H

Do you want to Add?

Yes DB

Add Record

Yes DB

Add Record

Pre-Natal Info

Pre-Natal Info

Pre-Natal Info

H

H

H

Figure 4. Continued

DB

R No

No

No If Pre-Natal History Function?

If 10th visit Function?

If 9th visit Function?

Yes

Yes

Yes

Pre-Natal Data

Pre-Natal Data

Pre Natal Info

No

No

Do you want to Add?

H

No Do you want to print?

Do you want to Add?

Yes Yes Add Record

Yes

DB

Add Record

Pre-Natal Info

Pre-Natal Info

H

H

DB

Figure 4. Continued

Print

H

M AQ Q

Yes

No If PostPartum Details

If add PostPartum Function?

If PostPartum Visit sFunction?

Yes

No Yes If Search/Update Function?

H

S

Yes

PostPartum Data

PostPartum Data

No

Search

No

Do you want to Add?

No

H Do you want to Add?

Yes Add Record

Yes Add Record

Post-Partum Info

H

Figure 4. Continued

DB

Post-Partum Info

H

DB

S No

No If PostPartum Details

No If 2nd visit Function?

If 1st visit Function?

Yes

H

Yes

Yes

Post-Partum Data

Post-Partum Data

Post-Partum Data

No

Search

No

Do you want to Add?

No Do you want to Add?

Do you want to Add?

Yes Add Record

Yes DB

Add Record

Yes Add Record

PostPartum Info

DB

PostPartum Info

Post-Partum Info

H

H

H

Figure 4. Continued

DB

S No

No

No If 5th visit Function?

If 4th visit Function?

If 3rd visit Function?

Yes

Yes

Post-Partum Data

Yes

Post-Partum Data

No

Post-Partum Data

No

Do you want to Add?

No

Do you want to Add?

Yes Add Record

H

Do you want to Add?

Yes DB

Add Record

PostPartum Info

PostPartum Info

H

H

Figure 4. Continued

Yes DB

Add Record

Post-Partum Info

H

DB

S No

No

If Post-Partum History Function?

If 6th visit Function?

H

Yes

Yes PostPartum Data

PostPartum Info

No

No Do you want to print?

Do you want to Add?

Yes Yes Add Record

PostPartum Info

D B

Print

H

H

Figure 4. Continued

N Yes

AR

If Add Well Baby Function?

No If Treatment Function?

H

Yes

No Yes If Search/Update Function?

If Vaccine Function?

Yes

Well Baby Data

Well Baby Data

T No

Search

No

Do you want to Add?

No

H Do you want to Add?

Yes Add Record

Yes Add Record

Well Baby Info

H

Figure 4. Continued

DB

Well Baby Info

H

DB

T No

No

No If Well Baby History Function?

If Vaccine Function?

If Treatment Function?

Yes

Yes

Yes

Well Baby Data

Well Baby Data

Well Baby Info

No

Search

No Do you want to print?

Do you want to Add?

No

H

Yes

Do you want to Add?

Yes Add Record

DB

Print

Yes Add Record

Well Baby Info

DB

Well Baby Info

H

H

Figure 4. Continued

H

O Yes

AS

No If Medical History Function?

If Add Family Planning Function?

H B

Yes

No

Yes

Family Planning Data

Yes If Search/Update Function?

If Obstetrical History function ?

Family Planning Data

U No

Search

No

Do you want to Add?

No

H Do you want to Add?

Yes Add Record

Yes Add Record

Family Planning Info

H

Figure 4. Continued

DB

Family Planning Info

H

DB

U

No

No If Risk for Sexually Transmitted infection Function?

Yes

If Physical Examination Function?

Yes

Family Planning Data

Family Planning Data

No

Do you want to Add?

No

Do you want to Add?

Yes Add Record

Family Planning Info

Do you want to Add?

Yes DB

H

Yes

Family Planning Data

No

H

No

If Risk for Violence Against Women Function?

Add Record

Family Planning Info

H

Figure 4. Continued

Yes DB

Add Record

Family Planning Info

H

DB

U No

No If Family Planning History Function?

If visit Function?

Yes Yes Family Planning Data

Family Planning Info

No No Do you want to Add?

Do you want to print?

Yes Add Record

DB

Family Planning Info

Print

H

H

Figure 4. Continued

P Yes

AT

No If TB DOTS Details Function?

If add TB DOTS Function?

If TBDOTS Visit Function?

Yes

No Yes If Search/Update Function?

No

Yes

TB DOTS Data

TB DOTS Data

V

No

Search

No

Do you want to Add?

No

H Do you want to Add?

Yes Add Record

Yes Add Record

TB DOTS Info

H

Figure 4. Continued

DB

TB DOTS Info

H

DB

V No

No

No If TB DOTS History Function?

TB DOTS Visit Function?

If TB DOTS Details Function?

Yes

Yes

Yes

TB DOTS Data

TB DOTS Data

TB DOTS Data

No

Search

No

Do you want to Add?

No Do you want to Add?

Do you want to Add?

Yes Add Record

Yes DB

Add Record

Yes Add Record

TB DOTS Info

DB

TB DOTS Info

TB DOTS Info

H

H

H

Figure 4. Continued

DB

W

D

Medicine Data

Medicine Data

Yes If Add Medicine Function?

X

W

No No

Search

Do you want to Add?

No

Yes If Search/Update Function?

Medicine is available?

Yes

X

DB

Add Medicine

Yes

No Yes If Stock-In Function?

Medicine Info

Medicine Info

Y

No H

Do you Want to Update

Yes

Yes If Dispense Function?

Z

DB

Update

No Medicine Info

H

H

Figure 4. Continued

Z

Y

Patient ID

Medicine Data

Search

No Medicine is available?

No Does Record Exist?

Yes Medicine Info

Yes Medicine Data

No Do you Want to Update

Search

Yes No DB

Update

Record Exist?

Yes

Medicine Info

Medicine Data

H

No Do you want to Dispense

Yes

DB

Dispense

Medicine Info

H

Figure 4. Continued

AA

E

Category/ Date

Yes If Report Patient Information Function?

AB

Category/ Medicine

No

AA Record Exist?

No Record Exist?

No Yes

Yes If Report of Medicine Inventory Function?

Yes

Print

Print

AB Report

Report

No H If Medical Certificate Function?

No

H

Yes

Category/ Date

H

No Record Exist?

Yes Print

Report

H

Figure 4. Continued

AC

F

Critical Status Data

Yes If Set Critical Status Function?

AC Search

No No Yes If Doctor Management Function?

AD

Does Record Exist?

No

Yes Set

Yes

If Backup Database Function?

AE Critical Status Info

No

H

Yes If Restore Function?

AF

No Yes If audit Trail Function?

AG

No Yes If Medicine Maintenance Function?

AH

No H

Figure 4. Continued

DB

AJ

AI

AD

Yes

Doctor Data

Doctor Data

If Add Doctor Function?

AI

No Are you sure want to add?

No Yes

No Do you want to update?

Yes

If Update Function?

Yes

AJ

Add Data

No H

DB

Update Data

Doctor Info Doctor Info

H

Figure 4. Continued

H

DB

AE

AF

Back up Data

AG

Restore Data

No

Date

No

Do you want to Backup

No

Do you want to Backup

Yes

Back up Data

Do you want to print

Yes

D B

Restore

Yes

D B

Print

Backup Info

Restore Info

Audit Trail Info

a

a

a

Figure 4. Continued

D B

F

Yes

No

If Manage Profile User Function?

If Add Function?

No

No If Delete Function?

Yes

Yes Yes

If Update Password Function?

H

User Data

User Data

AK No

Search

Do you Want to

No

Yes

Yes If Update Secret Question Function?

AL

Add User

No DB

Are you Sure

Yes No

User Info Delete

Yes If Log-Out Function?

AM

H

User Info

No H H

Figure 4. Continued

DB

AK

AL

User Data

AM

No

User Data Want to Log Out?

No

No

Yes Yes

DB

Yes

Verify Data

Do you want to Change Password?

DB

Change Secret Question

Change Password User Info User Info

a a

Figure 4. Continued

AN

Stop

Flow Chart A flow chart is used in order to specify the step by step procedure in terms of developing every function of the said study. This focuses on the data that needs to undergo a specific process and procedure in order to come up with a desired function as output. Every figure has different process. The patient record system have a user level, one is the admin and the other is the user. Admin have an authority to delete the user. User will be able to view the all record of the patient but has a limitation. As you can see, this study have a patient management module, medicine inventory module, service module, report module, etc. The patient management have add and search functionality for the patient that have a morbid. The medicine modules has add medicine, stock-in, dispense and update. The service have 5 categories including pre-natal, post-partum, well baby, family planning, TB DOTS. All this function have add and search functionality in order to know the information of the patient. The report module have a general report for the patient management, medicine and services that can be printed which is needed by the government. The system maintenance contains setting of critical stock for medicine inventory, doctor management for the doctor who will be set in that date, back up for the database if it will be corrupted and audit trail to know who log or what activity the user do in the system. The account management have a manage user profile, update password, update security question and log out.

Operational and Testing Procedure The following procedures will be undertaken by the developer in testing the system: 1. The system will be installed in the user’s computer. 2. The user will input the log-in information on the Login form. 3. If the user was verified, the main menu with the general functionalities will be displayed. 4. Each function will be tested to determine if it is working accurately according to the specified requirements. 5. The results of the test will be documented. Each error encountered will be addressed and will be subjected to improvement. Evaluation Procedure According to ISO 25010 standards that was recently issued which specify and evaluate software and data quality requirements. (Lew, P. 2013), below are the set of steps carried out during evaluation process. 1. Evaluation forms will be distributed 10 IT experts, 1 nurse, 3 midwives and 2 barangay health workers. 2. The researchers will demonstrate how to use the system, thus the functionality will be discussed. 3. The performance of the system will be noted by participants based on the Likert scale as show in as shown in Table 1. The respondent will choose from the scale of 1-5 with 5 being the highest which means excellent and 1 being the lowest which needs improvement.

4. Evaluation result will be tabulated for computation in order to calculate the mean of each criterion and overall mean of the criteria evaluation form. 5. The system developers will use the rating scale for interpreting the evaluation results as shown in Table 2 to interpret of the terms of evaluation. Table 1. Likert Scale NUMERICAL SCALE

INTERPRETATION

5

Excellent

4

Very Good

3

Good

2

Fair

1

Poor

Table 2. Descriptive Evaluation of the Mean NUMERICAL SCALE

4.51-5.00 3.51-4.50 2.51-3.50 1.51-2.50 1.00-1.50

INTERPRETATION

Excellent Very Good Good Fair Poor