CHAPTER 1

BACKGROUND OF THE STUDY

Project Context

A web-based clinic information management system of Northern

Samar Colleges will greatly help clients seeking relevant

information regarding services offered. An information system

that will capture, store, retrieve, manipulate and display

information. The specific information provided aims to improve

operation, better management and easier decision making.

Nowadays, most of the Business and Institutions are still

using an old system of recording, which is done manually. The

doctor/dentist is still experiencing and old tradition of

recording, where it consumes more space, paper and other problem

redundancy to find/store the patient’s information. One of the

most vital institutions that need a computerized recording is

Clinics.

The patient will be ask by the receptionist and done just by

recording the patient’s name, age, birthday and gender. After the

recording the patient will undergo treatment done by the doctor.

And when it through, the treatment which is done for the patient

will also be listed to his/her summary of information with

his/her last treatment to the clinic, to be able to identify the

last treatment.

The Web-based Clinic Information Management System is

divided into two, where the admin and user can be login

separately. The Admin is the one that can add, delete and change

about the user’s information and also about the patient’s

information. The user, unlike admin is only responsible for

keeping/recording about the patient’s information. The system can

view the master list of all the patient’s details. The

computerized system is not only responsible for recording the

details about the patient; it is also providing information about

the hired staff assistant. It can also provide a printed copy of

the master list.

Manual Recording System, even in today’s world can still

provide an effective and useful way to record and deliver an

efficient information system. But it lacks the ability to auto-

sort the records. Employees will have to do it manually and takes

time to properly arrange the records. Another concern is the

issue of quality of the paper record. There are limitations to

the quality of the paper record. Paper is fragile and does not

last permanently. Normal use of the record may result in torn or

stained documents. Also, over the years, ink used to complete

documentation can easily fade which result in information’s being

erased. Staff hired to assemble, file retrieve, or distribute

hard copy is costly expense.

The Web-based Clinic Management Information System (WBCIMS)

for NSC is designed and developed to guarantee the removal of

various problem or to eliminate problems usually encountered in a

clinic.

Theses keeping of records were caused by the data, under the

manual recording system was entered into books and paper files

and was later stored in overcrowded storage rooms that may be

made the retrieval of records close to impossible due to the

manual system.

Purpose and Description of the Project

This study entitled Web-based Clinic Management Information

System for NSC will be developed to improve the clinic management

of NSC and automates the workflow that happens in the clinic.

This system will be considering all the activities in the clinic.

This system will ensures the preservation of personal

records and ensure the accessibility only in by the authorized

personnel. To have a good and efficient records management system

should be able to incorporate specific aspects of the systems

mentioned above in order to provide an efficient means of records

storage and management.

 Patient will make registration first. If the patient never

registered before, patient information collected and stored in

the database. However, if it is an existing patient the patient

data is search-using IC (identification card) no. this will

improve the record of the patient and save the time during the

registration. At this time, patient is assign to the doctor. Once

the patient gets the treatment, the doctor will send the report

including the medicine name. The staff will update the medicine

stock and the patient record will be kept in database.

For the security, before the user enters the system they

have to input their username and password before log in to the

system. The system has different access for the different user.

For the management of the clinic, they may view the daily report

of clinic.

Project Objectives

The general objective is to design and develop a Clinic

Information Management System (CIMS) for Northern Samar Colleges

to improve and make the system form manual to computerized that

would enabled the clinic for faster and more efficient storage,

retrieval and updating of the clinic’s record.

The project’s specific objectives are;

 1. The system will maintain the record of patient, doctor and

medicine;

2. The system will help to reduce the number of lost record for

the patient;

3. The system will improve the data retrieval’ it will be

easier for the staff of the clinic to retrieve back the

record of existing patient and doctor may view the patient

history;

4. The system will record all the profile of the doctor if the

clinic has more than one doctor;

5. It will display the number of stocks of available medicines

in the local clinic of Northern Samar Colleges; and

6. The system will generate report for the operation of the

clinic.

Project Scope and Limitations

The system will be applied in the Northern Samar Colleges

Clinic. The system has a limited access according to user. Record

management will only be employed in Northern Samar Colleges

Clinic personnel only. The system administrator is the only

authorized to manage use data.

This study will be limited on the connection strength since

the internet connection is not stable in the entire province of

Northern Samar.
 Web-Based Clinic Information and Management System for NSC

will be developed primarily to improve the clinic’s system for

storing data or information about the patient and the employee.

The system was focused on moving the manual system into

computerized system that update and also accommodated the process

of viewing and storing information about the patient and also for

the employee that is also responsible for records. The system

also deals with searching capability procedure of recorded

patient and employee which helps the user for easy retrieval of

the records.

The Clinic Web-Based Clinic Information Management System

for NSC aim to solve all the aforementioned problems and to

provide easy accessibility with all the documents and information

that the school clinic handles. The system will provide a more

accurate record of all the students-from their personal

information to their medical background. It will also provide the

complete list of all the available medicines-mostly basic kinds

that the students can use.

The system will not cover that is not mentioned above.

Significance of the Study

This project will improve clinic operation for both staff

and the patient.

 For the staff, it will make it easy during registration

process. If a patient is an existing patient, they can easily

retrieve back the record of the patient.

For the doctor/dentist/physician, they can view history

record of the patient. In case, if the patient is has an allergy

with the certain medicine, they will give an alternative medicine

for the patient.

For the management, it will help them view the report

operation of the clinic. The other thing is it will maintain the

account for the clinic.

Locale and Population

This study was conducted in Northern Samar Colleges,

Catarman, Northern Samar with its two campuses located along

Annunciation corner Roxas Street, Brgy. J.P. Rizal, Catarman,

Northern Samar and the other one in Brgy. Dalakit, Catarman,

Northern Samar.

All the students enrolled in Northern Samar Colleges and

Clinic Doctors will served as the respondents of this study.

CHAPTER II

REVIEW OF RELATED LITERATURE

Related Literature
 Information system is a set of interrelated components

that collect/retrieve, process, store and distribute information

to support decision-making control in an organization. In

addition to supporting decision-making and control, information

systems help managers and workers to analyze problems, visualize

complex subjects and create new products. It contains information

about significant people, places and the things within the

organization or in the environment surrounding it. In order to

have an information system, there had to be raw data that had to

be transformed into information, which was meaningful and useful

to its user.

Managing information through a system is known as Management

Information System (MIS). As defined, management information

system is an organized approach to the study of the information

needs of an organization’s management at every level in making

operational, tactical, and strategic decision. Its objective is

to design and implement procedures, processes, and routines that

provide suitably detailed reports in an accurate, consistent, and

timely manner. It encompasses all the systems and process within

an organization for the creation and use of corporate information

according to Robertson 2005.

This included people, process, technology and content. Each

of these must be addressed if information management projects are

to succeed. In many cases, “information management” has meant

deploying new technology solutions, such as content or document

management system, data warehousing or portal application.

Gorry and M. Scott 2009, emphasized that management

information system make it possible for organizations to get the

right information to the right people at the right time by

enhancing the interaction between the organization’s people, the

data collected in its various information technology systems, and

the procedures it uses. It brings together the raw data collected

by the various business areas of the organization, which, while

useful for specific functions such as accounting, does not

provide, by itself, information that can be used to make

decisions. He added that well-constructed and well-organized MIS

can provide management with the knowledge it needs to reduce

operating costs and increase profits.

MIS involves numerous functions and one of its important

functions is the monitoring system. According to Mugoya,

Monitoring is the tracking of the information to monitor progress

of a particular record. The record would show various details to

enable monitoring of various activities. Monitoring was the act

of overseeing the progress and ensuring the right system was

protected, accurate data entered, complete, verifiable and

complaint with the system. At the same time, accessing data was
restricted by giving privileges to the right people to access it.

With the right monitoring system, MIS could provide reliable and

useful information to management for quick decision-making.

Effective information management however is not easy. There

are many systems to integrate, a huge range of business needs to

meet, and complex organizational issues to address. Likewise,

numerous factors are to be considered to improve organizations

effectiveness and efficiency. According to Garciano and Heaton,

this would not be realized without a framework which will guide

management and system planners. The system will result into a

greatest crisis, with no clear path and inflicts an unnecessary

expense on the organization.

Related Studies

The study Tubongbanua, et. Al (2017) on the “Web-Based

Information and Monitoring System of Cagayan de Oro Academy for

International Education”

CHAPTER III

TECHNICAL BACKGROUND

Technicality of the Project

In this project entitled Web-Based Clinic Information

Management System, the researchers will be using Java Web Server

and MySQL server as back-end to build a database system that will

store and save patient information, consultant information and

so.

This system will be developed for automating the process of

Clinic Information Management for Northern Samar Colleges. The

main feature of this project is to manage clinic patient,

doctors, physician, dentist, medicines, test and appointments.

Project Technology Details

To run the proposed system, the following software and

programming environment are required.

HTML, CCS, JavaScript – Front-end to be used to run the system.

Java Web Server 2.0 – to enable server-side java applications

that are easily available to users over the web. Java Web is

created for Java Programming Language.

Java – programming language to be used.

MySQL – it will serve as the databases to be utilized by building

the system to manipulate using add, delete, drop, insert and

update command. MySQL is an open source relational database

management system.
 CHAPTER IV

METHODOLOGY, RESULT AND DISCUSSION

Fishbone Diagram

Hardware Specification

Hardware Minimum Recommended Maximum Recommended

 Requirement Requirement
Operating System Windows 10 (32/64 Windows 10 (32/64

bit) bit)
Processor Intel Pentium or Intel Pentium or

above above
RAM 2G 4GB
Hard Disk Drive 160GB or above 160GB or above

Space
Router Any LAN compatible Any LAN compatible

to support multiple to support multiple

PC connection PC connection
Printer Deskjet or Laserjet Deskjet or Laserjet
Table 1: Hardware Specification

This table above shows the specification hardware used in the

system.

Software Specifications

Hardware Minimum Recommended Maximum Recommended

Requirement Requirement
Language JavaScript, CSS, PHP JavaScript, CSS, PHP
Database MySQL MySQL
Framework back-end Java Web Server 2.0 Java Web Server 2.0
Framework front-end HTML, CCS, HTML, CCS,

JavaScript JavaScript
LAN Using Cable Network Using Cable Network

Wireless is not Wireless is not

recommended due to recommended due to

instability instability
Web Browser Any Web browser e.g. Any Web browser e.g.

Mozilla Firefox, Mozilla Firefox,

 Google Chrome, Google Chrome,

Internet Explorer Internet Explorer

Table 2: Software Specification

The table above show the specification of software used in the

system.

Program Specifications

 Java

Programming Environment

Front End

 HTML, CCS, JavaScript

Back-End

 Java Web Server 2.055