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Patient Management Information Sys-

tem for the University of the Immacu-
late Conception College Department
Clinic
JUVIE PAULINE L. RELACION

University of the Immaculate Conception, Davao City,

Philippines

Published online: 24 October 2017

To cite this article: J. P. L. Relacion, “Patient management information system for the University of the Immaculate Conception
college department clinic,” International Journal of Technology and Engineering Studies, vol. 3, no. 5, pp. 213-223, 2017.
DOI: https://dx.doi.org/10.20469/ijtes.3.40005-5

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 International Journal of Technology and Engineering Studies
vol. 3, no. 5, pp. 213-223, 2017 IJTES
PATIENT MANAGEMENT INFORMATION SYSTEM FOR THE UNIVERSITY OF
THE IMMACULATE CONCEPTION COLLEGE DEPARTMENT CLINIC

JUVIE PAULINE L. RELACION ∗

University of the Immaculate Conception, Davao City, Philippines

Keywords: Abstract. This is a study on the patient management information system for the University of the Immaculate
Medical Records Conception College Department Clinic. The study aimed to provide a convenient way of storing and managing
School Clinic patients’ record and inventory. Specifically, it develops an automated system to track patients, information and
Patient Management Information medicine inventory, design a database for patients’ information record and medicine inventory report, and generate
System patients, records and medicine inventory reports. It is necessary because paper-based records require a significant
MIS amount of storage space, which can be easily misplaced or misfiled, more time is spent on paperwork, there is
Engineering a lack of confidentiality, there is poor legibility, and it is susceptible to errors. This study used the iterative and
Medicine incremental model. The general idea is to construct an application through repeated cycles and in smaller portions at
Inventory a time. Findings from this study revealed that the designed system was able to develop an automated system to track
Electronic Medical Record System patients, information and medicine inventory and create a database of patients, records and medicine inventory. The
findings help the efficiency of clinic staff in providing clinical services to patients. With the help of this system,
the team was also able to reduce any unpleasant complaints from the patients. Moreover, because of its ability
Received: 01 September 2017 to generate printed output for patients, records and medicine inventory report, the staff was able to fulfill his/her
Accepted: 27 September 2017 requirements to the administrator.
Published: 24 October 2017

c
⃝2017 KKG Publications. All rights reserved.

INTRODUCTION
This chapter introduces the background of the study, the electronic medical records. Moreover, the authors [1] enumer-
statement of the problem, statement of the objectives, signif- ated a few disadvantages of having a manual medical record or
icance of the study, the scope and limitations, the conceptual a paper-based record. One of the downsides is one person can
framework, and the related works of literature used in the study. use the paper-based record at a time. Second, it can be easily
misplaced or misfiled. Third, equipment and storage space are
Background of the Study required. Lastly, manual medical recording is more susceptible
Every medical facility governs a significant amount of to errors [1].
information, some of which is the maintenance of the busi- Healthcare providers can finish their patient charting
ness, insurance, personnel, and the financial record; a proper quicker with the help of the electronic medical record system,
management of supplies and equipment documents, current li- allowing more patient schedule. [3] With this type of system,
censures and certifications; and some papers held in reserve for the efficiency was heightened which fosters a more efficient
the life of the practice. The vast bulk of information, however, medical practice. Furthermore, it helps prevent filing errors
comes from patients, records [1]. The maintenance of patients, and eliminates any threats of losing the patients, information
records is the most critical function of any medical facility. since the system can automatically provide a backup and is
Administrative and clinical medical assistants spend a lot of accessible almost anywhere [3]. Also, [4] quality of healthcare
time managing patients, records [1]. was enhanced, time spent on the paperwork was lessened, pa-
As pointed out by [2] the most common method of tients, satisfaction was increased, and financial savings were
recording patients, record information for most hospitals and some of the advantages of using electronic medical record sys-
medical practices in the U.S are the paper-based records [2]. tems [4].
Also, no matter how comfortable the majority of doc- The University clinic manages the information of the
tors are with the manual way of recording patients, records, it patients and monitors the inventory of apparatus manually.
requires a significant amount of storage space compared to They usually keep their records on a paper. Because of this,

∗ Corresponding author: Juvie Pauline L. Relacion

† Email: [email protected]
2017 Int. J. Tec. Eng. Stud. 214

the researcher proposed a system that would record and save The system can help the doctor in keeping track of the
the necessary information needed using a computer. medical history of the patient. With the help of the system,
This study aims to apply modern technology to the administrator, faculty, student, and staff do not need to fill out
University of the Immaculate Conception (UIC) College De- forms repeatedly every time they visit the school clinic.
partment Clinic, i.e., to provide a convenient way of storing
and managing patients, records and inventory. Scope and Limitations
To achieve this goal, the researcher will design a system ap- The system is a stand-alone system designed for Univer-
propriate for the University clinic by creating and testing the sity of the Immaculate Conception College Department Clinic.
system. This system has two levels of users; the administrator or the
Nurse and the student assistant. At the administrator level, they
Statement of the Problem will have their own password through which they can modify
This study aims to develop a patient management infor- the patients’ records and have the authority over all modules.
mation system for the University of the Immaculate Concep- In addition, the administrator has access to go through the in-
tion College Department Clinic. This study seeks to answer ventory of the medicines in the clinic. Moreover, it will have
the following questions: the power to add and delete accounts for the student assistant.
1. Does the system manage patients’ information and While the student assistant level can only view the data, search,
medicine inventory efficiently? and update the primary medical record on the day the patient
2. Does the system generate printed output? comes into the clinic. This system will not replace the note
or description stated by the nurse but as a guide to track or
Statement of the Objectives
monitor the movement of the patient’s file.
The objective of this study was to create a patient man-
The designed system has many functions. First, it in-
agement information system for the University of the Immacu-
cludes registration module in which it lists patient and saves it
late Conception College Department Clinic, which was capable
to the database. Second, it can add new data to the database.
of storing patients’ information and monitoring the inventory
Third, it can update the existing data in the program. Fourth,
of medicines in the clinic. This study aimed to provide solu-
it can delete any current data from the program. Fifth, it can
tions to the following specific objectives:
add new data to the database and lastly, it has the ability to
1. To develop an automated system to track patients’ infor-
search data. In addition, the system has a database integra-
mation and medicine inventory.
tion. It means that if the administrator updates the patients,
2. To design a database for patients’ information record and
records, the record is also updated. It can also store hundreds
medicine inventory report.
of information pieces. Moreover, the system keeps track of
3. To generate patients’ records and medicine inventory re-
the inventory of the medicines available in the clinic. It will
ports.
display the availability of the drug as to how many pieces are
Significance of the Study left.
The purpose of the study was to develop a patient man- Furthermore, the system generates printed data. It prints out-
agement information system for the University of the Immac- patients’ information and medicine inventory report.
ulate Conception College Department Clinic. The researcher The system is for the University of the Immaculate
deemed the following as beneficiaries of this device: Conception College Department only, specifically for the An-
The system can help the school nurse keep a report of nex Campus. The patient cannot view his/her medical records
all the staff, faculty, and students’ medical record. With the on his/her school account.
system, the school nurse can monitor the inventory of all the
medicines in the clinic. With the help of the system, the stu- Conceptual Framework
dent assistant does not need to ask for the patient’s information This section provides the graphical outline that represents the
repeatedly. concept of this study.

Fig. 1. Conceptual framework of the study

215 J. P. L. Relacion - Patient management information system for the .... 2017

REVIEW OF RELATED LITERATURE AND STUDIES the gap between the complex dynamic involvement in the man-
The researcher has found the following literature and agement and use of patients’ records. Some of the discontents
studies as relevant to the study being proposed: expressed in the existing paper-based record systems were the
According to [5], the purpose of medical records is to lack of confidentiality, poor legibility, less storage capacity, and
document health information about patients painstakingly. It many records being misfiled. These problems were brought to
contains the diagnoses and treatments of diseases [5]. More- the administrators of HMC for there was a need to address the
over, [5] pointed out that medical records are currently being issues regarding the existing manual patients’ record system
transformed from traditional paper-based records (handwrit- [9]. The disadvantages of the paper-based record are empha-
ten or typed) to electronic medical records [5]. Furthermore, sized in this study. Thus a call for improvement is needed.
the use of electronic medical records has the following advan- In 2012, in a news column in a website, Philippine
tages: (a) less storage space, (b) facilitates adequate quality Council for Health Research and Development, by lined by
assurance, analysis of practice patterns, and research activities, [10], it was found out by Dr. Marie Irene sy that the retrieval
(c) faster retrieval of data, (d) minimal loss of medical records, time using the electronic medical record system was decreased
(e) a complete set of backup records, (f) expedites the transfer from 2.41 minutes initially to less than 5 minutes of retrieval.
of data between facilities, (g) practice enhancer and a public Because of this, the efficiency of health workers was increased,
relations tool [5]. data quality improved, modern records management enabled,
The concept of transforming paper medical records into and both operationally and strategically data-guided decision-
an electronic medical record is based on this literature. It making made possible [10].
further supports the study with the stated advantages over pa- Furthermore, previously, it would take an average of
per medical records. Just like in most countries, Nigeria is four to five minutes to sort through a roomful of envelopes
challenged with the increasing demand for healthcare medical containing patients’ records. Also, a new record will be made
treatments and services [6]. As pointed out by [6], hospitals if the patients’ records were not found with additional charges.
should have all the patients’ medical history documented in the But with the new system, retrieval of patients’ records will just
medical records. It must be maintained correctly and appropri- take a few seconds upon admission [10], [11], [12].
ately [6]. The efficiency of having an electronic medical record is
The study designed by [6] solved the problems associ- based on this news article. According to an author, Region IX,
ated with the paper-based records. They converted the manual Zamboanga Peninsula has an inadequate data banking system
way of searching, cataloging, saving, and recovering of pa- or retrieval system. The author emphasized that the database
tients’ medical information into the electronic medical record. on health statistics of the region must be modernized and be
In addition, they added a computer-based application. The made accessible. Having an updated database generates timely
application can generate patient’s report upon registration and and consistent data to improve health information to the public
check-out of the hospital. They proposed this study to ensure [13], [14], [15]. This research report is the basis of the im-
a more practical outcome that is less time-consuming, more portance of having an electronic medical record system in the
accurate, reliable, and efficient method to facilitate keeping College Department Clinic of the University.
patients’ records [6], [7], [8].
The need to maintain patients’ medical records was METHODOLOGY
based on this journal article. The proposed study is similar This section described how the patient monitoring sys-
to this one for it converts the manual way of searching, cata- tem for UIC college ANNEX campus was developed. The
loging, saving, and recovering of patients’ medical information process model, research locale, and evaluators of the study
into the electronic medical record through the use of database were stated in this segment.
system. [9] stated in his study that Electronic Patient Records
(EPR) have become predominantly increasing in healthcare Process Model
services since the year 1990 worldwide. The continuous im- This study used the Iterative and Incremental model in
provement of patient care was made possible because of EPR. the development of the software. In the iterative and incremen-
Having an electronic medical record is now a priority for all tal model, the whole requirement is divided into various builds.
medical facilities to use [9]. These builds are then divided up into smaller, more easily man-
The Department of Hamad Medical Corporation aged modules. Each module passes through the requirements,
(HMC) sponsored research to provide an opportunity to ex- design, implementation, and testing phases. It starts with a si-
plore the potential of EPR. The study was designed to bridge
2017 Int. J. Tec. Eng. Stud. 216

mple implementation of the subset of the software require- ous phases of the development, problems that are encountered
ment. It then enhances the new versions iteratively, until the earlier can be addressed and solved right away. Although the
system is ready to be implemented and developed. For every system produced from the first increment is not the full imple-
iteration, design modifications and new functional capabilities mentation, it will give the programmer better ideas on how to
are made and added, respectively. go through the phases again with the addition of other require-
In this study, the researcher finds the iterative and in- ments. Moreover, the researcher anticipates that the conditions
cremental model appropriate in the development of the system will change during the development and upon presentation to
because starting the construction with a minimal set of user the administration and the users, as well.
requirements can lead to simpler and faster development of a
working system. Since the method allows for revisiting previ-

Fig. 2. Incremental and Iterative Model Diagram

Research Locale Evaluators of the Study

The study was conducted at the University of the Im- The evaluators of the study are two (2) school nurses
maculate Conception School Clinic Annex campus located at from the University clinic, one (1) doctor assigned to the Uni-
Bonifacio St., Davao City, where the school nurse, doctor, as- versity, four (4) student assistants, five (5) students from the
sistants, staff, faculty, and students were more prioritized since different College programs, and five (5) faculty members from
they were the ones involved in conducting such research. the University.

Data Specifications
The table shows the data and the data types used in the study.

TABLE 1
DATA TYPES USED IN THE STUDY
Data Data type Data Data type
Username Varchar Temperature Integer
Password Varchar BP Integer
Name of staff Character Prescription Character
Birthday Varchar Complaints Character
Age Integer Name of Administrator Character
Contact number Integer Name of SSP Character
Address Varchar Name of Maintenance Character
Last Name of Patient Character Name of Medicine Character
First Name of Patient Character Quantity of medicine Integer
Course Character Expiration date of medicine Varchar
Year Varchar Department Character
Weight Integer Height Integer
Date Date and Time
217 J. P. L. Relacion - Patient management information system for the .... 2017

Screen Specifications

Fig. 3. User log-in

Figure 3, shows the user login form of the system. A password, the system will prompt a dialog box similar to the
correct username and/or password is required to enter the main Figure below (Figure 4).
form of the system. On entering an incorrect username and/or

Fig. 4. Incorrect username and/or password

Figure 4, will prompt if the user typed in a correct word. This will also be displayed if the user types in an incor-
username but the incorrect password. This message will also rect username and password.
prompt if the user typed in a wrong username and correct pass-

Fig. 5. Main form

2017 Int. J. Tec. Eng. Stud. 218

Figure 5, shows the main form of the system. A cli- The file menu is clicked if new staff or new patient is
part hospital is used as the logo for the system. The different added to the system. If the user decided to exit the program, it
courses offered by the school are presented in the main form, would be on this menu. Inventory menu is clicked if the user
together with the administrator, maintenance, and SSP. These wants to view the medicine inventory of the clinic. Updating
buttons view the patients’ lists of that specific course and type. the expiration dates of the medicines is also in this menu. More
This form also holds the menu of the system. It has the file importantly, printing the medicine inventory is on this menu.
menu, inventory menu, view menu, help, and about the menu.

Fig. 6. Add new user form

Figure 6, shows the Add New User form of the system. tion is needed before the new user can be created such as the
This form allows the administrator to create a new user. This name, username and password, birthdate, address, and contact
form has two choices in the form of a radio button: one for number
the nurse and the other is for the assistant. Necessary informa-

Fig. 7. Add New Patient Form

219 J. P. L. Relacion - Patient management information system for the .... 2017

Figure 7, shows the Add New Patient Form of the sys- the name, course, and year will be filled out. The prescription
tem. This form adds a new patient to the system. It has four refers to the medicine endorsed to the patient, and the com-
choices: student, faculty, maintenance, and SSP. This is used plaint refers to the reason why the patient went to the clinic.
for patient registration. Once the type of patient is identified,

Fig. 8. Add new medicine form

Figure 8, is the form for adding a new medicine to the how many are to be added to the stock. The expiration date of
system. The name of the medicine will be entered along with the drug will also be included.

Fig. 9. Medicine inventory form

Figure 9, is the medicine inventory form of the system. to how many are left in stock is also shown in the form. It also
It shows the list of drugs available in the clinic. The number as shows the expiration date of the medicine.
2017 Int. J. Tec. Eng. Stud. 220

Fig. 10. View patient form

Figure 10, shows the View Patient form of the system. ter of the last name or first name of the patient, it will show the
This will prompt if the View Patient sub-menu under View name of the patient having those letters. Also, by highlighting
menu is clicked. It lists all the patients stored in the system. a name on the grid and by clicking the View Profile button, it
This form has the search label in which by typing the first let- displays the record of that patient (Figure 13).

Fig. 11. View patient profile form

Figure 11, is the View Patient Profile Form of the sys- ments he/she had at the moment are also recorded. This form
tem. The transactions done by the patient are listed in his/her can also be printed using the Print button found at the lower
profile. It also shows the day and time when he/she visits the left of the form.
clinic for medical attention. The prescribed medicine and ail-
221 J. P. L. Relacion - Patient management information system for the .... 2017

Fig. 12. Print form of patient’s record

Figure 12, is ready to print form of the patient’s record. record. The name of the school is used as a header.
With this, patients can now have their copy of the medical

Fig. 13. Medicine inventory print form

Figure 13, shows the ready to print form of medicine tients’ records. As pointed by many authors, the paper-based
inventory. The name of the school is used as a header. The record has disadvantages. It requires a significant amount of
month is also displayed on the record, as well as the school storage space, it can be easily misplaced or misfiled, more time
year and semester it was done. is spent on paperwork, there is a lack of confidentiality, there
is poor legibility, and it is susceptible to errors.
SUMMARY, CONCLUSION, AND RECOMMENDA- For fighting the disadvantages of using paper-based
TIONS records, electronic medical records were born. With this type
Summary of system, efficiency was heightened which fosters a more
Every medical facility governs a significant amount of efficient medical practice, and it decreased time spent on pa-
information. The vast bulk of data, however, comes from pa- perwork. This is also the reason why this study is conducted.
 2017 Int. J. Tec. Eng. Stud. 222

This study aims to develop patient management infor- from the patients. Moreover, because of its ability to gener-
mation system for the University of the Immaculate Concep- ate printed output for patients’ records and medicine inventory
tion College Department Clinic, i.e., to create an electronic report, the staff was able to fulfill his/her requirements to the
medical record system that is capable of storing patients’ infor- administrator.
mation and monitoring the inventory of medicines in the clinic.
The system has two levels or different users which is RECOMMENDATIONS
the administrator or the Nurse and the student assistant. Also, To enhance the efficiency of the system, the following
it is database integrated, and it generates a report. is the list of recommendations for future use.
The University of the Immaculate Conception has three cam-
CONCLUSION puses, the Bajada Campus, Main Campus, and Annex campus,
This study has been concerned with creating a pa- respectively. It is best that the school clinics of the three cam-
tient management information system that is capable of stor- puses will have a unified database. Students can go to any of
ing patients, information and monitoring medicine inventory. the school clinics without having to register their names again.
The designed system was able to develop an automated Instead, their data will only be updated.
system to monitor patients’ information and medicine inven- Furthermore, in the prescribed medicine part, the
tory and create a database of patients’ records and medicine medicine should be categorized according to its ailments. Only
inventory. This helps the efficiency of clinic staff in provid- the possible drug can be viewed on a specific illness.
ing clinical services to patients. With the help of this system, Lastly, it will be more efficient if the system can be
the staff was also able to reduce any unpleasant complaints accessed online. With this, it can be accessed anytime.

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