Chapter 4

Medical Clinic Management Information System

This chapter shows the presentation, analysis and interpretation of the data on the Medical Clinic

Management Information System of Berina Medical Surgical Lying-in and Ambulatory Clinic. It outlines

the process we took in gathering information in order to design the best possible system for BMSLAC.

The discussion includes the existing system, the proposed system, and the system design. The systems

also handles administration task by regulating who access to what data within the system, as well as the

creation and deletion of users of the system. Emphasis has been placed on creating a user-friendly system.

It also represents the features of the system that shall give the best to improve the BMSLAC.

Requirements Analysis

In order to come up with a good functioning system, a thorough and clear analysis about the

current system had to be made where the system requirements and expectations by the potential end-user

are specified. [1] The data generated from the methodology used was checked for efficiency and integrity

and analyzed. The analyzing of these results led to the system designing. The system analyst dealt greatly

with summarizing facts, opinions and views obtained from users after a detailed determination of their

requirements.

Identified Problem

The Berina Medical Surgical Lying-in and Ambulatory Clinic (BMSLAC) is one of the trusted

clinics in Iriga City for providing a health medication and treatment for all types of illness. Surely,

nowadays there are people who need to use the clinic services. The staff gives a good service to their

patients even presently all the clinic functionalities are done manually, especially in the daily checking of

inventory of medicine and equipment used and the calculation of their billing. Due to a manual work of
staff, it will consume a large volume of paper work, thus, they needed a security data that something their

data stored confidentially and properly.

Therefore the identified problem is using the manual counting of their stock of medicine and

equipment, and manual computing of bill to their patient this include the possibility of payments to be

inaccurate since this will be done in a manual calculations wherein human error is possible and which

leads to the problem in monitoring the medicine and the equipment that has been used. In generating

reports it can cause workloads of the staff since they need to generate reports manually for the owner. In

checking the availability of the equipment and medicine, the staff needs to look in their paper based

record. The information stored in their paper can get lost or confidentiality and integrity may not be

maintained.

Proposed Solution

The Medical Clinic Management Information System was developed by the researchers as a

solution for the main problem of BMSLAC to become more efficient and improve the whole process of

the clinic. The system will manage the maintenance of the medicines and equipment used and organize

the details that will be used by the user for easy and reliable transactions about their status. Also the

clinic will improve their services for the benefits of their patients.

Operational Feasibility

The operational feasibility measures how well a solution meets the system requirements

in order to solve the problem from the opportunities identified during the scope definition and analysis

activity. This feasibility includes Fishbone Diagram and Functional Decomposition Diagram.

Fishbone Diagram
 A fishbone diagram, also called a Cause and Effect diagram, is a visualization tool for

categorizing the potential causes of a problem in order to identify its root causes. The figure 1 below is

the fishbone diagram of the proposed Medical Clinic Management System.

Functional Decomposition Diagram

A decomposition diagram shows high-level function, process, organizations, data subject area or

other type of subject broken down into lower level and more detailed components. It shows in a single

page the capabilities of an organization that is relevant to the considerations of architecture. The Figure

below is the functional decomposition diagram of the proposed system.

Technical Feasibility

This is the presentation of technical feasibility which takes into account whether the required

technology is available or not and whether the required resources are available in terms of manpower and

equipment. It includes the capability checking of hardware and software. Medical Clinic Management

Information System.

Compatibility Checking (Hardware/Software and other Technologies)

Towards achieving the compatibility of the system for its main goal, the system process is based

from the problem that covers the benefactors’ needs. This refers to where the system is best in use or

where it can be functional. The system signifies the performance in a particular environment works that

includes hardware, network, operating system and other software.

Hardware.

Software.
Relevance of the Technologies

The Medical Clinic Management Information System can be a great help to the transaction of the

BMSLAC. With the proposed system, the clinic can have a faster transaction in every patient, they can

easily record and retrieve record, compute bills and provide computerized receipt and can manage to

remind their patients when to come back in the clinic for their follow-up checkup.

Schedule Feasibility

The schedu8le feasibility indicates the time-frame of the development of the proposed Medical

Clinic Management Information System for BMSLAC in a form of Gantt chart.

Gantt Chart

The researchers made a Gantt chart to manage the given time of the project preparation in order

to make up on the schedule data of submission and to get through the different series of the system test

which will attest the functionality and effectiveness of the system.

Economic Feasibility

The economic feasibility is about the economic analysis that is frequently used method for

evaluating the effectiveness for the proposed system.

Cost and Benefits Analysis

Requirements Modeling

This section describes what the Medical Clinic Management Information System required

to do. Gathering information and requirements is typically the first step in developing a system. It

includes the Input, Process, Output, Performance, and Control that are needed to come up with the better

process of the system.

serves as the administrator, nurse and patients.

Process. The Medical Clinic Management Information System must record and retrieve patients

data, allow patients to make a schedule of appointment to the doctor through online and must remind

patients to take their medicine and the date of their follow-up checkup. The system also generates a

receipt for their patients.

Output. The proposed system for BMSLAC will print medical record of patients, reports and

receipts.

Performance. The proposed system can ease the difficulties encountered by the clinic. It can

lessen the time and efforts in managing all the records and will secure all the data of the patients.

Control. The system provides login security to prevent unwanted and unexpected access to the

system and to make sure that transaction and database of the system is safe.

Data and Process Modeling

The data and process modeling techniques and tools that were used during the development of the

system have capture and translated the system designs into easily understood representations of the data

flow processes, creating a blueprint for construction and reengineering.

Context Diagram

Data Flow Diagram

Object Modeling

Use Case Diagram

Sequence Diagram

Risk Assessment Analysis

too much data, or if a system failure occurred. In this way, the researchers should consider risk

assessment or analysis to respond to all the possible risks. In case of an unexpected power interruption

that may cause possible loss of some data, an Uninterrupted Power Supply(UPS) will be a very good

source of current. The user of the system will be abgle to save the current data being modified. For system

response, the program should provide a system backup and restore option to the user of the system to

either restore or backup the data.

There are still risks that are not identified by the users but these rrisks can identified after the

deployment or maintenance of the system.

Design and Development

In this phases it consists of creating prototypes presenting Graphical User Interface (GUI) to be

able to determine what works and does not work to the user.

Output and User Interface Design

The most detailed steps in developing a system which the developers design more creative and

user friendly interface. In designing the computerized Medical Clinic Management Information System,

there should take into consideration which the users wants and needs.

The researchers planned a possible solution for the problem and it came up with developing the

Medical Clinic Management Information System for Berina Medical Surgical Lying-in and Ambulatory

Clinic. Also planned and construct the program development plan, different modules and design for the

system.

A medical clinic management information system will store a large quantity of data like patient’s

records, inventory, etc. and thus needs to play a huge part in considering a solution.

Forms

Reports
Data Design

The Medical Clinic Management Information System for BMSLAC, institution is software

designated to automate the existing manual processes. Particularly, this automation of information process

is made to help the said client minimize the problems encountered in using the existing manual system

and to have an easier transaction purposes. In the following section you shall discover what and how this

system works.

Entity Relationship Diagram

An entity relationship diagram is a data modeling technique that graphically illustrates an

information system’s entities and the relationship between those entities. The figure below is the Entity

Relationship Diagram of the Medical Clinic Management Information System.

System Architecture

This tackles about the sets of conventions, rules, and standard in a computer system’s technical

framework and specification that system integrator follows in designing or in the system’s various

components such as hardware, software and networks. It is also defined as the structure, behavior and

more views of the system.

Network Model

The network model explains the relationship between the user and the computer system,

hardware, and connection. The users will use.

Network Topology

Security

Security as defined in Merriam Webster dictionary is the state of being protected or safe from

harm. It applies to any vulnerable and value asset, such as a person, dwelling community, item, nation, or

organization. Upon the development of Medical Clinic Management Information System, it is very

important to have security on the system to prevent possible intruders of an unauthorized usage of the
system and to avoid manipulation of data from the database without the knowledge of the system

administrator.

By communicating to the administrator that protecting the system is not only the organization

interests, but also it is in the best interest of users, it increases staff of security training and monitor user

activity to assess security implementation.

Software Specification

Hardware Specification

Program Specification

The proposed Medical Clinic Management Information System of BMSLAC focus in developing

a system that would help the business in managing the patients record, automating their billing system

and improve the services for their patients.

Programming Environment

Front End

Back End

Deployment Diagram

Test Plan

A test plan is a document detailing the objectives, target market, internal beta team, and processes

of a specific beta test for a software or hardware product. The plan typically contains a detailed

understanding of the overall workflow.

The Medical Clinic Management Information System tested partially and independency,

component by component, to ensure that particular portion or module is workable within it. In the

development of the record management system, each component was tested independently before finally
integrating each of them into one system. This test was used by the researchers to verify input of data was

assigned to the appropriate tables and fields.

Testing

The following testing includes the Unit testing, Integration testing, System testing and

Acceptance testing that had been performed by the project head and system analyst of the project.

Separate entities were tested together in order to pinpoint the flaws in the interface. In general testing is

finding out how well something works. In terms of human being, testing tell what level of knowledge or

skill has been acquired. In computer hardware and software development, testing is used at key

checkpoint in the overall process to determine whether objectives are being met. For example, in software

development, product objectives are sometimes tested by product user represented.

Unit Testing

Unit testing involves only those characteristics that are vital to the performance of the unit under

test. This encourages developers to modify the source code without immediate concerns about how such

changes might affect the functioning of other units or the program have been found to be working in the

most efficient and error-free manner possible, larger components of the program can be evaluated by

means of integration testing.

Unit testing is a software development process in which the smallest testable parts of an

application, called units are individually and independently scrutinized for proper operation and it can be

don manually or automated.

The table below shows the Unit testing of the Medical Clinic Management Information System. It

has been performed by the project head.

Integration Testing

Integration testing or interfaces between components, interactions to different part of the system

such as an operating system, file system, hardware or interfaces between systems.

stress testing and load testing had been performed by the project head and programmer of the project.

The table below shows the integration test conducted and the result acquired. The requirements are the

Compatibility, Performance, Stress, and Load.

System Testing

The purpose of system testing is to evaluate the systems’ compliance with the specified

requirements. In system testing the behavior of the whole system is tested as defined by the scope of the

development project. The table below shows the result of testing the system.

Acceptance Testing

This test was conducted with adherence to ISO 9001 in evaluating the software quality of the

system with the functionality, reliability, usability, efficiency of users’ acceptance. The table below shows

the result of functionality testing.