PANGASINAN STATE UNIVERSITY

San Carlos Campus

San Carlos City, Pangasinan

COLLEGE OF HOSPITALITY MANAGEMENT,

BUSINESS ADMINISTRATION, OFFICE ADMINISTRATION AND

COMPUTING

INFORMATION TECHNOLOGY DEPARTMENT

Submitted by:
Agapito, Jericson C.
Caragay, John Paul A.
Heteroza, Allan John M.
Zapanta, Ivee Amor U.

Submitted to:
Gelil David S. Galang
Instructor
Chapter I-Introduction

Background of the Study

We are living in a society today where technology served as the most

powerful tool of every generation to adapt innovation, where everything must
be done in an efficient yet effective manner in the most speedy and accurate
way. Thus, existence of information system becomes necessary. Information
System is an integrated set of components for collecting and storing, and
processing data and for delivering information, knowledge and digital
products.

Computer based information has change the world a great deal , both
large and small system have adopted a new methodology by use of personal
computer , to fullfil the several roles in the production of information and
computeriz

Due to continued technological advancements in Patient Infomation

and Billing System, health care providers and organizations continue to
migrate toward the environments where most health care clinic are
automated, making it easier to collect and analyze patient information.

The patients record in Calasiao Municipal Birthing Clinic have over time
been run down due to large number of patients, this lead to the loss of patient
and staff records. This is basically because of the weakness of the manual
process over reliance on paper based work. Paper files consume a lot of the
office space, slow recording, processing and retrieval of patient details, un
neccesary duplication of the data especially for inpatient and outpatient.
Accessing and sharing information by different departments is difficult due to
poor information and management system.
Objectives of the Project

The main objective of the project Patient Information and Billing System were
to minimize the work and at the same time increase the speed of the work
done.

i. To maintain the record of indoor and outdoor patients.

ii. To computerize the records of employees working in the clinic,
including their financial aspects.
iii. Automation of billing of patients
iv. To reduce workload of staff.
v. To reduce the delay in processing time.
vi. To reduce the delay in bill generation.
vii. To provide the user-friendliness in all possible ways.
viii. To provide greater flexibility.

viiii. Make maintenance changes easy.

ix. To store data in a centralized location to reduce redundancy and

increase consistency
Scope and Delimitation

Scope

This project is basically design for Calasiao Municipal Birthing Clinic. This
provides a lot of services to patients includes the Records of patients that will
be access and be updated easily making it more manageable for the record
staff. Patient billing that will automatically compute the entire bill of a certain
patient providing a more accurate computation of patient’s bill. Hospital
Reports that will only cover the patient’s history report, doctors and
technicians’ schedule, in-patient list, out-patient list, medical records,
discharge summary reports and the billing reports. Patient discharge that will
have an automated solution provide transparency and visual for each patient
discharge plan. PhilHealth Dependants will automatically deduct some of the
bills for the PhilHealth dependants. The PhilHealth members will enjoy the
hospitalization benefits given by the government. Patient Registration will
have application form to the patient who will confine in the clinic. And to
gather important data of patient’s that will automatically registered in the
database.

Delimitations

Financial Accounting will not cover the computation of the clinic finances like
budgeting and clinic expenditures such as the medical supplies and
etc.Medical Equipment will not also cover the monitoring of the medical
equipment needed in the clinic.
Significance of the Project

Current of the clinic operates a manual records system. With the introduction
of automated billing system the following will be achieved.

The benefit of the patients for the system is to generate patient information
reports and providing them an efficient way of storing and getting information.

i. In decision support and availability which required administration.

Simply because it is able to generate the record of every transaction
that is related to the clinic. It would be very easy to the admin to
monitor the patients, employees, medicines, maintenance and etc….
ii. Electronic security is maintained as the staff and the management
are able to access and log in and access the system depending on
their privileges. They are also able to work in the policies and claim
more effectively and efficiently
iii. This system will be a great help to the future researchers particularly
those who will create similar patient information and billing system.
They can use some of the information in this study as a guide in
designing there own system. This will also add new information to
the above end user for further inquiry.
Definition and Terms

Medical form: is refers to a medical document describing the patient initials,

diagnoses and treatment of a particular patients in question that can be used
for future reference in case of no improvement in health condition of patient
hence changes can be carried out accordingly.

Consultation Fee: is the money paid by the patient in question at receptionist

desk before any medical attention.

Patient information system: is the principal repository for information

concerning a patient's health care. It affects, in some way, virtually everyone
associated with providing, receiving, or reimbursing health care services.

Billing System: is a combination of software and hardware that receives call

detail and service usage information, groups this information for specific
accounts or customers, produces invoices, creates reports for management,
and records (posts) payments made to customer accounts.

Inpatient: is a type of treatment in which a patient is provided with 24 hour

care at a live-in facility. Both psychiatric and physical health assistance are
included in this treatment

Outpatient: is the part of a hospital designed for the treatment of outpatients,

people with health problems who visit the hospital for diagnosis or treatment,
but do not at this time require a bed or to be admitted for overnight care.

Administrator: is a person who is responsible for the upkeep, configuration,

and reliable operation of computer systems; especially multi-user computers,
such as servers.
Chapter II-Methodology

Iterative Methodology
An iterative life cycle model does not start with a full specification of
requirements. In this model, the development begins by specifying and
implementing just part of the software, which is then reviewed in order to
identify further requirements. Moreover, in iterative model, the iterative
process starts with a simple implementation of a small set of the software
requirements, which iteratively enhances the evolving versions until the
complete system is implemented and ready to be deployed. Each release of
Iterative Model is developed in a specific and fixed time period, which is called
iteration.
Requirements Phase

1. Data collection methods

We used the following methods during data collection, Observation,
interviewing, and questionnaire. Through this we were able to collect data on
PIBS for Calasiao Municipal Birthing Clinic where existing reports were
existing reports on the current system were obtained.

1.1 Observation

We went to the clinic and observed their daily as regard their current system
and they were manually recording the patient record as specified by the
receptionist, doctors, pharmacist, and cashier. Ba follow up was made to
determine the time it took to carry out the patient information management.
We observe the weaknessess of the system like it was vulnerable to error.

1.2 Interviewing

In this method there was interaction between us, the researchers and the staff.
Interviews were conducted with the medical supridendant and some
employees to find out what are the difficulties they encountered on the
existing system. These were held to verify the information collected using the
questionnaires since there was room to search for further information during
the interview

1.3 Questionnaire

The efficiencies and inefficiencies of the current system were reviewed by

issuing questionnaire to the user of the system. This helped the requirements
of the proposed system.
2. Design and Development Phase

The iterative design process may be applied throughout the new product
development process. However, changes are easiest and less expensive to
implement in the earliest stages of development. The first step in the iterative
design process is to develop a prototype. The prototype should be evaluated by
a focus group or a group not associated with the product in order to deliver
non-biased opinions. Information from the focus group should be synthesized
and incorporated into the next iteration of the design. The process should be
repeated until user issues have been reduced to an acceptable level.

3 Systems Testing and Validation Phase

Testing was done after the system was put in place. This was done in two
ways:

Implementation and unit testing was carried out on individual modules of the
system to ensure that they are fully functional units. We did this by
examining each unit which we checked to ensure that its function as required
and that it adds to the client’s data and other details and also ensured that this
data is sent to the data base. The success of each individual unit gave us to go
ahead to carryout integration testing.

4 Release and Maintenance Phase

The maintenance phase includes handling the residual errors that may
exist in the software even after the testing phase. The develop system
will be deploy in client site, the developers of Calasiao Municipal
Birthing Clinic train how to maintain the system especially on how to
update the data and more buck up of documents or the data that will
keep the system more safe and prepare if there’s a circumtances that all
data are loose and corrupt.
 Chapter III:

Presentation of the System

Overview of the Existing System

The existing system, which is managed manually, faces many problems,

such as difficulty in data storage and retrieval, data inconsistency, data
insecurity, risk of data loss, wastage of time in maintaining paper work
and many more.All the information about the patient’s treatment is
maintained on the patient’s card. When the patient visits the clinic for
treatment, he is given a card indicating the date of visit, name of the
midwife giving the , check-ups done, and proper prescription. Thus the
card contains complete history of the patient. When the patient visits the
clinic he has to carry all the reports and card with him. Disadvantage of
this manual system is that the patient needs to carry his card with him
every time. It may be the case that the patient gets ill on the way, when
he is out of city and may not carry the card with him. In that case he may
have to undergo all the tests again. Thus the treatment may be delayed.
Hence the traditional clinic management systems are not efficient. The
requirement analysis discovered necessity of having automation and
computerization of the entire working of the system that would result in
reduction of paper work, faster access to the entire contents, easy and
durable storage, ease in the process of handling accounts like bill
payments and receipts, capability of the software to maintain patient
details, etc. To prevail over all these drawbacks, the Patient Information
and Billing System has been developed.
Overview of the Proposed System

This software automates and manages the working of clinic. The database
system keeps track of data required for various Brgys in the municipal clinic.
The whole project is divided into following modules:

Patient Details (IPD/OPD):

This module keeps record of the indoor patients admitted, new outdoor
patients, old outdoor patients revisiting the clinic for check-up, patients
discharged, employees working in the clinic, details of the rooms issued to the
patients, charges of various rooms, room transfers of the patients within the
clinic, receipts for advance and bill payments.

Billing:

This module is used for managing the billing of patients including all kinds of
charges such as room charges, midwifes charges and other miscellaneous
charges deducting the net advance paid, if any and discount provided, if any.

Login:

This module deals with the security matters, user logons and authentications.
It is used to create new users, who can login to the software of clinic and
change password, if a user finds some security problems. Proper authorization
will be done to take care of who is accessing the database.

System Model

To understand the flow of the system the developers use a process model and
data mode. This tools and techniques help the developers to demonstrate the
process that involve in the project.

System modeling is the process of developing abstract models of a system,

with each model presenting a different view or perspective of that system.
Models are used during the requirements engineering process to help derive
the requirements for a system, during the design process to describe the
system to engineers implementing the system and after implementation to
document the system’s structure and operation. You may develop models of
both the existing system and the system to be developed:

Figure 3.1 Shows the Context Data Flow Diagram of the

Existing system

Figure 3.1) Context DFD of the existing system

Appointment Municipal Birthing Clinic Proceed to

forms

Brgy Midwifery
Patient Filling up forms Get a Brgy. Midwife
Clinic
Figure 3.2 Shows the Top – Level Data Flow Diagram of the
Existing system

Generate application details Municipal Birthing

Clinic
Admin Manage Birthing clinic
birthing clinic data

Manage
appointment
forms Proceed to
Appointment
forms

Manage
Billing data
billing

Brgy
Patient Filling up forms Midwifery Get a Brgy. Midwife
Clinic
Figure 3.3 Shows the context Data Flow Diagram of the
Proposed system

Context DFD for the Proposed System

Brgy Clinic
Birthing Details

Admin
Midwife Info
Patient Info
Find Midwife

Appointment
Patient
Details Billing Details
Appointment Papers

Figure 3.4 Shows the Top – Level Data Flow Diagram of the
Proposed System
 Top Level DFD for the Proposed System
Generate
Generate Report
Report

Appointment
Details
User info Manage User
User details
Admin User Data

Manage
Patient info Patient Patient details
Patient Data
Midwife info
Appointment Papers
Patient info
Manage
Billing info
Billing Biling details Billing
Transactions

Birthing info
Brgy Clinic
Find Midwife
Patient
Generate Receipt
Billing Data
Appointment
Birthing
details

Figure 3.5 Is the explosion of the first Process of the Top Level
Data Flow Diagram
 Explosion Diagram of Manage User

Add/Remove
User info
user

Generate report

Admin Edit user User Data

Search user User details

Figure 3.6 Is the Explosion of the second process of the Top

Level Data flow Diagram
 Explosion Diagram of Manage Patient

Patient info Add patient

Generate report

Admin Edit patient Patient Data

Search
Patient details
patient

Figure 3.7 Is the Explosion of the third process of the Top

Level Data flow Diagram
 Explosion Diagram of Manage Billing

Billing info Calculate bills

Generate report

Subtract Billing Data

Admin
discounts

Patient info Billing details

Data Model
Data model is representation of different entities that shows the specific
relationship among entities that involved in the project.
BIRTHING CLINIC
BRGY CLINIC
PK clnc_id
PK brgy_clnc_id
name
address address
tel# tel#
email email

has
has has
PATIENT TRANSACTION
PK pnt_id PK trscn_id

fname FK1 clnc_id

lname
mi
DOB
address
cp#
FK1 clnc_id has
FK2 brgy_clnc_id

has has
has APPOINTMENT PAPERS MIDWIFE
PK ppr_no_id PK mwf_id

date issued fname

FK1 pnt_id lname
FK2 trscn_id mi
address
cp#
FK1 pnt_id

DOCTOR

PK doc_id

fname
lname
mi
FK1 clnc_id

Data dictionary
 Data dictionary is an inventory of data elements in a database or data model
with detailed description of its size, relationships, example, data type and fields.
This term is a little ambiguous and can mean slightly different things.

Table 1

Birthing Clinic

Fields Data Size Description Example

Type
Clinic ID Varchar 20 Refers to the ID# CID1
of the clinic
Name String 30 Refers to the Calasiao Municipal
name of the clinic Birthing Clinic

Address Varchar 30 Refers to the Pob. West Calasiao

address of the Pangasinan
clinic
Tel# Integer 15 Refers to the Tel# 959-3994-
of the clinic
Email Varchar 30 Refers to the Calasiaomunicipalclinic
email of the clinic
@yahoo.com

Table 2
 Brgy Clinic

Fields Data Size Description Example

type
Brgy_clinic_id Varchar 30 Refers to the BCID01
ID# of the
brgy. clinic
Address Vachar 30 Refers to the Nagsaing
Address of the Calasiao,
brgy. clinic Pangasina
Tel# Integer 3o Refers to the of 2874-232
the Tel# brgy.
clinic
Email Varchar 30 Refers to the nagsaingclin
email of the @
brgy. clinic
yahoo.com

Table 3
 Patient

Field Data Type Size Description Example

Pnt _id Varchar 30 Refers to the PID01
ID# of the
patient
Fname String 30 Refers to the Angel
first name of
the patient
Lname String 30 Refers to the Locsin
last name of
the patient
Mi String 30 Refers to Rivera
themiddle
initial of the
patient
DOB Integer 30 Refers to the June 28 1089
date of birth
of the patient
Address Varchar 30 Refers to the Gabon Calasiao
adress of the Pangansinan
patient
CP# Integer 30 Refers to the +639477798433
contact no. of
the patient

Table 4
 Doctor

Fields Data type Size Description Example

Doc_id Varchar 30 Refers to the DID01
Id# of the
Doctor
Fname String 30 Refers to the Manuel
First Name of
the Doctor
Lname String 30 Refers to the Dela Cruz
Last Name of
the Doctor
MI String 30 Refers to the Gonzaga
Middle Initial
of the Doctor
CP# Integer 15 Refers to the +6394576222
CP# of the
Doctor

Table 5
 Midwife

Fields Data Type Size Description Example

Mwf_id Varchar 30 Refers to the MID01
ID# of the
Midwife
Fname String 30 Refers to the Elsa
First Name of
the Midwife
Lname String 30 Refers to the Bernardo
Last Name of
the Midwife
MI String 30 Refers to the Barozzo
Middle Initial
of the Midwife
Address Varchar 30 Refers to the Caranglaan
Adress of the Dagupan City
Midwife
CP# Integer 30 Refers to the +639347611998
CP# of the
Midwife

Table 6
 Appointment Papers

Fields Data Type Size Description Example

appr_no_id Varchar 30 Refers to the Appr01

id# of the
appointment
papers
Date Issued Varchar 30 Refers to the June 10 2017
date when
they issued
the
appointment
papers

Table 7

Transaction

Fields Data Type Size Description Example

Trscn_Id Varchar 30 It refers to Trscn022
the
Transaction
of cinic