THE DEVELOPMENT OF A WEB-BASED APPOINTMENT AND

PATIENTS MANAGEMENT INFORMATION SYSTEM

A Software Engineering 1 Project

Presented to the Faculty of
Computer Studies Department
National College of Science and Technology

In Partial Fulfillment
Of the Requirements for the Degree
Bachelor of Science in Computer Science

By:
Mark Adrian Bayocot
Zyre Cedrick Bautista
Daniella Bacuetes

November 2023
 CHAPTER 1
SYSTEM PROPOSAL
Introduction
In the modern era where technology has advanced to an unimaginable level
since the last century, more devices born from the fruits of year-long research have
made their way into society. Be it from the large-scale corporations down to the
families and individuals, technology is used to automate processes and digitalize
the way we do things. Businesses are no exception to this. Enormous streams of
data are continuously processed by businesses on a day-to-day basis, and the
sheer amount it takes to process and organize it is too much to handle for manual
work alone. This is where information systems (IS) come into play.

Information systems is a form of system that is utilized to gather, analyze, and

distribute information to support decision making aspects and provide an overview
about a specific phenomenon. As stated by Bourgeois et al. (2019), “Information
systems are at the center of virtually every organization, providing users with
almost unlimited resource.” Information systems serve as the foundation and
backbone of businesses, where it translates huge amounts of seemingly
meaningless data into meaningful information that guides the business on its
current state moving forward. The book Accounting Information Systems by
Gelinas Jr. et al. (2018) outlines, “In today’s IT-centric world, organizations clearly
can neither operate nor survive — much less thrive — without information
systems.”

Businesses make use of IS in different ways, and this includes the healthcare
sector. First, it provides a digitalized way to store data as opposed to the manual
counterpart. A traditional system of storing data takes up physical space, has to be
organized manually, and searching for a particular information means having to
pore through files and documents which gets increasingly cumbersome as more
files are added. This is evidenced in a study by Muhammad & Garba (2019) where
healthcare workers find it hard to manually transfer patient data between files and
between healthcare practitioners. As a result, they stated that some of the main
problems that they encountered are the inability to store and retrieve information
instantly, lack of report preparation and delivery delayed updates and manual
encoding that is prone to errors.

A digital method provides the business a digital workspace that can be sorted
using different filters and criteria, while having the option to have a backup in place
to provide a fallback in case the original data is lost through various scenarios.
Furthermore, it also enables the option to work seamlessly with other connected
devices, and makes retrieval and uploading of data to and from the Internet easier
and more efficient.

According to the case study done by Joseph et al., (2021) in Federal University
Wukari (FUW) Clinic, effective record keeping is crucial in the healthcare
department and improves human life thanks to globalization and digital
improvement. Based on the recent study on the development and roll out of
hospital management systems, improvements are seen in the caliber of medical
services offered by different medical institutions worldwide, technological
advancements and globalization continue to be an active component that improve
the standards of treatment provided by medical institutions.

In this research, the researchers will take a look at one of the dental clinics
situated in General Mariano Alvarez (GMA), Cavite, and analyze how they use
information systems in their business process. Additionally, the researchers will
also identify the key problems the business have encountered relating to IS and
provide a key technological solution.
Introduction to the Target Subject
● Short History
Dr. Angela Mendoza Viado graduated in 1990. She started a dental clinic
at San Pedro, Laguna in 1991. She moved to General Mariano Alvarez
(GMA) around the year 2000’s. Dr. Viado stated that her business had
steady growth throughout the years. She believes that it is not really her
calling to be a doctor/dentist since her dream is to be a veterinarian. Her
aunt challenged her to be a dentist, in which she accepted.

● Organizational Chart

Figure 1. Angela Viado Dental Clinic Organizational Chart

Figure 1 shows the organizational chart of the “Angela Viado Dental Clinic”,
consisting of Dr. Viado, her secretary, and the acting social media manager.
 ● Business Process
Patients will go to the clinic through walk-in, appointments, or referrals.
They will be greeted by the secretary, asking for their personal information
and doing an initial interview. Afterwards, they will proceed to a final
interview done by Dr. Viado. This is where the specific treatment/s will be
talked about, ranging from dental filling, extraction, and denture implants.
After the procedures are finalized, the treatment/s will now be done by
Dr. Viado alone, or with other dentists depending on the operation.

Problem and Its Background

● Problems encountered and their constraint

⮚ The file handling of patients’ information is done manually.

⮚ The lack of backup feature in the digital system used has caused loss

of information when the laptop faced a hardware problem.

⮚ The software bought by the clinic was too complicated to be used

and is not user-friendly (e.g., Has too many confirmation

questions/prompts).
● Solutions

⮚ Digitalize the handling of patients’ information through the

management information system.

⮚ Integrate a backup feature in the digital information system to prevent

loss of data.

⮚ Make the software friendly to the users by reducing the confirmation

prompts to minimum.
Proposed System Description and Specifications
● Software Description
The software is an online appointment and patient management
information system. The online appointment will be implemented through a
website and integrated with the existing social media accounts of the clinic,
while the information management system will make use of a database with
the following features:

1. Search feature with filter (e.g. Search by name, age, treatment, etc...)
2. Patient information sorting (e.g. Sort alphabetically, by treatment,
age)
3. Automatic backup feature
● Architectural Design

Figure 2. System Architectural Topology

Figure 2 shows the topology of the network used in the system. The system
uses a star topology, with two desktops connected in a single router that
fetches data from the website of the system and social media.
System Development Methodology

Figure 3. System Development Model

Figure 3 shows the development model to be used for the system. It is an

incremental model where the requirements of the system are broken down into
several builds and developed separately. It is then combined to construct the
final product.

Research and System Objectives

● System Objectives
The system is designed to aid in the operation of “Angela Viado Dental
Clinic”. Specifically, the system aims to provide a digitalized way of storing
patients’ information to reduce the manual workload of the target client. This
will be coupled with a responsive search and sort feature to ease the
tracking of specific patients. In addition, a backup mechanism will also be
implemented to prevent data loss. Aside from the information system, a
web-based online appointment will be integrated along with the existing
social media accounts of the clinic to further expand the options of the
patients for appointment.
● Specific Objectives
The system aims to accomplish the following specific objectives:
accuracy, security, validity, user-friendliness, flexibility, reliability, and
efficiency.
Scope and Limitations
● Strengths and Weaknesses
This study focuses on the “Development of a Web-Based Appointment
and Patients Management Information System” for Angela Viado Dental
Clinic in General Mariano Alvarez, Cavite. The strength of study is the ease
of searching and sorting of the information of patients. It also sports a
structured database to categorize the patients’ data into several parts. The
system also has its own backup mechanism, and can directly fetch data
from the website part of the system.

However, the system relies on a central router to fetch information, which

would pose a problem when the router is down for various reasons. Also,
the system does not have a mobile application support for the patients’
management information system. Lastly, the scope of the system is limited
to the target client’s clinic alone and will not encompass other clinics.

Expected Benefits of the Proposed System

The Doctor – The benefits of the System for Dr. Viado is to provide effective
tools for recording medical histories, treatment plans, and the patient information.
She will save time because it automates things including scheduling appointments.
The Secretary – The system has features for email, scheduling, and document
organizing. This automation can save secretary Ms. Jennifer time and allow her to
focus on more important tasks.
The Social Media Manager – The social media manager can avoid manual
publication and keep a timely and consistent presence across several platforms by
planning posts in advance.
The Patients – Patients can take advantage of the convenience and flexibility
offered by online appointment scheduling and reminder systems. These
technologies can reduce wait times and ensure that patients receive timely
reminders about upcoming appointments.
 The Future Researchers - The future researchers may also further improve the
system and add functionalities that are not previously present in the system.

Cost and Benefit Analysis

● Payback Analysis
This part discusses the several aspects of the financial information about
the system. This includes the development cost, operating cost, return on
investment (ROI), savings, and the payback period of the project.

A. Development Cost
This is where the analysis of the development cost of the project is
examined with the use of the table below.

Table 1. Development Cost of the Project

Manpower Expenses

People Hired No. Hired Payments Time Total

Period Price

System Analyst 1 ₱30,000 4 months ₱120,000

Database 1 ₱35,000 4 months ₱140,000

Administrator

Network Specialist 1 ₱20,000 4 months ₱80,000

Programmer 3 ₱20,000 4 months ₱240,000

Operator 2 ₱15,000 4 months ₱120,000

Grand Total ₱700,000

Material and Machine Expenses

Items Description No. of Unit Price Total

Units Price

Bond paper Short 50 ₱0.50 ₱25

Ballpen Black 3 ₱10 ₱30

Laptop Budget 3 ₱30,000 ₱90,000

Grand Total ₱90,055

Miscellaneous Expenses

Service Rendered Time Period Rate Total Price

Transportation 4 months ₱150 ₱600

Printing 2 months ₱150 ₱300

Grand Total ₱900

Overall Total ₱791,655

Table 1 shows the expenses for the manpower, material, machine, and other
resources.

B. Operating Cost
This is where the costs for operating the system is outlined. The
cost differs depending on the organizational position of the user.

Table 2. Operating Cost

User Payment Time Period Total Payment

Dentist ₱30,000 4 months ₱120,000

Secretary ₱9,000 4 months ₱36,000

Social Media Manager ₱9,000 4 months ₱36,000

Grand Total ₱192,000

Table 2 shows the operating expenses for each user and their total.
C. Return on Investment
The calculated return on investment (ROI) for the project is:
ROI = [(DC - OC) / DC)] * 100
ROI = [(₱791,655 - ₱192,000) / ₱791,655)] * 100
ROI = 75.75%

D. Savings
The calculated amount of savings on the project is:
S = DC - OC
S = ₱791,655 - ₱192,000
S = ₱599,655

E. Payback Period
The approximated payback period of the project is:
PP = DC / S
PP = ₱791,655 / ₱599,655
PP = 1.32 years
References
1) Bourgeois, D. T., Smith, J. L., Wang, S., & Mortati, J. (2019). Information
Systems for Business and Beyond. Digital Commons @ Biola. Retrieved
November 11, 2023, from
https://digitalcommons.biola.edu/cgi/viewcontent.cgi?article=1000&context=
open-textbooks

2) Gelinas Jr., U. J., Dull, R. B., & Wheeler, P. R. (2018). Accounting Information
Systems (11th International ed.). Retrieved November 11, 2023, from
https://books.google.com.ph/books?hl=en&lr=&id=gAxtDwAAQBAJ&oi=fnd&pg=PR
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GgSZE&redir_esc=y#v=onepage&q=information%20systems&f=false

3) Joseph, B., Gadzama, W. A., Ngubdo, M. A., & O, A. E. (2021, September 22).
Design and Implementation of a Secured Web based Medical Record Management
System: A Case Study of Federal University Wukari (FUW) Clinic. PDF. Retrieved
November 11, 2023, from
https://www.researchgate.net/profile/Bitrus-Joseph/publication/339986311_Design_
and_Implementation_of_a_Secured_Web_based_Medical_Record_Management_
System_A_Case_Study_of_Federal_University_Wukari_FUW_Clinic/links/5e82ec3
c458515efa0bc1779/Design-and-Implem

4) Muhammad, J., & Garba, S. (2019). Web-based Clinic Management System

(CMS). IJSEA. Retrieved November 11, 2023, from
https://ijsea.com/archive/volume8/volume8issue5.pdf