Maternity Clinic Management System Capstone Project Document

Introduction

According to Benham-Hutchins (2009) because of challenges involved in integrating new hospital information systems with old paper documentation and record systems, clinicians, and other health care practitioners may become encumbered with multiple and conflicting sources of patient information. Basically, there were a lot of systems that were generated in the whole world in terms of medical management. Software engineers strive to automation and organizational tools in a way that it would be accessible to the current generations. Most of the maternity clinics aren’t exposed enough to the advantages that can be brought through web, however, they don’t think of the possibilities that it can be a useful tool for their business. People nowadays are very reliable with the internet. Internet has become a platform for most businesses that were engaging to improve their marketing power and it has been vulnerable to some businesses in a way that it has been so helpful for them. According to Journal of Medical Internet Research, “The internet has recently emerged as another means to make appointments.”

Maternity Clinic Management System is a system for medical practitioners at IMMS Maternity Clinic that helps keep track of the medical records of each patients and prescribed medicines besides that Maternity Clinic Management System is a management system, it has an inventory system for their medicine supplies. In addition to those, the Maternity Clinic Management System has a push notification through SMS.

At present, the clinic encounters the old way of recording such records for admissions. They are still relying with the traditional methods of recording in some ways that the files are still kept in physical folders and record books which consumes the workspace. This has been the challenge to the clinic in terms of their recording process.

The reason why we created this system for IMMS Maternity Clinic is that their recording process at present is still relying on old methods like using fill up papers for recording which may cost a lot of paper to be wasted and which is why the proponents decided to turn those processes into an automated way. The Maternity Clinic Management System is a useful tool for doctors, nurses, and midwives wherein they can easily encode the patient’s clinical records and prescribed medicines and they can even keep track their patient’s clinic appointment or regular checkups. This system is meant for the administration and staffs of the maternity clinic, where they can have full access of needed information’s stored in the system, by the help of the system, it will help clinic staffs and administrators minimize the amount of work they tend to render on a day to day process.

Background of the Study

IMM’S Maternity Clinic is a privately owned maternal and child health facility.

According to Jantz (2001) the emergence of computers based information system has change the world a great deal, both large and small  system have adopted the new methodology by used of personal computers, to fulfil the several roles of production of information therefore computerizing the documentation of patients record enable easier manipulation of input process and output will bring us to to this existing new world of information system.

This study aims to solve the current problem that the IMM’S Maternity clinic is having. The clinic is still using the old methods in filluping process in fillup forms and logbooks.

To solve this problem, what the proponents proposed is the “Maternity Clinic Management System”, a web and mobile based system, it is exclusively designed for the admin and midwives of the IMM’S Maternity Clinic Fortune Town branch.

The advantage of this system is that for the admins, it simplifies the monitoring of clinic appointments and schedules plus, they can also monitor the inventories of medicines and operating supplies that is built in with the system. For the patients, it simplifies their fill-up process due to web based and it would notify them 3 hours before their clinic checkup and appointment with the Doctor due to mobile based so that they can be prepared and they would be reminded of their schedule.

Statement of the Objective

1. Develop a Maternity Clinic Management System that can:
   1. Provide monitoring of regular check-ups such as post-natal, immunization and other related check-ups.
   2. Integrate an inventory system that can keep track of medicines and other medical supplies.
   3. Generate an electronic archive for IMM’S Maternity Clinic for ease of access of medical records and patient’s records.

 

2. Evaluate the acceptability of the system using the adopted survey instrument based on Lewis, J. R. (1995) Computer System Usability

Conceptual Framework

The conceptual framework of this system shows and indicates the flow of the system and helps the users and all the readers understand how it will be processed or functioned. This study is intended to improve the existence of a manual way of showcasing the information of the IMM’S Maternity Clinic.

Figure 1: Conceptual Framework

Scope and Delimitation of the Study

This section enumerates the scope covered by the study and its delimitation.

Scope

Our scope is to create a monitoring and inventory system. Maternity Clinic Management System is a web-based system that enables every medical staff in IMMS Maternity Clinic to record patient’s medical records regarding with their case admissions with the clinic. They can keep track of the needed records that the doctors need to monitor the patient’s health status. The system will also display the needed fill-up forms that the patient needs to fill in so that the authorized personnel from the clinic can print out the records that the patient has already filled up. Also, the system has a push notification that will send an SMS to those patients who are scheduled with the clinic. Through this system, it will simplify the workflow of the clinic in terms of record keeping.

Delimitation

This system is designed for the clinic of IMM’S Maternity Clinic, it doesn’t cover the payments and accounting and Point of Sales and it only serves as a tool for input and storage use only. It is limited only by not having functions like the data cannot be imported because the data is stationary to the system which is exclusive only for patients, doctors, nurse, and midwives of the maternity clinic. The system is only for walk in patients. If the time comes that the system will be tested for operational use, the proponents will only use a Laptop to determine the usability of the system.

Significance of the Study

This study is intended to benefit the following:

This system is designed for doctors, nurses and midwives and it serves as a tool to help them record the patient’s record, monitoring of clinic medicines supplies in the inventory that was built in together with the system. Owner of IMM’S Maternity Clinic. The owner’s competitive advantage over other clinics is to have an organized, simplified but effective recording and monitoring system. The information stored within this system is an official record that may be used for official purposes such as required by, for example, DOH or PhilHealth. This system will further help time effective as well as less paperwork which ultimately means being cost effective.

Doctors. This system will ensure that doctors have access to patient records. Hardcopy records have the tendency to be misplaced or lost, whereas, this system ensures the integrity of the patient record for years to come. They can also easily add special instructions so that the midwife, nurse, and other healthcare are coordinated for e.g. Changes to prescription, lab requests, etc.

Midwife. The system allows the midwife-in-charge to check for specific patient information applicable to effective healthcare such as attending physician’s special instructions, if any.

Nurse. The system allows the nurse-in-charge to check for specific patient information applicable to effective healthcare such as attending physician’s special instructions, if any.

Patient. This system aims to provide a substantial information to patients regarding for the updates of their maternal health status. They can also fill up the needed information that they need to fill up in the automated logbook that comes together with the system in a way that the doctor can monitor their maternal health from before and after birth. This also ensures that data integrity is intact if there is an official need for it, as required by government or HMO or other such official use.

Researchers. This study helped us to be more investigative on the needs of an organization and where we can contribute to the society with this span of knowledge that we learned and we realized that nowadays, technology is a must for business innovation.

Future Researchers. This system may be the basis for future researchers to add on, improve upon, or use in conjunction with their system/s.

Definition Of Terms

Automated. Conceptually, this is defined as controlled by a machine rather than a person (Elmasri, 2014).

Operationally, it is defined as putting on from the old methods of the amount of work into paperless and implementing it through web.

Maternal health. Conceptually, it refers to the health of women during pregnancy, childbirth and the postpartum period (Crichton, 2015).

Operationally, it is the monitoring of the patient from the system to the period of time that the she gave birth.

Medical management. Conceptually, it is an umbrella term that encompasses the use of IT for health, disease, care and case management functions (Nuland, 2009).

Operationally, it is the term that through management, the Maternity Clinic Management System is used for medical management in monitoring the maternal health of the patient.

Midwife. Conceptually, a person who has been specially trained to care for women during pregnancy, labor, birth and the post-birth period (Asher, 2014).

Operationally, a person that will use the Maternity Clinic Management System in managing the daily process and special tasks that is updated or posted by the doctor in the system.

Postnatal. Conceptually, it is defined as a term meaning ‘after birth’ (alternative terms are ‘post-birth’ and ‘postpartum’) (Asher, 2014)

Operationally, it is a term used in the system to keep on monitoring the patient’s health after giving birth.

Prenatal. Conceptually, it is a term meaning ‘before birth’ (alternative terms are ‘antenatal’ and ‘antepartum’) (Asher, 2014).

Operationally, it is a term used in the system to keep on monitoring the patient’s health before giving birth.

Recordkeeping. It is conceptually defined as the maintenance of a history of one’s activities, as financial dealings, by entering data in ledger or journals, putting documents in files, etc. (Richardson, 2012).

Operationally, record keeping is used in keeping the patient’s record that would be stored in the system.

Software engineering. Conceptually, it is the process of analyzing user needs and designing, constructing, and testing end user applications that will satisfy these needs through the use of software programming languages (Spielberg, 2011).

Operationally, the term used in building systems by creating databases for the records of the patients in the Maternity Clinic Management System.

Review Of Related Literature

This chapter contains the foreign and local studies related to the system that are cited from articles and journals pragmatic are based on research and design of the developer to meet the customer’s need.

Local Studies

Medcurial

A web-based electronic medical records system for doctors and a laboratory information system currently being used by top Philippine hospitals designed to support an integrated healthcare system future- where each patient has one complete record. In similar with Maternity Clinic Management System it also has record keeping of patients and the accessibility of important patient data. It also prints the forms that are needed to be filled up. (“Medcurial,” 2001)

MyKlinika

Like Maternity Clinic Management System, MyKlinika is a customized clinic management system use to organize, manage and monitor patients record as well as medicines and medical supplies inventory of a clinic. This is a cloud-based application where you can manage and monitor as many clinic as you can by defining groups per site or clinic. This is designed for mobile doctors who manages multiple clinics in different locations. (“MyKlinika”, 2017)

Foreign Related Studies

e-Clinic

e-Clinic is a web-based system which is also a mobile based system which gives SMS Notifications, which has booking, marketing, reporting and clinical features exclusively made for healthcare practitioners.  Maternity Clinic Management System also has an SMS notification which enables push notifications to be sent through SMS. (“e-Clinic,” 2004.)

Medeil Plus

Medeil Plus is a web-based system which is effective for medical practice and pharmacy management which tend to be the affordable system on the market and it is the only scalable clinic and pharmacy management software from prescription handling to over-the-counter POS. It also allows users to make appointments in the clinic. In similarity with Maternity Clinic Management System, it also has appointment setting in order for medical practitioners of IMMS  Maternity Clinic to monitor the appointments of each the patients according to the date of scheduling of appointment with the clinic  (“Medeil Plus,” 2014)

Related Systems

Table 1: Related System

Table 1 shows features of the proposed system in the first column, whereas the following columns are the features of the related systems.

Synthesis

From the gathered systems both local and foreign, the processes were the same but however, the proponents further observed that there is one feature that hasn’t been developed yet, which is the built-in inventory system.

Some of the features corresponds with the proposed system, Maternity Clinic Management System, though there were variety of clinics like eye, and etc. but the managing processes were still the same and it linked from our system. The researchers undergo a deep observation and further research to come up to this investigative analysis.

By deep observation of the related systems, the proponents further realized some functions that can be added, advanced, accurate, and useful where it can contribute to make the day to day process hassle free and gradually casting out the old methods of record keeping and a new embrace to technological advancement.

What it can contribute to the study is that it will help the proponents further analyze what are the basic needs and improvements to a certain organization and execute innovative ideas to help surpass the current problems that a specific business or organization has. Furthermore, it would also be a preview to the proponents of the job type that they will be having in the future in regards to what field that they will depart.

Methodology

This chapter discusses the research strategy, procedures, and the system phases that the proponents used during development.The approach used by the proponents in developing the system is Rapid Application Development (RAD).

Requirement Gathering

Figure 2: Rapid Application Development Model

The systems development process of the RAD model is broken down into different phases and further discussed below to help us achieve our target in a small amount of time.

Analysis and Quick Design

In analysis phase, the proponents gathered information from IMM’S maternity clinic. Through gathering information, the proponents figure out a solution about their manual system and enable this process to introduce IMM’S maternity management system. In designing phase, the proponents developed a designed system that will provide the manual patient recording into automated maternity management system. After the we come up a design and features of the system, the programmer begins developing the system.

In this phase, the programmer programs the system that indicate and enable the functions of automated IMMS maternity management system. After the system is done and ready to use the respondent is willing to render to the fully functioned IMMS maternity management system to conduct training on how to use or manipulate the system.

Prototyping Cycle Phase

• Demonstration – The proponents demonstrate the functionalities of the system that meets the requirement on how to boost up the managing process.
• Development – The programmer programs the system that indicate and enable the functions of automated IMMS maternity management system. After the system is done and ready to use the respondent is willing to render to the fully functioned imms maternity management system to conduct training on how to use or manipulate the system.
• Refine – In this cycle the proponents already polished the system in order to test.

Deployment Phase

In this phase, the system is already developed and tested the system that it will be implemented towards the IMMS maternity clinic and its purpose has been proven efficient than the past system.

Testing Phase

In this phase, the proponents tested the input and output functionality of the system to determine if the system worked according to its purpose. The Team invited the staff of the IMMS maternity clinic to test. To listen their feedbacks and comments.

User’s Acceptance Survey

The development system named IMM’s Maternity Clinic Management System will undergo user acceptance testing by the users of the system management or the administrator of the clinic which include Doctors, Nurse, and midwife.

Operational Feasibility

The IMM’s Maternity Clinic Management System can help to monitors lot of patient by encoding accurately and keeping records of patients.

Front End

HTML

The whole article and structure of the system is developed with the help of HTML. This language works for the front end of the system. When the user opens the system all the things which he would see is coded with HTML and to develop the back end of the website the programmer uses PHP.

PHP

PHP is the language we use during our system development in order to make a useful tool to a company. Php serve as a script to the program to perform what is specific needs of the company. The function of php is very important because through this we can make system to IMM’s to make their life easy.

CSS3

CSS3 is compatible with older versions of the language. Css3 is made of small modules which makes the application easier and simpler to use. Selectors, color, box model, backgrounds, borders and text effects. CSS3 is an independent language which is not dependent on JavaScript, CSS3 loads a lot faster than its precursors. The language is pretty well compatible with all the browsers available.

JavaScript

JavaScript help fix system problems in fixing CSS layout issues. JavaScript is a dynamic programming language; it is widely accepted by most of the web browsers so that the interaction with client side with the administrator is made more interesting and easier. JavaScript is fast and Reliable in performance. Other functions can be rewritten and can be executed at the client side by using JavaScript.

Back End

MYSQL

Is an open source relational database management system (RDBMS) based on Structured Query Language (SQL). … LAMP is a Web development platform that uses Linux as the operating system, Apache as the Web server, MySQL as the relational database management system and PHP as the object-oriented scripting language.

jQuery

The jQuery library is built on shorter, simpler code. With the simple syntax and open coding standards, it can shorten the time it takes to deploy the system. jQuery is great at handling all cross-browser issues. jQuery has helped eliminate these issues. This avoids having to write different codes for different browsers. It results in high efficiency and less hassles.

Technical Feasibility

Software specification (minimum requirements) the proposed Maternity Clinic Management System in Fortune Towne, Bacolod City needs or requires the following hardware requirements in developing the system.

Hardware Specification

The proposed IMM’S Maternity Clinic Management System of Fortune Towne, Bacolod City needs the following hardware requirements in developing system;

Client	Server
320GB Hard drive Quad Core Process	Dual-Core Processor
1GB Ram	4GB Ram (Internal Memory)
Android 5.0 version up to the latest	320GB Hard Drive

Table 2. Hardware Requirements

Software Specification

Client	Server
Google Chrome Version6.3.2.	Apache
Mozilla Firefox 17.6	MySQL
Windows 8.0 Pro

Table 2.1 Software Requirements

Architectural Diagram

Figure 3: Architectural Diagram of the System

Figure 2.0 Displays the structural design of the system where in the Admin, Doctor, Nurses and Midwife use the Maternity Clinic Management System. The IMM’S Maternity Management System is connected to the database including the relationship for all the data inside the database.

The Admin, Doctor, Nurse, and Midwife are the one who will benefit the most who can access the IMM’S Maternity Clinic Management System and support and assist the admin in maintaining the records of the patients.

Feasibility Schedule

Work Breakdown

Figure 4.0: Shows the Gantt Chart of all the activities for each phase

Figure 4.1: Work Breakdown

Figure 4.2

Figure 4.3

Cost Benefit Analysis

Cost Benefit Analysis of CBA estimates and sum up the equivalent money value of the benefits & cost of the system in order to determine whether it is profitable or worth the investment.

Development Cost	Quantity	Unit	No. of Months	Cost	Total Amount
Programmers	1		1	₱           17,578.00	₱           17,578.00
System Analyst	1		1	₱           30,984.00	₱           30,984.00
Internet fee	1		12	₱             1,299.00	₱           15,588.00
Researcher	3		12	₱             22,992.00	₱         275,904.00
Subtotal					₱         340,054.00

Table 3.0 Development Cost

Table 3.0 above shows the developmental cost of the system that consists of the personnel and the other expenses. According to Indeed which is a job finder, listed above are the cost of programmers, system analyst and researcher and the Internet service provider which is PLDT rate and the fee was listed above.

Operational Cost	Quantity	Unit	No. of Months	Cost	Total Amount
Electricity (Computer with Printers)	1		12	₱           1,000.00	₱         12,000.00
Internet Fee	1		10	₱           1,299.00	₱         12,990.00
Maintenance Fee	1		2	₱           3,500.00	₱           7,000.00
Subtotal					₱           31,990.00

Table 3.1 Operational Cost

Table 3.1 above shows the operational cost of the system. It reflects the cost detail duration and cost per month and total cost in using the system.

Benefits of the System (Annually) Amount/Value

Benefit	Quantity	Unit	No. of Months	Cost	Total Amount
Data Backup	1		12	₱             5,000.00	₱           60,000.00
Security of Data	1		12	₱             3,400.00	₱           40,800.00
Accessibility	1		12	₱             2,000.00	₱           24,000.00
Efficiency of Work Output	1		12	₱             2,000.00	₱           24,000.00
TOTAL BENEFIT					₱         148,800.00

Table 3.2 Benefits of the System (Annually) Amount/Value

Table 3.2 above shows the computed amount the company may benefit if the system will be implemented.

Entity Relationship Diagram

Entity Relationship Diagram explains each relationship between tables entity and attributes. Every table has its own definition that connects each table, each its primary key and foreign key. Use foreign key if the attributes of the one table feature a distinctive id and foreign key are known once the different attributes area unit within the differentiable. Every attribute connects in performing arts and method.

Figure 5: ERD Model

Data Flow Diagram

Figure 6: Context Diagram Level 0

Data Dictionary

Field Name	Field Type	Length		Key	Description
User_id	Int	11		Primary Key	Refers to the primary key of the table
name	varchar	255			Name of the user
contact	varchar	255			Contact of the user
email	varchar	255			User email
address	varchar	255			Address of the user
gender	Varchar	255			Gender of the user
Birthdate	Date				Birthdate of the user
Username	Varchar	255			Username of the user
Password	Varchar	255			Unique identification pin
Photo	Varchar	255			Photo of the user
Status	Int	11			Registered or unregistered
Date_registered	Datetime				Registered data time

Table 4.0 Users

Field Name	Field Type	Length	Key	Description
patient_id	Int	11	Primary key	Refers to the primary key of the table
Client_id	Varchar	255		Client id
First_name	Varchar	255		First name of the patient
Occupation	Varchar	255		Patient occupation
Birthdate	Date			Birthdate of the patient
Address	Varchar	255		Address of the patient
Contact	Varchar	255		Contact of the patient
Gender	Varchar	255		Gender of the patient
Religion	Varchar	255		Religion of the patient
Date_registered	Datetime			Patient registered date and time
Is_deleted	Int	11		Patient info deleted

Table 4.1 Patients

Field Name	Field Type	Length	Key	Description
Mid_id	Int	11	Primary key	Refers to the primary key of the table
License_number	Varchar	255		Midwife license number
First_name	Varchar	255		First name of the midwife
Last_name	Varchar	255		Last name of the midwife
Occupation	Varchar	255		Occupation of the midwife
Birthdate	Varchar	255		Birthdate of the midwife
Address	Varchar	255		Address of the midwife
Contact	Varchar	255		Contact of the midwife
Gender	Varchar	255		Gender of the midwife
Religion	Varchar	255		Religion of the midwife
Date_registered	Datetime			Registered time and date
Status	Varchar	255		Registered or unregistered
Is_deleted	Int	11		Midwife info deleted

Table 4.2 Midwifes

Field Name	Field Type	Length	Key	Description
Admission_id	Int	11	Primary	Refers to the primary key of the table
Patient_id	Int	11		Refers to the primary key of the table
Midwife	Int	11		Refers to the primary key of the table
Date_of_admission	Datetime			Date of admission
Date_discharge	Datetime			Date of discharge
Chief_complaint	Longtext			Chief complaint
Admission_diagnosis	Longtext			Admission diagnosis
Final_diagnosis	Longtext			Final diagnose

Table 4.3 Admissions and Discharge

Field Name	Field Type	Length	Key	Description
Log_in	Int	11		Log in
User_id	Int	11		User id
Lof_date	Datetime			Date and time login
Log_remarks	Varchar	255		Log remarks

Table 4.4 Logs

Presentation, Analysis, And Presentation Of Data

This chapter explains and interprets the results of the User’s Survey conducted for the system to the IMMS Maternity Clinic Midwife, Administrator, Doctor, and clinic Nurse.

Presentation

The proponents demonstrated the system’s functionality and usability to the selected respondents. The proponents demonstrated to the respondents on how to use the system and observed the interaction with the system to determine the usability of the system. The proponents evaluated the respondents using the Computer Usability Survey in order to determine the usability of the proposed system.

Data Analysis

This section presents the analysis of the data collected and gathered from the respondents of IMMS Maternity Clinic Administrator.

Participants of the Study

The respondents of the system were taken from the administrators of the clinic. The total selected respondents were 4; the Doctor, the Clinic Administrator, the Nurse, and the Midwife.

Interpretation of Data

Range of Mean                  Interpretation

3.26 – 4.00                   Strongly Agree 2.51 – 3.25                    Agree 1.76 – 2.50                   Disagree 1.00-1.75                     Strongly Disagree

Table 5.0. Scale for Evaluating Computer Usability

Result

Table 6 shows the mean results of Computer System Usability

N	Mean	Std. Deviation	Interpretation
Computer System              15 Usability	3.6107	0.299	Strongly Agree

Table 6. Mean Results of Computer System Usability

From the gathered results, the mean of Computer System Usability has a mean result of 3.6107 and a Standard Deviation of 0.394 where it is interpreted as Strongly Agree. The results proved that the users of the system from the clinic would lessen their manual processes and enhance their performance on their job.   (Scholl, 2003) states that, “The following sections summarize the cognitive and affective components of job satisfaction; their relationship to organizational inducements systems and their impact on performance and membership

Summary Of Findings, Conclusion And Recommendation

This chapter presents the summary of findings and the conclusions and the recommendations for the system study

Summary Of Findings

This system study was conducted in means of designing a Maternity Clinic Management System for IMMS Maternity here in Fortune Towne, Bacolod City, to provide the needs as what is stated from the objectives, to help their monitoring with records work faster, efficient and effective management system to the clinic. The descriptive method of research is being used and by conducting a survey for gathering data.

Base on the findings of the proponents, as observed to the level of user experience in means of usability of the system, as a result, a mean score of 3.6107 was calculated and interpreted as Strongly Agree. By this, it proved that this will help the Clinic’s daily process work more efficient by adopting this automated system for their monitoring of their patient records.

Conclusion

The proponents therefore conclude that the system is fully operational and usable based on the results gathered. By that, the users strongly agree that the implementation and use of the system that offers the usability on the user which implies that the user find it straightforward to accomplish basic tasks and quickly, they will perform these tasks.

Recommendation

Based on the findings and conclusions of the study, the following recommendations are suggested:

1. It would be best if implemented in every type of clinics around Bacolod City.
2. Add ratings and suggestions to increase the efficiency of record keeping of patients.
3. Continuous update of the system for maximization of it’s productivity and its efficiency.

Credits

Agabon, Kim, M.

Apsay, Nazalita, G.

Monte, Rey Gee, P.