System Analysis and Design Documentatio Essays

System Analysis and Design Documentatio Essays System Analysis and Design Documentatio Essay System Analysis and Design Documentatio Essay Introduction The computer is most likely one of the great technologies ever invented. Nowadays, people tend to see the future with computers in it. Presently computers have influenced the society and they do more than simply compute. Computers can now be on office tool and commonly used in businesses. More complex information can be collected and explored with the use of computer-based information system. Information technology nowadays, invaded the workplace and served modern corporations a proficient infrastructure. Due to futuristic ideas of people, they tend to use an information system to their businesses. Some even pay a high amount of money in order to obtain an information system. Though in reality futuristic ideas of people or company owners is only one of the few reasons why people choose to have an information system. There are many businesses that play a vital role in the society. And the researchers focus on Health care, specifically Dental Health care. According to Ardee Joy’s thesis regarding a patient information system that whether information is handwritten or entered electronically, the medical orders become a part of a patient is very important for dental records are mostly gathered when a person dies. Health care is the preservation of mental and physical health by preventing or treating illness through services offered by the health professionals. Whereas, dental health is preservation of the tooth and preventing or treating various problems of the tooth. According to Taylor of the book ‘qualitative research methods, the public requires a health facility which can also be applied to a dental facility four qualities of their health or dental care system, these are quality, affordability, security and access. A manual based system or a method of collecting and storing data or information using paper, can achieve only few of the four requirements. That’s why people or business owners or in the researcher’s case dental facility owners turn to information technology for support. According to Harrison (2006) of the book entitled â€Å"The role of clinical information systems in health care quality improvement†. It says that the quality of a computer based information system is higher than a manual based system for a manual based system consists of more problems rather than a computer based information system. That is why private sectors, health or dental care providers are moving away from traditional paper based medical or dental records to electronic versions. A dental clinic information system or dental office information system is a system made for owners of dental clinic. This system is only suitable for a dental clinic, dental clinic information system is different from a medical information system for medical covers the medical condition of a patient while dental clinic information system only covers the dental condition of a patient. A dental Information system consists of patient information system, where  the entire patient’s information and a few question regarding their health and dental history are collected and stored. This system excludes the amount of the treatment that has been offered though the treatment is recorded in Patient Information system. A Billing system is where the computation of the amount of each treatment offered to its patient and its total amount. Some even add the usage of credit or debit cards in billing system. A dental information also includes the reservation of appointments to the dentist assigned to the treatment the patient wanted. The researchers decided to make a dental information system in order to reduce or eliminate paper works. Institutional errors, human errors and time cost can be substantially reduced and coordination of each worker will be improved. Background of the Study Manual based system is very often in a newly opened establishment just like Sibulo-Gutierrez dental clinic which opened just last year, 2011. Though the company is passed through generation the Sibulo-Gutierrez just opened its facilities in 2011. The other owners have closed their facilities. A manual based system can be determined when a company or a business uses paper in collecting and storing confidential files. Presently the Sibulo-Gutierrez Dental Clinic is still running with the use of a manual based system. The manual processes are; writing the dental information of the patient on an index card; recording the patient information, medical and dental history on a piece of paper; placing the billing information on another separate piece of paper; and on a calendar the scheduled appointments of each dentist. Based on the researchers’ observation, the manual based system of the Sibulo-Gutierrez dental has several problems such as the security measures, efficiency, or time cost, money cost, and reliability. Security measures or control measures for the researchers have observed that even an unauthorized person can access the manual based system of Sibulo-Gutierrez Dental Clinic. Efficiency or time cost in a manual based system is noting down of information and this takes time. Money cost for buying bundles of papers would cost a big amount of money. The Sibulo-Gutierrez Dental Clinic has a computer inside their clinic that they use for entertainment as what has the researchers observed. If the Dental Clinic will have a computer based information system is money cost will lessen. Reliability is the quality of being dependable. A computer based information system is more reliable compare to a manual based system for in a computer based information system, files will not get easily lose unless the user didn’t save the information correctly. The researchers therefore conclude and decided to propose a Dental Clinic Information System for Sibulo-Gutierrez Dental Clinic. The researchers aim to make a system that will contain a patient information system, billing system and appointment reservation system. A patient information system is a system where all the information relating to the patient is recorded and stored. A billing system on the other hand, is a system where the amounts of each treatment are stored and computed. This will also contain the payments made by the patient. And an appointment reservation system contains the appointment made or requested by the patient. These three systems will be connected to each other in terms of the name of the patient and dentist, the treatment made to the patient, and the date. The researchers considered four things in order to say that the system is essential to the dental clinic. One, the quality of the system will help the company for it reduce time and energy in searching such information. Two, affordability for instead of buying tons of paper and index cards, the company only needs a personal computer. And the last two are security and access. Anyone in the company can use the system for it has instructions that can be easily understood by the users. The records and confidential files are also secured for the system has a log in system so that the user can only open and see the records. Scope and limitation The researchers aim to conduct a study of Dental Clinic Information System for Sibulo-Gutierrez Dental Clinic. In this chapter, a provision of information regarding the scope and limitation of the researchers’ system will be stated. This will help in knowing the capabilities of the said system and the system’s limitations. The study involves observation on how the manual based system of the company works. The outcome of the observation will help the researchers know what the system would look like. The researchers would like to emphasize more on Dental Clinic Information System wherein there are subsystems which are Patient Information System and Billing System. The patient information system revolves around the recording of the brief patient information, medical and dental history and also recording the patient’s dental check-up and the treatments to be done on the patient. The billing system on the other hand, covers the name of the patient, the treatment made, the dentist’s name who made the treatment the amount of each treatment, and the total amount of all the treatment. The study also covers the listing of appointments of patients to the dentist. The system is limited to the credit or debit cards. The company doesn’t accept credit or debit cards due to various requirements that aren’t met by the company. So with that, the researchers didn’t include credit and debit card processes to the system for it will not be necessary for the company is not necessary. Though the system doesn’t accepts debit or credit cards, they still accepts health cards namely; maxicare, healthwise, intellicare, Filipinodoctors, forturecare, omni, asianlife and philcare. The system does not also have a sign up application; though it has a log in system other user cannot create another account for it. The company only prescribes medicine but does not sells, so the system only contains the prescriptions. The user of the proposed system will be the secretary of the Dental Clinic. The patient will still answer the patient form using the paper, but afterwards the secretary will be the one who will encode the records to the database for the future use and for storing. Statement of the problem This study is intended to design and develop a dental information system for Sibulo-Gutierrez Dental Clinic. 1 . What are the problems encountered in the current system of the Sibulo-Gutierrez Dental Clinic in terms of the following: a. Recording; b. Billing; and c. Schedule Reservation. 2. What are the features or characteristics to be measured in terms of the following: a. security; b.data accuracy; and c. user-friendly 3. What are the recommendations that the dental clinic can obtain in terms of the following: a. Dentist; b. Patient; and c. Future Reader? Chapter 2 Review of Related Literature Local literature According to Lumbers (2002) a thesisist who made a study entitled, â€Å"a Systematic Enrolment Process Using Database System in Saint John Academy. Calamba, Laguna†. She stated that a database application will increase the efficiency of the enrolment process in the school. In the researchers study, efficiency is one of its aim for the dental clinic lacks efficiency in finding such records. With the use of a database, Information will be recorded properly in a database. And searching such information will be easily found with just one click. According to Lazaro’s(2004)study entitled â€Å"Liceo delos Banos record management system†, confidential records should kept in a database where only authorized person/s can be able to access. The researchers company, Sibulo-Gutierrez Dental Clinic, has many confidential files sush as information about the patients and dentists. A log in application where only authorized people know the password and username should be able to access the database. According to Velasco (2002), maintaining records manually is a very difficult task and very time consuming. In his study entitled â€Å"Maulawin National High School Student Information System†, he decided as a resolve to the manual based system of recording files he conducted a computerized system which will lessen or diminish the problem. The researcher’s problems are the same on Velasco’s, and the answer to those problems the researchers proposed a system that will diminish the company’s problem. Foreign Literature Computers are very flexible in terms of usability. Silverman and Turkey stated in their book â€Å"Computer Language†, that computers plays an important role in people’s daily work and leisure activities. Many circumstances a person can think that will need an involvement of a computer such as engineering, manufacturing, scientific and in the researcher’s case business and health care. Business and health care are two important activities for this study for the researchers will do this study for the business of the owners of the dental clinic. And health care for the establishment that will benefit the study is a healthcare institution. The researchers believed that the existence of the computer is a great turning point to people. It does not only concerns large companies but also to the small business who are really willing to put everything a systematic way of managing form a very simple paperwork for the monitoring of customers. According to Alcaira (1999), he stated that using computers will help the person to acquire a new knowledge for the person will not use papers in recording files but a system that is especially made for that company or business. Alcaira also said that handling information manually is conflicting. The researchers will make a system that will be easy to understand and use or access, the person who will use the system is guaranteed that he will not have a hard time figuring things out. The Sibulo-Gutierrez Dental Clinic as have said uses a paper Based System. This System will cost more time for the user always needs to rearrange information in a way where it will be easily collected when needed. The researchers considered a computer based system for Hammer (2003) stated that a computer or a computer based system could eliminate the need for copying or rearranging information. Hammer also stated that a computer can do computations in short according to Hammer computer can eliminate most of the paperwork. Output * All the data are stored in a database for future use. * SQL database * Dental Clinic Information System for Sibulo-Gutierrez Dental Clinic Input Patient Information -First Name, Middle Initial, Surname, Date, Citizenship, Age, Gender, Civil Status, Birth Date, Occupation, Mobile Number, Email Address, Fax Number Tel. Num, Regular Dental Appointment Reminder preference. Process The current processes in the Dental Clinic system includes Storing the patient’s information such as the dental history, medical history, and check-up result. Creation of a reservation of the dental appointment for the dentist. Computation of the total amount of the entire patient’s treatment. Conceptual Framework FEEDBACK Figure 1. 0 (Dental Clinic Information System for Sibulo-Gutierrez Dental Clinic) The figure above shows the input, process and output of the system. The input contains the information needed by the system. This information must be inputted in order for the system to process the recording of the information. All the information inputted will be stored in an SQL database for future use and storage. Definition of terms 1. Amalgam is an alloy of mercury with various metals used for dental fillings. 2. Caries-also known as tooth decay or a cavity, is an infection, bacterial in origin, that causes demineralization and destruction of the hard tissues (enamel, dentin and cementum), usually by production of acid by bacterial fermentation of the food debris accumulated on the tooth surface. 3. Composite filling- is a tooth colored plastic and glass mixture used to restored decayed teeth. Composites are used for cosmetic improvements of the smile by changing the color of the teeth or reshaping disfigured teeth 4. Dental Clinic Information System- a system specially made for a dental clinic. 5. Dentist- the person who provided terms and information for the researchers. 6. Extraction- is the removal of a tooth from the mouth. 7. Impacted- is a tooth that is all the way or partially below the gum line and is not able to erupt properly. 8. Paper Based System- it is a type of manual based system which uses paper in storing information. The Sibulo-Gutierrez Dental Clinic uses this kind of system. 9. Porcelain jacket crown- are full porcelain ceramic crowns cover that protects the entire surface of a tooth. 10. Secretary- the user of the system. Chapter 3 Conclusion 1. Based on the researchers study, system and observation various conclusions were sought. The researcher concluded that there are problems on the current system of the Sibulo-Gutierrez Dental Clinic. The researchers saw the problem in recording information, billing and reserving an appointment. The common problems in recording information are money cost for paper is an expensive material especially when an individual uses a large amount every day, time cost for writing consumes a lot time and lack of efficiency for writing as have said consume time. In the billing the common problem is money cost for the paper expenses. In the reservation, the problem is using a calendar which consumes space to the table and not enough space for the information to be written. 2.The researchers included features in the Dental Clinic Information System which corresponds to the three categories namely; security, accuracy and user –friendly. For the security, the researchers include a login application. With this feature the confidential records will be secured to the people who want to access the dental Clinic Information System. For the accuracy, the researchers designated formulas in order to automate the computations in the system. This feature will eliminate the use of calculators. The Dental Clinic Information System has instructions that can be easily understood by the user. This feature is considered user friendly by the researchers for the system with this instructions, won’t be a burden to the user. 3. The researchers can recommend the dental Clinic with our system to other dentists, patients of the said dental clinic and to the future reader of the researchers documentation. The Dentist of other dental clinic can adapt the system so that their encountered problems while they use the manual based system can be omitted. The patients can have less time in visiting the dental clinic. The future reader on the other hand can obtain more knowledge with the researchers documentation. Recommendation Based on the findings and conclusion, the researcher recommends the following: 1. A continues monitoring of system’s efficiency and reliability in meeting its objective shall be taken in place. 2. Possible restructuring or enhancement of the system is recommended, specially on the design interface, enhancement or normalization of the current database. 3. An evaluation is a recommended in order to test if the system did meet the expectations of the Dental Clinic.