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COMPUTERIZED

MEDICAL RECORD
MANAGEMENT
SYSTEM FOR
OCAMPOS
PEDIATRIC AND
MATERNITY CLINIC
Quezon City Polytechnic University
The Department of Information Technology
BACHELOR OF SCIENCE IN
INFORMATION TECHNOLOGY

Ampoloquio, Nelson D.
Idias, Jomar S.
Loria, Sharlyn Theresa L.
Panol, Randy C.
Background of the study
Introduction
A computerized medical record management system
comprises an information filter for assuring that record
date units offered to the system for storage are complete
and not redundant.
Ocampo's Pediatric and Maternity Clinic was
started in year 1996 and owned by Dr. Rizalito
Ocampo. It is located at San Bartolome Novaliches
Quezon City. As up to date, the clinic has an average of
25 patients per day.

Statement of the Problem
As time goes by, the advancement of the
technology in which it simplifies almost in every aspect
of a person in their daily lives. Working with computers
enables the business to work efficiency and less time
consuming. In the modern times, there are
establishments that use Automated Systems in their
businesses.
But there are some establishments that still using
manual procedures like Ocampo's Pediatric and
Maternity Clinic used Patients Record Charts to
collect their patients information, which is a paper-
based manual system.

Conceptual Framework
Statement of Objectives
General Objective
The main objective is to provide easy, fast and reliable
record keeping, updating and retrieving of patient record.

Specific Objectives
To develop a computerized medical record management
system software for Ocampo`s Pediatric and Maternity
Clinic.
To provide software that can store and retrieve the
data of the patients.
To ease and speed up the recovery of patients records.
To provide information of the patients that will last for a
long term.
Scope and Delimitations of the Study
Scope
The proposed system will help the
company to record and monitor the
information of every transaction, to lessen
their paperwork and to reduce the inevitable
mistakes due to the manual process. The
admin can also manage the user account and
passwords. The user can view the needed
information only and can`t edit the
information.
Scope and Delimitations of the Study
Delimitations
The software application that will be
developed by the researchers is not online
based application. In this software the doctor
can manipulate all the data of the patients
while the secretary can add the information of
the patients only. The software application
will run only in windows 7 or more latest
versions of windows.
Significance of the Study
The main benefactor of this
research is the Ocampos Pediatric and
Maternity Clinic; that it will ease the
process of their transactions and at the
same time lessen the time it consumes.
The researchers will also benefit, for the
valuable experiences and knowledge it
gives.
Brief Introduction
This chapter composes of different topics that
discuss the whole system and its functionalities. The
topics of this chapter are system flowchart that
explains how the data flows in the system and how
decisions are made to control the event. Data Flow
Diagrams where is it explains how data is processed
and transferred in a system. And also include the
Database Attributes Illustration, Entity
Relationship Diagram which represent the
relationship of entities to each other, Database
Dictionary which describes the contents, format, and
structure of a database and the relationship between
its elements, Program Screenshots, and Program
Source Code.
System Flowchart
Data Flow Diagrams
Context Level
Context Diagram of Existing System
Level 0
Process Diagram of Medical Record System
PATIENTS
INFORMATION
STORAGE
S1
BIRTH AND NEONATAL
INFORMATION
STORAGE
S2
FOLLOW UP
CHECK UP
STORAGE
S3
IMMUNIZATION
HISTORY
STORAGE
S4
Medical Record
System
RECORD PATIENTS
INFORMATION
1.0
RECORD BIRTH AND
NEONATAL
INFORMATION
2.0
RECORD FOLLOW UP
CHECK UP
4.0
RECORD
IMMUNIZATION
HISTORY
5.0
COMPILE PATIENTS
MEDICAL RECORD
3.0
UPDATE PATIENTS
MEDICAL RECORD
6.0
PATIENTS INFORMATION BIRTH AND NEONATAL INFORMATION FOLLOW UP CHECK UP IMMUNIZATION HISTORY
PATIENTS INFORMATION
BIRTH AND NEONATAL INFORMATION FOLLOW UP CHECK UP
IMMUNIZATION HISTORY
UPDATED PATIENTS MEDICAL RECORD PATIENTS MEDICAL RECORD
Context Level
Context Diagram of Proposed System
Level 0
Process Diagram of Computerized Patient Record
Management System
Database Attributes Illustration
Database Attributes Illustration
BIRTH
NEONATAL
HISTORY
PATIENT ID BIRTH PLACE
CURRENT AGE
BIRTH LENGHT
GESTATIONAL
AGE
BIRTH WEIGHT
Database Attributes Illustration
FATHERS AGE
MOTHERS NAME
IMMUNIZATION
RECORD
GUARDIAN ID FATHERS NAME
MOTHERS AGE
FATHERS
HEIGHT
MOTHERS
HEIGHT
GUARDIAN
RECORD
REACTION
1
ST
DATE
IMMUNIZATION
RECORD
PATIENT ID 2
ND
DATE
4
TH
DATE
VACCINE_ID
5
TH
DATE
3
RD
DATE
Entity Relationship Diagram
Data Dictionary
Attribute Name

Description Data Type Field
Size
Default
Value
Man-
datory
Unique Example
Patient_id A unique identifier of
Patients
Int 11 Not Null Yes Yes 1001
Lname Surname of Patients Varchar 25 Null Yes No Arevallo
Fname Firstname of Patients Varchar 25 Null Yes No Jose
Mname Middlename of Patients Varchar 25 Null Yes No Cinco
Sex Gender of Patients Varchar 6 Null No No Male
Birthday Birth of date of patients Date Up to
2999-
12-31
Null No No 03/18/96
Address Address of the patients Varchar 50 Null No No 993 Susano Road
Nova. QC.
Phone_no Telephone_no of the
patients
Varchar 10 Null No No 09124979587


Guardian_id Reference id of the
guardians

Int 11 Null No No 1
Table Name: tbl_PatientsBasicInfo
Description: Basic Information and Details about patients
Data Dictionary
Table Name: tbl_FollowUpVisit
Description: Follow up visit of the patients
Attribute Name Description Data Type Field
Size
Default
Value
Man-
datory
Unique Example
Patient_id Reference id from patients
basic info table
int 11 Not Null Yes Yes 1005
Date Date of visit Date Up to
2999-
12-31
Null No No 03/05/09
Age Age of the patient upon visit Int 2 Null No No 7
Weight Weight of the patient upon
visit
Decimal 3,2 Null No No 60.69
Height Height of the patient upon
visit
Decimal 3,2 Null No No 120.10
Diagnosis Diagnosiscrory and
Physician's Notes/Directions
Varchar 250 Null No No Drink 12 glasses of
water everyday
Data Dictionary
Table Name: tbl_Vaccine
Description: Vaccine Informations
Attribute
Name
Description Data Type Fiel
d
Size
Defa
ult
Value
Man
-
dat
ory
Uni
que
Example
Vaccine_id A unique
identifier for
vaccine
Int 11 Not
Null
Yes Yes 1
Vaccine_n
ame
Name of Vaccine Varchar 25 Null No No Hepatitis A
Vaccine_d
esc
Description of
Vaccine
Varchar 50 Null No No Antibodies
for Rabies
Data Dictionary
Table Name: tbl_ImmunizationRecord
Description: Immunization Record for patients
Attribute
Name

Description Data Type Field
Size
Default
Value
Man-
dator
y
Uniq
ue
Example
Immunizatio
nRecord_id
Unique identifier for
immunization record
Int 11 Not Null Yes Yes 1
Patient_id Reference id of the
patients
Int 11 Not Null Yes Yes 1050
Vaccine_id Reference id of the
vaccine
Int 11 Not Null Yes Yes 1
1st_take 1st vaccine shot Date Up to
2999-
12-31
Null No No 07/08/09
2nd_take 2nd vaccine shot Date Up to
2999-
12-31
Null No No 07/09/10
3rd_take 3rd vaccine shot Date Up to
2999-
12-31
Null No No 03/05/11
4th_take 4th vaccine shot Date Up to
2999-
12-31
Null No No 03/07/11
5th_take 5th vaccine shot Date Up to
2999-
12-31
Null No No 03/30/15
Reaction Reaction on shot Varchar 250 Null No No Successful
Data Dictionary
Table Name: tbl_BirthNeonatalHistory
Description: Birth and Neonatal History of the patients
Attribute
Name
Description Data
Type
Field
Size
Defau
lt
Value
Man
-
dat
ory
Uni
que
Example
Patient_id Reference id of
the patients
Int 11 Not
Null
Yes Yes 1009
Birth_Plac
e
Place of birth of
the patients
Varchar 25 Null No No Caloocan
City
Birth_Wei
ght
Weight of birth of
the patients
Int 11 Null No No 10
Birth_Leng
th
Length of birth of
the patients
Varchar 25 Null No No 2
Gestationa
l_Age
Age of
gestational of the
patients
Int 2 Null No No 20
Current_A
ge
Age of current
of the patients
Int 2 Null No No 35
Data Dictionary
Table Name: tbl_GuardiansInfo
Description: Guardians Information of the patients especially
for minors age from 1 to 17 years old.
Attribute
Name
Description Data Type Field
Size
Defaul
t
Value
Man
-
dato
ry
Uniq
ue
Example
Guardian_i
d
Unique identifier of
the patients
guardian
Int 11 Not
Null
Yes Yes 5
Fathers_n
ame
Father's name of
the patients
Varchar 25 Null No No Angelo Singh
Fathers_a
ge
Father's age of the
patients
Int 3 Null No No 22
Fathers_h
eight
Father's height of
the patients
Decimal 3,2 Null No No 150.55
Mothers_n
ame
Mother's name of
the patients
Varchar 25 Null No No Angela
Daemon
Mothers_a
ge
Mother's age of
the patients
Int 3 Null No No 19
Mothers_h
eight
Mother's height of
the patients
Decimal 3,2 Null No No 140.01