San Sebastian College RecoletosSan Sebastian College- Recoletos de CaviteCollege of Accountancy, Business Administration and Hospitality ManagementIT Concepts and System Analysis and Design (ITE6LL)

PET CLINICINFORMATION MANAGEMENTSYSTEM

Submitted by:Derudar, Jhoemar Monton, RaymondValencia, Kim MikhoVias, John MichaelVirata, Earvin Noel

Submitted to:Ms. Nimfa Taupo

III. THE EXISTING SYSTEMSystem descriptionWhen a patient or customer arrives at the clinic they will be accommodated by Dr. Anna Teresa B. Baleda, DVM. The patient will be asked if they were new patient or regular patient. If the patient is new, Dr. Baleda will ask about the patients personal information and information about her pet such as owners name, address, contact number, pets health status like allergies, vaccination and other related information. The gathered information from the new customer will be written in a piece of medical paper that will be used to record their pets medical information. If the patient is a regular client, Dr. Baleda will give them a medical booklet that will be used to record their medical information. The medical booklet has two copies, one for the patient and the other is for Dr. Baleda. The regular patient will hand over the medical booklet to Dr. Baleda after every consultation to update the information. But before the update, Dr. Baleda will validate the medical booklet by verifying the information and having a comparison with her copy in the filing cabinet. When a patient loses their record, they will be given a new booklet and update the relevant information by copying it to Dr. Baledas copy. If the customer will only purchase pet or medical supplies, the customer will be assisted accordingly by Dr. Baleda.After the check up of the pet, Dr. Baleda will write her diagnosis to update the information written in the medical booklet or paper depending on the nature of the patient. If it is a regular patient, her personal copy will be given after the check up. Dr. Baleda does

not save a copy of a new patient because it will consume too much space in the filing cabinet. Dr. Baleda categorizes new patient as a client who only made a check up once or twice in her clinic. But if a patient made a check up for at least three or more times, the patient will be considered as a regular patient. After all the services were rendered by Dr. Baleda, she will then receive payment. The same case goes when services were rendered in which sale of medical supplies were involved or if the customer only bought pet or medical supplies. Lastly, Dr. Baleda will issue an official receipt to validate the transaction. If medical services were rendered in that particular transaction, prescriptions paper or medical booklet may be issued as needed depending on the nature of the patient. The medical or pet supplies bought will be received by the customer accordingly.

DATA FLOW DIAGRAM

HIPO CHART

Major Concerns of the SystemThe major concern of the system is its ability to support the clinic in inventory and sales management and recording reliable and timely information about the patient. Another concern is how the system will continuously adapt to the fast-paced environment of the pet industry in order to become a consistent asset of the company.Additionally, how the system will continue to monitor the movement of inventory with ease and accuracy. The challenge is the detection of the medical supplies that is in the critical level. In other words, the concern is in the notification to Dr. Baleda the right time to purchase supplies.It is also a concern how the program will recognize the medical supplies that give highest and lowest income in for the purpose of maximization profit. One more is if there is a sudden change in the prices of the product due to inflation and other related factors and how it will conveniently updated in the system. Moreover, how the system will ensure that the stored information are relevant and accurate to the needs of the user. The possible problem that cannot be avoided is the erroneous entries like typographical mistakes of input made by the users. Because of that, how will the system be able to recognize these errors?

Furthermore, how many records can the system store to operate in its normal manners? In other words, data storage is one of the concerns of the system. How long the inactive records will be stored in the system to maximize the storage? In case of hard disk failure, if the system will be able to recover its data. Another possible concern is how Dr. Anna Teresa B. Baleda, DVM and her patients will adapt to the Proposed Pet Clinic Information System because not all the users are computer literate. The researchers will give focus on making the system as user-friendly as possible.