Saint Theresa College of TandagInc.

COLLEGE OF INFORMATION TECHNOLOGY

Tandag City,Surigao del Sur 1

CHAPTER 1

INTRODUCTION

In the contemporary landscape of educational facilities, the importance of

streamlined administrative processes cannot be overstated. Saint Theresa College

acknowledges the necessity to enhance the efficiency and convenience of its school

clinic management system to better serve its students and staff.

In response to this imperative, this study endeavor to conceptualize and

implement a cutting-edge digital system dedicated to optimizing the management of

clinic appointments, medical records, parental notification, and schedule availability of

the Saint Theresa College Inc. By embracing innovation and leveraging technology, this

initiative aims to revolutionize the way healthcare services are accessed and

administered within the school, ensuring a seamless and responsive healthcare

experience for all stakeholders.

The School Clinic Management System at Saint Theresa College (STC) is

currently facing inefficiencies and challenges that hinder its smooth operation. The

existing manual record-keeping processes lead to errors in patient data management,

and appointment scheduling. Additionally, the reliance on paper-based documentation

makes it cumbersome to access patient records promptly, resulting in delays in

providing quality healthcare services.

 Saint Theresa College of TandagInc.
COLLEGE OF INFORMATION TECHNOLOGY
Tandag City,Surigao del Sur 2

Implementing a digital School Clinic Management System can significantly

improve the efficiency and effectiveness of clinic operations at STC. By digitizing this

system, the clinic can streamline its processes, reduce errors, and enhance overall

patient care. Moreover, a digital system would enable seamless integration with other

departments, such as student records and billing, facilitating better coordination and

communication across the college campus.

The digital School Clinic Management System will offer numerous benefits to

both patients and clinic staff. Patients will experience shorter wait times, easier

appointment scheduling through online platforms, and improved access to their medical

records. On the other hand, clinic staff will benefit from simplified administrative tasks,

enhanced productivity, and better decision-making through access to real-time data and

analytics.

One of the key features of the digital School Clinic Management System will be

its ability to reminders for appointments, parental notification system for clinic visits,

schedule of availability and staffs/students’ medical records. This proactive approach to

patient care will help improve adherence to treatment plans and promote overall

wellness among the college community.

Overall, the implementation of a digital School Clinic Management System aligns

with STC's commitment to providing high-quality healthcare services to its students and

staff. By leveraging technology to streamline operations and enhance patient care, the
 Saint Theresa College of TandagInc.
COLLEGE OF INFORMATION TECHNOLOGY
Tandag City,Surigao del Sur 3

clinic can better meet the healthcare needs of the college community while staying at

the forefront of innovation in healthcare management.

Project Context

Saint Theresa College recognizes the need for modernization in its facilities to

enhance efficiency and convenience for its students, staff, and faculty. The School

Clinic Management System aims to revolutionize the management of the school clinic

by digitizing various processes, including reminders for appointments, and preventive

health screenings, parental notification system for clinic visits, and staffs and students’

medical records. By modern technology, the SCMS will streamline operations, improve

patient care, and optimize resource utilization within the school clinic.

Implementing this study will offer numerous benefits to Saint Theresa College

and its stakeholders. It will enhance the overall efficiency of clinic operations by

automating repetitive tasks, reducing paperwork, and minimizing administrative

overhead. Additionally, the system will provide patients with convenient access to

medical services through features like online appointment booking and virtual

consultations.

The primary objective of this capstone project is to design and develop a

comprehensive School Clinic Management System (SCMS) tailored to the unique

 Saint Theresa College of TandagInc.
COLLEGE OF INFORMATION TECHNOLOGY
Tandag City,Surigao del Sur 4

requirements of Saint Theresa College. The SCMS will feature intuitive interfaces for

both clinic staff and patients, ensuring ease of use and accessibility.

Furthermore, it specifically attempts to answer the questions:

1. How can we design and develop a School Clinic Management System that efficiently

manages patient appointments, medical records, inventory, and other administrative

tasks?

2. What are the key challenges and opportunities associated with implementing a digital

Clinic Management System in a school setting?

3. How can the School Clinic Management System enhance the overall efficiency and

effectiveness of the school clinic, ultimately improving the quality of healthcare services

provided to students and staff?

The purpose of implementing a School Clinic Management System (SCMS) is to

provide a comprehensive and efficient platform for managing various aspects of the

school clinic's operations. The system utilizes modern technology to streamline

processes, enhance patient care, and improve overall efficiency.

Description: The School Clinic Management System (SCMS) incorporates the

following components and functionalities:

 Saint Theresa College of TandagInc.
COLLEGE OF INFORMATION TECHNOLOGY
Tandag City,Surigao del Sur 5

 Appointment Scheduling: Students can easily book appointments with

healthcare providers through an intuitive scheduling interface. This feature helps

in managing patient flow and reduces waiting times.

 Patient Records Management: The system allows for the efficient management

of patient records, including medical history, treatment plans, and medications.

Healthcare providers can quickly access relevant information to provide timely

and accurate care.

 Parental Notification: Parents are notified automatically about their child's clinic

visits, appointments, and health-related updates via email or SMS. This feature

promotes transparency and keeps parents informed about their child's health

status.

 Schedule Availability: The system displays the availability of healthcare

providers and allows students to schedule appointments based on their

preferences. This ensures that students can receive timely medical attention

without disrupting their academic schedule.

 Reporting and Analytics: The system generates reports on clinic activities,

patient demographics, treatment outcomes, and resource utilization. These

insights enable administrators to identify trends, optimize workflows, and make

data-driven decisions to improve clinic performance.

 Security and Compliance: SCMS adheres to strict data security protocols to

protect patient confidentiality and comply with regulatory requirements such as

 Saint Theresa College of TandagInc.
COLLEGE OF INFORMATION TECHNOLOGY
Tandag City,Surigao del Sur 6

HIPAA. Access to sensitive information is restricted based on role-based

permissions, ensuring only authorized personnel can view or modify patient

records.

 Benefits: Implementing a School Clinic Management System offers numerous

benefits:

 Enhanced Patient Care: SCMS improves the efficiency of clinic operations,

enabling medical staff to focus more on patient care and less on administrative

tasks.

 Streamlined Processes: The system automates routine tasks such as

appointment scheduling, billing, and inventory management, reducing manual

errors and increasing operational efficiency.

 Improved Communication: SCMS facilitates communication between patients,

medical staff, and administrators through features such as appointment

reminders, notifications, and secure messaging.

 Data-driven Decision Making: The system provides valuable insights through

analytics and reporting, empowering administrators to make informed decisions

to optimize clinic performance and resource allocation.

 Regulatory Compliance: SCMS ensures compliance with healthcare regulations

and standards, reducing the risk of non-compliance penalties and safeguarding

patient privacy and confidentiality.

 Saint Theresa College of TandagInc.
COLLEGE OF INFORMATION TECHNOLOGY
Tandag City,Surigao del Sur 7

Overall, the School Clinic Management System offers a modern and efficient

solution for managing the health and wellness needs of students, promoting a safe and

supportive learning environment within the school community.

Objectives of the Study

The School Clinic Management System aims to modernize clinic operations,

enhance patient care, and improve overall efficiency within the school healthcare

environment. To guide your study and implementation, here are some objectives to

consider:

Efficiency Improvement: Streamline processes in the school clinic to reduce waiting

times and enhance operational efficiency.

Digital Records Management: Implement a system for managing patient records

digitally, improving accuracy and accessibility.

Parental Notification: Develop a mechanism for notifying parents/guardians about their

child's clinic visits and health status.

Appointment Scheduling: Introduce an online appointment scheduling system to

facilitate convenient booking for students and staff.

Schedule Availability: Ensure that clinic schedules are readily available and updated,

allowing for efficient planning and utilization of resources.

 Saint Theresa College of TandagInc.
COLLEGE OF INFORMATION TECHNOLOGY
Tandag City,Surigao del Sur 8

Data Analytics: Utilize transaction data to analyze clinic usage patterns, enabling

better resource allocation and service improvement.

Security and Compliance: Enhance security measures to protect patient confidentiality

and ensure compliance with relevant healthcare regulations.

Cost Reduction: Evaluate potential cost savings through streamlined processes and

reduced paperwork associated with manual record-keeping.

Customer Experience Enhancement: Improve the overall experience for patients and

staff by providing a modern, user-friendly system.

Training and Support: Provide comprehensive training and ongoing support to clinic

staff to ensure smooth adoption and operation of the new system.

Integration with Existing Systems: Ensure seamless integration with other school

systems to facilitate data exchange and workflow efficiency.

Accessibility and Inclusivity: Design the system to be accessible to all users,

including those with disabilities, and provide alternative options for those without

smartphones.

Promotion and Adoption: Develop a strategy to promote awareness and encourage

the adoption of the new system among students, staff, and parents/guardians.
 Saint Theresa College of TandagInc.
COLLEGE OF INFORMATION TECHNOLOGY
Tandag City,Surigao del Sur 9

Feedback and Continuous Improvement: Establish feedback mechanisms to gather

input from users and stakeholders for ongoing system refinement and improvement.

Scope and Limitations

Our School Clinic Management System (SCMS) aims to streamline and enhance the

management of clinic operations specifically designed for the Saint Theresa College

School Clinic.

1. Appointment Scheduling: Allow students, faculty, and staff to schedule

appointments with clinic staff for medical consultations, examinations, and

treatments.

2. Patient Records Management: Maintain comprehensive electronic health

records for all clinic visitors, including students, faculty, and staff. This includes

storing medical history, diagnoses, treatments, and prescribed medications.

3. Parental Notification: Enable automated notifications to be sent to parents or

guardians regarding their child's clinic visits, medical conditions, and treatment

plans.

4. Schedule Availability: Provide real-time visibility into clinic staff schedules,

including availability for appointments, breaks, and off-duty hours.

 Saint Theresa College of TandagInc.
COLLEGE OF INFORMATION TECHNOLOGY
Tandag City,Surigao del Sur 10

Limitations

While this study aims to provide a comprehensive solution for improving the

school clinic management at Saint Theresa College of Tandag Inc., there are certain

limitations to consider:

o Implementation Effort: Implementing the SCMS may require initial setup and

configuration, including integration with existing school systems and staff training.

This can involve time, resources, and effort.

o User Adoption: The successful adoption of the SCMS depends on the

willingness of clinic staff, students, faculty, and parents to embrace the new

system. Resistance to change or lack of familiarity with digital tools may impact

adoption rates.

o Technical Requirements: The SCMS relies on access to computing devices,

internet connectivity, and compatible software platforms. Schools with limited

technological infrastructure may face challenges in deploying and using the

system effectively.

o Privacy and Security: Safeguarding sensitive health information is paramount.

The SCMS must adhere to strict data protection regulations and implement

robust security measures to prevent unauthorized access, data breaches, and

privacy violations.
 Saint Theresa College of TandagInc.
COLLEGE OF INFORMATION TECHNOLOGY
Tandag City,Surigao del Sur 11

o Maintenance and Support: Ongoing maintenance, updates, and technical

support are essential for ensuring the continued functionality and reliability of the

SCMS. Schools must allocate resources for system maintenance and address

any technical issues promptly.

o Customization and Scalability: The SCMS may require customization to align

with the unique needs and workflows of each educational institution. Additionally,

as school populations grow or clinic requirements evolve, the system must be

scalable to accommodate increased usage and expanded functionality.

Significance of the Study

Once the "School Clinic Management System" is implemented, it will bring

substantial benefits to various stakeholders:

 Clinic Staff: This system is designed to streamline appointment scheduling,

patient records management, and schedule availability, significantly enhancing

efficiency for clinic staff. It reduces administrative tasks, allowing them to focus

more on patient care.

 School Administration: The centralized management system will generate

comprehensive reports and data, empowering the administration with valuable

insights into clinic operations. It improves resource allocation, ensures

compliance with regulations, and enhances overall clinic management.

 Saint Theresa College of TandagInc.
COLLEGE OF INFORMATION TECHNOLOGY
Tandag City,Surigao del Sur 12

 Students' Health: The system ensures timely access to healthcare services by

efficiently managing appointments and records. It promotes student well-being by

facilitating quick medical assistance and follow-ups, ultimately contributing to a

healthier school environment.

 Parents/Guardians: Parents benefit from timely notifications about their child's

appointments and health records. They can stay informed about their child's

health status and collaborate effectively with school staff to ensure their well-

being.

 Proponents/Developers: Developing and implementing the system provide

practical experience in applying knowledge and research in healthcare

management. It enriches expertise in system development and ensures the

delivery of accurate health data, contributing to advancements in healthcare

technology.

 Future Researchers: The system serves as a valuable foundation for future

research in school healthcare management. It offers insights into system

functionality and potential enhancements, fostering continuous improvement in

healthcare technology for educational institutions.

Definition of Terms
 Saint Theresa College of TandagInc.
COLLEGE OF INFORMATION TECHNOLOGY
Tandag City,Surigao del Sur 13

By understanding and defining these terms, stakeholders can have a clear

understanding of the key components, processes, and functionalities of the School

Clinic Management System.

 Appointment Scheduling: The process of arranging and managing

appointments for students to see healthcare providers at the school clinic.

 Patient Records Management: The systematic organization and maintenance

of students' health records, including medical history, treatments, and

immunizations.

 Parental Notification: Informing parents or guardians about their child's health-

related activities, appointments, and medical updates through notifications or

communication channels.

 Schedule Availability: Ensuring that healthcare providers' schedules are visible

and accessible to students, parents, and clinic staff for efficient appointment

booking and management.

 Analytics and Reporting: The capability of the SCMS to generate

comprehensive reports, dashboards, and analytics on clinic performance, patient

demographics, disease trends, and health outcomes. This enables data-driven

decision-making and continuous quality improvement efforts.

 Integration: The process of connecting the SCMS with other existing systems or

databases within the educational institution, such as student information systems

or electronic health record systems. Integration ensures seamless data flow and
 Saint Theresa College of TandagInc.
COLLEGE OF INFORMATION TECHNOLOGY
Tandag City,Surigao del Sur 14

interoperability between different platforms, enhancing overall system efficiency

and usability.

CHAPTER 2

REVIEW OF RELATED LITIRATURE/SYSTEMS

School clinic management systems are crucial tools for educational institutions to

ensure the health and well-being of their students. This review explores existing

literature and systems related to school clinic management, focusing on their

functionalities, benefits, and impacts on student health and administrative efficiency.

This study discusses the implementation of EHR systems in school-based health

centers, highlighting their advantages such as improved data accuracy, accessibility,

and communication among healthcare providers. It also addresses challenges such as

data privacy concerns and technical issues. (Levine, M. et al., 2019)

Gonzales et al. present a web-based clinic management system designed

specifically for schools. The system includes features for patient records management,

appointment scheduling, inventory tracking, and reporting. The study evaluates the
 Saint Theresa College of TandagInc.
COLLEGE OF INFORMATION TECHNOLOGY
Tandag City,Surigao del Sur 15

usability and effectiveness of the system in improving clinic operations. (Gonzales, R. et

al., 2018).

This research examines the impact of electronic medical records (EMR) on the

efficiency of pediatric clinics. While not specific to school clinics, the findings regarding

improved workflow, reduced paperwork, and enhanced communication between

healthcare providers are relevant to school clinic management systems. (Smith, J. et al.,

2020).

Jones et al. review literature on the integration of telemedicine in school health

services. The study explores how telemedicine platforms can enhance access to

healthcare for students, particularly those in remote areas, by enabling remote

consultations and medical monitoring. (Jones, S. et al., 2019).

Brown et al. compare the delivery of school health services in urban and rural

settings. While not focusing specifically on clinic management systems, the study sheds

light on the disparities in access to healthcare among different school populations,

emphasizing the importance of efficient and equitable clinic management. (Brown, K. et

al., 2020).

This review explores the integration of telemedicine into school health services,

focusing on recent literature published from 2019 to 2020. It highlights the potential of

telemedicine platforms to improve access to healthcare for students, particularly in

remote or underserved areas. Telemedicine offers opportunities for virtual consultations,

 Saint Theresa College of TandagInc.
COLLEGE OF INFORMATION TECHNOLOGY
Tandag City,Surigao del Sur 16

remote monitoring, and timely intervention, thus enhancing the efficiency and

effectiveness of school clinic management systems. (Jones, S. et al., 2020)

Patel et al. delve into the utilization of mobile health technologies (mHealth) for

managing school clinics. The review discusses how mobile apps and wearable devices

can facilitate various aspects of clinic management, including appointment scheduling,

health record maintenance, and communication with healthcare providers. By

leveraging mHealth solutions, school clinic management systems can become more

accessible, user-friendly, and responsive to the needs of students and staff. (Patel, A. et

al. (2019)

Kim et al. analyze the impact of Electronic Health Records (EHR) systems on the

efficiency of school clinics and the delivery of healthcare services. The review examines

recent studies conducted in educational settings, highlighting the benefits of EHR

systems such as improved data accuracy, streamlined workflows, and enhanced

communication among healthcare providers. However, challenges such as initial

implementation costs and staff training requirements are also discussed. (Kim, H. et al.

(2019)

Miller et al. discuss the role of school-based health centers (SBHCs) in

addressing the diverse health needs of adolescents. The review emphasizes the

importance of comprehensive services offered by SBHCs, including primary care,

mental health support, and preventive screenings. Effective management of SBHCs

 Saint Theresa College of TandagInc.
COLLEGE OF INFORMATION TECHNOLOGY
Tandag City,Surigao del Sur 17

requires robust clinic management systems that prioritize confidentiality, accessibility,

and coordination with school personnel and community resources. (Miller, C. et al.

(2019)

Lee et al. conduct a systematic review to evaluate the effectiveness of school

clinic management systems in improving health outcomes and administrative

processes. The review synthesizes findings from empirical studies conducted

worldwide, focusing on key indicators such as student attendance rates, health service

utilization, and staff satisfaction. By synthesizing evidence-based insights, the review

informs policymakers and educators about best practices for implementing and

optimizing school clinic management systems. (Lee, J. et al. (2020)

School clinic management systems are essential tools for ensuring the health

and well-being of students within educational settings. By integrating technological

innovations such as telemedicine, mobile health applications, and electronic health

records, these systems can enhance accessibility, efficiency, and quality of healthcare

services.

The literature and systems reviewed demonstrate the potential benefits of school

clinic management systems in improving healthcare delivery, administrative efficiency,

and student outcomes. However, challenges such as data privacy concerns and

disparities in access to healthcare remain important considerations for educators and

healthcare providers.
 Saint Theresa College of TandagInc.
COLLEGE OF INFORMATION TECHNOLOGY
Tandag City,Surigao del Sur 18

References

Electronic Health Records (EHR) Systems in School-Based Health Centers:

Advantages and Challenges (Levine, M. et al., 2019)

Development of a Web-Based Clinic Management System for Schools

(Gonzales, R. et al., 2018)

The Impact of Electronic Medical Records on Pediatric Clinic Efficiency (Smith, J.

et al., 2020)

Integration of Telemedicine in School Health Services: A Review of the Literature

(Jones, S. et al., 2019)

Assessment of School Health Services in Urban and Rural Schools: A

Comparative Study (Brown, K. et al., 2020)

 Saint Theresa College of TandagInc.
COLLEGE OF INFORMATION TECHNOLOGY
Tandag City,Surigao del Sur 19

Integration of Telemedicine in School Health Services: A Review of Recent

Literature (Jones, S. et al., 2020)

Leveraging Mobile Health (mHealth) Technologies for School Clinic

Management: A Review (Patel, A. et al. (2019)

Impact of Electronic Health Records (EHR) Systems on School Clinic Efficiency

and Healthcare Delivery Reference: (Kim, H. et al. (2019)

School-Based Health Centers: Addressing Adolescent Health Needs Through

Comprehensive Services (Miller, C. et al. (2019)

Evaluating the Effectiveness of School Clinic Management Systems: A

Systematic Review (Lee, J. et al. (2020)

 Saint Theresa College of TandagInc.
COLLEGE OF INFORMATION TECHNOLOGY
Tandag City,Surigao del Sur 20

CHAPTER 3

METHODOLOGY

This chapter deals with the methods used by the proponents in developing the

system, which describes the different methods, techniques, and systematic approaches

used in the analysis and the design of the representation.