I. BUSINESS PROFILE

Clinic BackgroundExtensive dental expertise, and truly state-of-the-art equipments. XXXX Dental Clinic embodies all these, with clients guaranteed to experience and enjoy every such aspect with every service. Headed byDrXXXX. XXXX Dental Clinic is your hub for comprehensive and highly specialized dental treatments. XXXX Dental Clinic established in April 5, 2005 at XXXXXXXX, where Dr. XXXX started her practice. Dr. XXXXXXXX graduated at Centro Escolar University and now a instructor in that institution. She took her masters degree at University of Perpetual Help System Laguna.

Services1. Orthodontics

1. General Dentistry

VisionEmpowered and responsible Filipino citizens taking care of their own personal oral health for an enhanced quality of life

MissionThe state shall ensure quality, affordable, accessible and available oral health care delivery.Coverage of StudyThis study about designing a Computer Based Dental Record System for XXXX Dental Clinic. II. PROBLEMS ENCOUNTEREDAll business ventures, either small scale or big scale industries, encounter problems in their business operations. For XXXX, here are the common errors they encountered:1.) Unaccessible /Unorganized Dental Records.2.) Problem updating data.3.) Unsecured Dental Records.

III. OBJECTIVES OF THE STUDY

Since the clinic still using the manual system in filing their records, the doctor encountered problems. Therefore, the main purpose of this project is to improve their system as follows:

1. Provide Accessible and more organized Dental Records2. Facilitate updating of patient data.3. Produce recoverable dental record.IV. MethodologyThis section shows the methods and the output or the result of the project.OUTPUTPROCESSINPUT

Conducted an Interview

COMPUTER BASED DENTAL RECORD SYSTEM

Analysis PhaseDesign PhaseDevelopment PhaseImplementation PhaseEvaluation Phase

Figure1. Paradigm of the StudyFicture1 shows the systematic demonstration of the project method. It is divided into three stages namely input, process and output.INPUT STAGEMarch12, 2014, an interview with Dr. XXXX was to gather information regarding the operation of the dental clinic, treatment they offer and rates, and history about the clinic.Based on the interview theyre using manual filing of dental records. They use index cards to keep the information about the patient such as Name, address, contact number and the patients previous dental treatments that they undergo. These dental records were stored in a file storage boxes and it was arranged alphabetically for the ease of access in the future.The Dental Clinic

Figure 2 shows the picture of XXXX Dental Clinic. Figure2. XXXX Dental Clinic

Company Operation

SORTING OF RECORDSPAYMENTTREATMENTCONSULTATIONMANUAL PROFILING

Figure 3. XXXX Dental Clinic Operating ProcedureFigure3 shows the operation sequence of XXXX Dental Clinic Records

Figure4. XXXX Dental Clinic Dental RecordsFigure4 shows the Dental Records of XXXX Dental Clinic

PROCESS STAGEThe research should include a overall outline of the processes performed in the project, the stage which produces the heart of a system where the inputs are dealt with to produce the required outputs A.) Analysis PhaseBased on the gathered information the XXXX Dental Clinic has a problem in missing or lost dental records because it was manually arranged and sometimes it is misplaced. When a dental record is misplaced commonly they create a new dental record that results to duplication and because of that patients information will be in more than one dental record. Unorganized record is the cause of all these troubles. The doctor has a problem on finding the latest information of their patient since the information was written in index cards and do not have a special attribute for more accessible search. Also, the doctor has a problem in updating their patient data especially the patient treatment information. Using Computer-Based Dental Records will provide solution to all of these problems. Recoverable record is very important. Unlike paper records, which can be destroyed in a fire and lost forever, electronic files that have been backed up and stored off-site can be reloaded onto your computer. Organize all patient information in one place, vastly increasing the datas usefulness, flexibility and accessibility. It will save time and space by eliminating the need to pull, re-file and store paper files. This system will also facilitate the doctor to update the patient data especially the patient treatment information, Computer-Based Dental Records embodies all these.

B.) Design PhaseThis phase insures the systematic development of the program. This process is driven by the products of the analysis phase.

Figure5. Entity Relationship DiagramFigure4 shows the relationship of two tables- the Patient Information and the Treatment Information. They were linked through PatientID. PatientID in Patient information is a primary key to avoid duplication of patient ID in patient information.C.) Development Phase

This section includes illustrative representation of the project. Computer Based dental record is compose of multiple forms to make the database more organize and accessible. Printable Forms are also incorporated.

Figure5. Program FlowchartFigure 5 shows the flow of the program from the start to end

Table 1. Patient InformationForm 1. Home PageTable 2 consist of the complete information regarding the treatment of the patient including the particular treatment undergo and the date. In this table PatientID dont have primary key because multiple treatments for each patient is required. Table 2. Treatment InformationTable 1 consist the personal information of the patient. In table 1 PatientID is the primary to avoid duplication of PatientID which vary from the first admission of the patient.

Form 3. Patient Information FormForm 2 or the Main Menu include commands such as open patient form, open treatment information, open treatment history, open and print report. Form 2. Main MenuForm 1 or the Home Page include the name of the clinic and the name of the database Treatment Information is consist of record operation such as add and save. It also has form operation close form and open main menu. Record navigation is also included. Treatment was added here.Form 4. Treatment Information FormPatient Information is consist of record operation such as save, print and add. It also has form operation close form and open main menu. Record navigation is also included. New Patient was added here.

Form 5. Treatment History Form

Implementation PhaseFigure 4. A Report Sample. Patient ID Name Date, dentist, charge, and each treatment of all patients was included in the report.Figure5. Program Flowchart

Form 5 or Treatment History Form is consisting of a subform that includes the date, treatment and charge. It has record operation print and close. It serves as a search form.

i

In this phase, the system is tested, it was presented to Dr. XXXX to get her feedbacks, and the implementation review meeting is held. When this phase is completed, the application is in steady-state production. Once the system is in steady-state production, it is reviewed to ensure that the goals in the project plan was met for a satisfactory result.

1. On tablesOrganized2. On formsFunctional and efficientAccessible3. On reportsPrintable report in particular month or year must develop.

D.) Evaluation Phase

The relevant questions during evaluation planning and implementation involve determining the feasibility of the evaluation specifying short- and long-term goals. For example, does the program have the clarity of objectives? Look for the questionnaire in the appendices.

1. Does computer based dental record system provide an accessible and organized Dental Records?Yes2. Is this efficient in updating patient informations?Yes3. Will it provide recoverable dental record.? Yes

V. CONCLUSIONS AND RECOMMENDATIONS

ConclusionsThe most significant role of Computer-Based Dental Records in healthcare is the increasing ability to move toward a paperless practice. Moreover it provides very organized dental records vastly increasing the datas usefulness, flexibility and accessibility.

1.) The Computer Based Dental Record was able to provide an accessible and organized dental record. 2.) Computer based dental record facilitated easy updating of patient data.3.) It can provide recoverable dental record.

RecommendationsThe project was evaluated and gain positive results, the researcher recommend the following for more satisfactory result:1.) Record Security:Even if you still have paper charts and use your computer system only for billing purposes, steps must be taken to protect against unauthorized entries and other breaches of patient confidentiality. Potential intrusions range in sophistication from network hackers to a nosy patients casual glance at a poorly located computer screen. The quality of the software and the location of computers are crucial to maintaining security. Access to confidential information should be password protected, limited to specific portions of the patient record or subject to review by an authorized staff member. Choose obscure passwords and change them regularly. Passwords should be written and stored in a safe deposit box or other secure location. Computers may be powerful tools, but theyre neither foolproof nor immune to accidents and sabotage. These tips can help you protect your electronic records system: Be careful with your computers hard drive. These devices are sensitive to bumps, falls and voltage surges. Always use a surge protector. Do not surf the Internet with your office computer. The risk of infection by a computer virus is too great. If you must have Internet access at the office, set up a stand-alone workstation where you can download any needed information to disks. Then use a virus detection program to check the disk for viruses before uploading the files onto your main system.

2.) Infection Control :One of the criticisms of paper records is their potential as fomites for infection. All too often, dental personnel handle the folders, papers or radiographs of patient charts without removing soiled exam gloves, cross-contaminating them with pathogens from the patients mouth. Computer terminals also must be handled carefully to minimize the threat of infection. A gloved hand can contaminate the keyboard and mouse of an operatory workstation, allowing bacteria to be passed from one patient to another, or to the dentist or staff member who next uses the terminal without gloves. At the front desk, an ill receptionist may pass that illness to other staff members via a shared keyboard or mouse. To prevent the spread of germs, it is necessary to apply standard infection control measures to operatory computer terminals. Always take your gloves off and wash your hands before using the keyboard. Alternatively, some dentists place plastic protective covers on the keyboard to protect against dust and water spray, then overlay it with a disposable plastic film, which acts as a physical barrier to cross contamination. Disposable plastic shields can also be used on the mouse. Ask your computer manufacturer which disinfectants are safe to use on your components.3.) Backing up Your Records :Back up your computer data every day and store the backup data away from the office each night to prevent a total loss of data in the event of a power surge, burglary, fire, flood or other catastrophic event. No hard drive lasts forever, so constant backup is necessary to maintain the continuity and integrity of a computerized record system should a problem arise. CDs are the most common backup medium, although other technologies are available. Here are additional guidelines to make your backup process more reliable: Store long-term backups (such as quarterly or annual practice records) off-site, in a secure, fire-resistant place. Check your backup system frequently. Remember that CDs and hard drives, eventually fail. Replace CDs regularly. Keep a signed backup log showing the dates when backups were done and print periodic paper backups.