Taguig City University

Perspective View
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Top View
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The Process (Flowchart)

Data and Process Modeling
Figure 1 is the input-process-output diagram was a widely used approach
in system analysis. Using this diagram the structure of an information processing
program of the system was described. The input showed the details of what
types of information the system would accept. The process described the
programs to be executed and the transactions to be done by the system. The
output also described the expected result.

INPUT
Medicine Admission
Staff Details Patient Details Billing Details Information
Details Details

PROCESS

Register to Database Validate Transaction Save Data

OUTPUT
Hospital Records Printed Receipts

Figure 1. IPO Diagram

Figure 2 showed the flowcharts of the users when the system loads.
There were different users of the system: the administrator, head nurse,
pharmacist, receptionist and the billing officer. The diagram showed the complete
flow chart on how the system works.
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Figure 8 was the context diagram. The admin could access the system as shown
in the diagram, and then the system would process the transaction and gave
results to the administrator. The receptionist, billing officer, pharmacist, and the
head nurse were also the same. These users could access the system using
their own registered accounts then the system would process the data.

TCU
Clinic

Figure 8. Context Diagram

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 Effectiveness - It refers “how a drugs work in a real-world situation” the

effectiveness of drugs and sufficient dose or duration of use.

 Access – Easy to connect or receive the patient health care or access to

comprehensive, quality health care services.

 Patient-centeredness - Improvement the practices of caring for patients

in ways that are meaningful and valuable to the individual patient. It
includes listening to informing and involving patients in their care.

Document Retention and Management

Defining document retention

A records retention program includes the systematic storage, tracking, and
destruction of business documents and records. A retention program identifies
the records that need to be kept and outlines guidelines for how long different
record types should be stored and how they should be destroyed.

Legal risk
Poor record retention and management can lead to heavy fines and penalties.

Data theft/breach
Managing private files can lead to data breaches from loss or theft

Types of records to retain

 Medical Records  Employee Records
 Business Documents  Patient Record
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Electronic Document Management System

Nearly every record that the clinic retains can be scanned and converted to a
digital format. Digital files create quick access and instant backups.

Record storage facilities

Facilities typically index document inventories, keeping track of documents for
easy retrieval once retention times are up.

What to keep and what to shared

Once records finally pass their retention periods, they should be shredded and
destroyed.
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Reporting and Data Gathering

Gathering Project Data
The data collection process familiarizes the project team with the
organization, its services, and its facilities. The process should identify a wide
range of goals, facts, and issues that will affect or be affected by the planning,
design, construction, and commissioning process. Data collection activities
usually involve detailed graphic and written documentation of the following:
 Type and volume of existing services
 Current and anticipated operational structures
 Anticipated health care market trends
 Property boundaries and features
 Current facility issues
 Desired facility elements

Organizations should also consider existing research on health care facility

design to use as evidence during the design phase. Research could focus on the
specific needs of the particular building type and patient population. For example,
an organization planning construction or renovation of a neonatal intensive care
unit (NICU) might search for literature on NICU design and the impact on patient
outcomes and staff efficiency in the university clinic.

Existing Facility and Site Conditions

Documenting the layout, size, and function of existing facilities is
necessary to understand current use and condition, as well as the future needs
of the facility. As part of this effort, the project team may want to develop
narrative and graphic histories of each facility, including changes in the physical
plant. The team should look at existing drawings and verify their accuracy. In
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some cases, an on-site survey, with measurements of each department, floor,
building, and site, may be necessary.

Areas for Evaluation

Organizations should evaluate the current physical condition of all existing
facilities and review their potential for continued use, whether in existing form or
as renovated space. Three specific areas should be evaluated:

1. Systems and infrastructure:

Evaluating the condition of a building involves identifying, or verifying, the

types of materials and functional systems used in the original construction
and subsequent renovations of the building, as well as its general condition.
Special features or qualities and notable deficiencies should be documented.
At this point, it may be appropriate to have engineering consultants evaluate
the condition, life expectancy, and future capacity of existing buildings, sites,
and, perhaps, off-site systems.

2. Compliance with standards and codes:

A code analysis should be conducted to verify each building’s code

classification, its allowable occupancy load, its allowable height and area
limitations, and its conformance to codes and standards related to seismic
design, flood issues, evacuation processes, life safety, accessibility, and so
on. The results of this assessment often play a significant role in determining
the future use of facilities and their need for renovation or replacement.
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3. Functional and operational space needs:

There should be a functional assessment to determine how existing

facilities accommodate the functional space needs of each department or
service. The process usually involves evaluating surveys conducted during
meetings with departmental staff or their representatives on the project team.
Information should be gathered about each department’s services and
functional relationship with other departments. The functional analysis should
consider the location and accessibility of all departments, and determine how
location affects the functionality of each. The bottom line is that the functional
assessment should analyze whether current departmental space can
accommodate existing and future needs.

Workload Analysis
As part of the data collection process, a project team should conduct a
workload analysis. This analysis can help determine the space needed for
specific components of the project, such as the size of operating rooms (ORs),
patient beds, or examination rooms. If the project scope and size allow, team
members may wish to create a five-year profile that details historical workload,
staffing, and other measures for each service, along with an analysis of
operational policies, functional requirements, patient care objectives, and growth
assumptions. This picture will help in understanding overall trends, seasons of
peak demand, and the link to operational goals. These must be tempered with an
understanding of changing health care patterns.
It is important to exercise caution when using past data and workload
factors to size and design future spaces. Many facilities that undertake new
construction are functioning in outdated, inefficient built environments. Designing
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to fix those problems may not be the goal of the organization. Process
improvement or revision activities are strongly recommended at this stage.

Guidelines and Requirements

As part of the data collection effort, organizations should research the
local, state, and national regulations that will affect the design, content, and
layout of the facility. These regulations will vary depending on where an
organization is located and the type of facility being built. The scope of this
chapter does not allow for in-depth discussion of all the possible regulations and
guidelines organizations around the world must consider.

Data Analysis
The rapidly increasing medical data generated from TCU Clinic signifies
the era of Big Data in the healthcare domain. These data hold great value to the
workflow management, patient care and treatment, scientific research, and
education in the healthcare industry. However, the complex, distributed, and
highly interdisciplinary nature of medical data has underscored the limitations of
traditional data analysis capabilities of data accessing, storage, processing,
analyzing, distributing, and sharing. New and efficient technologies are becoming
necessary to obtain the wealth of information and knowledge underlying medical
Big Data.
As a domain-specific form of Big Data, medical Big Data include features
of volume, variety, velocity, validity, veracity, value, and volatility, commonly
dubbed as the seven Vs of Big Data These characteristics of healthcare data, if
exploited timely and appropriately, can bring enormous benefits in the form of
cost savings, improved healthcare quality, and better productivity.
Patient satisfaction is an important measure of service quality in health
care systems. Patients' perceptions about health care systems seem to have
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been largely ignored by health care managers in developing countries. We aim is
to develop a reliable and valid instrument to measure patient satisfaction. A
questionnaire was developed and a total of patients in different hospitals were
interviewed. Factor analysis was utilized to determine the factor structure. The
instrument of the patient satisfaction developed provides insights to the
researches who study the improvement of patient satisfaction with service quality
of hospitals, practitioners, and the decision makers.
With a growing health demand, patient satisfaction analysis is essential for
evaluating the accessibility and performance of medical services. Considering
the lower education level, less income, and heavier economic burden, it was
necessary to conduct a questionnaire survey for the outpatient’s satisfaction.

Patient Throughput Process: Follow the Data

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List of Data Gathering Methods:

Formal Interview:

We went on Taguig City University Clinic to gather some data based on

what we need to do to developed the future master plan.

For the patient satisfaction questionnaire:

Here is the list of the question we wanted to ask to them:
 They don’t seem to listen to anything I tell them during my consultation
 I feel that I’m in good hands when I come to the clinic
 I’m always given a clean explanation of why I am having tests done.
 The person I see in clinic really knows what he/she is talking about.
 I am given good advice on how to cope with my illness.
 No matter how long you have to wait in clinic, it’s worth it.
 I’m satisfied with the care I receive in the clinic.
 My questions are answered in words that I find hard to understand
 I’m given as much time as I need for my consultation.
 They don’t seem to listen to anything I tell them during my consultation

For the system proposal questionnaire:

Here is the list of the question we wanted to ask to them:
 Do you have existing system?
 What kind of system? Manual of Automated?
 How does your system help the school?
 What is the problem of Manual system?
 Why you need automated system?
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Electronic Mail System

E-mail follow-up allows retention and clarification of advice provided in
clinic. Often patients under the duress of illness forget to ask important
questions. Selfcare instructions might not be fully understood or retained. E-mail
creates a written record that removes doubt as to what information was
conveyed.
E-mail is especially useful for information the patient would have to
commit to writing if it were given orally. Examples include addresses and
telephone numbers of other facilities to which the patient is referred; to make an
appointment; test results with interpretation and advice; instructions on how to
take medications or apply dressings; pre- and postoperative instructions; and
other forms of patient education. Some frequently used educational handouts
can be ported to an e-mailer template or formatted for the provider's home page
on the World Wide Web.
This is the convenience way for the students to have a direct contact to
the physicians. Since email provides clients with a written response, it allows
them the opportunity of re-reading any information given.
Summary of communication guidelines
 Establish turnaround time for messages. Do not use e-mail for urgent
matters.

 Inform patients about privacy issues. Patients should know:

 Who besides addressee processes messages

 During addressee's usual business hours.

 During addressee's vacation or illness.

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 That message is to be included as part of the medical record.

 Establish types of transactions (prescription refill, appointment scheduling,

etc.) and sensitivity of subject matter (HIV, mental health, etc.) permitted
over e-mail.

 Instruct patients to put category of transaction in subject line of message

for filtering: “prescription,” “appointment,” “medical advice,” “billing
question.”
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MOBILE PHONES SYSTEM

Mobile Phones or Smart Phones become an essential electronics tool to
our daily lives, we use it in Health Care, work setting and present both
opportunities and challenges, It serves as a means to fulfill tasks both work and
at home, and also the market preparation of this device is rising in every
industrial sector and Professional field.
Smart phones can be used in Medicine Industry such as hospitals and
even in small clinics, our smart phones devices used as a logged book, or patient
information book, to manage the information of the patient while the patient is not
in the clinic yet, the medical technologist will know all the patients cases
therefore the med tech will be prepared upon the arrival of the patient, mobile
phone also can be used as a patients, way to get some information about the
scheduling of the doctors and the laboratory provided by the clinic, therefor it is
less paper and also less hustle to put some announcements in the clinic door,
also less hustle for the patient because they don’t need to go to the clinic to know
the announcements.
Smart phone is very helpful to the medical technologist because this
serves as their, patient’s record or patients info while they are rounding, so that
they don’t need to bring their paper copies while checking up the patient.
There are risks to be encountered while using mobile phones in such
hospitals or clinics, because some are using phones in such hospitals or clinic
because some are using their phones that are not related to their work, some are
using it just to browse their application installed on their smart phones, so that
the clinic or hospital needs to have restrictions to implement, so that using smart
phones in hospitals and clinic becomes successful.
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This is a Sample chart of clinics goals. Not to distract using their phones while on
their work.

Nurses and doctors must follow these steps to minimize

the using of mobile phones, if it is not really needed

Primary restriction for Doctors and Nurses

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School Clinic Management System

Flowchart

Employee
Management

Clinic Patient
Management Management

Clinic
Clinic
Management
Management
Information
System
System
Nurse System User
Management Management

Login
Management