CAGAYAN STATE UNIVERSITY AT APARRI 1

ONLINE CLINIC APPOINTMENT SYSTEM

A Capstone Project Proposal

Presented to the Faculty of the
College of Information and Computing Sciences
Cagayan State University
Aparri Campus

In Partial Fulfillment for the

Academic Requirement
for the degree
Bachelor of Science in Information Technology

By:
Abunagan, Janine
June 2022

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Dedication
We wish to dedicate this entire project report to our beloved mothers and fathers for their tireless support
they accorded us ever since we were children.

Acknowledgment
First and for most, we would like to express our sincere thanks to the almighty GOD for the gift of life,
wisdom understanding he has given to us, a reason for our existence and to our families for the love and
support they had been provided throughout our life.
We also thank the staff of Doctor Attendants at Romero Clinic. For cooperation during our System Study
and Analysis stage they had been particularly helpful in providing the necessary data about the manuals
patient record management system.
Miss IOLANI whom regard as our parent and supervisor, we thank her for the expertise and intelligence
she has displayed whole supervising this project. We believe this good work in result of his good guidance
and cooperation.
We cannot forget our friends in faculty of College of Information Computing Sciences for the academic
interaction and ideas.

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Table of Contents

DECLARATION…………………………………………………………….…………………………………………. ii
DEDICATION…………………………………………………………………………………………………………. iii
ACKNOWLEDGEMENT……………………………………………………………………………………………...iv
TABLE OF CONTENTENTS…………………………………………………………………………………………v
LIST OF TABLES……………………………………………………………………………………………………….vi
LIST OF FIGURES…………………………………………………………………………………………………...vii
ABSTRACT…………………………………………………………………………………………………………….x
LIST OF ABBREVIATION…………………………………………………………………………………………. xi
DEFINTATION OF OPERATIONAL TERMS…………………………………………………………………...xii
CHAPTER 1
INTRODUCTION…………………………………………………………………………………...1
1.0 Introduction………………………………………………………………………………………………………1
2.0 Objectives…………………………………………………………………………………………………………2
3.0 Justification of study Objectives……………………………………………………………………………….3
4.0 Scope of Study……………………………………………………………………………………………………4
CHAPTER 2 LITERATURE
REVIEW……………………………………………………………………………...5
2.1 Patient’s Appointment System………………………………………………………………………………….6
2.2 Appointment Delay………………………………………………………………………………………………7
2.3 Managing Patient’s Appointment System…………………………………………………………………….8

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List of Tables
Table: 4.0 Hardware Requirement………………………………………………………………………………...20
Table: 4.1 Software Requirements………………………………………………………………………………...21

List of Figures
Fig: 3.0 Methodology………………………………………………………………………………………………23
Fig: 4.1.3 Data Flow Diagram…………………………………………………………………………………...24
Fig 4.3.2 Database Diagram…………………………………………………………………………………….25
Fig 4.3.3 Introducing Visual Studio.NET 2008………………………………………………………………26
Fig: 4.3.4 Introducing to the C # Language…………………………………………………………………….27
Fig: 4.4 Connect to Server………………………………………………………………………………………...28
Fig: 4.5Query Interface…………………………………………………………………………………………...29

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Abstract

Online Clinic Appointment System in hospital today necessitate a competent administration when handling
patients, generating reports for cashier, patient details which serves as a key factor for the flow of business
transaction in Romero Clinic. Unfortunately, the current record management system leads to misplacement
of during details, Patient details and doctor record of reports and insecurity to records. This research
project is aimed at computerizing all the records about Patients, Hospital and Doctors. In order to achieve
this goal, a through system study and investigation was carried out and data was collected and analyzed
about the current system using document and data flow diagrams. The concept of report production has
been computerized hence, no more delay in report generation to the Hospital, Patient and Doctors. Errors
made on hand held calculators and dcalt out completely. The method used to develop the system include
iterative water full model approach, dataflow, logical and entity relationship diagram were used to design
the system and finally the language used SQL Server and PHP.

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Chapter 1:
INTRODUCTION
The Problem and Its Background

One problem with online clinic appointment systems is that they can be time-consuming and inconvenient
for patients. For example, patients may have to call the clinic during business hours to schedule an
appointment, which can be difficult for those who work or have other time commitments. Additionally,
patients may have to wait on hold for long periods of time before they can speak with a staff member to
schedule an appointment. This can be frustrating for patients and may lead to missed opportunities to
receive timely medical care.
Online clinic appointment systems were developed as a solution to these problems. By allowing patients to
schedule appointments over the internet, these systems can help to reduce the time and effort required to
make an appointment. This can make it easier for patients to access medical care when they need it and can
help to improve the overall efficiency of the healthcare system. Additionally, online clinic appointment
systems can provide patients with a more convenient and user-friendly experience, which can help to
increase patient satisfaction.
This system enables doctors and clinic assistant to manage patient records and appointments. User can
enter their details; update their profile and they can select doctors to make appointments. Other than that,
the system is user friendly, and it can help the clinic to manage their appointments. The main objective is
to develop a PHP based web named “Online Clinic Appointment System (OCAS)” that covers all the
aspects of making appointment of patient/doctors. It enables healthcare providers to improve operational
effectiveness, reduce costs, reduce medical errors, reduce time consumption and enhance delivery of
quality of care. This system help reduce the problems occur when using the manual system and helps
patients to skip endless queues. The important thing is it will become easier for the data record and
retrieval. This software also stores all the patient details, patients’ profile, prescriptions etc. The system
helps to avoid making duplicate appointments. Users can view available doctors and their timings and can
make appointments according to it. Users also get an option to cancel their appointments. Users can view
their upcoming appointments and past appointments are deleted automatically.
As a part of nationwide healthcare reforms, the OCAS (Online Clinic Appointment System) a web-based
appointment system to provide a solution to problems brought by manual appointments. There are
presently used in all hospitals and clinics. the system however, are not accessed by the patients. The
system administrators and the doctors as well as the nurses have access to the system. Patients are given
appointments by directly going to the Romero Clinic. Registration for appointments is done on a first-
come first-served basis. Patients will then queue to e checked by general practitioner doctors. Most of the
clinics are servicing outpatients. For medications that need to be checked by a specialist doctor like
gynecologist, neurologist, cardiologist, internal medicine physician and others, an appointment to a clinic
will be set by doctors in the Romero Clinic.

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Aim of this project is to create doctor patient handling management system that will help the doctors in
their work and will also help patients to book doctor appointments and view medical progress. The system
allows doctors to manage their booking slots online. Patients are allowed to book empty slots online and
those slots are reserved in their name. The system manages the appointment data for multiple doctors of
various date and times. Each time a user visits a doctor his/her entry is stored in the database by doctor.
Next time a user logs in he may view his/her entire medical history as and when needed. At the same time
a doctor may view patient’s previews medical history while the patient visits him.
The system also allows doctors to log in. Doctors can edit their profile and view their upcoming
appointments, patients etc. They can even send prescriptions to their patients by selecting their patients
from the dropdown list. The system also has an administrator section, where only a single person can
manage the whole system. Administrator can add/remove patients, doctors and departments and search for
appointments. The system features a very intuitive and responsive design that fits devices of all screen size
(Smartphones, PCs, Tablets, and Notebooks etc.). The application automatically adapts its layout to match
user’s screen size.
Clinic is a place where the doctors treat their patients for disease that they are suffering from. Sometimes
taking the doctor’s appointment on the particular day involves a tedious task. there will be many reasons
through which the appointment cannot be got by patients. What if the appointments can be got through the
online mode? Yes, it is possible. The Online Clinic Appointment System will fulfil this task. This
application will allow the patients to take the appointment and to track the patient details without any
difficulty. The user needs to register through this application to take the appointments. This application
will automatically provide new appointments to the people. The patient can register to this application by
entering all the profile details. After that they can take the appointment from the particular doctor without
any difficulty. The patients can check their appointments details, treatment prescription details.

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Conceptual Framework
This research identified some factors that will determine the satisfaction of patients in the online clinic
appointment system, and from these factors, we design the conceptual framework bellow:

Patient Patient
Satisfaction Satisfaction
– Quality of – Quality of
care care
convenience convenience

Conceptual Framework

The development of an online appointment system will also be based on a Queuing Theory which origin is
in research by Abunagan, Time and Silverio. This study of waiting lines or queues in order to better design
system to predict or minimize queues will be adapted. Queuing theory has begun to be applied to multiple
processes in health care involving groups or queues of patients.

Statement of the Problem

The problem with traditional clinic appointment systems is that they can be inconvenient and time-
consuming for patients, leading to missed opportunities for medical care and decreased patient satisfaction.

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Online clinic appointment systems have been developed as a solution to this problem, but they may not
always be accessible or user-friendly, particularly for older or technologically challenged individuals. This
can limit the effectiveness of these systems and prevent patients from benefiting from their convenience
and efficiency. Therefore, there is a need to improve the accessibility and usability of online clinic
appointment systems to ensure that all patients can benefit from their use.
most of patients are satisfied with the doctors treatment and services provided by the clinics like treatment
given by the doctors and availing of medicines. The common problem identified by the patient int existing
appointment system in Romero clinic is the waiting time to get treated by a doctor after they registered for
appointment. The waiting time of the outpatients is usually longer than the treatment time. There are also
occasions that they wait before they can get registered specially if the person in-charge in the registration is
not present in his post. There is usually one person assigned in the registration of the Romero clinic. The
long waiting time experienced by the patients is the main problem that wants to be addressed in this study.
Specifically, this study wants to answer the following questions:

1. What is the average waiting time for a patient to get registered for an appointment?

2. What is the average waiting time for a patient to get treated by a doctor after setting an appointment?

3. Are patients satisfied with the present appointment system used in the Romero clinic?

4. How the patients want the present appointment system be improve?

Significance of the Study

The significance of this study would be to identify ways to improve the accessibility and usability of
online clinic appointment systems, which can help to ensure that these systems are effective and beneficial
for all patients. By addressing the limitations of these systems, the study can help to improve the overall
efficiency and effectiveness of the healthcare system, making it easier for patients to access medical care
when they need it. Additionally, the study can help to increase patient satisfaction by making it easier for
patients to schedule appointments and receive timely care. This can ultimately lead to better health
outcomes for patients and can help to improve the overall quality of healthcare.
Determining the average waiting time of the patient before registration is an important indicator of patient
satisfaction. It will be helpful to the management of the hospital if patients spent long time in the
registration in the existing system so it will serve as factor to consider in the development of the proposed
system. The same is true when determining the average waiting time of the patient before they treated by a
doctor.
Determining the patient’s satisfaction will be beneficial to all the persons involved in the hospital.
Patient’s satisfaction means there is quality in the health care given to patients. The possible improvements

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that will be identified by both doctors and patients will be helpful in the development of a new system of
the implement f the existing system that aim to increase the patients’ satisfaction.

Scope and Limitations

The scope of this study would include an examination of the current state of online clinic appointment
systems and an exploration of ways to improve their accessibility and usability. The study would focus on
identifying the limitations of these systems and identifying potential solutions to address these limitations.
One potential limitation of the study is that it may only be able to examine a limited number of online
clinic appointment systems, due to time and resource constraints. As a result, the findings of the study may
not be generalizable to all online clinic appointment systems. Additionally, the study may not be able to
account for all potential factors that could affect the accessibility and usability of these systems, such as
differences in patients' age, technical expertise, or health literacy. Despite these limitations, the study can
still provide valuable insights and suggest potential solutions to improve the accessibility and usability of
online clinic appointment systems.
The study is to be used by the doctors, the registration in charge and the patients. The system is to be
placed in the Romero Clinic. Only appointment in the Romero Clinic will be supported by the system.
Appointments to bigger medical institutions or hospitals will not be part of the system. Patients can only
see the history of their appointments and the doctors who treated them, but the medical history of the
patients will not be part of the system. Cancellation of appointment will be included in the system.

Definition of Terms
Online clinic appointment system: A computerized system that allows patients to schedule appointments
with doctors or other medical professionals over the internet.
Accessibility: The degree to which a system or service can be easily used by individuals with a wide range
of abilities, including those with disabilities or other impairments.
Usability: The degree to which a system or service can be easily used by individuals to achieve their
desired goals.
Patient: An individual who seeks medical care from a healthcare provider.
Medical professional: A doctor, nurse, or other healthcare provider who provides medical care to patients.
Account: A personal profile or login that allows patients to access an online clinic appointment system.
Appointment: A scheduled meeting between a patient and a medical professional for the purpose of
receiving medical care.
Reminder: A notification that is sent to a patient to remind them of an upcoming appointment.
Confirmation: A notification that is sent to a patient to confirm that their appointment has been booked and
is scheduled.

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Instructions: Information that is provided to a patient to help them prepare for their appointment or to
provide guidance on what to expect during the appointment.
Appointment system - a means for E-healthcare that allows for quick booking and managing of patients’
appointments while eliminating the possibility of reiteration of the same time slot for different patients.
Waiting time - refers to the time a patient waits in the clinic before being seen by one of the clinic
medical staff. In this study, waiting time will be used twice, waiting time before registration and waiting
time before being attended by a doctor.

Service time – refer to the amount of time the physician actually spends with the patients.

Outpatient – a patients who attends a hospital for treatment without staying there overnight.

Patient Queue – primarily formed when customers request for a service.

Patient Registration – provides the ability to start and edit a patient file at a hospital. Most hospitals have a
front desk where patients have to register before starting.

Patient Satisfaction – is a measure of the extent to which a patient is content with the healthcare which they
received from they health care provider.

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Chapter 2:
Related Literature and Studies
Patients’ satisfaction plays an important role in the way medical institutions are judged. That is why a
number of initiatives have been introduced on healthcare industry to improve the patients’ satisfaction.
One initiative is introducing an effective online clinic appointment system according to
www.patientpop.com by offering the convenience of online scheduling. You’ll increase patient satisfaction
by eliminating the wait time to see a doctor. In today’s web-driven society, patients expect to be able to
conduct transactions online.
All documentation data carriers-forms, records reports, manuals, etc. was reviewed, organized and
evaluated. Review all the documents which contain the locations, categories and the others by the help of
maps. The method of recording each and every detail of locations were studied and noted. Here the
operation and physical layout of the current system were studied by direct observation of the operation
/physical layout. The method directed toward describing and understanding events and behavior as they
occur People usually provide the best source of information and hence personal interviews with the
patients. Provide questionnaires to selected persons to collect data.
The use of proposed system will avoid the problems of the existing system and we also geta new system
for managing information under the Clinic Appointment System. The proposed system offers
Manual work which is time consuming can be reduced. Easy to store data in the database. Administrator
can add/remove new doctors, patients & departments. Increase processing speed. An easily access
environment for users.
Chapter 3: METHODS AND PROCEDURES

The methods and procedures for using an online clinic appointment system will vary depending on the
specific system in question. However, many systems follow a similar set of steps:

 Patients visit the clinic's website or mobile app and create an account by providing some personal
information, such as their name, date of birth, and contact information.
 Patients can then log in to their account and search for available appointment times. This can be done
by selecting the date and time that works best for them or by searching for a specific doctor or
medical professional.
 Once the patient has found an available appointment time, they can select it and book the
appointment. This typically involves providing some additional information, such as the reason for
the appointment and any relevant medical history.

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 After booking the appointment, the online clinic appointment system will send a confirmation to the
patient, along with any necessary instructions or information. This may include the date and time of
the appointment, the location of the clinic, and any necessary preparation instructions.
 The system can also send reminders to the patient about their upcoming appointment, helping to
ensure that they do not forget or miss their appointment.

Overall, the methods and procedures for using an online clinic appointment system are designed to be simple
and user-friendly, making it easy for patients to access the medical care they need.
The researchers used the descriptive research to determine from a group of outpatients their satisfaction in the
existing appointment systems in their clinics.
Questionnaires, interviews and observations will be used by the researchers. The outpatients from a place in
Maura Aparri Cagayan specially from Aparri area will take part in this study to determine the need to develop
an online appointment system. A survey question will likewise be asked from the doctors to gather
information that will be helpful in designing the proposed appointment system.
A random sampling from the residents of Aparri areas will be the target respondents of this study. Since the
researchers are living in these places. There are where they could easily get participants. Both new patients
and old patients are the target participants. they are those who to go to the clinic being guided by their
parents.
For statistical treatment, most of the variables in this study will be presented in using frequencies and
percentages.

Related Literature and Studies

An online clinic appointment system is a computerized system that allows patients to schedule
appointments with doctors or other medical professionals over the internet. This type of system
can be accessed via a website or mobile app, and it typically requires patients to create an account
and provide some personal information. Once they have an account, patients can use the system to
search for available appointment times, select the date and time that works best for them, and
book the appointment. The online clinic appointment system can then send reminders to the
patient about their upcoming appointment and provide any necessary instructions or information.
This type of system can help to streamline the appointment-making process, making it more
convenient for both patients and healthcare providers.
Scheduling can be described as the process of assigning jobs to resources for some duration. Scheduling
problems are ubiquitous, ranging from computer systems and networks to production factories and patient
appointments. Many of such problems are either solved by manual operation or using heuristics
specifically designed to the context. According to Patient appointment scheduling can be classified into
three: Single Batch Process : In this Appointment scheduling process, decisions are delayed until

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after receiving all appointment requests for a given period. This model is commonly used in surgery
starting times, and allows scheduling with complete information, so that a perfect or near perfect solution
can be found through discrete optimization or heuristic methods. Unit Process Appointments: In this
appointment scheduling model, the process are assumed to come one at a time and are scheduled at the
time of the request arrival. Through this process, a perfect solution will unlikely be found, but may be
approximated if the distribution of appointment request types is learned
Patients’ satisfaction plays an important role in the way medical institutions are judged. That is why a
number of initiatives have been introduced on healthcare industry to improve the patients’ satisfaction.
One initiative is introducing an effective online clinic appointment system according to
www.patientpop.com by offering the convenience of online scheduling. You’ll increase patient satisfaction
by eliminating the wait time to see a doctor. In today’s web-driven society, patients expect to be able to
conduct transactions online. Periodic Process Appointment requests are kept in a buffer of fixed size and
are scheduled once the buffer is full.
This allows a better approximation to the optimal solution by considering optimal or near optimal solutions
at each period.Online appointment scheduling system is a system through which a user or guest or simply,
patients can access the website of the doctor, and through the online software, patients can easily make
their appointments. In addition to that, patients can also provide additional information to the doctor,
making the doctor aware of their situation and giving the doctor time to prepare the necessary information
for when the patients arrives. An online scheduling system allows individuals to conveniently and securely
book their appointments online. Compared to the usual queuing method, the online clinic appointment
system could significantly increase patient's satisfaction with registration and reduce total waiting time
effectively. Waiting time refers to a period of time which a patient must wait in order for a specific action
to take place, after that action is triggered or requested. it is defined as “the length of time from when the
patient entered the outpatient clinic to the time the patient actually received his or her prescription. It is
also described as the total time expended by a patient from registration until consultation with a doctor.

Research Design
The main focus of system design is to supplement the system architecture, providing information and data
useful and necessary for implementation of system elements. it defines the components, modules,
interfaces, and data for a system to satisfy specified requirements. This section consists of the various
modules, interfaces and
data required for the
design of a Patient
appointment
and Scheduling
system. Use Case
Diagram A use case is a
methodology
used in system analysis
to identify, clarify,
and organize system

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requirements. The purpose of a use case diagram in UML is to demonstrate the different ways that a user
might interact with a system. It describes the functional roles of the different actors(users) of a system.
Thus, diagram in figure2 depicts the use case diagrams for the various users in the proposed system.

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Locale of the Study
The study will be conducted at Romero Medical Clinic, which is located at Maura, Aparri, Cagayan. The
patient will be interviewed and examined via personal in the clinic of Dr. Romero. the study could focus on
a particular city or neighborhood where the system is being used. By identifying the local of the study, the
researchers can provide context for their research and ensure that the results are relevant to the specific
community where the system is being used. Additionally, identifying the local of the study can help the
researchers to understand the unique challenges and opportunities faced by the community in regards to
accessing healthcare services, which can inform the design and implementation of the online clinic
appointment system.

Participants of the Study

Participants Frequency(N) Percentage (%)

Doctor 2 10

Clinic Staff 2 10

Patient 16 80

Total: 20 100

Data Gathering Tools or Instruments

We Develop a set of survey questions that address relevant aspects of the online clinic appointment
system, such as user satisfaction, ease of use, and any problems or challenges encountered. We sse an
online survey tool, Google Forms, to create the survey and make it available to participants, we distribute
the survey to a sample of users of the online clinic appointment system, either through email, social media,
or other channels. We Collect and analyze the survey responses to identify patterns and trends, and use this
information to make improvements to the online clinic appointment system.
We’ve used Trello as our data gathering tool, it serves as our tracker to get to know the updates/progress of
our system, we also use that for consolidating all of the data that we gathered all thru out the study, aside
from that Trello is the monitoring tool that we trusted in keeping the privacy of those participants that
participated in the survey, which we managed to gather beforehand the system development.
Data Gathering Procedure
We used SLDC agile methodology in data gathering, this also the same methodology used in the
development of our system . We first gathered the necessary data but aside from the data we also asked our
benefactor about their personal paint point using the manual procedures that they’ve got, which is also
shown in the survey/guide that we had. After Consolidating all the data, we came up with the designs to be
implemented with the features that they wanted, from there we already started the development, testing etc.

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Data Analysis

Interpretation Weight Interval

Strongly Agree 5 4.21-5.00

Agree 4 3.41-4.20

Neutral 3 2.61-3.40

Disagree 2 1.80-2.60

Strongly Agree 1 0-1.80

The proponents will be using the mean to measure the ratings of the participants regarding the evaluation
and assessment of the develop system. The formula in getting the mean is presented in the figure below:
Weight Mean (WM) = ∑fx1+2+…..+xnn
Where:
F(x1+x2+….+xn)N= Represents the summation of all means of the data gathered, also is the number or
ratio expressed as a fraction of 100.
Percentage (P)=FN*100
Where:

 F = frequency of a numeric rating for some given criteria

 N = represents the total number of the participants

Chapter 4: SUMMARY, CONCLUSIONS AND RECOMMENDATIONS

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References
Appendices
A. Communication Letters
B. Hierarchical Input-Process-Output Diagram
C. Data Flow Diagram
D. Context Diagram
E. Use Case Diagram
F. System Architecture
G. Database Design, Table Attributes and Domains
H. Wire Frames or Physical Screens or Designs
I. Consent Form
J. Questionnaire
K. Interview Guide
L. Gantt Chart or Timeline of Activities
M. Curriculum Vitae

Important Notes:

1. Items in italicized is required during the completion of the capstone project. This will be added
upon implementation and testing as well as evaluation or assessment of the developed capstone
project.

2. The abstract will have its format: Purpose and objectives, Methodology, Key Results,
Conclusions, Implications

3. At least 4 keywords will be required and arranged in alphabetical order. This appears after the
abstract.

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4. The preliminary pages [Approval Sheet up to List of Figures will have a page numbering using
a Roman Numeral], while the key document from chapter 1 up to the last page will use a number
from 1 onwards.

5. Citations must follow the IEEE standards.

Example:

As seen in [2] …

According to [4] and [6]–[8] …

In contrast to [5, p. 7], it is evident that…

As demonstrated in [4] …

Rickard [5] has shown …

Jones [6], and Zheng and Rogers [7] have stated …

Azzarello et al. [3] stated that they were unable to determine why …

6. In the reference part, the numbered citations should look like,

[7]     W. Brown, "Electrical Design Considerations," in Advanced Electronic Packaging: With
Emphasis on Multichip Modules: Wiley-IEEE Press, 2013, pp. 51-74.

[8] B. Javier, “Uncovering the emerging concerns in monitoring and management of

Nematopalaemon tenuipes Aramang fisheries: Towards the design, development and
implementation of an IT solution”, J. Bio. Env. Sci. 14(6), 299-309, June 2019.

7. Tables should be displayed in calendar form. It should be given a caption on top of the table.

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Table 1 Participants of the Study

Participants n %
IT Experts 10 22.2
Users 30 66.7
Researchers 5 11.1
Total 45 100

8. Figures should be given caption with corresponding figure number below the figure.

Figure 1 The Spiral Model Design

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9. Useful tools
a) For grammar check: Grammarly
b) Referencing and Citation: Mendeley
c) Paraphrasing contents: quillbot.com
d) Literature Search: Google Scholar, Scopus.com, Web of Science, ResearchGate
e) Plagiarism Check: PlagScan
f) Mentoring: YOUR ADVISER/PROFESSOR and YouTube

10. Paragraph spacing in all contents is 1.5”. Indention in each paragraph is 1 tab away. All CHAPTER
headings are ALL CAPS, BOLD AND CENTERED. All sub-headings follow a Sentence Case, bold and
centered.

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