San Sebastian College

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San Sebastian College- Recoletos de Cavite

College of Accountancy, Business Administration and Hospitality
Management
IT Concepts and System Analysis and Design (ITE6LL)

PET CLINIC
INFORMATION MANAGEMENT
SYSTEM

Submitted by:
Derudar, Jhoemar
Monton, Raymond
Valencia, Kim Mikho
Vias, John Michael
Virata, Earvin Noel

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Submitted to:

Ms. Nimfa Taupo

III.

THE EXISTING SYSTEM

System description
When 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

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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.

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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

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HIPO CHART

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Major Concerns of the System

The 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

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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.

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