Online Dental Appointment Management System

Research presented to

The Pateros Technological College

In

Partial fulfillment of the Requirement

Of the Bachelor of Science in Information Technology

Of Database Administration

Submitted by:

Bonete, Angeline P.

Endencio, Lyka Steffany P.

Evangelista, Yasmin B.

Navarro, Jenny Rose B.

Turilla, Joshua
Introduction

In the rapidly evolving technological landscape of the 21st century, software systems have

become instrumental in enhancing productivity and addressing complex challenges across

various industries. This research underscores the critical importance of developing efficient,

user-centric systems, providing insights that contribute to the advancement of the field and

support the ongoing evolution of technology (Smith, 2022). The advent of computers has

fundamentally transformed communication, facilitating instantaneous and seamless connections.

In contrast to earlier methods, such as letters and phone calls that often resulted in delays,

contemporary communication technologies enable immediate message delivery, video

conferencing, and effortless information sharing. These advancements have significantly

reshaped both personal and professional interactions, promoting effective team collaboration

through platforms such as email, messaging applications, and virtual meetings. By leveraging

these technological innovations, organizations can optimize operational efficiency, foster a

culture of innovation, and cultivate a more interconnected and responsive work environment,

ultimately leading to enhanced outcomes and sustained success. As digital technology

progresses, traditional methods of record-keeping and appointment management in healthcare

are being overshadowed by automated, online alternatives. Dental clinics are progressively

acknowledging the necessity for systems that enhance efficiency, protect patient information,

and elevate service quality.

Dentabliss Dental Care, established in August 2017 in Antipolo City, provides quality dental

services to residents in its vicinity. The clinic, owned by Mrs. Ivy Villaflor, is located in a

residential area close to her home, reducing operational costs like rent and allowing for greater

investment in modern equipment. Mrs. Villaflor’s goal is to create a comfortable and welcoming

environment for her patients. Located near local residents, the clinic serves a ready clientele,

including neighbors and acquaintances, making it a convenient option for dental care. Setting up

the clinic in this location was a practical decision influenced by cost and accessibility. This

choice provides Dentabliss Dental Care with an "instant market," as the nearby community offers

a consistent client base, making dental services more accessible to the neighborhood.

Purpose and Scope:

The primary objective of the Online Dental Appointment Management System is to facilitate the

appointment scheduling procedure for dentists and patients, especially when support staff is

unavailable. This system enables online scheduling of appointments, and patient registration,

greatly minimizing the time and effort required for manual appointment oversight. Furthermore,

the system's capabilities include overseeing patient records, monitoring appointment history, and

safely archiving vital information in a centralized database. By incorporating these essential

elements of clinic administration, the system offers a comprehensive strategy for managing

dental appointments that improves operational efficiency within the clinic.

Problem Statement:
● DentaBliss Dental Care’s current management system is inefficient, leading to issues

with scheduling and patient record management that affect service quality and patient

satisfaction.

● The manual appointment management system is prone to mistakes, including double

bookings and incorrect patient details.

● The patient record system that relies on paper increases the risk of losing data,

inaccuracies, and inefficiencies, leading to lengthy searches and errors in data entry.

Objectives:

● To develop and implement an Online Dental Appointment Management System that

enhances clinic operations by digitizing patient record management and streamlining

appointment scheduling.

● Appointment Scheduling System: This system aims to reduce errors such as scheduling

conflicts, forgotten appointments, and inaccurate patient data. Enhancing patient

contentment through simplifying appointment scheduling and decreasing wait times.

Moreover, the system enhances the dentist's productivity, enabling them to focus on

patient care instead of scheduling. Security features protect patient information, ensuring

that clinics comply with privacy laws. Overall, it enhances the experience for both

patients and the healthcare provider.

● Digital Patient Record Database: This system will have a feature about a digital database

for patient records that helps reduce errors because information is entered in a clear,

standardized way, making it easier to read. This means that the dentist can make better

decisions based on accurate data. The database also allows for quick and easy searching,

update record, add patient, delete, and view database table, making it faster to find patient
information and reducing the time spent on paperwork. Additionally, digital records can

be backed up regularly, which prevents the loss of important information due to damage

from fires or floods. Overall, this transition to a database system leads to better patient

care and a more organized way to manage records.

Project Significance:

Clinic: Improves operational efficiency and patient satisfaction by enhancing scheduling and

record-keeping.

Patients: Reduces waiting times and ensures accurate records for better quality of care.

Researchers: Provides valuable insights into implementing healthcare technology solutions.

Future Researchers: Serves as a reference for future studies in healthcare IT systems.

School: Enhances the institution’s reputation by demonstrating real-world applications of

academic learning.

3. System Requirements Analysis

● Stakeholders:
○ Dentist: The primary user who will manage patient information, appointments,
and reminders.
○ Patients: Users who will book appointments and receive reminders.
● Functional Requirements:
○ User Registration: Enable patient registration and secure login.
○ Appointment Management: Enable patients to schedule appointments and check
open time slots, with automatic synchronization to the dentist’s calendar.
○ Reminder Notifications: Send automated reminders through email or SMS to
minimize missed appointments.
○ Patient Record Management: Store and manage patient information, such as
contact information, appointment records, and observations from earlier visits.
● Non-Functional Requirements:
○ Performance: Ensure minimal loading time for scheduling and retrieving records;
support concurrent users for smooth operation.
○ Security: Implement access control to restrict patient data access only to the
dentist; data protection with encryption for sensitive information.
○ Usability: Ensure a simple and user-friendly interface, with intuitive design for
patients booking appointments and for the dentist managing records.