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1 Project context
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3 Introduction
4 The rapid advancement of Information Technology has significantly transformed various
5 industries, including healthcare. One critical aspect of healthcare institutions, such as dental
6 clinics, is managing patient records, billing, and inventory. However, many dental clinics still
7 rely on manual methods such as paper based record-keeping which are time-consuming, error-
8 prone, and susceptible to data loss or duplication. These inefficiencies pose a challenge for both
9 dental practitioners and administrative staff, leading to inaccurate records, increased workload,
10 and difficulty in retrieving patient information when needed Mohd Javaid, Abid Haleem, Ravi
11 Pratap Singh (2024).
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13 This capstone project proposes the development of a Dental Clinic Management System. The
14 system aims to integrate various core clinic processes, including a centralized database, billing
15 management, and inventory tracking. The proposed system will provide a platform for clinic
16 administrators to manage and oversee clinic operations (Pak J Med Sci 2024). It will generate
17 automated reports, allowing administrators to track patient visits, outstanding balances, and
18 supply inventory. This will provide a comprehensive overview of clinic operations. Furthermore,
19 the system will incorporate security measures, such as user authentication and data encryption, to
20 protect sensitive patient information. This will ensure that patient data is secure and accessible
21 only to authorized personnel. The development of this system aims to explore the potential
22 benefits of integrating technology into dental clinic operations. By examining the design and
23 implementation of a Dental Clinic Management System, this project seeks to provide insights
24 into the possibilities and challenges of automating clinic processes.
25 Research Locale (Target Beneficiary)
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27 The research will take place at Factura Dent. Dental clinic located in Poblacion, Tagoloan Mis
28 Or. The clinic is a moderately sized establishment with a small team of dental professionals,
29 including dentists, dental assistants, and administrative staff. It caters to a steady flow of patients
30 daily, providing a range of dental services such as consultations, cleanings, extractions, and
31 orthodontic treatments (Yi-Cheng Chiang 2023).
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33 This locale was chosen because, in today's digital age, most healthcare facilities have
34 transitioned to automated systems, yet this clinic still relies on manual processes. The lack of
35 automation presents significant challenges, including inefficient record management, increased
36 risk of human error, and time-consuming administrative tasks. These operational inefficiencies
37 align with the objectives of this capstone project, making the clinic an ideal environment for
38 testing and evaluating the proposed system. By implementing a Dental Clinic Management
39 System in this setting,
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41 the study aims to explore how digital transformation can enhance workflow efficiency, improve
42 data accuracy, and strengthen information security in a dental practice.
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44 Statement of the problem
45 In many dental clinics, daily operations such as patient record keeping, financial billing, and
46 inventory tracking are often handled manually. This method presents several gaps and
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47 inefficiencies, particularly in organizing data. Handwritten billing calculations may lead to
48 errors, causing confusion for both staff and patients. Additionally, tracking inventory without a
49 digital system makes it challenging to monitor supply levels, increasing the risk of stockouts or
50 over-ordering.
51 The impact of these issues affects both the clinic's staff and patients. Operational inefficiencies
52 can slow down daily tasks, causing delays in patient care. Errors in billing or appointment
53 scheduling may also result in a poor user experience. Without a centralized system, accessing
54 patient records becomes time-consuming, reducing the clinic's ability to provide timely and
55 informed care. These challenges highlight the need for an organized and reliable solution to
56 support the clinic’s workflow.
57 Proposed Solution
58 This capstone project proposes the development of a qDental Clinic Management System
59 (DCMS) to automate the clinic's manual processes. The system will integrate financial billing,
60 patient medical record storage, inventory tracking, and dental report generation into a centralized
61 platform (Sensors 2023).
62 The DCMS will include features for automating billing calculations, organizing patient records
63 for easier access, and tracking inventory levels with notifications when supplies are low. It will
64 also have a module for generating dental reports, allowing staff to review patient histories,
65 treatment details, and dental clinic data.
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67 The proposed system focuses on transitioning from manual to automated processes, daily
68 operations and organizing clinic data.
69 Alignment with IT Principles
70 The development of the Dental Clinic Management System (DCMS) aligns with core IT
71 principles by integrating various technologies and methodologies to address the clinic’s
72 operational needs.
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74 The project will utilize database management systems to store and organize patient records,
75 financial transactions, and inventory data, allowing for efficient data retrieval and updates.
76 Algorithms will be employed to automate processes such as billing calculations and inventory
77 level monitoring. The system will also incorporate cybersecurity measures like user
78 authentication and data encryption to safeguard sensitive patient information from unauthorized
79 access.
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81 In terms of innovation, the DCMS introduces a shift from manual processes to an automated
82 system, reflecting the application of IT solutions to clinic operations. The project emphasizes
83 how technology can be used to organize data, automate manual processes, support decision-
84 making by generating dental reports and tracking real-time inventory levels (Information 2023).
85 This project highlights the relevance of IT by showcasing how database systems, algorithms, and
86 security protocols can be combined to develop a tailored solution for dental clinic management.
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88 PURPOSE AND DESCRIPTION
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90 The Development of Dental Clinic Management is designed to provide comprehensive solutions
91 to various challenges faced by dental clinics, particularly Factura Dental Clinic. The primary
92 objectives of this system are:
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93
94 Firstly it Helps assist better workflow between the doctor and assistant, ensuring seamless
95 coordination and efficient task management.
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97 Secondly, Replaces traditional manual methods of recording patient data, appointments, and
98 treatment plans with a digital system, reducing errors and increasing data accuracy.
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100 Thirdly, Enables the clinic to efficiently manage inventory levels of equipment and supplies,
101 including tracking stock levels, and minimizing waste.
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103 Fourth, Provides insights into sales performance, enabling the clinic to track revenue, and make
104 informed decisions to optimize business operations.
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108 CONCEPTUAL FRAMEWORK

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130 Figure 1.0 Conceptual Framework of the Study

134 The system gathers essential information from dental staff, patients, and administrative
135 records at the input stage. Dental staff log in using their unique credentials to access the system,
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136 ensuring that only authorized personnel can manage patient records, billing, and inventory.
137 Patients' dental information, including medical history, treatments, and previous visits, is
138 recorded in the system. The system captures administrative data, such as financial transactions,
139 clinic expenses, and supply levels. Inventory details, including stock quantities and expiration
140 dates, are entered to monitor clinic supplies. User activity logs track login sessions and
141 modifications to ensure accountability.

142 During the process stage, the Dental Clinic Management System organizes and manages clinic
143 operations. The system uses a centralized database to store and retrieve patient records, making
144 information readily accessible. Billing management features create invoices, track payments, and
145 manage outstanding balances. Inventory tracking modules update supply levels in real time,
146 providing notifications for low-stock items. Dental reports are generated, detailing patient visit
147 histories, treatment plans, and financial summaries. Security protocols, including data encryption
148 and user authentication, protect sensitive patient information. The system maintains data
149 accuracy by automatically validating and cross-referencing patient information to prevent
150 inconsistencies.

151 In the output stage, the Dental Clinic Management System provides streamlined reports, data
152 accessibility, and effective clinic management. Dental staff receive detailed patient records,
153 including treatment history, payment status, and clinical notes. The system generates financial
154 reports, summarizing clinic income, expenses, and outstanding balances. Inventory reports
155 display current stock levels, alerting staff when supplies are running low. Dental reports provide
156 insights into patient trends, supporting data-driven decision-making for better clinic services.

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160 DENTAL CLINIC MANAGEMENT SYSTEM
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162 Objectives of the study
163 The primary objective of this study is to develop and implement a Dental clinic
164 management system by providing an integrated platform for managing Patient records and
165 Medical history, Dental reports, Financial transactions, and Dental Clinic inventory system, The
166 system aims to replace the traditional manual process specially on gathering patients information
167 and Medical history, automate dental processes, visualizing dental reports, tracking dental
168 supplies and materials, providing automated and visualized reports for financial transactions, and
169 billings. Specifically, the study seeks to:
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173 1. Designing a user-friendly interface that shows all patients and creating a button in the
174 most obvious area, the top-right section where you can add new patients and can be
175 navigated by the patients, staff and dentist especially in older ages.
176 2. Reducing data redundancies by implementing first name and last name duplications
177 conditions and also Implementing CRUD functionality.
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184 3. Storing and managing patients dental and medical history. This ensures access to past
185 treatments, allergies, and prescriptions. By doing so, it improves decision-making for
186 future treatments.
187 4. Developing a schedule cleaning function where can automatically soft delete the dental
188 and medical history after 6 months or higher old histories and automatically hard delete
189 on the admin panel after 1 year old files.
190 5. Providing invoices and receipts for every dental procedure which are similar like the
191 dentist always used, adding an option where gcash or hand to hand to pay, and also
192 adding a button where can add a cash to automatically calculate change.
193 6. Developing a system that is able to track unpaid and paid payments daily, weekly,
194 monthly, and yearly to provide an interface for the staff to avoid losing track and loss of
195 income.
196 7. Providing a graph and financial reports for clinic revenue and expenses can be tracked by
197 the staff by day, week, month, and year.
198 8. Providing an interface that monitors stock levels of dental supplies and equipment.
199 9. Developing an Automated stock alerts each and every time the user logs in on the system
200 that glow and emit red light on each corner of screen and produce a low beep sound that
201 alerts the users and can be turned off via notification bar to avoid shortages.
202 10. Implementing crud functionality for Maintain and organized record of purchases and
203 usage
204 11. Storing reports for every patient visit, treatments, etc. using the right format to be
205 visualized by the client comfortably.
206 12. Evaluating the system’s user friendly and Accessibility, accuracy and data redundancies
207 by testing it to the client and accepting its feedback to determine its impact and also to
208 tracking down and solving bugs and errors.
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211 Scope and limitations of the study
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214 The study focuses on the development of Dental Clinic Management System by automating
215 record-keeping, financial tracking, and inventory tracking. By transitioning from a manual to a
216 digital system. It will allow digital recording of patient treatments and medical history for easy
217 access and updates. The system will manage inventory tracking, ensuring that supplies such as
218 dental supplies and materials are regularly monitored. The system will not process online
219 payments but will record cash transactions. The primary beneficiaries of this study are patients
220 and dentists as it automates the traditional way of storing or keeping data and manual processes
221 and procedures. The study will be conducted from March to December 2025 during which the
222 system will be designed, developed, tested and evaluated. The system will be implemented
223 within Poblacion Tagoloan, ensuring that it aligns with the institution's existence.
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227 The limitations of this study is we didn't develop an online registration system and cloud
228 computing because our dental clinic only accepts walk-in patients. Since patients do not always
229 follow their designated schedule, we cannot accurately determine when they will arrive, as they
230 tend to come at their own convenience even if an appointment is set. We can't implement gcash
231 payment directly to our system because we can only use the send money option on gcash. We
232 cannot get notified when the client sends the money.
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234 Definition of Terms
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236 1. Dental Clinic Management System – A digital system designed to automate and streamline
237 administrative tasks in a dental clinic, including appointment scheduling, patient record
238 management, billing, and inventory tracking.
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240 2. Automated Billing System – A feature of the proposed system that manages and processes
241 patient invoices, payments, and financial records electronically, reducing manual errors.
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243 3. Patient Medical Records– Digital records that store patient information, including personal
244 details, dental history, treatment plans, and prescriptions, ensuring organized and secure data
245 management.
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247 4. Inventory Tracking – A system function that monitors dental supplies, alerts when stock levels
248 are low, and helps in efficient restocking to avoid shortages.
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250 5. Dental Reports – System-generated reports that provide insights on clinic operations, patient
251 treatments, financial summaries, and staff productivity.
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253 6. Database Management System (DBMS) – A structured system used for storing, retrieving, and
254 managing data in the Dental Clinic Management System, ensuring data consistency and
255 security.
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257 7. Cybersecurity Measures – Security protocols implemented to protect patient information and
258 financial transactions from unauthorized access and cyber threats.
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260 8. User Interface (UI) – The graphical layout of the system, designed to ensure easy navigation
261 and efficient interaction for clinic staff and administrators.
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263 9. Operational Efficiency – The ability of the system to optimize workflows, reduce manual
264 workload, and improve overall clinic productivity.
265 will arrive, as they tend to come at their own convenience even if an appointment is set. We can't
266 implement gcash payment directly to our system because we can only use send money option on
267 gcash we connot get notified when the client sends the money.
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