Thesis Capstone Advice1

MD TIME: DEVELOPMENT OF PHYSICIAN CLINIC TIME MONITORING SYSTEM FOR TCHI 1
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MD TIME: DEVELOPMENT OF PHYSICIAN
CLINIC TIME MONITORING SYSTEM FOR
TAYABAS COMMUNITY HOSPITAL, INC. (TCHI)
An Information Technology CAPSTONE Project Presented to the
Faculty of the College of Computer Studies
In Partial Fulfillment of the
Requirement for the Degree of
Bachelor of Science in Information Technology (BSIT) Degree
Under Expanded Tertiary Education Equivalency and Accreditation Program
By:
ISRAEL A. SALUDES
May 2018
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INTRODUCTION
Overview of the project
Information Technology progresses, and the development of technology that helps
business is rapidly increasing. Incorporating technology into business helps it to run
competitively. Information technology affects businesses on several levels. A strong feature of
business is controllable now a day with the help of information technology by enhancing the
strategic advantage in the business world. Get into networks and databases, for example, has
allowed institution the ability to manage information like never before. This has given businesses
access to client and even on their staffs and employee. Therefore, when used as a planned of
investment, IT delivers institution with the tools they need to accurately manage and evaluate the
business and its staffs to implement policy and rules needed for a competitive business strategy.
Businessman someway established business because he wants to make it success, and one
thing that the business need behind is a team of staff who are passionate with their job. This is
important in business to succeed. One of the most common problems of the institution with the
great impact on effectiveness of the company is the employee absences or lateness.
The more efficient the employees and staffs are, the more productive they are in their
work or job. Monitoring employees and staffs is part of every business activity which is a
protection of both company and worker. An institution that monitor staffs and employees can
gather proof of work hours, track attendance, security and. manages output of work.
Nowadays, the importance of implementing and using health information technology to
improve the delivery of health care ever more accepted. Information Technology and the
universality of it, the world of health institution has changed radically. With the information
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technology, institution can monitor the productivity of their staff and employees. Doctor is part
of hospital institution; they are considered as a staff of the hospital. And they are not exempted to
the company’s strategy of tracking and measuring the productivity of their employee and staff
with various method and tools that the company may use.
According to (Katz, 2015) in the digital age, however, use of employee monitoring isn’t
limited to situations with potential life-or-death consequences, such as those involving patient
care and safety. Companies everywhere are tracking employees’ activities in all kinds of ways in
an effort to become more streamlined and productive.
Project Context
The Project Proposal the MD TIME: A Physician Clinic Time Monitoring System is a
medical doctor clinic time monitoring program, which plays a huge role in giving management,
staffs and doctor’s reports that can be use in improving the quality of service in outpatient
section of the hospital for the purpose of patient satisfaction.
This project proposal will contribute a part on improving quality service and enhancing
patient confidence in the health care system. The proposed project will facilitate in hospital
outpatient department of Tayabas Community Hospital Outpatient Department.
During interview, problems and concerns comes up: that some of the physicians are not
coming on the right time of their clinic hours. Manual log in and log out of physician on logbook
of the security guard cannot produce a good report on logs of physicians. There are no accurate
or decent list of physician schedule. The list of leave of absences of the physician are only listed
on a piece of paper. In delivering coordination of comprehensive care for patients, it is a big
help for the doctors and for the institution that the system can provide reports of physician clinic
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hour logs and leave of absences for them to use in their managerial assessment. The project
proposal believes that achieving such a goal requires right system to meet the required goal of
managing physician’s clinic hours.
The concerns and problems motivated the proponents to develop the MD Time System.
This allows Outpatient Department activities and processes to occur electronically and become a
tool to answer technical difficulties in providing good quality health care. The study was an
Intranet solution for data entry, data transaction and data information needs by the TCHI
Outpatient Department within the business and become the tools for staffs, doctors and
management that can be use on a daily basis for several purposes.
The study intended to benefit Tayabas Community Hospital, Inc. The proposed system’s
main purpose is to increase administrative efficiency and to produce the best result or report.
This report will be the basis of the management for improving decisions making. The system
provides a sufficient, comprehensive, progressing information regarding doctor’s information,
data security and professional privacy.
The MD Time sought to establish functional web based system running on local area
network of the institution with convenient interface designed. The study contained three major
different accounts considering the Administrator, Human Resource and the User. The
administrator accounts can operate all of the functionalities of the proposed system specially the
administrative part of the system while user accounts can perform different functionalities of the
system with respective account privileges for every user. The human resource account is
responsible for the approval and the disapproval of leave of absence. Another function of human
resource account is the cancellation of the approved leave of absence.

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By using the system, the problem stated above will be managed properly. Physician clinic
logs can be displayed and printed, for a better, fast and efficient report. Likewise, leave of
absences can be managed electronically, so that misplacing the manual copy of it will be
avoided.
Purpose and Description
MD Time: Development of Physician Clinic Time Monitoring System offered pages to
run reports, with dashboard that allows to manage the Tayabas Community Hospital, Inc. (TCHI)
Physician clinic logs and leave of absences transaction. The system replaced the traditional way
into modern process by entering logs, information and transactions to computer. The system
provides fast and reliable views and reports for the institution doctors, staffs and management, so
that they can accomplish their work properly and accurately.
This study manages physician’s clinic time in outpatient’s clinic which is very useful for
the institution as they could have one click reliable materials straight from their computers or
print outs that they could use to supervise and plan the effective time management for the hectic
doctor’s time schedule. Another purpose of this study is to improve the monitoring of the
physician’s clinic absences by the use of descriptive views and drill down reporting.
Particularly, it could benefit the following:
Management: MD Time system will provide reports for the management to have fast
administrative decision to produce fast and good outcomes.
Doctors and Nurses: The proposed project would be beneficial to the doctors as well as
to the nurses because the system could show them the list of doctors who are on their clinic duty
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in every medical department. It could facilitate ease in addressing any immediate medical
referrals.
Staffs and Security Guard: It is beneficial to staffs and security guard of the medical
institution as it could give them list of doctors in each medical department and doctors on duty. It
can produce doctor information and log report that the information clerk and security guard
needed most.
Future Researchers: The project proposal will provide future researchers reference
regarding the development of software and system planning.
Goals and Objectives
The highest objective of the project is to develop and create a user-friendly web-based
system that can be used by the organization on assisting staffs on handling important doctor
information that they need in their daily work.
The specific objectives of this project are the following:
1. To analyze the requirements that will be needed for the development of the system which
can be applied and used for the monitoring transaction and creating reports;
2. To design a web-based system using Agile model and UML diagrams for system
specifications based on the identified features and functionalities;
3. To develop the website content through the use of PHP, HTML, JAVASCRIPT,
JQUERY, CSS, BOOTSTRAP, MYSQL, XAMPP;
4. To evaluate the system using ISO 25010 standard of software quality attributes such as
functionality, reliability, usability, efficiency, maintainability, portability, and security.
Scopes and Limitations

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The proposed system will be used and design based on the needs of Tayabas Community
Hospital, Inc. (TCHI). It aims to simplify the workflow, streamline the right clinic hours,
produce accurate logs reports, and maintain a strong control over administrative tasks. It will be
used to benefit the organization and its patients through the advancements in technologies and to
improve the way how the organization do their business processes. All the process applied on the
system are in the guidance of TCHI IT and that possibly the system was not applicable for other
health institution.
The system is very useful because it has interactive dashboard of Physician directory
which contains information of Physicians and their clinic hours. Physicians can be searched per
medical department to be more specific in finding doctor clinic hour schedule and it is also a big
help on viewing the doctors on particular medical department. The application can view doctor’s
schedule of leave of absence. The application also has a visual indicator if the doctor is in the
clinic or out of duty.
At the dashboard of the system, on this page, there is a link to information of the doctor
including the personal information such as license no., professional tax receipt (ptr no).,
philhealth no., telephone no., and mobile no. are included. This information is a great help in the
referral process of the health care team.
Also on this page, the physician’s log-in and log-out are entered by the security guard.
The physician will not be the one to log on the system for the reason that they are too busy
people and they will always say that they are in a hurry and the patient is already waiting for
them. Without the system, one of the job of the security guard is to record on their logbook the in
and out of the physician; every time physicians go to the premises and go out of the clinics. With
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the use of the system, the security guard will still record the in and out of the doctor through the
electronic logs.
Another system function that we can find in dashboard page is a link to view leave of
absence of the physician. Here we can view and manage leave of absences of doctors. A print
button is presented to view and print the list of On Duties Physician, Off Duties Physician and a
list of all Physician on that selected department.
System management page are included on the system to manage administrative
information and functionalities such as creating and modifying physician’s profile. On this page,
the clinic schedule of the doctor is encoded. Changes in the schedule of clinic time can be edited
such as the addition of new schedule as well as its deletion. The field of specialty of the doctor
can be added or be modified. A link to create and modified rooms are also available.
Managing the complexities of security administration is one of the top concerns in this
system. In such demanding times, the availability of User Management page is considered
predominant – affecting sectors of the proposed project. The security ensures that data is
accessible to users based on the level of permissions. Profiles, on the other hand, ensure that
users have permission to only the relevant module in the proposed project. In this module adding
of personal information of users are done. In contains username, password, and type of user.
Type of user is divided into three, the user, the human resource and the system administrator.
The user has to register first before he can proceed to log in process. After the registration, the
system administrator has to activate the registration of the user before he can log on. Once
activated by the administrator, the user can proceed to log in process. In case of forgotten
password, the system administrator gives the user the right to change password at next log in.
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Reports are critical tools for evaluating the performance of organizations, managers, and
staffs as well. One of the purposes of the Reports Management module is to evaluate the
performance of the doctor pertaining to his attendance and consistency on the scheduled clinic
hours and to know dates of absences. The doctor’s duty logs are the tool determinants for that
performance evaluation which is produced by the system. Other reports included are the
following: doctor clinic hours, doctor leave of absence, doctor profile, list of doctors, doctor
clinic room, user’s transaction logs, and list of users.
MD Time system is exclusively for Tayabas Community Hospital, Inc. and not available
for shared mode as of this time when the research is written. MD Time is exclusively for the use
of Tayabas Community Hospital, Inc. employees and staffs only and not available for patient or
customer use. The system would not cover other feature of time management system; the
proponent will only follow the company needs. Internet connection is not required for the
system. The System is intended to be used only at the local area network of the institution.
Definition of Terms
The following are the terms used in the course of conducting the project proposal:
Adobe Photoshop is a raster graphics editor used to create and manage images for the
background interface of the system.
AJAX is a front end communication technology that exchange data with a web server
and updating parts of a web page – without reloading the whole page.
Bootstrap is a free and open source front end development framework for the creation of
websites and web apps. Its framework is built on HTML, CSS and JavaScript to facilitate the
development of responsive web sites and apps.

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CSS (Cascading Style Sheet) is a simple mechanism for adding style to webpage file. It
is a visual and aural layout, for a variety of devices. Along with graphics and scripting.
HTTP (Hypertext Transfer Protocol) is an application-layer protocol used primarily on
the World Wide Web. HTTP uses a client-server model where the web browser is the client and
communicates with the webserver that hosts the website. The browser uses HTTP, which is
carried over TCP/IP to communicate to the server and retrieve Web content for the user.
HTML5 is a markup language used for structuring web pages for websites. It is the latest
evolution of the standard that defines HTML. Designed to be usable by all Open Web
developers.
JQuery is a cross-platform JavaScript library designed to simplify the client-side
scripting of HTML. It is free, open-source software using the permissive MIT License.
Web analysis indicates that it is the most widely deployed JavaScript library by a large margin.
Leave of Absence is a period of time that one must be away from one's primary job,
while maintaining the status of employee.
MySQL is an open-source relational database management system, enabling the cost-
effective delivery of reliable, high-performance and scalable Web-based and embedded database
applications. MySQL delivers the ease of use, scalability, and high performance, as well as a full
suit of database drivers and visual tools to help developers and DBAs build and manage their
business-critical MySQL applications.
Outpatient department or outpatient clinic is the part of a hospital designed for the
treatment of outpatients, people with health problems who visit the hospital for diagnosis or
treatment, but do not at this time require a bed or to be admitted for overnight care.
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PHP (Hypertext Preprocessor) is a server scripting language, and a powerful tool for
making dynamic and interactive Web pages. Also allows web developers to create dynamic
content that interacts with databases.
Physician medical practitioner, medical doctor, or simply doctor is a professional who
practices medicine, which is concerned with promoting, maintaining, or restoring health through
the study, diagnosis, and treatment of disease, injury, and other physical and mental impairments.
Exploratory Prototype Model is a systems development method occasionally used to
design and develop a computer system or product and basically consists of planning and trying
different designs until one of them seems to be the right one to develop.
UML (Unified Modeling Language) is a standardized modeling language consisting of
an integrated set of diagrams, developed to help system and software developers for
specifying, visualizing, constructing, and documenting the artifacts of software systems, as
well as for business modeling and other non-software systems.
XAMPP is a very easy to install Apache Distribution for Linux, Solaris, Windows, and
Mac OS X. The package includes the Apache web server, MySQL, PHP, Perl, a FTP server and
phpMyAdmin.
REVIEW OF RELATED LITERATURE, STUDIES AND SYSTEM
This section primarily presents the different literatures, studies and system which have
significant bearings on the variables included in the research. It focuses on several aspects that
will help in the development of this study.
Related Literature
Time keeping
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In their articles stated that an employer who asks why is timekeeping so important has yet
to grasp the reality of not having one. Whether the budget lacks a line item for capital purchases,
employers must view implementing a timekeeping system is really an investment into the
organization’s survival. Accurate time keeping is one of the most crucial aspects of a successful
business. Knowing how many hours each employee works, when they are scheduled off or if
they are on sick leave can be achieved through one system. (Advance System, 2016).
Just like the Advance System, in this M.D. Time Clinic Monitoring System, keeping a
track of how many hours a doctor stays in his clinic is a vital aspect in the management of a
hospital business not only on the financial side of the business but more on the service the doctor
can give in the operation of the hospital.
Time keeping systems can help you keep track of your employees and how long they are
working, or how often they may be late. If you have several employees that tend to come in later
than they are scheduled, it can significantly affect your small business by causing a delay in
production and can also affect the overall morale of your other employees. Time keeping
systems can also help your small business effectively plan for situations that may result in
downtime for the business. You can begin to build a disaster recovery plan and work toward
minimizing any unscheduled downtime. (Palmetto Payroll, 2017)
Similarly, this proposed system can also help in the effective planning of how to
addressed issues regarding the scheduling and time keeping of the physicians.
There are influencing conditions in order to have a good actions effect for timekeeping.
XpertHR (Reed Business Information Ltd, 2018) present situational variables that the employer
should take steps at an early stage where issues arise relating to an employee's timekeeping, for
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example if the employee regularly arrives at work late or overstays his or her breaks. It may be
possible to resolve the issue by raising it informally with the employee. If not, it may be
appropriate to commence disciplinary proceedings. Employers should aim to be consistent in
how they deal with employees' poor timekeeping.
With the help of the proposed system, proceedings and solutions regarding the problem
that arises due to poor timekeeping of the physicians will be smartly resolved because all are
reported in the system.
BLR posted an international law saying that keeping track of employee working hours is
not an optional chore: The federal Fair Labor Standards Act (FLSA), and numerous other federal
and state laws, require employers to keep records of hours worked, wages paid, and other
conditions of employment. Beyond the law, it is impossible to run a successful business without
keeping track of employee working hours. The FLSA requires that time records show the date
and time a worker's workweek starts, the number of hours worked each day, and the total hours
worked during the week. For many business reasons, employers need to keep thorough, accurate
records of all hours worked, including starting and quitting times for each employee. (BLR,
2018).
Although at this time the Department of Health and the Accreditation Team of Philhealth
is not yet implementing time keeping monitoring of the physicians, this proposed system
anticipates that time will come that it will be a requirement.
Absences
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Based on the researcher, absenteeism in health-care industries can relatively got
attention to the management perspective. Management therefore aimed to review the
absenteeism of the physicians to develop a typology of definitions that might be useful to
identity solution or approach to fill the gaps when the doctors are away from the clinic for
holidays or other absences, such as arranging for a qualified physician to provide relief coverage.
According to (Haughton, 2014) “Organizations need to get better at recording and
monitoring absence patterns so they can pinpoint issues and tackle them. Team targets for projects
should also encourage positive peer pressure and a sense of ‘we’re in it together’. Too many
organizations are blindly unaware of how much absence is costing their bottom line.”
Many firms still underestimate the magnitude of the problem of employee absenteeism.
Instead, they consider such absences to be part of "the cost of doing business." From that
perspective, they fail to quantify the full impact of employee absenteeism. In addition, they also
fail to appreciate the value of solutions that can reduce the costs and lost time that result from
employees' being off work. (SHRM, 2016)
Related Studies
An assessment of patient waiting and consultation time in a primary healthcare clinic,
An assessment of patient waiting and consultation time in a primary healthcare clinic
Waiting is a common phenomenon in the doctor's waiting room. The purpose of this audit is to
assess patient waiting time and doctor consultation time in a primary healthcare clinic and to
formulate strategies for improvement. This audit was conducted at a primary care clinic for 4
weeks using the universal sampling method. All patients who attended the clinic during this
period was included in the study except for those who required more time to be seen such as
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those who were critically ill, aggressive or those who came for repeat medication or procedures
only without needing to see the doctor. The time of arrival was captured using the queue
management system (QMS) and then the patient was given a timing chit which had to be
manually filled by the staff at every station. The waiting time for registration, pre-consultation,
consultation, appointment, payment and pharmacy were recorded as well as consultation time.
The data were entered into the statistical software SPSS version 17 for analysis. version 17.
Results showed that more than half of the patients were registered within 15 minutes (53%) and
the average total waiting time from registration to seeing a doctor was 41 minutes. Ninety-nine
percentage of patients waited less than 30 minutes to get their medication. The average
consultation time was 18.21 minutes. The problems identified in this audit were addressed and
strategies formulated to improve the waiting and consultation time were carried out including
increasing the number of staff at the registration counter, enforcing the staggered appointment
system for follow-up patients and improving the queuing system for walk-in patients. (BA
Ahmad, 2017).
The Effect of Absenteeism and Clinic Protocol on Health Outcomes: The Case of Mother-to-
Child Transmission of HIV in Kenya
Absenteeism of health workers in developing countries is widespread with some
estimates indicating rates of provider absence of nearly 40% (SHRM, 2016). This is the first
paper to present evidence of the impact of health provider absence combined with limitations in
health clinic protocol on health outcomes. Using longitudinal data from nearly 600 ante-natal
care seekers at a rural ante-natal clinic in Western Kenya, we find that nurse absence on a
patient’s first visit significantly reduces the probability that a woman tests for HIV over her
entire pregnancy. In the setting that we study in this paper, health worker absence in not
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particularly high relative to rates reported elsewhere. But even low rates of absence can have
significant impacts when processes at health facilities do not provide adequate alternatives for
clients when health workers are absent.
Related System
TSheets Time Tracking for Health Care Professionals
In the health care industry, the ability to see all hands on deck is critical. To make it
happen, every doctor, nurse, and administrator needs a timesheet solution that won’t slow them
down. TSheets time tracking builds implicit accountability into the system with GPS employee
tracking and the handy Who’s Working window, so you can see your workforce in real time, at a
glance. With TSheets Shift Scheduling, not only will you have all the tools to create and assign a
new schedule in mere minutes, but employees are alerted by email or mobile device the moment
it’s published, updated, or changed. It’s the ideal timesheet solution for doctors, nurses, and
administrators on call. Create schedules from your desktop or our mobile app with ease. It was
developed by TSheets to tracks time of health care professionals on the move.
Time Tracking for Healthcare Professionals
Hospitals and clinics are challenged to keep track of physicians’ time and activities.
That’s where online timesheet applications step in. They give better visibility into hours worked
and allow supervisors to review and approve timesheets. actiTIME provides accurate and easy
time tracking both for administrative and health care roles. This system manages and monitors
health care professionals and used as a tool for business needs.
Dynafios TRACE Time Tracking Software

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Ensuring accountability and compliance with provider contracts can be chaotic. Chasing
down physicians to log and verify time for directorships, on-call, co-management and other
hospital contractual agreements can be time consuming and difficult. Dynafios TRACETM time
tracking for hospitals is an easy to use physician timekeeping compliance tool to track and
monitor physician hours and payments. TRACE is the perfect companion to Dynafios Co-
Management agreements or our C2i methodology and 4CAST healthcare analytics. TRACE time
tracking for hospitals is an easy to use timekeeping software application that logs and records
hours for professional agreements. This software was developed by Dynafios for tracking time of
the physician.
SYSTEM DEVELOPMENT METHODOLOGY
The development of the proposed system will follow the Unified Modeling Language
(UML) and Exploratory Prototyping Application Development in order for the system to stay on
the right track. This kind of approach will enable the proposed project to have an overview on
the status, thus knowing what areas are to be concentrated on.
The proposed project carried out evaluation in Tayabas Community Hospital, Inc. which
is located at City of Tayabas, Quezon Province and flourished in their business of providing
medical health care, working diligently to improve patient satisfaction and the patient experience
of care.
The proposed project considered Tayabas Community Hospital, Inc. as the area of the
study, because the firm plays a great role in providing medical health care, not only in Tayabas
but also in their neighboring towns.
Models, Technologies and Tools

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In this section, the proponents discuss the development of the system to attain the
objective of the study.
Models Used
System modeling is a technique of developing abstract models of a system with model
presented in a perspective view. It is represented in some kind of graphical notation such as
Unified Modeling Language (UML). It helps the analyst to understand the functionality of the
system. It helps clarify what the existing system does and can be used as a basis for the
development of the system.
In this project, the proponents used the UML method in visualizing and documenting
software systems design. The Unified Modelling Language (UML) is a general-purpose visual
modelling language for systems. Although UML is most often associated with modelling Object
Oriented Software systems, it has a much wider application than this due to its inbuilt
extensibility mechanisms. UML was designed to incorporate current best practice in modelling
technologies and software engineering. It is important to realize that UML does not give us any
kind of modelling methodology. (Jim Arlow).
The following are the Unified Modeling Language (UML) diagrams used by the
proponents as development model for Physician Clinic Time Monitoring System.
Use Case Diagram is a graphic depiction of the interactions among the administrator and
users who will be the actor in the MD Time system. It shows relationships between use cases,
actors and systems. It can help developer discuss and represent the specific role and interaction
of every actor that will used the system.
Activity Diagram represent one activity to another activity. The activity can be
described as an operation of the system.

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Sequence Diagram shows object interactions arranged in time sequence. (Visual
Paradigm 2018) Sequence Diagram is an interaction diagram that details how operations are
carried out -- what messages are sent and when. Sequence diagrams are organized according to
time. The time progresses as you go down the page. The objects involved in the operation are
listed from left to right according to when they take part in the message sequence. (Tsang,
2017)
Class Diagram are the mainstay of object-oriented analysis and design. UML 2 class
diagrams show the classes of the system, their interrelationships (including inheritance,
aggregation, and association), and the operations and attributes of the classes. Class diagrams are
used for a wide variety of purposes, including both conceptual/domain modeling and detailed
design modeling. (Ambler, 2014)
ER Diagram (smartdraw, 2018)is an entity relationship diagram (ERD) shows the
relationships of entity sets stored in a database. An entity in this context is a component of data.
In other words, ER diagrams illustrate the logical structure of databases. At first glance an entity
relationship diagram looks very much like a flowchart. It is the specialized symbols, and the
meanings of those symbols, that make it unique.
Matrix Diagram (CItoolkit, 2017)is a table that allows sets of data to be compared in
order to make better decisions. It displays the existence and strength of relationship between
pairs of items of two or more sets. The relationship is then indicated by a number or symbol in
each cell where the two items intersect in the matrix. A matrix diagram can be used as part of
other decision making tools. Cause and Effect Matrix and Quality Function Deployment are
examples of tools that use the matrix diagram.

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Deployment Diagram. The proponent used the deployment diagram to show architecture
of the system as deployment. Show what hardware and software components should use for the
setting out of the system.
Technologies
Software
The project used HTML, HTML5, AJAX, JavaScript, JQuery, CSS, MySQL to design
and develop the system and PHP to build the interaction within the data and application
administration. The project also used Dreamweaver as IDE for the interface development of the
system.
Hardware
Hardware is also needed for the users to typically run the system. The system will run in
a very minimum hardware requirements of dual core computers.
Development Techniques
The techniques used by the proponents to develop the system is the Incremental
Prototyping. This type of methodology needs client’s assistance from the initial outline up to
final finish product of a system. It is the best for the project in consideration of the satisfaction of
clients in a short period of time.
Define System
Requirements
Design System Specify System Build System Validate

Architecture Increment Increment Increment
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No
Yes
System Validate Integrate
Final System
Complete? System Increment
No
Figure 1. Incremental prototyping development model.
Figure 1 shows the development of how the proponents used incremental prototyping to
attain the objectives of the study. It started with defining and collecting the requirements, design
system architecture, specify system increment, development of system increment, validate
increment, integrate system increment, and validate system followed by the condition if the
system is complete. After several incrimination of the system, validation of the system and
gathered feedbacks if the system is complete, and up to become a fully functional monitoring
system.
Define system requirements: During this initial phase the problems of the proposed
project will recognize, diagnose and define. Proponent will gather available information, conduct
an interview, and attempt to get idea and requirements that will be needed for the development of
the system.
Design system architecture: In this phase, the proponent of the proposed project will
determine and understand all the functionalities required for the system. Among the tools that
will be used to determine information requirements are sampling of existing documentation,
internet searching for any literature, works, and software connected to the study, forms and files,
and result of interview. At the completion of this phase after investigation, analyzing and
understanding how the system functions should be, proposed project can proceed to;
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Specify system increment: During this phase, the proponent
Developing prototype system: It is in this phase where the prototype system the MD
Time of the institution is being develop and designed. All the basic functionalities of the system
where coded based on the client’s expectation and requirements. The proponent used XAMPP
for handling data, PHP, JavaScript, and JQuery for the server side of the system. HTML,
Boostrap and CSS for the interface of the software. The proposed project will also use Adobe
Photoshop to enhance the user interface.
Test prototype: It is in this phase where the proponent’s project is going to be reviewed
by the client in detailed information on the how the system will work; it will search for
information that will be processed by the system. The software is tested to clearly understand and
learn what is needed to uncover system concerns, defects in functions and in logic to ensure that
defined input will produce actual results.
Gathered feedbacks: The system performance was evaluated, and possible
improvements are determined. Recommendations by the client were gathered and assisted. The
proponents used the ISO 25010 standard in evaluating the system.
Refined prototype: It is in this phase where system was refined based from
improvements proposed from previous system. The proponents focused on fixing and adding
new functionalities based from the client’s feedbacks from the initial prototype.
Finalize prototype: This phase is dealing with final development and documentation of
the system. Based from all the recommendation, the proponents developed the final product as
describe by the client. All final problems and concerns were fixed and applied to the system.
This phase also deals with implementing and evaluating the system.
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All software development method has fault and so is the MD Time . The approximate
time schedule anticipated for the completion of various phases or aspects of the project should be
at 3 months’ time.
Tools Used
Some applications interface tools were used in the development of this system to utilized
and facilitate the design and code writing some of them are:
EDraw Max
Edraw Max is an all-in-one diagram software for Windows PC that makes it simple to
create professional-looking flowcharts, organizational charts, network diagrams, business
presentations, building plans, mind maps, science illustration, fashion designs, UML diagrams,
workflows, program structures, web design diagrams, electrical engineering diagrams,
directional maps, database diagrams and more. (EDraw, 2018)
Adobe Dreamweaver
The proponent used Adobe Dreamweaver as an integrated development environment
tool. It offers the flexibility of using HTML, CSS, and JavaScript to build extensions for
Dreamweaver and other Adobe CC apps. Dreamweaver supports many programming languages.
Dreamweaver plug-ins and panels can extend the Dreamweaver UI, add powerful features for
building web apps and working with database sources, and automate entire cross-application
workflows.
System Evaluation Plan
Consequently, measuring and evaluating the quality of a software product have been
proposed to assess the quality of the system. Since 2000 the construction of software started to
depend on manufactured components to give a software an assessing quality.

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The finished system was exposed to numerous tests in order to find errors and bugs in it.
This is essential to be able to identify the usability in the extent to which the system can be used
by specified users to achieve specified goals with effectiveness, efficiency, and satisfaction in a
specified context of use.
The system was evaluated through a self-made checklist type of questionnaire to
determine the acceptability based on the ISO 25010 standard also known as systems and
software engineering - Systems and Software Quality Requirements and Evaluation (SQuaRE).
The ISO-25010 is an international standard evaluating the software quality. Some properties of
the software quality standard depend on the user interface development. So these properties are
well defined to assess a user interface (2013). The proponent defines each property and retain the
ones that are necessary to evaluate a user interface quality.
The evaluation phase focuses on ISO 25010 standard and feedback of the users. The
system was evaluated by the target users. Feedback come from checklist or evaluation form that
are answered by the users will be gathered and tallied, analyzed and subjected to statistical
treatment. The five different criteria were evaluated: Functionality, Reliability, Usability,
Efficiency and Maintability. These determined the total effectiveness and usefulness of the
system.
After that, the respondents will consolidate and determine the acceptability of the system
by using the weighted mean with the following formula:

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where: WM = weighted mean
gi = grade by respondent i
n = total number of respondents
The data were analyzed and interpreted using the following scales:
Point Range Scale Qualitative Description
5 4.21 – 5.00 Strongly Agree

4 3.41 – 4.20 Agree
3 2.61 – 3.40 Fairly Agree
2 1.81 – 2.60 Disagree
1 1.00 – 1.80 Strongly Disagree
SYSTEM/SOFTWARE DEVELOPMENT PROCESS
System/Software Environment and Description
MD TIME: A Physician Clinic Time Monitoring System was developed to monitor clinic
logs, leave of absences and generate report of the physician in medical outpatient department of
Tayabas Community Hospital, Inc. at Tayabas City. This system includes recording and
managing of logs, leave of absences and information of physicians in TCHI. It aims to help and
improve the administrative efficiency and provide basis information to the management for
improving decisions making. Through the help of the system the institution physician, staffs and
management can accomplish their work properly and accurately.
The system can be self-administered and accessed through a local area network / intranet
environment. The system has two separate components front end in which the users can logs
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clinic time of the physician, views physician profile, can add and modified physician leave of
absences and print a corresponding report upon the level of their user accounts rights. The back
end program is responsible for managing the content and account of every user of the system.
The system can only be used by registered users as it requires a login that user has to enter their
username and password which was set by the system Administrator.
Architecture Design of the System.
Use Case Diagram.
Figure 2. Use case diagram of the proposed system.
Figure 2 shows the use case diagram of MD Time monitoring system for Tayabas Community
Hospital. The Admin has access to the major activities of the system like creating an account for
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the user, managing the physician profile and the department where he belongs which includes the
room. On the other hand, the User has the access to manage the physician’s log and the leave of
absence. The User can also view the physician’s profile as well as the generated reports.
Process Flow Diagram.

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Figure 3. Process Flow Activity

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To be able to go to the MD Time dashboard, log in will only accept those with valid credentials.
The User has the option to change the password or not before going to the modules. The Admin
can access and manage all the modules while the User can access only to the modules if he has
the privilege to access it. The User can use the Physician Log if he has the privilege to log. The
User can use, view and print the physician profile if he has the privilege to profile. Physician
logs and leave of absences can be viewed also in this module. The User can use, view and
manage the physician’s leave of absences if he has the privilege to leaves. The User can view
and generate reports regarding the physician logs and leave of absences if he has the privilege to
it. Only the Admin can use the physician search page to manage the physician profile, the
department search page to manage the department, the room search page to manage the room and
the user search page to manage the user.
Activity Diagram of the proposed system.
Figure 4. Activity diagram for user log-in.

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Figure 4 shows the login activity of the user. The user has to enter the user name and the
password. The system will validate, if valid, login will proceed. The system has an option of
whether the user will change the password or not.
Figure 5. Activity diagram for physician logs.
This figure shows the login activity of the physician. The user has to login once the physician
started his clinic hours/duty and log out once the physician has already finished his clinic
hours/duty. On this activity, the system will be able to monitor the time of physician’s logins and
logouts.
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Figure 6. Activity diagram for manage leave of absence.
On this activity diagram, the user can manage the absences information of the physician. The
user can view who is on leave by searching and selecting the physician. The user can add,
remove, and modify or update physician’s leave of absence. Information such as the doctor is out
of the town or country or for how many days the doctor will be absent are the features of this
activity.
Figure 7. Activity diagram for viewing physician profile.
This activity diagram access the user to view the physician’s profile. The user can view the
physician’s profile by searching and selecting the physician. The physician’s profile are
printable.
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Figure 8. Activity diagram for managing view & generate reports.
Figure 8 shows the activity of the Admin in managing view and generating reports. The Admin
has all the access to manage the view details and the reports of the system. He can select the
reports and the details to view, print and generate reports.
Figure 9. Activity diagram for managing physician profile.

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This activity diagram access the Admin in managing physician’s profile. The Admin can add the
physician’s profile and the necessary information, can modify the profile or can remove it.
Figure 10. Activity diagram for managing medical department.
On this activity diagram, the Admin manages the medical department of the physician. The
physicians are profiled according to the medical department and his specialization if there’s any.
The Admin can add and remove the medical department of the physician or can modify it.
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Figure 11. Activity diagram for managing clinic room.
On this activity diagram, the Admin manages the clinic room of the physician. The physicians
have its own assigned room according to the medical department where they belong. The Admin
can add and remove the assigned room for the physician or can modify it.
Figure 12. Activity diagram for managing system user.
On this activity diagram, the Admin manages the system user. The Admin has the access to add
the system user, modify it or remove or delete the system user.

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Sequence Diagram of the proposed system.
Figure 13. Sequence diagram for Log-in.
To have a successful entry, the user has to enter the login page, enter the user name and
the password. Valid user enters successfully. For the user with invalid credentials, access
to entry will be denied. User has an option of changing the password by clicking on the
displayed user name. The entry of the Admin User follows the same rule with the entry of
the user but he can only change the password in the Admin page.
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Figure 14. Sequence diagram for physician clinic logs.
There are two options to access the physician clinic logs. Option 1 is to search the physician’s
name on the search box, select the physician and click the pop up page for the logs. Option 2 is
to go to the department where the physician belongs, select the physician’s name and click the
pop up page for the logs. The system will update the data logs after the process.
Figure 15. Sequence diagram for management of physician leave of absence.
To manage the physician’s leave of absences, select first the physician’s name. Go to the add
page to add the physician’s leave of absence. If the user will edit the record of the leave of
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absence, the modify page will be used. To delete the record of the leave of absences, the delete
page will be used. The system will return to the absences page after the process.
Figure 16. Sequence diagram for search and select physician.
There are two options to search and select the physician. Option 1 is to search the physician’s
name on the search box, type the name, search and select the physician. Option 2 is to go to the
department where the physician belongs, search, and select the physician’s name.
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Figure 17. Sequence diagram for physician profile add, modify and delete.
The access for the physician’s profile is for the Admin user only. After the login, the Admin will
go to the displayed user name to access the Admin page. The Admin will go to the physician
profile management page and select the physician. The Admin can go to add page if he will add
physician; to the delete profile page if he wants that file to be deleted and to the update page
when there’s a need to edit or update the profile of the physician. After the process it will go
back to the physician’s profile page.

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Class Diagram of the proposed system.
Figure 18. Class diagram.
The pictorial representation of the system design is called class diagram. The class diagram of
the proposed system which was built after a careful analysis of the requirements is shown in
Figure 18. There are groups of interfaces and classes representing entities of the system being
modeled, with the connection and relationships among these interfaces and classes. The entities
of the proposed system are: User, Physician, Medical Department, Log History, Leave of
Absences and Room which are related to one another.

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The Physician class contains the data or profile of the physicians. The physician profile
uses the medical department class for indexing purposes. The physician logs are recorded in the
log history class. The leave of absences class stores details of absences of the physician, while
the room class stores data of room details.
Entity-Relationship Diagram of the proposed system.
Figure 19. Entity Relationship diagram.
The diagram in Figure 19 shows the database design of the proposed M.D. Time Physician
Clinic Time Monitoring System For TCHI by taking each class as a table and joins to the other
related table. Each table is normalized to allow organization of database in such a way that they
are related. The following diagram therefore shows the database design of the project.
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The tmusers is used to log on for the security of md_profile .,which is used for the record of
phy_loghistory, the file record of md_leave and the room display of ad_room. The department
is used for indexing.
Entity-Relationship Diagram of the proposed system.
Figure 20. Matrix diagram.
Figure 20 shows the matrix diagram of the proposed M.D. Time Physician Clinic Time
Monitoring System for TCHI. The Admin/Users log on for security. The phy_loghistory
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provides record log of the physicians. The md_profile uses department for indexing different
department of physicians. The md_profile is used to show the md_leave and display the room.
Deployment Diagram of the proposed system.
Figure 21. Deployment diagram.
Figure 21 show the deployment of the MD Time Physician Clinic Time Monitoring
System. The deployment diagram shows two nodes: The Server and the PC that represent the
hardware and software requirements for the execution of the system. The system will be
deployed in Tayabas Community Hospital, Inc., the system will be run on local area network of
the institution. The system can be accessed by using internet browser such as google chrome,
internet explorer, Firefox and Opera. This system is supported by an open source cross-platform
web server solution XAMPP for server side management and administration. MD Time deploy
with an open-source relational database management system – MySQL .

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References
Advance System. (2016, September 16). The Economic Importance of Timekeeping in the
Workplace. Retrieved from mitrefinch: https://advancesystemsinc.com/economic-
importance-of-timekeeping-in-the-workplace/
BA Ahmad, K. K. (2017, April 30). Malays Fam Physician. Retrieved from National Center for
Biotechnology Information : https://www.ncbi.nlm.nih.gov/pmc/articles/PMC5420318/
BLR. (2018). Time-Keeping: What you need to know. Retrieved from BLR Learn. Comply.
Succeed.: https://www.blr.com/HR-Employment/Compensation/Time-Keeping
Haughton, J. (2014, July 4). Why managers Must Track Employee Absence. Retrieved from CMI
Chartered Management Institute:
http://www.managers.org.uk/insights/news/2014/july/why-managers-must-track-
employee-absence
Jim Arlow, I. N. (n.d.). UML 2 and the Unified Process: Second Edition Practical Object
Oriented Analysis and Design. Pearson Education Inc.
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today/news/hr-magazine/pages/0615-employee-monitoring.aspx
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keeping-system-business/
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timekeeping/150570/
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samples/toolkits/pages/managingemployeeattendance.aspx
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https://en.wikipedia.org/wiki/Employee_monitoring
https://www.shrm.org/hr-today/news/hr-magazine/pages/0615-employee-monitoring.aspx
https://advancesystemsinc.com/economic-importance-of-timekeeping-in-the-workplace/
By Palmetto PayrollMay 30, 2017Small Business, Time Keeping

http://palmettopayroll.net/importance-time-keeping-system-business/
https://www.xperthr.co.uk/tasks/deal-with-an-employees-poor-timekeeping/150570/
https://www.blr.com/HR-Employment/Compensation/Time-Keeping
absences
http://www.managers.org.uk/insights/news/2014/july/why-managers-must-track-employee-
absence (Jermaine Haughton July 4, 2014)
related studies
https://www.ncbi.nlm.nih.gov/pmc/articles/PMC3721994/
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samples/toolkits/pages/managingemployeeattendance.aspx (Feb 17, 2016 SHRM)
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dissertation:
file:///C:/Users/FaithLove/Downloads/Documents/Is%20There%20a%20Doctor%20in%20the%
20House;%20Medical%20Worker%20Absence%20in%20India.pdf
related system
https://www.crowehorwath.com/folio-pdf/PERF15819A-Physician-Links-Sell-Sheet-
hi.pdf
https://www.tractmanager.com/solutions/contract-lifecycle-management/compliance-
modules/time-effort-record-management-service/
https://www.actitime.com/testimonials/time-tracking-for-healthcare
https://www.tsheets.com/time-tracking-for/healthcare
https://www.dynafios.com/news-events/press-releases/new-mobile-physician-time-
tracking-software-ensures-collaboration-contract-compliance/
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sequence-diagram/
http://www.agilemodeling.com/artifacts/classDiagram.htm Copyright 2003-2014 Scott W. Ambler
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ENVERGA UNIVERSITY
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Waiting Time at Indonesia’s Public Hospital. Retrieved from
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MD TIME: DEVELOPMENT OF PHYSICIAN CLINIC TIME MONITORING SYSTEM FOR TCHI 1

MD TIME: DEVELOPMENT OF PHYSICIAN

CLINIC TIME MONITORING SYSTEM FOR

TAYABAS COMMUNITY HOSPITAL, INC. (TCHI)

An Information Technology CAPSTONE Project Presented to the

Faculty of the College of Computer Studies

In Partial Fulfillment of the

Requirement for the Degree of

Bachelor of Science in Information Technology (BSIT) Degree

Under Expanded Tertiary Education Equivalency and Accreditation Program

Overview of the project

Information Technology progresses, and the development of technology that helps

business is rapidly increasing. Incorporating technology into business helps it to run

competitively. Information technology affects businesses on several levels. A strong feature of

great impact on effectiveness of the company is the employee absences or lateness.

Nowadays, the importance of implementing and using health information technology to

an effort to become more streamlined and productive.

section of the hospital for the purpose of patient satisfaction.

outpatient department of Tayabas Community Hospital Outpatient Department.

on a piece of paper. In delivering coordination of comprehensive care for patients, it is a big

managing physician’s clinic hours.

management that can be use on a daily basis for several purposes.

provides a sufficient, comprehensive, progressing information regarding doctor’s information,

data security and professional privacy.

resource account is the cancellation of the approved leave of absence.

Purpose and Description

MD Time: Development of Physician Clinic Time Monitoring System offered pages to

that they can accomplish their work properly and accurately.

Particularly, it could benefit the following:

administrative decision to produce fast and good outcomes.

regarding the development of software and system planning.

Goals and Objectives

information that they need in their daily work.

The specific objectives of this project are the following:

specifications based on the identified features and functionalities;

JQUERY, CSS, BOOTSTRAP, MYSQL, XAMPP;

functionality, reliability, usability, efficiency, maintainability, portability, and security.

Scopes and Limitations

clinic or out of duty.

referral process of the health care team.

list of all Physician on that selected department.

System management page are included on the system to manage administrative

clinic room, user’s transaction logs, and list of users.

background interface of the system.

development of responsive web sites and apps.

HTTP (Hypertext Transfer Protocol) is an application-layer protocol used primarily on

JQuery is a cross-platform JavaScript library designed to simplify the client-side

while maintaining the status of employee.

MySQL is an open-source relational database management system, enabling the cost-

business-critical MySQL applications.

content that interacts with databases.

Physician medical practitioner, medical doctor, or simply doctor is a professional who

Exploratory Prototype Model is a systems development method occasionally used to

UML (Unified Modeling Language) is a standardized modeling language consisting of

specifying, visualizing, constructing, and documenting the artifacts of software systems, as

well as for business modeling and other non-software systems.

REVIEW OF RELATED LITERATURE, STUDIES AND SYSTEM

will help in the development of this study.

can give in the operation of the hospital.

minimizing any unscheduled downtime. (Palmetto Payroll, 2017)

appropriate to commence disciplinary proceedings. Employers should aim to be consistent in

how they deal with employees' poor timekeeping.

reported in the system.

anticipates that time will come that it will be a requirement.