Online Reservation System with SMS Notification for Josephine Testa-Abello, DMD Dental Clinic

Online Reservation System with SMS Notification
for Josephine Testa-Abello, DMD Dental Clinic
A Capstone Project by
Andrade, Aisa S.
Sumba, Charlene S.
Bual, Rogelio Jose Y.
Submitted to the Undergraduate Programs
Trimex Colleges - Biñan, Laguna
In Partial Fulfilment
of the Requirements for the Degree
of Bachelor of Science in Information Technology
February 2018

Chapter 1
INTRODUCTION
This chapter gives a detailed introduction of the study to be developed. It
gives an overview of the company background, the existing system and its
problems. It elaborates the opportunities and objectives of the study and its
significance.
1.1 Background of the study
Information Technology is a great tool for the improvement and
advancement of business. Automation is now widely used because of its efficiency
and accuracy. It helps to perform task in an easy way with less time consumed.
Business processes of some companies have become automated while others strive
for the similar setting. This allows a business to be more competitive. A lot of
business especially in the United States have made everything web based
particularly for medical clinics. It speeds up every process for them. They wanted to
reduce the use of papers and synchronized everything in the most effective way and
this is what Information Technology could offer. By storing the data into the
database, the communication between those involved parties can also be provided
with ease. Everything will be organized and margin of errors will be lessened.

Some dental clinics still use manual operations to run their business, like
storing all their data in a secured drawer. Room for errors are very wide when it
comes to keeping and updating records. Also, keeping track on dentist's
performance and business is also hard.
In this premise, the researchers are challenged to conduct a study on the
development of a reservation system entitled “Online Reservation System with SMS
Notification for Josephine Abello, DMD Dental Clinic”, this system works all the time.
This gives freedom to potential visitors to book a room anytime they want and
maximizes the sales because staffs are not limited to their working hours. In fact
studies show that a 24/7 online reservation system greatly increases the number of
bookings. It makes the business staff more efficient because they won’t be tied to a
phone waiting for guest calls. Most of the time employees will get new reservations
online and they will have more free time to do other things instead of playing phone
tag. Usually an online reservation system comes with various analytics tools that will
shows when they get a lot of reservations, what kind of people prefer property and
what upgrades their sell the most. This valuable information will outline the areas
where they need to focus, saving time, effort and money on approaches and
activities that simply don’t work for them.
Dr. Josephine Abello Dental Clinic is located at BrgyTubiganBiñan Laguna.
The clinic was owned by Dr. Josephine Abello, she was graduated in Manila Central
University on March 1986 and was apprenticed by Dr. Maribel Biato in Sta Rosa
Laguna when she was under her board examination. She passed the board exam on

September 1, 1986. Dr. Josephine and his husband Dr. Francisco El Lorensano L.
Abello a dentist also established their own dental Clinic at Sta. Catalina Biñan
Laguna. After 16 years they moved their dental clinic location at Apartment 20m
Bilisario Commercial Bldg. BrgyTubiganBiñan Laguna and they have been 15 years
since it was moved as of today. This dental clinic has no existing system. The
“Online Reservation System” will help them not to rely on phone calls and walk-ins
only to make reservations.
Using Information Technology as the solution to this situation will give the
business the opportunity to be more competitive in the market and also to give the
service their patients deserve.
Objectives of the study
The proponent wanted to use Information Technology as the solution
to the existing problems of the business. This will help them be more effective and
competitive in the market industry. With this in mind, the following are their
objectives:

General Objectives
In general, this study aims to provide Dental Clinic the information system
they need to improve the quality of service they provide to their patients.
Specific Objectives
Specifically, this project aims to achieve the following objectives:
 To implement a system that will automate all the processes including booking
the appointment, maintaining and retrieving the patient profile that will result
to a more effective and efficient service.
 To create a system that will synchronize everything whoever the user may be
to avoid overlooked schedules and result to a flawless time table.
 To generate reports such as summary of clients per week, per month or what
period of coverage they want.
1.2 Significance of the study
The system that the proponent will develop will benefit the concerned
business. The system will provide an effective patient information management and
a powerful appointment handling. It will have its significance to the following:
 Company. Dr. Josephine Abello Dental Clinic will benefit from the system
because it will be of great help since it will make their day to day operations
easier. It will be an instrument to make it more competitive in the market

industry that gives the possibility of increasing potential patients and
developing more loyal patients.
 Business Owner. He can manage the business with lesser difficulties
because the system provides everything for the user. He will also benefit
from the accurate records the system could produce. The reports that will be
generated by the system will help the business owner to monitor the growth
and performance of the business that can support him with his decisions.
 Dentists and Front Office Personnel. The system will be of great
convenience to the dentists and front office personnel. The front office
personnel won’t be having a hard time searching, looking and updating the
patient information and the billing process will be simplified. The Front office
personnel will have a systematized way of booking appointments and
maintaining the patient records per visit. Therefore, it will make the staff
more productive.
 Patients. For the patients of Josephine Abello, DMD Dental Clinicwillbe given
more quality service and it will be more convenient for them. It will lessen the
time consumed for them to book for an appointment. It will also give them
easy access to their records anytime and anywhere to help them monitor
their dental information.
 Developers. For the developers, the development of the system will enhance
their capabilities and will make them a critical thinker by thinking of solutions
to implement an effective system to solve the problems of the company.

Integrat
edWith
SMS
Dentist
Module
Adminis
trator
Module
Front
desk
Patient
Module
 Future Researchers. The future researchers can use this project as a guide
if ever they want to develop a system related to this kind of system. This
project can be a reference to them. Also, if other problems arise, the
developers are looking forward that the future researchers can use the data
gathered to solve it.
1.3 Scope and Delimitation of the study
The proposed system focuses on patient information management with
appointment handling. The system will play a role with every transaction involving
booking of appointments and in managing patient’s record.
System Boundary.
1.3.1 Scope of the study
Functions and Features:
 Administrator Module – registering and managing accounts
Figure 1. System Boundary

 Dentist Module – approving or declining of appointment requests and
viewing of their schedules and records
 Patient Module – sending appointment requests, viewing records and
available slots for dentist and cancelling of appointment
1.3.2 Delimitation of the study
The system has no billing or it does not have receiving of payments from
patients through online using the system. It cannot generate sales and collection
report and it can’t be used without internet connection.