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1.1 Introduction

The delivery of health care services in the Philippines was officially devolved from the Department of Health (DOH) to the Local Government Units (LGU’s) in 1991 with the passing of the Local Government Code. The actual implementation of the devolution, however, was accomplished in 1992. Aside from gaining total control over the supervision and implementation of health care services, LGU were also granted the administrative autonomy, which enable them to source or raised local revenues and secure financing for health cared expenditures.

From the onset, transferring devolving health care services became a very big responsibility for the LGU’s. In particular, the Philippines has 79 provinces, 1,496 municipalities, 117 cities and 42,435 barangay. The provincial LGU’s are responsible for the operation of the provincial health services; district health services; provincial hospitals and district hospitals. The cities are responsible for running the City Health Offices; City Hospitals and Rural Health Units.

The municipalities are responsible for running the Municipal Health Offices; Municipal Hospitals; Municipal Health Units and Barangay Health Stations. Apparently, dissatisfaction is lowest for frontline barangay health stations and rural health centers at the grassroots level. Poor quality and delivery of services can be seen because of several reason like waiting time is long, schedules are inconvenient and facilities are rundown. And besides, health workers are burden with too much paper works and they lack the knowledge on how to efficiently maintain records of patients.

As technological trend rapidly advances, the idea of having an automated file management and control system has come into the great minds of many institutions. With these techno-trends, the proponents intend to develop an Automated File Management and Control System for City Health Center VI to computerize all major transactions concerning internal procedures and to provide a means of convenience to its staff and patients. An automated file management and control system is an electronic record of patient’s health information generated by one or more encounters in any care delivery setting. Included in this information are patient diagnosis, treatments and medications.

This electronic record automates and streamlines the clinician’s workflow which cannot be done with paper-based system. The proposed computerization of the current system is a Transaction Processing System (TPS). TPS are computer-based version of the manual organizations system. These are developed to perform transaction and to process large amount of data for routine business transactions such as file management and control system. TPS are more frequently used by organizations that require more speed and efficiency in handling information.

1.2 Statement of Objectives

The study aimed to develop and validate a file and control management system that will assist the medical staff of City Health Center VI in their transaction with their patients and to provide an electronic generation of data reports. Specifically, it aims to achieve the following:

1. To create user accounts on the system 2. To design and create an electronic database that will store much needed records. 3. To provide an electronic form of report that can be printed using an output device. 4. To speed up the internal process of rendering services inside the health center. 1.3 Significance of the Study

The developed automated file management and control system will be significant and of benefit to the medical staff of the said City Health Center VI because it will streamline the over-all process, lessen the time in completing their work, reduce errors and too much paper works, reduce redundant storage and output. At the same time, patients will also be benefited in the sense that service will be rendered efficiently by employing a faster and simpler working method.

1.4 Scope and Delimitation of the Study

The developed automated file management and control system includes an electronic records of patients stored in the database of the system and an inventory of medicines, vaccines, vitamins and supplements and other related drugs pertaining to maternal care and child nutrition. The system has the ability to search for records of patients found in the covered seven barangays namely: Amucao, Balingcanaway, Batang-Batang, San Jose, San Manuel, San Pascual and Sta. Catalina. The system doesn’t include a billing of accounts because service and medicines inside the health center are free of charge. If there would be monetary amount involved, it will be in the form of donation given by the patient voluntarily. Capturing pictures of patients was not included in the system.

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