CityVets Revised 1 & 2 (Edited)

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CityVets Animal Clinic Management System

A Thesis
Presented to
Polytechnic University of the Philippines

In Partial Fulfillment of the Requirements for the Degree


Bachelor of Science in Information Technology

By

Bartolome, Jon Jeremiah E.


Beldeniza, Timothy
Cabiades, Sebastian Carlo O.

Professor Gecilie C. Almirañez


Faculty Adviser

January 10, 2021


TABLE OF CONTENTS

Title Page

Certification and Approval Sheet

Acknowledgments

Certification of Originality

Abstract

Table of Contents

List of Tables

List of Figures

1 The Problem and Its Setting

Introduction

Theoretical Framework

Conceptual Framework

Statement of the Problem

Scope and Limitations of the Study

Significance of the Study

Definition of Terms
2 Review of Literature and Studies

Veterinary Systems

Inventory

Notifications

Synthesis of the Reviewed Literature and Studies


Chapter 1: THE PROBLEM AND ITS SETTING

Introduction

         In our community where there are lots of pets, owners’ obligations are to

take care of their pets, keep them healthy, well groomed, take proper

vaccinations, laboratory check-ups and many other services to help maintain

pets’ good health. CityVets, a veterinary clinic and a food and supplies shop for

pets, is using manual methods in tracking patients’ history, contacting their

patients, determining their sales and managing their inventory. They are using

index cards, logbooks and other paper works to record the patients’ information,

inventory supplies, and sales record. This process is very difficult to do with just

papers.

CityVets Animal Clinic includes pet owners/patients, inventory and sales

records. The system will make the hand-written records of patients, printed

supplies of inventory and the sales record of the veterinary clinic become

computer-based, making the three processes unite, so the work becomes

continuous, easier and faster, keeping the records of patients, inventory and

sales of the clinic accurate and reliable.

         Patient system - is for recording and maintaining medical information for a

patient. (Application et al., 1995)

         Inventory, according to Oxford Languages, is a complete list of items such

as property, goods in stock, or the contents of a building. In a business, this is


the total amount of the supplies or raw materials held in stock. An Inventory

System is a cycle whereby a business monitors the merchandise and material it

has accessible. In its most straightforward sense it can be done by counting

manually at the end of the day.

       Manual sales systems are tedious, it is dreary, bunches of administrative

work, slow information handling, it isn't easy to understand and it is hard to track

down records through documents. 

         To overcome all these struggles in manual systems many companies or

clinics use computer based inventory systems, point of sale and clinic

management systems. All these systems do their distinct functions from tracking

or monitoring the supplies of an entity and the records of the patients to

determining also their sales.

         The proposed system could be the great replacement for the manual

processes of the CityVets Animal Clinic. As they only use index cards, logbooks

and any other paper works. This will help them to have better keeping of their

records and track all the progress of their business.    

Theoretical Framework

The Veterinary Practice Management System (VPMS) is a fully integrated

software system created for small to medium sized practices. Its modules include

Point-of-Sale Invoicing, Inventory Control and Purchasing, Professional Fee

Scheduling, Linked Client/Patient Database(Doherty, 2019). On the other hand,


VMS is designed to completely run single or multi-veterinarian large animal,

small animal or mixed specialty practices. The program is a totally integrated

system design needing data entry only once. This system has a lot of modules

that will help the user to lessen his/her tasks. These modules are Total Inventory

Management, Certificates (generate professional vaccination certificates), Total

Accounts Managements, Financial Management, Query Data Base Reports

Writer, and Automatic Medical Treatment History module(Veterinary

Management System (VMS), 1988).

VMS fits much better with the system that is being proposed. It is less

complicated and is complimentary to the needs of the client. It focuses on the

business side more with a touch of inventory management. Sales, inventory, and

record management is the most sought after by the client.

Conceptual Framework

Input Process Output

 Transactions All the information that was The system will

 Registrations necessary for each of the generate the

 Visitations inputs is organized in a necessary reports that

database in which they are correlate to those


 Inventory
accessed by specific functions categories in the
Additions/Updates
by the system. inputs.
 Sales
The role of the system is to organize the data which are being used on the

daily by the establishment. The inputs are those that are most likely to change

in the clinic. An example situation would be Registrations for clients and the

client’s owners. In a day, there could be multiple new clients. For Processing,

every information from the inputs are organized and put in a database. The

database is then divided by tables which are defined by their uses and functions

flow of the system. Lastly, the Output is for the outcome of the information stored

in the database. Every data and/or information should be reported in the right

place, organized, and managed by the system.

Statement of the Problem

Based on the meeting with our client, the group had come up with the following

problems being faced by the project.

1. The client is having a hard time on their point of sales because they are

manually recording it. If they wished to create a report of sales for a specific

date, they need to check their written recordings one by one.

2. The inventory is manually recorded.

3. Forms are manually filled out by clients.

4. There are no backup and restoring of files.

5. The clinic is having a hard time contacting and notifying their clients.
Scope and Limitations of the Study

        The system seeks to lessen the work of employees with the inventory,

records, and sales of the CityVets Animal Clinic. Moreover, it aims to create a

notification via SMS that will help to easily notify the different customers

depending on the protocol for the pets.

        User-friendliness is also issued in the system which makes it easier and

flexible to the end-user.

The system has the following modules:

1. Inventory Module – Shows the list of medicines, supplies, description, price,

and the status based on quantity. It also includes the following:

a. Create

b. Update

c. Generate Receipt

d. Delete

e. Print

2. Client/Patient Module – This module is for the records of the customers and

the pets they own. It includes the information of customers and the pets, their

visitations, and the reason for their visitation.

a. Add

b. Update

c. Print

3. Sales Module – Shows the total sales of a certain period. It also include:
a. Print POS – generation of report of the total sales

4. Notification Module – Clients will be automatically notified via SMS.

Significance of the Study

        The project will allow the CityVets Animal Clinic’s transactions to run

smoothly and will keep accurate and efficient tracking of its patients. The system

made it easy for the cashier to use and save time. The owner and the

veterinarian will not be having a hard time checking the status of its patients.

        Furthermore, the system will lessen the work of employees in the

inventory and monitoring process and will provide faster access to inventory's

information. It will also reduce the percentage of human error in tallying the

inventory process.

Definition of Terms

1. Database– a structured set of data held in a computer, especially one that

is accessible in various ways.

2. SMS– stands for Short Message Service. Texting in other terms.

3. POS– the point of sale (POS) or point of purchase (POP) is the time and

place where a retail transaction is completed.

4. Inventory – the term for the goods available for sale and raw materials

used to produce goods available for sale.


5. Module – each of a set of standardized parts or independent units that

can be used to construct a more complex structure, such as an item of

furniture or a building.
Chapter 2: REVIEW OF RELATED LITERATURE AND STUDIES

A clinic is an establishment or hospital department where outpatients are

medically treated or advised, especially of a specialist nature. A veterinary clinic

is also a clinic but its patients are animals like dogs and cats. Veterinary clinic

means a facility for the medical care and treatment of animals and involves

provisions for their overnight accommodation but does not include any outdoor

facilities such as kennels, pen runs, and enclosures. Just like humans, animals

also need proper treatment because they can get sick and hurt. Not only humans

need a doctor but also our beloved pets. Some pet owner likes to take care of

more than one pet. Some have a cat, dog, fish, birds, and even exotic animals.

Just like us, animals are also getting older, and sometimes as they get older they

can be exposed to different diseases and get some or ill. To treat our adored

pets, we need to take care of them and they also need their check-up to the vets.

That being said, we all know that most of the time, visiting a clinic can be a long

wait. Transactions in a veterinary clinic are manual, paper-based, and time-

consuming. Have you thought about making it an online system? How about

instead of paper-based, let’s make it paperless and automated?

VET SYSTEMS

Veterinary Management System (VMS) is a system that was developed by

Innovative Business Systems (IBS), Capron Corporation of Dallas. All IBS

software has been in operation and constantly improved since 1979. VMS was

planned by structured programming techniques, is totally integrated and menu

driven. VMS employs ample error trapping routines, operator assistance, and
professional data entry screens to guide the operator in easily using the

computer’s resources in managing the veterinarian’s business without extensive

knowledge of computers or complex computer terminology (Veterinary

Management System (VMS), 1988). VMS is designed to completely run single or

multi-veterinarian large animal, small animal or mixed specialty practices. The

program is a totally integrated system design needing data entry only once. This

system has a lot of modules that will help the user to lessen his/her tasks. The

first one is the Total Inventory Management and this part of the program has a

large inventory tracking system with which all inventory is automatically deducted

when an invoice is created. This module provides the user with comprehensive

reports such as: sorting products by vendor, shelf location of products, the last

wholesale cost, retail price, date last used, dispensing units, base measure per

dispensing units, quantity remaining, and reorder reports, to mention a few. Next

is the Certificates. This module generates professional vaccination certificates

and health certificates as well as heartworm certificates. Another module is the

Total Accounts Receivable Management. This one is the part of the program that

makes your receivables cost effective by providing clients with detailed billing

and invoicing, it will age accounts and automatically include interest and carrying

charges for overdue accounts. Also, it prints delinquency accounts, collection

accounts, and open item reports. Financial Management module provides

practitioners with many management reports such as, clinic cash disbursements,

detailed daily deposit slips, department summaries, day/month-to-date/year

comparison reports, procedure reports, practitioner production report, and other


clinic reports. Query Data Base Reports Writer is an very powerful feature that

allows the operator to create specific reports for inquiry and printing from the

database. Automatic Medical Treatment History is a module that produces

medical treatment history.

The Veterinary Practice Management System (VPMS) is a fully integrated

software system created for small to medium sized practices. VPMS is aligned

toward the practice with one to three veterinarians (Doherty, 2019). VPMS

features composed of different modules. First one is the Point-of-Sale Invoicing

with clinic copy of invoice. In this module, invoicing procedures controls all

business transactions. Next module is the Inventory Control and Purchasing.

This module consist of pricing updated upon receipt of inventory, individual item

control of retail mark-up, sales, tax, etc, and user-defined inventory categories for

revenue and practice analysis. Professional Fee Schedule is sensitive to animal

size. It allows for identified inventory consumables to be automatically

decremented at point-of-sale. Just like in the first system, VPMS has also

Accounts Receivable and Accounts Payable. Next is the Linked Client/Patient

Database. It automatically searches the primary and alternate animal owners,

search by animal name and rabies tag number, facility for medical records/text

entry for each client and patient, and cross reference facility for manual client

records.

Management Information Systems or MIS is a term used to relate a

computer based solution which consists of a hardware and software component.

Automation plays a major role in any type of business. This will convert a
complicated process into an uncomplicated operation what will aid in

management decision making. Veterinary and Pet Shop Management

Information System is an online platform that will automate every transactions

containing the appointment scheduling, laboratory test, clients and pet

information, and many more (Ruby, 2011). The feature of the said system has a

lot of modules. First module is the Client/Pet Owner Registration module. This

stores the information of the pet owners such as name, contact number, address,

etc. Next one is the Pet Registration. It stores the information of the pet/animal

like animal name, type of animal, breed, etc. Appointment Scheduling module

sets an appointment and schedule of consultation and check-up. Invoice

Creation and Payment is the module that will generate invoice for the customers

and to produce the payment as well. Product Management allows the user to

encode the products and accessories that is available in the store and can be

examined by the customers in the catalogue section. Report Generation is the

module that will print out the records suchlike the list of the clients and pets,

reports on income, and many more.

Parkview Pet Hospital is constantly looking for new deployments in its

data. The architecture of technology. As such, the organization requires a

centralized system to record and track key business processes and the

data/metadata they produce, as well as to store data on the inventory of the

company, staff, customers, pets of customers, and important organizational

behaviour. The issue, as it stands, is that the hospital lacks a comprehensive

data storage system, as well as data entry models and reporting services that
consistently generate correctly formatted data that serves both staff and

customers alike. Parkview Pet Hospital has used a lot of software for practice

management in the past, but the cons always outweigh the pros (Wiedenman,

2017).

The creation of the Pet Shop Management System (PSMS) for Klinik

Veterinar & Surgeri Jawhari is presented in this study. In order to generate the

pet birth certificate and the pet vaccination schedule, PSMS is able to handle the

pet details. In addition, this device automatically offers service payment

estimation and produces the receipt of payment. The management of the pet

shop works systematically by designing this framework through its practical

specifications. The manager and employees of the Klinik Veterinar & Surgeri

Jawhari are PSMS users(Noraziah et al., 2008).

The veterinary field is among the lowest in the finishing industry. Per year,

just a handful of veterinarians graduate. To monitor their jobs, all these vets need

a computerized system to maintain their work; customers, patients, medicine,

timetables, receipts, et cetera. They actually have to pick a customer service

program between applications of the old 1990's model that have been patched

over and over again for 20 years (or, in the worst case, have not) and a heavy

duty online application, which is primarily designed for veterinary practices with

multimillion turnover. For small, one or two vet clinics, there is no publicly

accessible software for this reason. MatVet is here to fix that deficiency.

(Nurmikari, 2012)
In the Slovak Socialist Republic, a national computerized system for the

processing of veterinary knowledge has been running regularly since 1980. In the

form of numerical codes, all veterinary surgeons in the Field Veterinary Service

and laboratory staff insert information into the primary data sheets that form the

basis for computer processing. Knowledge relates to veterinary diagnosis,

techniques and procedures, medications and biological products used, and the

results of laboratory tests. This information is made accessible to managers at all

levels of the Veterinary Service and even to individual veterinarians who insert

primary data into the system after monthly processing by the computer. The

paper includes an overview of the veterinary information system, numerical

codes, primary entry sheets and examples of data sheet coded information, as

well as an analysis of information on production and types of use (HALADEJ &

HURCIK, 1988).

As people become more educated, hence people become more aware of

the quality of their life especially something that is related to their health (Teke et

al., 2019). Teke proposed some modules to combat the problem which is how to

make a clinic faster in this day and age. These modules define the necessities of

which the main functions of a clinic. The elements involved are the patients,

doctors, and appointments. In the area of patients, the Patient Registration

Module is introduced. This handles the processing and recording of patient

information like personal details, contact information, symptoms, and health

parameters. The next module is for the doctors and in this area the module,

Doctor Registration Module. This module deals with the same thing as per the
previous module, but instead of patients, it deals with the enlistment of the doctor

practicing in the clinic. Lastly for the appointments, there are 2 that Teke has

proposed; the Appointment Scheduling Module and the Patient Appointment

Scheduler. The former deals with scheduling the appointment for the patient and

is based on the time of registration to the clinic. This will be based on the first in

first out principle. The latter deals with scheduling the appointment for patients.

The appointment is allotted by the scheduler based on the appointment time as

requested by the patient. All of these are stored in a database.

Ley designs an offline system namely the Clinic Management System.

This system covers different basic functionalities a clinic has. The main purpose

of this system is to make the clinic more efficient and computerize records and

appointment details (Lay et al., 2011). These are the modules:

 Staff maintenance module, is for recording of the basic information of

clinic’s staff. All users can perform add and edit staff records and change

their login passwords.

 Inventory Maintenance Module contains all the medicine record in a clinic

and each of the medicine inventory level so that the user would be warned

when the stock found low to avoid other problems. Moreover, it also stores

the medicine function, price, and supplier contact details.

 Clinic Information Maintenance Module permits the client to deal with the

clinic data, for example, the clinic name that needed to print on all the

reports, the clinic contact number, address, and the activity hours.
 Report Module readies a few sorts of report that are valuable to a clinic

which incorporates patient card, patient Medical Certificate, patient

dispensary report, and patient transaction receipt. Staff will print out a

patient card for the recently enlisted patient so the patient could utilize the

card for the accompanying visit.

 The patient dispensary report will record out all the medicine and

treatment that prescript by the doctor. After the patient gets checked up by

the doctor, the staff will gather the medicine for the patient base on the

patient's dispensary report.

 Patient Profile Maintenance Module allows staff and doctors to add and

edit the patient profile which resides only very basic data about the

patient, not including their symptoms.

 Patient Queue Module performs as a middle ground between doctor and

staff. When there is a patient who came for the consulting doctor, the staff

will add the patient to the queue list so that the doctor can choose which

patient to be checked up from the queue list.

 Patient Visit History Module is only restricted to doctor use to document

the patient’s symptom, a test conducted to the patient, diagnosis, and

dispensary to the patient.

Kadam proposed a Pet Shop Management System to combat the manual

processing of their chosen client, Sai Sai Pet Shop. The problem that was

encountered before the proposed system was that most of the procedures were

manual. They have no facility of printed pay slip, so whenever a client comes, the
receptionist first fills up all the information on computer and then prepares the

receipt manually. This consumes time for both the receptionist and the client.

This goes as well for the records of clients and pets they have. The proposed

system is able to see client and pet records; inventory records; client and vendor

orders and records; client billings; and lastly employee records (Kadam, 2016).

Anuar created the Clinic Management System to improve clinic

management and automate the workflow that happens in the clinic. The problem

they encountered was mostly data retrieval. There was always redundancy of

patient data if the patient forgets if they have already come to the clinic before.

There is more room for human error than there should be in recording data.

Another is the inventory. It is recorded manually which in turn makes checking for

medicine inventory take more time. The main purposes were to make patient

recording easier for the staff; view history record of patient; and lastly for

management, it will help with the viewing of report operation of the clinic (Anuar,

2006).

In Kwan’s case, a Clinic Management System was made to go beyond the

normal functionalities of the normal system. These functionalities included only

record management module, inventory module, and billing module. He proposed

three unique modules to his system which are the Appointment Module,

Registration Module, and Queue List Module (Kwan, 2015).

Another case is with Sai Tubtim. Problems that he has encountered are of

records related and with notifying patients of their return for medical procedures.

He also stated that the traditional system used by the staffs is exposed to
common mistakes while writing and the likelihood of having misplaced

documentsis rather high. To contest these problems, the proposed system is

made with Java and Visual Basic for the managing itself; and for notifying of

patients, a GSM Modem is used for SMS notice (Sai Tubtim, 2016).

For Amin, his case is that there is so much animal clinics around Malaysia

specifically in Kuching, Sarawak. The problems that he encountered were there

was no communication between clients and clinic management staff, and there is

no system that offers online appointment scheduling. The plan of Amin is to

make a system that integrates multiple clinics for that area. This system helps to

not waste any of time for clients and get Clinic administrators more involved in

customer interaction by updating information about their clinics (Amin, 2011).

In electronic veterinary management (EVM), there are three categories of

users: employees; veterinarians; and managers. The lowest authority is the

position of the employee and the strongest is the administrator. In the system,

staff will handle the master data that is the owner of the pet, pet data, care fees,

and the queue system. Treatment data may be updated by veterinarians. The

manager can control the user authority data and access the clinic's revenue. This

system's design is a servlet, JSP and Java language model, view and controller,

MySQL is the database management system, and iReport is the report

generation method. The average EVM time for having pet's data is 25.14

seconds and a standard deviation value is 10.02. Although 37.09 seconds is the

average time of the initial operation, s.d. That's 23.24. Therefore, EVM access is
quicker than the original protocol for pet recording. (Dullayachai &

Changkamanon, 2020)

INVENTORY

The efficiency and accuracy through which an inventory system operates

are of utmost importance. Without an efficient system, it is unlikely that

participants will adhere to its use (Rooker, 2019). While many inventory systems

live from token/bin systems, third-part adapted systems, and even veterinary

software systems, no one system fits all practices. In implementing an inventory

system, there are things you should consider. The first thing is that the system

must be portable. It means that it can run on a smartphone or tablet and can

process in the field. Secondly, the system must have real-time or delayed time

synching. This means it will synch when the practitioner has a data connection,

which allows for more accurate tracking as well as up-to-date inventory counts

across the practice. Lastly, it must be easy to use. This means that the

categories must be easy to navigate for staff as well as field operators and void

of excessive menus or actions.

NOTIFICATIONS

Each medication typically requires specific instructions, including and

alerts for indications of possible side effects. Because there is such a notable

increase in the amount of medical information that a person must know to

optimally treat an animal’s condition, errors can occur that adversely affect

treatments and/or counteract or minimize the beneficial impact of the


medications. Problems arise when either the veterinarian making the prescription

or the person filing the prescription makes an error or provides information that is

not understood by one of the other parties. These errors can be from

transcription, misinterpretation, or insufficient information being made accessible

to the handler/owner. Giving incorrect doses to the animal, giving doses to the

animal at the wrong time, forgetting to give a dose, stopping the medication too

soon, or giving or administering the dosage improperly that causes interactions

are the most common owner originated errors (Valley, 2002). A system following

the present invention includes a device for an animal handler or owner to use

better control implementation of medication therapies. The device will among

other functions, the track displays the medication name and purpose, the

dosage, frequency, and duration, possible side effects, the record of medications

administered, and the special instructions for regulating medications, such as

with giving the medication with or without meals, fluids, avoiding sunlight, etc.

The Short Message Service (SMS) lets text-based messages to be sent to

and from mobile telephones on a Global System for Mobile Communications

(GSM) networks. Each message has a limit of 160 characters. The possibility of

using SMS in Africa is growing quickly high. It is mainly used for things such as

medicine awareness and warning notifications. Many applications require the

ability to do real-time notification when events occur (Buxmann et al., 2020).

Modern societies have begun different market information systems such as

Mobile application and Web-based applications.


Of course, if we want to upgrade our system in terms of inventory and

other things, might as well upgrade our ways of notifying our patients’ owner

when will be the follow-up check-up of their dear pets. One way to do it is by

using the SMS Notification System. Existing mass Short Message Service (SMS)

mailing systems are modelled to work with a specific SMS gateway hence

resulting in user lock-in to an SMS vendor. Also, some SMS gateways support

scheduling of SMS messages to be sent at a later time and date, others do not

support it. Moreover, those gateways that support scheduling don't mostly allow

users to cancel a scheduled SMS message (Olaleye et al., 2013). The use of

SMS as an effective means of personal communication has widened the market

of text messaging. This system has a lot of purposes. It can be applied as a tool

to provide SMS car parking technique, as an administrative tool to support

communication in higher institutions of learning, and so much more. That being

said, I think it can be also used to merge with the system of our clinic. The

system architecture is composing of three tiers. These tiers are the Client Tier,

Application Tier, and the Back-End Tier. The Client Tier is the client-side. The

user will be shown formatted HTML pages resulting from JSP code, which will be

presented to the application middleware for processing. This will be the front-end

of the system and it is where the user will interact with the system. Application

Tier is the middleware side. The main application operated in this layer is JSP,

which will be processed by a web server. Furthermore, in this tier will be the SSL

protocol (Secure Sockets Layer) if it exists, to make sure the system and data

are secure from unauthorized users. The application tier is composed of different
components. The first component is a naming service for storing instances of the

various SMS gateways supported by the system. Next is the thread pool of n size

where n is the number of threads in the pool. An executor service that will use

the thread pool to perform tasks submitted to it asynchronously. The system will

also maintain a single instance of a thread-safe collection object that will hold

scheduled task objects. To send a new SMS message, the system will obtain the

appropriate SMS gateway object from the naming service and call the gateway

object to send the method. To schedule a new SMS message, the system will

acquire the appropriate SMS gateway object from the naming service, create a

task object that will act as a closure for calling the SMS gateway object send

method, submit the task object to the scheduler instance in company with the

specified date and time of executing the task, store the scheduled task object

give back by the scheduler in the scheduled task list. The Back-End Tier is the

back-end side of the architecture and where all the data and records are kept. It

is also known as business data.

All of these intertwine with the researchers’ objective into making a

management system for an animal clinic. These are related studies and literature

that best fits and describes the purpose of the solution to be created. All of them

as well help to assist in learning existing studies that correlate to what the client

is requesting for said system. Most of them are theories to that function the client

requires. On the other hand, the rest are existing projects that aid in creating

specific functions such as notifications.


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