CityVets Revised 1 & 2 (Edited)
CityVets Revised 1 & 2 (Edited)
CityVets Revised 1 & 2 (Edited)
A Thesis
Presented to
Polytechnic University of the Philippines
By
Title Page
Acknowledgments
Certification of Originality
Abstract
Table of Contents
List of Tables
List of Figures
Introduction
Theoretical Framework
Conceptual Framework
Definition of Terms
2 Review of Literature and Studies
Veterinary Systems
Inventory
Notifications
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
pets’ good health. CityVets, a veterinary clinic and a food and supplies shop for
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.
records. The system will make the hand-written records of patients, printed
supplies of inventory and the sales record of the veterinary clinic become
continuous, easier and faster, keeping the records of patients, inventory and
Patient system - is for recording and maintaining medical information for a
work, slow information handling, it isn't easy to understand and it is hard to track
clinics use computer based inventory systems, point of sale and clinic
management systems. All these systems do their distinct functions from tracking
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
Theoretical Framework
software system created for small to medium sized practices. Its modules include
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
VMS fits much better with the system that is being proposed. It is less
business side more with a touch of inventory management. Sales, inventory, and
Conceptual Framework
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
Based on the meeting with our client, the group had come up with the following
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
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
User-friendliness is also issued in the system which makes it easier and
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
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
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
3. POS– the point of sale (POS) or point of purchase (POP) is the time and
4. Inventory – the term for the goods available for sale and raw materials
furniture or a building.
Chapter 2: REVIEW OF RELATED LITERATURE AND STUDIES
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
consuming. Have you thought about making it an online system? How about
VET SYSTEMS
software has been in operation and constantly improved since 1979. VMS was
driven. VMS employs ample error trapping routines, operator assistance, and
professional data entry screens to guide the operator in easily using 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
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
practitioners with many management reports such as, clinic cash disbursements,
allows the operator to create specific reports for inquiry and printing from the
software system created for small to medium sized practices. VPMS is aligned
toward the practice with one to three veterinarians (Doherty, 2019). VPMS
with clinic copy of invoice. In this module, invoicing procedures controls all
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
decremented at point-of-sale. Just like in the first system, VPMS has also
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.
Automation plays a major role in any type of business. This will convert a
complicated process into an uncomplicated operation what will aid in
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
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
module that will print out the records suchlike the list of the clients and pets,
centralized system to record and track key business processes and the
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
estimation and produces the receipt of payment. The management of the pet
specifications. The manager and employees of the Klinik Veterinar & Surgeri
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
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
techniques and procedures, medications and biological products used, and the
levels of the Veterinary Service and even to individual veterinarians who insert
primary data into the system after monthly processing by the computer. The
codes, primary entry sheets and examples of data sheet coded information, as
HURCIK, 1988).
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,
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
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.
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
clinic’s staff. All users can perform add and edit staff records and change
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
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
dispensary report, and patient transaction receipt. Staff will print out a
patient card for the recently enlisted patient so the patient could utilize the
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 Profile Maintenance Module allows staff and doctors to add and
edit the patient profile which resides only very basic data about the
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
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).
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).
three unique modules to his system which are the Appointment Module,
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
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
was no communication between clients and clinic management staff, and there is
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
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,
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
participants will adhere to its use (Rooker, 2019). While many inventory systems
live from token/bin systems, third-part adapted systems, and even veterinary
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
NOTIFICATIONS
alerts for indications of possible side effects. Because there is such a notable
optimally treat an animal’s condition, errors can occur that adversely affect
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
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
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
other functions, the track displays the medication name and purpose, the
dosage, frequency, and duration, possible side effects, the record of medications
with giving the medication with or without meals, fluids, avoiding sunlight, etc.
(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
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
of text messaging. This system has a lot of purposes. It can be applied as a tool
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
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
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