CLINICARE: PANEL CLINICAL SYSTEM
Nurul Nadia Binti Selamat 1 , Shahrul Nizam Bin Abdul Majid 2 ,Dr. Fadhilah Binti
Rosdi3
1
Bachelor of Computer Science with Honours, Faculty of Technology and Science Information,
Universiti Kebangsaan Malaysia (UKM),
2
Information Technology, Suite 301, Menara PJ, 46050 Petaling Jaya, Selangor
3
Faculty of Information Science and Technology, Universiti Kebangsaan Malaysia, 43600, Bangi,
Selangor
1
a185876@siswa.ukm.edu.my, shahrul@qualitashealth.com.my, 3fadhilah.rosdi@ukm.edu.my
2
ABSTRACT: In the healthcare sector, clinics often encounter significant challenges in
managing patient information, scheduling appointments, and facilitating internal
communication. These challenges can lead to administrative inefficiencies, delays in patient
care, and compromised service quality. The CliniCare system is designed to address these
issues by providing an integrated platform that combines patient record management,
appointment scheduling, and staff communication into a single, user-friendly system. By
streamlining these processes, CliniCare enhances the efficiency, accuracy, and security of clinic
operations, allowing healthcare providers to focus more on patient care. The system ensures that
patient information is securely stored and easily accessible, while also enabling patients to
conveniently schedule appointments in advance. Additionally, CliniCare improves internal
communication among clinic staff, leading to better coordination and faster response times. By
leveraging advanced technology and optimizing key workflows, CliniCare demonstrates
significant improvements in the management and delivery of healthcare services, resulting in
better patient outcomes, increased operational efficiency, and a more effective healthcare
system overall.
Keywords: Clinical, Healthcare Sector, Operational efficiency, Patient Care
1. INTRODUCTION
1.1 INDUSTRY BACKGROUND
Qualitas Health Malaysia began operations in late 1997 and has since integrated general practice (GP)
clinics, dental clinics, medical imaging centres, and therapy and rehabilitation centres into a
comprehensive network across Malaysia. The company also manages an ambulatory care centre and
continues to expand its footprint in the country.
With a significant presence in both urban and suburban markets, Qualitas Health Malaysia has become
one of the most reliable and fastest-growing healthcare companies, thanks to its unique synergy of
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corporate expertise, multidisciplinary medicine, and strong local relationships. With over 20 years of
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experience in the healthcare industry, Qualitas Health is well-established in Malaysia, Singapore, and
Australia, and is steadily growing its presence in the Asia Pacific region.
1.2 PROJECT INTRODUCTION & OVERVIEW
CliniCare is an advanced electronic health record (EHR) management system specifically designed to
meet the unique needs of panel clinics. Developed using the Laravel PHP framework, HTML for user
interface design, and MySQL for robust and secure data storage, the system offers a powerful
combination of technology and usability. CliniCare is tailored to streamline the everyday
administrative tasks of clinic staff, enabling them to manage patient records more effectively, reduce
manual workloads, and ensure that all communications within the clinic are seamless and efficient.
Furthermore, the system prioritizes the security of patient data, ensuring compliance with relevant data
protection regulations.
1.3 PROJECTIVE OBJECTIVE
The primary objectives of the CliniCare project are:
To develop an effective and intuitive electronic health record management system for panel
clinics that addresses the specific needs of healthcare providers, allowing for easier and more
accurate record-keeping.
To reduce administrative burdens by automating routine processes and streamlining
workflows, thus allowing clinic staff to focus more on patient care and less on paperwork.
To enhance communication among clinic staff, ensuring that information flows smoothly
within the clinic and that all members of the healthcare team are on the same page.
To introduce a calendar-based appointment booking feature that allows patients to schedule
their visits in advance, easing the process of managing appointments and reducing wait times
for both patients and clinic staff.
1.4 PROJECT SCOPE
The CliniCare project involves developing an advanced electronic health record system to manage
patient registration, medical histories, and other health documents. The system will feature an intuitive
user interface, secure communication among staff, and strict access controls to ensure data security
and compliance with regulations. Additionally, a new appointment booking feature will streamline
patient scheduling and improve clinic efficiency. The project aims to boost operational efficiency,
enhance patient care, and maintain a secure healthcare environment.
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2. RELATED WORKS
In the healthcare sector, clinics face challenges in managing patient information, scheduling
appointments, and facilitating staff communication. Traditional methods often lead to administrative
inefficiencies, delays in patient care, and compromised service quality. The CliniCare system is designed
to address these issues by integrating patient record management, appointment scheduling, and internal
communication into a single, user-friendly platform. This system enhances clinic operations by improving
efficiency, accuracy, and data security. It allows for secure storage and easy access to patient information,
simplifies appointment scheduling for patients, and improves internal staff coordination. By optimizing
these workflows, CliniCare aims to boost patient outcomes and operational efficiency, making healthcare
delivery more effective.
2.1 WEB-BASED MEDICAL APPOINTMENT SYSTEMS: A SYSTEMATIC REVIEW
The article examines the shift from traditional telephone and in-person appointment scheduling to web-
based systems. Traditional methods, while flexible, were limited by the availability of schedulers and
communication lines. Web-based systems, including Medical Scheduling SaaS and proprietary systems,
offer more efficient alternatives, integrating with healthcare management systems and allowing for more
convenient patient scheduling. The article differentiates between asynchronous systems, which process
requests with delays similar to telephone scheduling, and real-time systems, which provide immediate
interaction and confirmations. Despite the widespread adoption of web-based systems, the review
highlights a need for more research into their benefits and implementation challenges. The study aims to
explore the effectiveness of these systems and identify areas for improvement, emphasizing their potential
to enhance scheduling efficiency and patient satisfaction. (Zhao, 2017)
2.2 EVALUATION OF PATIENT SATISFACTION WITH THE NEW WEB-BASED MEDICAL
APPOINTMENT SYSTEMS “MAWID”
The article "Web-Based Medical Appointment Systems: A Systematic Review examines the benefits and
challenges of web-based appointment systems. It highlights how systems like Saudi Arabia's "Mawid"
improve patient satisfaction by offering convenient scheduling options and reducing wait times. While
these systems enhance efficiency, issues such as technical problems and limited accessibility can affect
user experience. The review calls for further research to explore the long-term impacts of these systems
on patient satisfaction and healthcare outcomes. (Mahfouz, 2023)
2.3 EVALUATION OF A NATIONAL E-BOOKING SYSTEM FOR MEDICAL
CONSULTATION IN PRIMARY CARE IN A UNIVERSAL HEALTH SYSTEM
The article evaluates the implementation of the Rendez-vous Santé Québec (RVSQ) e-booking system,
introduced in 2018. The study reveals that while the system was designed to streamline appointment
scheduling in primary care, its adoption was limited due to misalignment with existing organizational
practices and professional needs. Despite positive patient feedback, the system faced challenges in
integrating with diverse clinic workflows and addressing care continuity issues. The article suggests that
future research should explore how e-booking systems can better align with innovative primary care
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practices and improve the match between patient needs and resource availability. This study highlights
the need for e-booking systems to be adaptable and well-integrated to effectively support primary care
operations. (Motulsky, 2023)
2.4 TOWARDS EFFECTIVE USE OF INFORMATION AND COMMUNICATION
TECHNOLOGY (ICT) APPLICATION IN THE HEALTHCARE MANAGEMENT: A
DESCRIPTIVE STUDY OF ONLINE APPOINTMENT SYSTEM SERVICES OF HOSPITALS
IN INDIA
The article explores the use of online booking systems in Indian hospitals. It finds that while some
hospitals have adopted online appointments, many have not. The study proposes a new model to enhance
these systems, aiming to improve patient management and healthcare delivery through better ICT
integration. The research highlights the potential benefits of online systems but also notes the need for
broader adoption and effective implementation. Future studies should examine the impact of these
systems on patient satisfaction and healthcare efficiency. (Selvaraj, 2013)
2.5 A WEB-BASED APPOINTMENT SYSTEM TO REDUCE WAITING FOR OUTPATIENTS:
A RETROSPECTIVE STUDY
The article evaluates a web-based system aimed at reducing long waiting times. The study shows that the
system significantly improves patient satisfaction and reduces wait times compared to traditional
methods. Despite its benefits, barriers like lack of awareness and computer literacy affect its adoption.
The study highlights the need for further improvements to maximize the system's effectiveness and
increase its use. (Cao, 2011)
3. METHODOLOGY
3.1 REQUIREMENT ANALYSIS
User and system requirements represent the needs or requests from clients for system implementation. It
is vital to gather precise user requirements directly from the system's users or stakeholders. Clearly
defined user requirements are crucial for increasing productivity, improving work quality, enhancing
customer satisfaction, and reducing costs associated with system modifications.
Identifying User Needs: Determining the specific features users expect, such as usability,
performance, security, and scalability.
Setting Expectations: Aligning user expectations with the project's scope, timeline, and
deliverables to ensure the development process stays focused and feasible.
Documenting Requirements: Developing a detailed requirements document to guide the
development process and ensure all client needs are met.
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Module Functional Requirements
Patient Records Manages patient information, including medical
history and contact details.
Appointment Scheduling Allows patients to book, cancel, and reschedule
appointments by call
Staff Communication Facilitates secure internal messaging and
information sharing among clinic staff.
Security and Access Control Ensures secure access to patient data and system
functionalities based on user roles.
Table 1: Functional Requirement
3.2 SYSTEM DESIGN
Figure 1: Add appointment process
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Compute Type Specification
CPU Intel Core i5
RAM 16GB
SSD 250GB
Table 2: Instance Specification
Specification Software
Operating System Windows 10
Software Visual Studio Code
Programming Language Html, Php (laravel), Java Script
Database MySql
Table 3: Resource Specification
3.3 SYSTEM IMPLEMENTATION
During the system implementation phase, a thorough evaluation of the CliniCare system was conducted to
ensure it meets the required standards and expectations. This involved rigorous User Acceptance Testing
(UAT), where clinic staff and administrators were engaged to test the system in real-world scenarios. The
primary focus was on validating the system’s functionality, usability, and reliability to ensure it aligns
with the clinic’s operational needs. Feedback was gathered from users to identify any areas of
improvement and ensure that the system could be smoothly integrated into daily operations.
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Test Step Test Result Status Remark
Pass Fail
1. Log in into the system with the the system displays the
username, password and captcha dashboard
code
/
2. Scroll down and click the add The system display the
appointment button fill in form to add the
appointment
/
3. Click the update button at The system display the
appointment list to the update update button and fill
the appointment in form to update the
appointment
/
4. Click the delete button at the The system display the
appointment list to delete the delete button to delete
appointment the appointment
/
5. Log out from the system The system display the
log out page /
Figure 2: Test Script for add appointment User Acceptance Testing (UAT)
For this CliniCare project, testing is a critical step, conducted through User Acceptance Testing
(UAT). After the tester completes the testing phase, a meeting will be arranged between the hq and the
clinic staff to conduct a UAT review, assessing the system’s performance and development process.
During the UAT process, the clinic staff will receive a module detailing step-by-step procedures and key
interface elements for evaluation. The HQ and clinic staff will perform the UAT by trying to add
appointments in the calendar to ensure the feature functions properly. Any comments or desired system
upgrades will be documented for future enhancements.
Following the review session, another round of User Acceptance Testing (UAT) will be conducted
with the clinic staff to comprehensively evaluate the system's workflow. This phase will be carried out on
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the clinic’s staging server, where user authentication will be integrated with the existing clinic systems.
Feedback gathered from these sessions will result in updates to the test scripts and further system
refinements, ensuring that the CliniCare platform addresses all operational needs and functions effectively
in the production environment.
Figure 3: Log in page on the CliniCare System
Figure 4: Dashboard and Calendar page
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Figure 5: Add appointment on Calendar page
Figure 6: Update appointment on Calendar page
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Figure 7: Delete appointment on Calendar page
4. RESULTS AND DISCUSSION
Project Achievement
The CliniCare project successfully met its main objectives, including the creation of an efficient and user-
friendly clinic management system. Designed with a secure and scalable framework, the system fulfilled
all functional and non-functional requirements. Completed within the allocated time and budget, the
project utilized an iterative design and development process, enabling adjustments based on user
feedback. This approach led to a highly intuitive interface and dependable backend performance, ensuring
the system effectively catered to the needs of clinic staff and administrators.
Results of Testing and Evaluation
Throughout the testing phase, the CliniCare system was subjected to thorough unit, integration, system,
and user acceptance testing (UAT). Each module, including patient record management and the calendar-
based appointment booking feature, successfully passed the necessary tests, validating the system’s
robustness, security, and functionality. The evaluation confirmed that CliniCare met performance
benchmarks and data security requirements, efficiently handling clinic operations in various real-world
scenarios.
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Comments from Stakeholders Regarding Project Achievement
Stakeholders, such as clinic staff, management, and healthcare providers at Qualitas Medical Group,
expressed great satisfaction with the results of the project. They commended the system for its user-
friendly design, smooth integration with current workflows, and proactive data security measures that
align with industry standards. Feedback emphasized that CliniCare surpassed expectations, especially in
terms of scalability, operational efficiency, and the overall user experience.
Knowledge and Skills Contribution
The CliniCare project offered team members valuable opportunities to expand their knowledge and skills
in areas such as healthcare software development, data security, project management, and workflow
optimization. The collaborative environment at Qualitas Medical Group facilitated the sharing of
expertise and the acquisition of new competencies, greatly enhancing the team’s professional development
and ability to manage complex healthcare systems.
Benefits to the Company
For Qualitas Medical Group, the successful launch of the CliniCare project represents a major milestone.
The new system has strengthened the company’s internal operations and efficiency, alleviating
administrative tasks and enhancing clinic management. Additionally, CliniCare’s implementation
reinforces Qualitas Medical Group’s status as a pioneer in advanced healthcare solutions. By adopting a
cutting-edge and all-encompassing system tailored to contemporary healthcare requirements, Qualitas
Medical Group showcases its dedication to operational excellence and superior patient care.
Suggestion to Enhance the Project
Color Coding: Allow users to categorize appointments with different colors for better visibility
and organization.
Custom Reminders: Provide customizable reminder settings for different types of appointments.
Synchronization: Integrate with other calendar systems (e.g., Google Calendar, Outlook) to sync
appointments across platforms.
Automated Notifications: Send automated notifications for upcoming appointments, changes, or
cancellations.
Search Functionality: Implement a search feature to quickly find specific appointments or
patients.
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5. CONCLUSION
The CliniCare project addresses critical challenges faced by clinics in managing patient information,
scheduling appointments, and facilitating internal communication. By integrating patient record
management, appointment scheduling, and staff communication into a single, user-friendly platform,
CliniCare enhances operational efficiency, accuracy, and security. This streamlined approach reduces
administrative inefficiencies and delays in patient care, allowing healthcare providers to concentrate more
on delivering quality patient care.
Key results highlight substantial improvements: secure and accessible patient information, streamlined
appointment scheduling, and enhanced internal communication among clinic staff. These advancements
lead to better coordination, faster response times, and ultimately, improved patient outcomes. The
CliniCare system not only optimizes key workflows but also showcases significant strides in healthcare
service management, contributing to increased operational efficiency and a more effective healthcare
system overall. This successful implementation underscores CliniCare’s role in transforming clinic
operations and reinforcing the commitment to high-quality patient care.
ACKNOWLEDGEMENT
In the name of Allah, the Most Gracious, the Most Merciful, I express my heartfelt gratitude to Allah
S.W.T for the blessing of health, which has enabled me to successfully complete this project. I am
profoundly thankful to my project supervisor, Dr. Fadhilah Binti Rosdi, for her invaluable guidance,
advice, corrections, and encouragement throughout this journey. Her mentorship has been crucial in
ensuring the success of this project.
I also wish to extend my appreciation to all the lecturers at the Faculty of Information Science and
Technology (FTSM) for their imparted knowledge, which has greatly contributed to the development of
this project.
Special thanks go to my friends and the team at Qualitas Medical Group for their generous support and
collaboration throughout this journey. Their time and effort were instrumental in achieving our goals.
Lastly, I am deeply grateful to my family, especially my parents, my husband and close friends for their
unwavering prayers and moral support. Your encouragement and assistance have been invaluable and will
always be cherished.
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REFERENCES
Cao, W. (2011, November 22). A web-based appointment system to reduce waiting for outpatients: A
retrospective study. Retrieved from BMC:
https://bmchealthservres.biomedcentral.com/articles/10.1186/1472-6963-11-318
Mahfouz, M. S. (2023, January 21). Evaluation of Patient Satisfaction With the New Web-Based Medical
Appointment Systems “Mawid” at Primary Health Care Level in Southwest Saudi Arabia: A
Cross-Sectional Study. Retrieved from
https://www.ncbi.nlm.nih.gov/pmc/articles/PMC9940665/
Motulsky, A. (2023, May). Evaluation of a national e-booking system for medical consultation in primary
care in a universal health system. Retrieved from Science Direct:
https://www.sciencedirect.com/science/article/pii/S0168851023000623
Selvaraj, B. M. (2013, September). Towards Effective use of Information and Communication Technology
(ICT) Application in the Healthcare Management: A Descriptive Study of Online Appointment
System Services of Hospitals in India. Retrieved from research gate:
https://www.researchgate.net/publication/278674006_Towards_Effective_use_of_Information_an
d_Communication_Technology_ICT_Application_in_the_Healthcare_Management_A_Descripti
ve_Study_of_Online_Appointment_System_Services_of_Hospitals_in_India
Zhao, P. (2017, April 26). Web-Based Medical Appointment Systems: A Systematic Review. Retrieved
from https://www.ncbi.nlm.nih.gov/pmc/articles/PMC5425771/
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APPENDIX
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