CAGAYAN STATE UNIVERSITY AT LAL-LO 1

Gattaran Emergency Response System

A Capstone Project Proposal

Presented to the Faculty of the

College of Information and Computing Sciences

Cagayan State University

Lal-lo Campus

In Partial Fulfillment for the

Academic Requirement for the degree

Bachelor of Science in Information Technology

By:
Reyven C. Reynoso
Sherwin Cuyno
Reicherina Gabriel

APRIL 2025

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Chapter I

INTRODUCTION

The Problem and Its Background

The Gattaran municipality in Cagayan Valley is itself one

of those locations where frequent typhoons, flooding,

landslides, structural fires, and road crashes regularly put

the lives and livelihood of its people at risk. Such as when

Typhoon Ulysses last November 2020 flooded some low-lying

barangays of Gattaran with the spillover of the Cagayan River,

compelling hundreds of residents to be evacuated. Prior to

this in 2018, Typhoon Ompong caused landslides in mountain

barangays of Gattaran that clogged the access roads and cut

off communities for days.

Gattaran has also experienced structural fires, such as

the one that occurred at a residential compound in Barangay

Nassiping in January 2021 that engulfed a number of houses and

rendered families homeless. The municipality has also

experienced some accidents on the national highway that

traverses the municipality. One is that which occurred in mid-

2022, when a motorcycle crashed into a delivery van along

Barangay Mabuno, causing serious injuries and delayed medical

attention due to communication failure among bystanders and

local responders.

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These frequent episodes have unveiled the weaknesses in

today's emergency response system of the municipality and the

necessity of having a new, effective, and technology-oriented

system. Even with emergency response programs, they tend to be

disadvantaged by poor resources, slow data dissemination, and

the absence of an integrated system to facilitate disaster

management processes. These are some of the reasons why a

better and technology-enabled emergency response system

specifically tailored to the needs and capacity of Gattaran is

necessary.

Emergency reporting and coordination in Gattaran these

days are still mostly manual via telephone calls, word of

mouth, or even personal trips to the barangay capitols or the

municipal office. The manual process is slow and inefficient,

particularly in mass or multi-site emergencies. There exists

no central database into which one would enter incidents or

monitor response in real-time, which can lead to uncoordinated

deployment of responders, duplication of effort, or worse—

failure to answer calls for help. In most cases, residents are

also unaware of who to contact in case of an emergency, and

responders are alerted too late to be of assistance.

Moreover, there is a large gap in community preparedness

and response. The majority of residents are not informed of

emergency hotlines, fundamental safety procedures, and

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evacuation procedures. LGUs and emergency response teams are

hampered by lack of personnel, logistics, and communication

equipment. These are the root causes that lead to delayed

response, inefficient resource utilization, and additional

casualties and loss of property in some cases. With the

increasing number of disasters and emergencies in the

Philippines—and Gattaran in specific—it is time that these

issues be addressed by having an Emergency Response System

through technology for instant relaying of alarms, improved

coordination, and community-based participation.

A web- and mobile-based solution specific to Gattaran can

fill the gap by facilitating ease of reporting emergencies for

the residents, allowing dispatchers to route responders by

location and status, and keeping an incident log in real time

to inform improved decision-making.

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Conceptual Framework

Input: Process: Output:

Practices and Analyze of practices Gattaran Emergency

procedures of and procedures of Response System:
Gattaran Emergency Gattaran Emergency with mobile
System in handling System in handling application.(GERS)
emergency response emergency response
situations and identified
problems, needs, and
Problems, needs, gaps in the existing
emergency response
and gaps exist in
system at Gattaran.
the current
emergency response
system at System Design using
Gattaran. SDLC Agile Methodology:
Planning
Requirement Analysis
Designing /Coding
Deployment
User Information Testing
Maintenance
Emergency Cases and
Requests

User Roles and System evaluation for

Credentials compliance with ISO
25010: Software
Current Workflow Quality Standard
Gaps

ISO 25010: Software

Quality Standard

Statement of the Problem

The project aims to develop the Gattaran Emergency

Response System for the Gattaran Emergency. Specially, it

seeks to provide answers to the following questions:

1. What are the current practices and procedures of Gattaran

Emergency System in handling emergency response situations?

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2. What are the challenges, requirements and defects in

Gattaran’s emergency response system today?

3. In what ways would emergency response workflow need to be

reformed to solve the issues, needs and gaps that have been

found?

4. In how far does the development system meet ISO 25010

standards for software quality?

a. Functional Suitability

b. Performance Efficiency

c. Compatibility

d. Usability

e. Reliability

f. Security

g. Maintainability

h. Portability

5. What more can we build into the proposal to strengthen the

emergency response system?

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Scope and Limitations

The Gattaran Emergency Response System is all about

empowering the local community with the right tools to tackle

disasters and emergencies more effectively. Its primary aim is

to improve how people report incidents, whether they’re doing

it online or via their mobile devices. This system covers a

wide array of situations, from medical emergencies to natural

disasters and accidents. It’s designed to send out real-time

alerts to both the public and emergency responders via SMS and

app notifications.. Central dispatchers will be assisted via a

dashboard that will send out the response, monitor incidents,

and assign tasks based on location and availability of first

responders.It also features an incident logging system to

store emergency data for future study and planning and a

responder management tool to track activity. Adoption of the

system is meant for the Gattaran municipality, Cagayan, under

local government unit coordination along with emergency

services and community stakeholders. But the system also has

limitations. Its geographical scope is only Gattaran and does

not necessarily extend to integration with other

municipalities or regional systems. Some of its functions

depend on a stable internet connection, which can be lost in

case of serious catastrophes. Use of the mobile application

could be limited to residents who are not smartphone or other

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compatible device users. The system also assumes a level of

digital literacy, which may not be the same for all the users

of the municipality.

Moreover, the first deployment depends on the availability

and validity of baseline data including the location of

important facilities and population centers that might be

prone to change. At last, the success of the system depends on

regular system updates, sustainable funding, and trained

personnel availability.

Significance of the Study

Local Government of Gattaran: the study examines how the

municipality handles emergencies. It works to support leaders

in seeing where their disaster operations need changes, so

they can enhance local services, decide on resource

distribution and keep up with plans for emergencies.

Gattaran Municipal Disaster Risk Reduction and Management

Office (MDRRMO): The MDRRMO will gain insights that help

improve coordination and how quickly and well emergencies are

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dealt with. It also underlines, among other things, how

responders in Gattaran ought to be prepared and how logistics

needs to support them.

Residents of Gattaran: Can make adjustments that boost

coordination, reduce delay in action and raise effectiveness

when facing an emergency. The recommendations can uncover the

training and logistics needs of responders in Gattaran which

benefits all residents. Achieving higher readiness can help

lower risk, cut down on losses and ensure people and goods are

well-protected during emergencies.

Medical Staff and Emergency Respondents: The first

responders and ambulance teams. Physicians, nurses and

emergency responders are the primary people who benefit from

the system. Thanks to GERS, medical teams will receive real-

time updates on patients and calls which speeds up the process

of diagnosis and care.

IT Practitioners: Can use this study to assist in solving

serious needs in public health and services. Linking emergency

response and healthcare administration together attracts the

attention of IT applications, resulting in many innovations.

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The Researchers: Through this project, researchers can

put their years of experience to use when analyzing, designing

and developing systems at Cagayan State University – Lal-lo

Campus. They also get to experience research in fields and

offer benefits to their communities. This study also forms

part of the partial requirements for graduation with a

Bachelor of Science in Information Technology.

Future Researchers: From this research, others can create

a guide for updating public health infrastructure or making a

comparable software for other large urban centers. Using

mobile apps, locational tracking or AI is an option for

researchers in the future to make their designs more efficient

and easier to use.

Definition of Terms

In an effort to provide clarity and consistency in the

study, the following major terms are defined in the context of

the Gattaran Emergency Response System (GERS):

Admin: The person or team in charge of the emergency

system, controlling user access, watching emergency responses,

preparing reports and overseeing the system’s operations for

emergencies in Gattaran.

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Authentication: To verify a user’s identity, the system

uses both password and email address through authentication.

Data Privacy: All about making sure that private patient

and service data stays secure at all times and is never

accessed by the wrong people.

Dashboard: Gives you the important facts you need about

emergencies, future alerts, number of cases, your team members

and how much time it takes to respond.

Emergency Case Log: All emergency incidents are online

documents that show what happened, the patient details, time

of the incident, place and its status.

Location Tracker: This feature uses GPS to show the

current location of responders and incident locations in

Gattaran, so they can be deployed quickly.

Responder: Someone registered with the system who is

meant to respond when emergencies occur. Responders use the

system to get their duties and provide updates on the

incidents they address.

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Response Timer: This feature measures the amount of time

emergency responders take to arrive after a call, to improve

how quickly actions to an incident take place.

Notification Module: Enable the system to instantly

inform admins, responders and patients by text message, email

or messaging inside the system.

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CHAPTER II

RELATED LITERATURE AND STUDIES

This part presents the literatures and studies from

foreign and local researches as well as related readings,

which have significant bearings on the research. Sources

include journal articles, research reviews, news articles,

unpublished materials, articles from new sites and websites.

Foreign

Hospital Management Information Systems (HMIS).

Importance is increased efficiency in the hospital services as

well as handling data. Their study was held at Luwu District

Hospital showing how effectively the computer system eases

operational difficulties while propelling service quality.

Their study reflects that HMIS implementation at Batara Guru

Belopa Hospital consist of three processes: input, process,

and output. They did find an important issue noted concerning

completeness as well as reporting accuracy. (M. Darwis et al,

2023).

The Advanced Hospital Management System (AHMS), is

enabled, capable of bringing myriad hospital management

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processes onto one platform. The AHMS includes key components

such as patient registration, appointment scheduling,

electronic health record (EHR), billing and invoicing,

inventory management, and analytics report generation.

Honestly, the AHMS is all about making it way easier for

hospitals to swap info not just within their own walls, but

also with places like labs, pharmacies, or even insurance

folks. No more chasing paperwork or being stuck on the phone

forever. Just smooth, quick sharing so everyone’s on the same

page. . (Tushar Ubale et al, 2024).

Researched the design and development of a Hospital

Emergency Nursing Information Management System (HENIMS) — a

valuable tool in contemporary hospital administration. The

system consisted of a number of components: patient card

generation, registration, medical treatment, medical

information management, pharmacy dispensing, emergency

treatment, data dictionary management, database backup, and

report printing. (Zhihong Liu, 2016).

Designed a web-based hospital management system to enable

online interaction between patients, doctors and

administrators. The system employs HTML5, CSS3, JavaScript,

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Bootstrap, XAMPP, PHP, MySQL and TCPDF technologies. The

system streamlines a variety of hospital operations by

electronically interfacing critical medical and administrative

services. There are three primary modules in the system:

Patient, Doctor, and Admin. Patients can register, login,

schedule appointments, view prescriptions, and pay online.

Doctors can view appointment schedules, prescribe, and view

patient records. Administrators can see both doctor and

patient details, handle appointments, and include new doctors

into the system.(Addanki Chandrahas Babu et al, 2023).

Designed a web-based hospital management system to

enhance and automate healthcare facility functions through

contemporary web technologies such as HTML, CSS, and PHP. The

system includes a single platform that combines all the major

functions of a hospital, including patient registration,

scheduling of appointments, billing and invoicing, medical

record handling, and personnel data management.Made accessible

and scalable, the system enables administrators, hospital

staff, and patients to interact and coordinate with each other

in real-time. One of its greatest aspects is how it can store

sensitive patient data securely and give access to needed

information anywhere via an internet connection. The research

demonstrates the importance of web-based platforms in making

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the hospital efficient and providing services through secure

and accessible centralized management of information. (Vishal

V. Gorule et al, 2023).

Developed an Advanced Hospital Management System (AHMS)

to consolidate far-flung Administration and Clinical Processes

for the aim of enhancing overall Hospital Operations using

object-oriented and network-based technologies. Developed

using Java for the front end and MySQL as the database, the

system handles data efficiently and has modules for patient

registration, appointments, management of medicines, billing,

updating records, handling discharge, and so on. It is

designed for the mid-range to large-sized hospital and has

three-tier web-based access that scales and can be customized

according to institutional needs. Its entire conception and

usability have been favored in India and internationally.

(Rohit Gopal Misal, 2022).

The proposed project is the development of a hospital

management system in digital form. The system consists of

basic modules for the scheduling of lab tests, appointments

with doctors, availability of pharmaceuticals, and health

program access. The administrative module runs at the core of

the system and allows the hospital administrator to common

user management, monitor pharmaceutical activities, carry out

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billing, track medication inventory, and generate specialized

reports that assist hospitals in their functioning. (K.

Nishanthan et al., 2022).

Automated development of the hospital management system

is employed to rationalize day-to-day hospital workflows of

patient records, treatment follow-ups, billing, and others

like administrative services which include ward management and

department control. The system manages both outpatient and

inpatient workflows efficiently. A major leap for this system

is the ability to store patient reports on a centralized

server, which can be accessed via the internet. This

accessibility solves one recurrent problem for patients:

obtaining their medical reports outside the confines of the

hospital. Thus the overall effect of global access to patient

data enhances health provision, patient satisfaction, and

continuity of care outside the hospital confines.(Pulendra

Kumar Yadav and Rikesh Kumar, 2022).

The importance of language barriers in medical settings,

especially for patients coming from foreign lands. The paper

highlighted the importance of language in determining

patient's outcomes while analyzing Aoki et al.'s work on

Japan's emergency room stay length. While Aoki et al. were

honored for their work, they argued that their language

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problem studies would be better off under different variables

and standards. Their study proposes that hospital management

systems improve healthcare for non-native speakers, cut down

on patient delays, and make communication seamless linguistic

accessibility is a must.(Saeed Ullah Jan et al., 2023).

The concept of developing a management system for

hospitals, based on internet-based technologies, to enhance

the efficiency of healthcare operations. Their research

presented a paradigmatic shift toward the increased importance

of web-based platforms for the automation of several clinical

procedures, such as patient care, physician scheduling, and

management of electronic health records. The system assists in

efficiently storing, handling, communicating, and updating

patient information between departments, with minimal manual

efforts and administrative wastages. The integration of a

custom application package to hospital operations is a

scalable and straightforward approach for improving the

delivery of healthcare services in an electronic environment.

(Dharam Buddhi et al., 2022).

Hospital Management System is implemented on automation

of Hospital Administration and Management.This paper is useful

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to the staff of Medicare and to people as well. Every branch

of Medicare can be connected with one to another. Anyone can

obtain the status of every branch easily from the Medicare

center. The Hospital Management System is user friendly and

adaptable and is designed to provide real possible advantages

to hospitals. It is supported by trustworthy, simple and

reliable support. The Hospital Management System is database-

based and incorporates networking practices in addition to

object-oriented programming. In most of the places where we

store the records in the database for which we are employing

MY SQL software which is one of the finest software to store

our data.This software is open source software and easy to

use. This system employs JAVA as front-end software. Java is

an Object Oriented Programming.Java has connectivity with

MySQL. System provides all the necessary modules from the very

start like Patient Registration, Medicine details, Doctor,

Wards, Admin, Store, Patient appointment, billing Details,

payment Details, record modification, discharge details etc.

(Prajakta Lokhande et al 2022)

Booking Management System Design, with Responsive Design

Web Appointments, to Save Time and Enhance the Quality of

Health Care Services. Technology is increasingly taking its

role, particularly in today's necessity for technological

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solutions with the health sector as its target. There is much

scope for improvement, for instance: minimizing the excessive

waiting time for patients to make an appointment based on

availability in the specialty and doctor. But still, there are

some health centers lacking technological solutions in this

regard, since the majority of the population is yet not aware

of technology. With this in mind, and considering the

requirements of users with low ICT knowledge and make

contributions to the health area, will be initialized design

and creation of a specialized responsive web page for managing

medical appointments that will partially address the order and

time of attention of each requested appointment, the purpose

of which is to enhance the quality of care of public health

services. Enrique Lee Huamani Uriart (2024).

The Advanced Hospital Management System offers the

advantages of efficient operations, improved administration &

control, better patient care, stringent cost control and

increased profitability. IHMS is robust, versatile, and user-

friendly and is designed and developed to provide real

conceivable advantages to hospitals. Most importantly it is

supported by sound and reliable support. The project 'Advanced

Hospital Management System' is object oriented and database

based and networking technique. Since there are so many places

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where we maintain the records in database for which we are

implementing MY SQL software which is one of the best and the

simplest software to maintain our information. The project is

implementing JAVA as the front-end software which is an

Object-Oriented Programming and it has connectivity with MY

SQL. The Advanced Hospital Management System is made for mid-

sized and large hospitals everywhere to meet their specific

needs.. All the modules and features necessary have been

especially designed to perfectly fit in to your need This

package has been well accepted by the clients in India and

abroad. Not stopping at this they are extremely satisfied and

appreciative. Whole application is web based and developed on

3 tier architecture with the latest technologies. The sound

database of application has enhanced it more users friendly

and expandable. The package is fully customizable and can be

made according to the needs and requirements of our clients.

The Advanced Hospital Management System is made for mid to

large hospitals. It's been developed after closely looking at

how hospitals operate and what they really need. This has

helped make it user-friendly and effective. It has all the

modules necessary from Patient Registration, Medicine

information, Doctor, Wards,, Admin, Store, Patient

appointment, bill payment, record update, discharge

information etc. (Rohit Gopal Misal 2022)

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Automated Patient Monitoring and Hospital Management

System Based on Embedded Systems RFID technology assists us to

track the status of the patient by monitoring all the health

services provided to patients. The health monitoring with RFID

is designed to create a better method of storing and

retrieving data. RFID systems are applied for hospital

information system and it provides complete information

regarding patient identification, token number and medicines.

In this article we have suggested electronic based hospital

management system .This project utilizes the hardware kit to

retrieve the patient id. It will pass the patient id to the

serial port of system. the doctor can get the patient ID by

reading the RFID card after login into physician's account.

The doctor can view and update the patient's medical record

and prescriptions. It primarily works to track the health

condition of a human body such as Blood pressure (BP) and

temperature. Some key terms include RFID, healthcare, token

number, and blood pressure. Ravulapalli Naveen et al (2018).

The Advanced Hospital Management System is built to meet

the needs of mid-sized and large hospitals everywhere.

Following a close analysis of how the hospitals operate and

what they require, this system is both user-friendly and

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technologically sound.It includes a Computer-Based Medical

Record, also known as the Electronic Patient Record (EPR),

which serves as a central place for patient information within

a healthcare system. With technology on the increase and

increasingly computers being utilized in dental clinics, there

is an increasing demand for electronic patient records.

Advantages, especially for large clinical facilities, are

self-evident: enhanced control of records, simpler document

storage and retrieval, improved information for managing the

clinic, and superior data for assessing overall patient care.

Above all, the EPR must enhance the quality of health care.

The principal short-term disadvantage is expense, such as

software, hardware, training, and staff time devoted to the

corresponding business process re-engineering. A recent

estimate by the Council on Competitiveness is that the total

cost of installing a fully integrated health information

system is 7.5 to 13.5 percent of a clinic's annual budgeted

revenues. That rate could be greater for a typical dental

school clinic where actual operating costs far outstrip annual

revenues. (Jane C. Atkinson et al 2018).

Local

Discuss hospital unit work operational management, which

involves collaboration among medical and nursing personnel in

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an active, often interruptive environment. The study

emphasizes information management challenges in day-to-day

operations, particularly within environments that are subject

to sudden changes and interruptions. While existing research

has considered the informational demands that affect decision-

making, relatively little is understood about driving forces

of information handling in the day-to-day operations of

hospital wards.(Von Gerich et al, 2024).

Bed management is actually crucial in hospitals since it

serves to match patients admitted from the emergency

department with patients awaiting elective surgery or booked

treatment patients, and hospital discharge patients in order

to achieve high bed occupancy rates.Maintenance of these

resources has never been easy for managers. During the 1980s

and 1990s, thousands of patients underwent canceled operations

for nonmedical reasons. Because of the perpetual uncertainty

faced by hospitals nowadays, application of the cognitive

model referred to as situation awareness has been on the rise

in healthcare. Situation awareness aims to comprehend

environmental context to create the future, employing

artificial intelligence methods. To this end, in this context,

this article provides the application of situation awareness

to bed management with a hybrid system combining existing

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techniques of artificial neural networks and multiattribute

value theory decision-making for the automation of bed

allocation process The system was tested in an hospital in

Porto Alegre, Brazil, and obtained an outcome of 93.5%

similarity of the beds allocated by the presented model with

beds selected by hospital manager. (Grübler, Murillo da

Silveira MS et al 2018.)

Keeping track of medical records in Philippine rural

hospitals. The conventional method of handling medical

records has been on paper, however this approach has a number

of drawbacks, such as mistakes, record loss, and difficulties

in getting patient data when needed. Ineffective patient

outcomes, service delays, and inefficiency might result from

such obstacles. The study recommends the creation of a

Centralized Medical Record Management System (MRMS) to address

the aforementioned issues by streamlining patient data

sharing, storage, and security. (Allen G. Diaz et al, 2024).

This is a study on the University of the Immaculate

Conception College Department Clinic patient management

information system. The research aimed to provide a convenient

means of storing and keeping track of patients' records and

inventory. Specifically, it created an automatic system to

track patients, information, and medicine inventory, create a

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database for patient information records and medicine

inventory reports, and produce patient records and medicine

inventory reports. The system was necessary because paper

records consume a lot of storage space, are easily lost or

misplaced, require more time to manage, lack confidentiality,

have poor readability, and are prone to errors. The

conclusions drawn from this study indicated that the system

developed was capable of creating an automated system to

monitor patients, data, and medicine stock, and establish a

patient database, records, and medicine stock. The conclusions

assisted in the effectiveness of the clinic staff in providing

clinical services to patients. With the assistance of this

system, the team was also able to minimize any unpleasant

complaints from patients. RELACION and JUVIE PAULINE L.

(2017).

Technology is central to this process as it initiates the

process of the industry players innovating and adapting to the

changing needs of healthcare. Central to this technological

transformation in healthcare is the computerization of

patients' medical records. This paper examines obstacles faced

by healthcare providers in implementing Electronic Medical

Records, a technology regarded as a fundamental need in most

developed economies. Data are collected through the

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facilitation of the Technology-Organization-Environment. A

multiple case study is enacted to comprehend the impediments

in the EMR adoption at the organizational level. Some of the

challenges with technology are its complexity, lack of good

infrastructure, and bad interface design. Organizational

impediments are resistance by users and the absence of

suitable skills. Some tech issues include complicated systems,

bad infrastructure, and clunky designs. On the environmental

side, we have challenges like tough regulations and not-so-

great medical school programs.. Limitations and future

directions are addressed by this paper and preceded by its

conclusion. Ryan A. Ebardo, Nelson J. Celis(2019).

MediCord: A Web-Based Health Record Management System.

Information technology (IT) plays a big role in handling data

to help make smart decisions quickly. It also makes sharing

data safer and easier. With the changes brought by COVID-19,

IT solutions have become crucial for folks trying to get

things done in this new normal. Tech applications help keep

people safe by replacing manual data recording and sharing

with electronic methods. This study looked into creating an

IT-based app called MediCord, which is a web-based health

record management system. The app was specifically designed

for a health center in a municipality in Nueva Ecija,

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Philippines. The results showed that the team did a good job

in building the system step by step, following the software

development life cycle (SDLC). By following the SDLC, the team

made some diagrams that helped keep the project on track. They

recommend that after designing and developing the system, the

remaining steps of the SDLC should be completed, and the

project should be assessed using common industry standards.

This lays the groundwork for future studies related to this

project.(Cris Norman P. Olipas et al 2022).

Laguna University Healthcare Information System is

created specifically for the Laguna University School Clinic.

It helps manage students' medical and dental records, supports

backing up and retrieving those records, tracks medicine

inventory, and keeps stats. The goal is to make handling

medical and dental records at Laguna University easier and

more efficient. (Volpane, Cabarrubiasa and Macabasag (2016).

The study of Laguna Health Office Inventory and Record

Management System.The system that design and developed for the

Laguna Provincial Health Office in order to improve the

management of medicines , record, information, and production

of inventory reports.The Laguna University Healthcare

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Information System was created specifically for the Laguna

University School Clinic. The research used a descriptive

method, and data was gathered through survey interviews. Based

on the feedback from the interviews and surveys, the

researchers discovered how employees at the Laguna Provincial

Health Office can enhance the management of medicine records.

Once the system was completed, it showed positive results.

Nuñez, Genil, Lopez and Gimen(2017).

The main goal is to share info about the patient, like

their personal details, treatments, appointments, billing, and

inventory management. This should help fix issues at the

clinic and push for a paperless office, which means quicker

and easier ways to store, find, and update records. The study

shows that it benefits everyone involved. The new system makes

things simpler and helps users get their tasks done faster.

Armisto, Balanlayos and Buenavista (2017).

The goal of his study was to create a new computerized

records management system for the hospital that works better

than the current manual one. He looked at the existing health

records system to figure out what worked well and what didn't,

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and then designed a new system based on that. To gather data,

he used interviews, observations, and document reviews.

Charles Namibara (2018).

The system they designed assists in providing vital

health services as well as a location where to generate, save,

and organize vital medical information. Such a base of

information is truly beneficial for subsequent clinical

requirements. The system speeds up processes in the RHU,

creates accurate reports, and gives useful info. PBHIS aims to

help the RHU analyze patient data, pinpoint major concerns,

and make better decisions. During this study, getting timely

and valuable data to offer relevant health services turned out

to be a challenge. But with the system they built, they could

address that by managing health services efficiently and

organizing important medical records. Aaron O. Estinar, et al

(2018)

Computerized Patients Medical Record System. Challenge

patient record management system thesis Philippines in making

chits technologically strong, current and flexible are already

met. Absence of standards key words: electronic medical

records; health information systems;. Chits primary care

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health cent. An electronic health record (her) refers to the

systematized gathering of patient and population incorporating

numerous types of clinical information from the system's

medical records has aided clinicians in detecting and

stratifying chronically ill pati. As per clayton (1996), the

objective of cbprs (computer-based patient record system) is

also: to enhance the speed of retrieval of medical records, so

that numerous individuals can simultaneously access the same

medical record; to enhance data confidentiality while tracing

who accessed it; and lastly to capture routine data. The

patient record management system is evolving for unit record

probation (urp). This system is designed to manage patient

records in the surgical department, covering both patient

records and admission records. The goal of creating this

system is to improve how we handle patient records. Norman G.

Vispo et al ( 2021).

Health records management was to design a computerized

records management system which would be more efficient and

effective than the current manual system in Hospital. This was

achieved by examining the current health records management

system, assessing its strong and weak points design and

implementation of a new system. Interviews, observation and

document reviews were methods employed in data collection.

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With respect to the research, the system will compare its good

and bad points design and implementation of a new system.

Interviews, observation and document reviews were methods

applied in data collection. Charles Namibara (2018).

Research on the impact of space in patient experience

through multisensory perceptions a grounded theory approach on

selected ERs in Metro Manila.Patient experience is one of the

very few means that healthcare consumers identify the

difference of healthcare providers. ER as the gateway of

entrance of hospital admission reflects the first impression

of patients and is an apt time to build the "First impression"

to the health-care provider. What is the space's role in the

patient's experience in an ER environment? The goal of this

research study is to answer this question of research via in-

depth inquiry and analysis of the experience of 26 ambulatory

ER patients, pre-selected to have diverse ambulatory medical

conditions. These participants were prompted to describe their

patient experience in an ER environment based on the multi-

sensory perceptions or the seven senses of: visual, auditory,

olfactory, gustatory or taste, touch or somatosensory,

vestibular system and proprioception. Open-ended interviews

were conducted to derive the patient experience of each of the

participants from the time they arrived and were admitted to

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ER, the clinical procedures done on them, to the time they

were discharged and left ER. The Glaser and Strauss grounded

theory approach was the research methodology applied to

gather, examine, and analyze the patient's accounts. Perez,

Maria Victoria F. and,Espina, Cristopher Stonewall P.( 2019).

Healthcare Emergency Incident Management Operations Guide

provides healthcare staff with an easy and intuitive reference

to planning for, responding to and recovering from incidents

which can affect their operations. The newly revised Centers

for Medicaid & Medicare Services (CMS) emergency preparedness

rules brought 10-15 new healthcare organizations into the mix

that need emergency preparedness efforts. The Hospital

Incident Command System (HICS) is an effective event

management tool but, as with all tools, it must be practiced.

Most hospital staff complete online ICS courses and seldom

practice sufficiently to become proficient. This is a complete

manual to the HICS and can be used during initial and

refresher training and during event management. Glarum, Jan F.

(2017).

Synthesis

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Hospital Management Information Systems (HMIS) are

increasingly being utilized, both foreign and local, in a bid

to automate hospital activities, improve the effectiveness of

operations, and reduce errors. HMISs are created based on

modular designs and have the objective of improving patient

care by better coordinating care as well as faster access to

crucial health information. Despite that, differences in use

and technological innovation are immense, with foreign

organizations being aided by high technology and

infrastructure, while local environments suffer setbacks in

having too little cash and inadequate infrastructure. Both

place high value on technology being instrumental in

revolutionizing healthcare services.

CHAPTER 3

TECHNICAL BACKGROUND

System Requirements

Hardware Used

Laptop: As laptops are portable, developers can work

anywhere remotely, communicate with colleagues, and perform

demonstration on-site. This flexibility made it possible to

install different development software, programming

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frameworks, and coding languages, enabling easier coding,

testing, and debugging.

Smartphone: The developers employed other devices like

desktop machines to check the responsiveness of the mobile

app.

Desktop: To ensure the responsiveness of web application

for admins

Table 1. Minimum Hardware requirements for the proposed

system

Server Side:

Hardware Components Size

PROCESSOR Intel Core i5

CPU 2.9-4.3 GHz

RAM 16 GB or Higher

SSD (for faster performance) 512 GB or Higher

Server IP (optional) 1 Static IP Address

Client Side:

Hardware Components Specification

PROCESSOR Intel Core i3

CPU 2.0-3.5 GHz

RAM 8 GB or Higher

SSD (for faster performance) 256 GB or Higher

Server IP (optional) 1 Static IP Address

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Software Used

LARAVEL: Laravel is a web framework for PHP to create

stable and scalable applications. Laravel 10 offers stronger

functionality, improved performance, and developer-effective

tools. It possesses clean syntax, elegant coding, routing,

authentication, and support tools for the development process

along with it.

XAMPP: is one of the widely used cross-platform web

servers, which helps developers to create and test their

programs on a local webserver. It was developed by the Apache

Friends, and its native source code can be revised or modified

by the audience. It consists of Apache HTTP Server, MariaDB,

and interpreter for the different programming languages like

PHP and Perl.

PHP 8.x: PHP is the server-side script language to create

dynamic, web pages with user interactions. Releases 8.x

provide the high-profile enhancements, new features for the

PHP language (attributes, union types), and stronger error

handling.

MySQL 8.x: MySQL is an open-source relational database

management system (RDBMS). 8.x releases offer security,

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performance, and support for large databases and for complex

queries. It holds and manages external data that is

application data.

Browser (Chrome/Firefox): Web browsers like Google Chrome

or Mozilla Firefox are employed to talk to and test the

system. They offer developers and users a graphical interface

via which to reach the web application and offer cross-browser

compatibility.

Software Components Version

Window OS 10

LARAVEL Laravel 10

XAMP/WAMP 8.2.x or 8.1.x

PHP 8.x
MySQL 8.x
Browser (Chrome/Firefox) 133.0.6943.35

People-ware Requirements

The system also depends on human beings and not

technology alone to be successful. The following are required:

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System Administrator: Maintains the server, database, and

security.

Developers: Designs, deploys, and tailors the system.

Healthcare Professionals (Doctors, Nurses): Use the

system for hospital administration and patient records.

Emergency Responders (EMS): Re-establish the live

dispatching and reporting system.

Public/Patients: Ask for access via the portal to view

status or ask for emergency.

IT Support: Provides internal and external users with

support and troubleshooting.

User(Admin, Patient): Operate the System in Daily

Workflow

System Architecture

Gattaran Emergency Response and Hospital Management

System (GERHMS) System Architecture contains some of the most

basic building blocks: Users (patients and healthcare

providers.

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Admins, their respective graphical user interfaces, and

the database system.

Users engage via the frontend (user interface) to invoke

services, schedule appointments, and access medical records,

and Admins work with a standalone administrative interface

that manages user information, appointments, emergency

situations, and stock.

The database is the main repository that holds user

actions, system records, and user activities and returns them.

Figure 2. System Architecture

Chapter IV

RESEARCH METHODOLOGY

Research Design

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The research will apply the descriptive study method and

system development process. The records will used descriptive

technique to understand the practices, problems, needs and

gaps in handling emergency response and handling patient

records. The Agile model will be used to develop the proposed

system.

Figure 3. Agile Model

https://www.bdtask.com/blog/software-development-life-cycle

All SDLC- Agile Methodologies possess development stages to

some degree:

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Planning: Researchers set project requirements, possess

technical and economic factors, and develop a general

project plan with timelines and resource management.

Analysis: Researchers receive full requirements, conduct

analyses in an effort to ascertain stakeholders'

requirements, and develop a requirement document as a

development template.

Design: Researchers translate requirements into a

complete software design, e.g., UI elements and business

behavior, to render the product intuitive and easy to

use.

Deployment: Deployers create and execute deployment plans

with all the dependencies in consideration and coordinate

teams to achieve a successful rollout of the system.

Testing: Researchers thoroughly test to find and correct

bugs so that they can develop the software of high

quality and without bugs prior to deployment.

Maintenance: Researchers keep modifying the system once

deployed by correcting bugs, catering to the complains of

the users, and creating upgrades so that the software

remains updated and operational.

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Agile SDLC model is suitable for designing the Gattaran

Emergency Response and Hospital Management System (GERHMS)

since the system is modular and of complex nature. GERHMS

operates to perform various roles of users, including Admin,

Patient, Medical Staff, and Emergency Responders with varying

functionalities and roles. With Agile, the work can be

completed by the development team in bits or sprints so that

everything role-specific module can be developed, tested, and

debugged stepwise. This builds the system in pieces, and this

keeps it simple and retains maximum concentration. Agile is

particularly applicable in projects such as GERHMS where there

is a need for constant communication with stakeholders and

could be modified a hundred times by real life feedback.

In a health care setting, the needs of the health workers

and patients could change very quickly, and because of the

flexibility of Agile, the development team can accomplish that

without compromising the entire process. Regular and timely

deployment of core functionalities—like making emergency calls

or scheduling meetings—also allows users to begin realizing

benefits from the system before the system is actually

finished, further enhancing the effectiveness of the system

within a shorter period. Besides this, Agile reduces risk in

the project by being able to identify potential defects early

through repeated testing and continuous stakeholders' review.

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It produces high-quality output and follows users'

specifications.

It also encourages open communication between developers,

designers, testers, and end-users, thereby creating an

improved user-centered and efficient system. In a life-

critical system like hospital management and emergency

response, prioritizing the most critical features first—i.e.,

emergency dispatch or accessing medical records—means that the

most efficient components are released earlier. Overall, the

Agile SDLC model provides the flexibility, productivity, and

responsiveness required for the development of an effective

and sound health management system such as GERHMS.

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Use Case Diagram

Use Case diagram (Figure 4) Gattaran Emergency Response

and Hospital Management System is an application on the

computer that connects the patient, administrators, medical

personnel, and responders. It provides registration of the

patient, login, appointment booking, requesting medical

reports, and profile editing. The users are registered by

admins, who also do logins, appointments, emergency requests,

and inventory. Medical staff communicates with the system,

where they update the records and confirm requests. Responders

handle emergency logistics, which include registering and

logging in as well as maintaining contact. The system

facilitates effective flow of information, prompt reaction to

emergencies, and a structured manner of conducting hospital

and emergency operations in Gattaran.

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Figure 4. Use Case Diagram

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Entity Relationship Diagram

Figure 5. Entity-Relationship Diagram (ERD) is an

emergency response management system and a hospital model.

It illustrates many types of relationships between various

types of users like responders, medical staff, patients, and

administrators. Patients may make appointments with the

medical staff and receive healthcare services. The medical

staff maintains patients' medical records, and the patients

are able to place orders for medical records. The

emergencies are responded to by the responders, and the

dispatches are made for arranging and overseeing the

responses. System operations are handled by admins, and

users as 'Admin' are able to take action on users, medical

records, appointments, and inventory. Inventory is

referenced from the Inventory table to monitor emergency

equipment and medical supplies. ERD allows root processes

such as emergency response, alert, record maintenance,

patient treatment, and inventory maintenance with customized

tasks for Responders, Medical Staff, Admins, and Patients

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Figure 5: Entity Relationship Diagram of the Project

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Flow Chart
Admin flowchart generates a process to follow so that

administrators may gain access and control over basic system

functions. Access is gained to the admin interface through

the login process, whereby they enter their credentials and

are allowed to enter the Admin Dashboard. The dashboard

provides the admin with access to handle profiles, patient

records, and inventory. The effective and safe

administration system facilitates effective management and

response to operating requirements.

Figure 6. Admin flowchart

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This flowchart illustrates the user process for a

healthcare patient portal system. The process is started

with the visual interface, followed by patient login. For

users who do not have an account, they register by

submitting and entering information. Users who already have

an account enter their password and username; if valid, they

are logged in to the patient dashboard. From the dashboard,

patients can view medical records, request medical records,

view appointments, request emergency appointments, and view

their profile. A feature of notification is also

incorporated in the system. The flow ends with logout. The

flowchart clearly defines the steps to be taken in accessing

the patient portal.

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Figure 7. Patient flowchart

The flowchart shows staff access to a medical or

appointment scheduling system, beginning with a login process.

New users sign up, existing staff log into the dashboard, and

carry out actions such as viewing records, appointments, and

managing availability. The process concludes with logout.

Figure 8. medical staff flowchart

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This flowchart describes how Responder employees log in

and use a dispatch system. It begins from the graphical

interface and proceeds to a dispatch login. New users

register by completing and submitting data. Old users input

their username and password; correct credentials allow them

access to the dispatch dashboard. From the dashboard, the

dispatchers are able to update profile, receive notice,

process emergency requests, report and trace location, and

update dispatch status. Logout is the termination of the

process. The flowchart of the above dispatch system clearly

illustrates the workflow.

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Figure 9. Responder flowchart

Data Flow Diagram

Figure 10. Data flow diagram

Demonstrating an appointment scheduling, medical record

handling, emergency response, and inventory control system.

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Patients place request for appointments and emergency

requests, while personnel handle appointments, medical

records, and inventory levels. Emergency requests are handled

by dispatchers, who create dispatches for responders. Low

inventory levels trigger alerts. The system uses patient,

administrator, staff, and responder authentication as users,

and issues alerts for all the events like low stock and urgent

requests.The DFD successfully portrays data flow and system

interconnects between the vital system elements so that an

end-to-end system overview can be seen without worrying about

complicated inner workings.

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Hierarchical Input-Process-Output Diagram

The HIPO (Hierarchy plus Input-Process-Output) chart

(Figure 9) of GERHMS is a guide which takes the users through

the manner in which the system operates in simple steps. It

illustrates the system structure by breaking down the main

operations into smaller, easier-to-handle processes, which

allows the developers and users to easily understand the

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overall system workflow.

Figure 11. HIPO of the project

Locale of the Study

The study will be conducted at Gattaran Emergency

Hospital, located at Calaoagan Dackel, Gattaran, Cagayan. It

is the main health care and emergency institution in the

municipality, assisting the local health centers and emergency

response team in providing medical services to the population.

Participants of the Study

The participants of the study as presented in Table 3

composed of the following:

Table 3. Participants of the Study

Participants Number Percentage

Hospital Administrator 1 7.14%

IT Experts as panelists and evaluators 3 21.43%

Medical Staff(Doctors, Nurse) as System 4 28.57%

Users

Emergency Responders(Dispatch Personnel) 3 21.43%

Patient as System Users 3 21.43%

Total: 14 100%

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1. The Hospital Administrator will serve as the key

informant and will give key inputs on the current

practices and issues concerning management of patient

records, appointment booking, emergency response

coordination, and inventory management in the hospital.

Their experience in the field will inform the system

design and alignment with the actual-world administrative

requirements.

2. IT Experts who will function as Panelists and Assessor

will examine the proposed system under functionality,

reliability, maintainability, and efficiency in

accordance with the ISO/IEC 25010 Software Quality

Requirements and Evaluation (SQuaRE) standards. They will

also offer technical recommendations for improvement of

system

performance as well as security.

3. Medical Staff stakeholders like doctors, nurses, and

midwives will be system users and evaluators. They will

test the system's ability in handling patient

information, medical records, bookings, and internal

communications. Their feedback will be regarding the

simplicity of use of the system, the responsiveness of

the system, and how the system is linked to healthcare

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delivery.

4. Emergency Responders like Emergency Medical

Technicians (EMTs) and dispatchers will test and verify

the emergency request handling module of the system. They

will provide accuracy, responsiveness, and reliability of

dispatch notification and real-time updates in emergency

procedures.

5. End-users with the capability to test the usability,

accessibility, and utility of patient-related functions

like online request for appointments, access to medical

records, and billing will be instrumental. Their feedback

will be very important in an attempt to ensure that the

system is not only useful to healthcare providers but

also to the general public it serves.

Data Gathering Tools

The following tools will be utilized to collect the

necessary data for the study:

It was also feasible to interview hospital

administration, the IT staff, and the emergency service

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coordinators. Interviews offered additional details about

current workflows, staff challenges, and suggested additional

system functions. Qualitative data obtained through

interviewing exposed end-users' and decision-makers'

functional requirements.

Observation was employed as another most valuable tool to

observe directly the flow of processes in hospital operations

and emergency response operations. By direct observation of

actual conditions, researchers were able to spot

inefficiencies, delays, and manual processes that could be

minimized with the application of automation of systems.

Review of current records and documents like patient

logbooks, emergency response forms, inventory lists, and

appointment books was conducted. Review enabled realization of

data inconsistencies, outdated bookkeeping practices, and

information management problems the new system will solve.

Ethical Consideration on Data Gathering

This study follows ethical standards in such a way that

Data are collected and handled in a responsible manner.

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Authorization and Permission – Permission was obtained

from the concerned stakeholders or authorities before

collecting data to confirm compliance with ethical standards.

Data Privacy and Confidentiality – All data gathered are

confidential and secured with security attributes such as

encryption and password to secure against unauthorized access.

Harm avoidance – The research is careful that no people

or organization are harmed by the data gathering exercise.

Means employed are polite and non-obtrusive.

Truthfulness and integrity – Collection and analysis of

data are done in good faith in an attempt to build accuracy

and avoid misrepresentation as well as any prejudice.

Compliance with these principles of conduct ensures that all

information collected will be handled morally, securely, and

in line with privacy.

Data Analysis

The responses that gather from the participants through

surveys and system evaluations I’ll recorded and analyzed. The

feedback and observations from the users and IT experts were

compiled, and significant points related to system

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functionality, usability, and effectiveness were emphasized to

assist in the analysis of the collected data.

The Weighted Mean was employed to interpret the ratings

given by IT experts and system users regarding the system's

compliance with the ISO 25010:2011 Software Quality Standards.

The overall level of system compliance was determined using

the following matrix:

Scale Range Descriptive Interpretation

4 3.25-4.00 High Compliant

3 2.50-3.24 Moderately High Compliant

2 1.75-2.49 Moderately Low Compliant

1 1.00-1.7 Low Compliant

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