PERPETUAL HELP COLLEGE OF PANGASINAN

COLLEGE OF COMPUTER STUDIES

PETCROSSING ANIMAL CLINIC AND PET SHOP MANAGEMENT SYSTEM WITH

GMAIL AND SMS NOTIFICATION

A Capstone Project
Presented to the Faculty of the
College of Computer Studies
Perpetual Help College of Pangasinan

In Partial Fulfillment of the

Requirements for the Degree of
Bachelor of Science in Information Technology (BSIT)

By:
CINDYRELLA M. RAZO
BUMMY M. PEPITO
REYCARL C. PERALTA

May 2024
 CHAPTER I

INTRODUCTION

Background of the Study

PetCrossing Veterinary Clinic is a reputable veterinary facility located in Brgy.

Poblacion, Montemayor St. Malasiqui, Pangasinan and has been providing high-quality

pet care services to the local community for several years. However, there is a growing

need for the clinic to enhance its management systems to better serve its clients and

their furry companions. The PetCrossing Veterinary Clinic and PetShop management

system lacks efficient communication channels for notifying pet owners about

appointments, updates, and reminders, leading to potential missed appointments and

decreased client satisfaction. Additionally, manual notification processes contribute to

operational inefficiencies and staff workload.

In today’s modern age where computers have become a way of life, it is evident

that a majority of the country’s institutions still do not adapt the high technology.

Particularly in most veterinary facilities, daily veterinary transactions are still done on

paper. We all know that modern veterinary is now operating at great pace striving to

serve as many animals as possible with the best of their abilities. But as the years rolled

by, the number of animals has grown, and various medical cases arise that the manual

method of managing animal records, prescriptions, and appointment schedule is no

longer practical.

The Pet Crossing Veterinary Clinic recognizes the pressing need for an efficient

and modernized approach to clinic management. With a commitment to providing

exceptional pet care services, the clinic acknowledges that streamlining administrative

processes, enhancing client communication, and ensuring the security of patient data

are paramount. This realization has prompted the researchers to the initiation of a

comprehensive research study aimed at the development and implementation of a well-

organized Veterinary Clinic Management System integrated with Gmail and SMS

notifications.

According to a survey conducted by the American Veterinary Medical Association

(AVMA), 40% of pet owners miss veterinary appointments due to forgetfulness or lack

of reminders. This study emphasizes the importance of proactive client communication

to enhance pet care compliance and client satisfaction. In addition a study by the

American Pet Products Association (APPA) also found that 60% of pet owners prefer to

receive appointment reminders via email or SMS.

Furthermore, Research published in the Journal of Veterinary Behavior indicates

that pet owners who receive appointment reminders are more likely to adhere to

recommended preventive care measures for their pets. This study demonstrated a

significant reduction in no-show rates and increased client retention following the

implementation of automated SMS appointment reminders.

Global trends in veterinary clinic management emphasize the shift towards digital

solutions for improved efficiency and client communication. In the United States,

veterinary clinics are increasingly adopting digital management systems to streamline

operations and enhance client experiences. Within the Region, there is a growing

awareness of the benefits of electronic communication in veterinary practice

management. In the municipality of Malasiqui, there is a noticeable gap in the use of

technology for managing veterinary clinics, presenting an opportunity for improvement

in the increase of missed appointments and client dissatisfaction due to ineffective

communication methods.Lastly in our Barangay, Feedback from pet owners indicates a

desire for more convenient and reliable appointment notification systems.

The integration of Gmail and SMS notifications is particularly critical in today's

digital age. These features will enable the clinic to send timely appointment reminders,

vaccination alerts, and other essential updates directly to clients, ensuring they remain

informed and engaged in their pet's healthcare. Moreover, it will enhance the overall

client experience, making it more convenient and accessible.

By adopting a modernized management system, PetCrossing Veterinary Clinic

aims to remain at the forefront of veterinary care and continue to provide exceptional

service to its clients and their beloved pets. This study seeks to develop and implement

the proposed system to address the clinic's operational challenges, improve client

satisfaction, and ultimately elevate the standard of care provided to animal patients.

The importance of this study lies in addressing critical issues that have persisted

within the clinic's operational framework. These issues include manual appointment

scheduling, disorganized patient records, and limited avenues for effective client

communication. The integration of Gmail and SMS notifications represents a pivotal

step towards providing clients with real-time updates, appointment reminders, and

crucial pet care information.

The PetCrossing Animal Clinic Management System offered various kind of

services to pets such as treatments, vaccination and deworming, confinement, surgery

cases, grooming, ultrasonography, complete blood count, laboratory and diagnostic.

People who have pets will visit the clinic either to get the subsequent treatments or to

make an appointment for their pets. So, pet owner must fill in the registration form first

to register before getting a consultation with veterinarian. With the number of pets that

visits to the clinic, an interactive and effective approach should be applied to build the

PetCrossing Animal Clinic Management System. This could help to manage the

management of the clinic since this system will response in real-time and easy to be

manage.

The PetCrossing Animal Clinic and PetShop Management System with G-mail

and SMS Notification is a system that aims to provide an easy, user friendly and time

flexible system on managing and viewing appointments. This typically involves the

development and implementation in the comprehensive digital age that provides users

with a more efficient and convenient way to book and manage appointments.

The manual method that PetCrossing Animal Clinic used in managing animal

records, inventory, sales and appointing a schedule is no longer practical, especially in

the digital age. In their daily transactions to keep their records instead of using record

books, they can track and keep the clinic’s record and status accurately.

The purpose of a PetCrossing Animal Clinic and PetShop Management System

with G-mail and SMS Notification is to provide a more efficient and convenient way for

users to the clinic. This is to improve the process used in PetCrossing animal clinic to

generate a management system that will provide an accurate and secured record

management. To be able to develop a fast and user-friendly system for all veterinary

medicine inventory.
 These evident challenges proves an effectiveness of automated notification

systems and given the widespread evidence of the benefits of digital management

systems in veterinary clinics, this study aims to develop and implement a

comprehensive PetCrossing Veterinary Clinic and PetShop Management System

integrated with Gmail and SMS notification features. By enhancing appointment client

communication that will focus on integrating Gmail and SMS notification features to

improve communication between the clinic, pet owners, and staff, thereby enhancing

appointment adherence, client satisfaction, and operational efficiency.

This system aims to develop and to improve a process used in Pet Crossing

Animal Clinic that will generate an accurate and secured management system that

works all the time. This system will enhance the client’s experience in booking an

appointment by providing easy communication with the clinic and to keep track on the

inventory of available medications for the pets. Thus, the study endeavors to address

the identified challenges and contribute to the advancement of veterinary clinic

management practices.

The PetCrossing Animal Clinic and PetShop Management System with G-mail and

SMS Notification includes several primary modules that work together to provide a

stringent solution for managing client’s appointments and inventory. These modules

include:

Admin module - This module is designed for the clinic administrators for them to access

reports on clinic status and generate invoices. The admin can also securely manage the

system's requirements, add or remove users, oversee the clinic’s point of sales,

appointment schedule and overall clinic’s performance.

Client module - This module allows potential or regular clients to create an account,

schedule and view their appointments, and available medications needed for their pets.

Clients can also update their personal information and receive SMS notifications for

appointment verification and reminders.

Veterinarian module- This module is specifically designed to help veterinarians or staffs

by managing and confirming their available schedules, view client’s concerns, and to

monitor their clinic's status in real-time.

Staff Module- This module is an essential tool for managing the day-to-day operations of

the clinic, ensuring efficient appointment scheduling and communication, and

maintaining accurate point of sales and client’s records.

Appointment module - This module enables users to view and manage appointments,

including scheduling new appointments, canceling appointments, or rescheduling

appointments. It also allows the admin and dentist to view the appointments for a

particular day or week and view patient details.

SMS notification module - This module is responsible for sending SMS reminders to

patients regarding their upcoming appointments. The module sends automatic SMS

notifications to the patient upon booking their appointment, and one day before their

scheduled appointment.

To achieve this goal, the project will involve designing, developing and testing the

accuracy of PetCrossing Animal Clinic and PetShop Management System with G-mail

and SMS Notification that will meet the clinic’s requirements and satisfaction for its

functionality and performance.

 This background study serves as the foundation for our research, shedding light

on the existing challenges and the need for innovation in veterinary clinic management.

It underscores the importance of adopting technology to enhance service quality,

streamline operations and communication, all while safeguarding the confidentiality and

integrity of patient data. As we delve further into this study, we aim to design a

comprehensive and efficient system that not only addresses these challenges but also

sets a new standard for excellence in pet care service delivery at the Pet Crossing

Animal Clinic.

Theoretical Framework

In this study, the researchers will anchor two theories that will support the idea of

PetCrossing Animal Clinic Management System with g-mail and SMS Notification. Two

prominent theories that will significantly contribute in our understanding of media

consumption and communication patterns are the Uses and Gratifications Theory and

the Multiformat Communication Theory. These frameworks delve into the complex

interplay between individuals and media, shedding light on the diverse motivations that

drive media usage and the evolving nature of communication in a multimedia

environment that aims to highlight the value of information technology for all pet shop

business divisions.

Uses and Gratifications Theory. The Uses and Gratifications Theory,

developed by Elihu Katz in the 1970s, posits that individuals actively choose and use

media for specific purposes based on their needs and desires. In the context of a

veterinary clinic, online reservation systems, Gmail and SMS notifications serve various
purposes for both the clinic and pet owners. Pet owners use the online reservation

system for the convenience of scheduling appointments at their preferred time. Gmail

serves as the purpose of providing detailed information about the appointment, medical

instructions, and post-visit care. In addition, SMS notifications fulfill the need for timely

reminders, reducing the likelihood of missed appointments and ensuring pet health.

From the veterinary clinic's perspective, these communication tools gratify the need for

efficient appointment management, client engagement, and streamlined communication.

Uses and gratifications theory asserts that people use media to gratify specific

wants and needs. Unlike many media theories that view media users as passive,

useand gratifications sees users as active agents who have control over their media

consumption. (Katz, 1970)

Moreover, Uses and gratifications theory has revealed a number of reasons why

people frequently consume media. These include force of habit, companionship,

relaxation, passing the time, escape, and information. In addition, a newer body of

research explores people’s use of media to meet higher order needs like finding

meaning and considering values. Studies from a uses and gratifications perspective

have involved all kinds of media, from radio to social media. (Katz, 1970)

Understanding the diverse uses and gratifications of these communication

channels allows the clinic to tailor their messages and services to better meet the needs

of their clients. Implementing these theories in the communication strategy of a

veterinary clinic can lead to improved client satisfaction, effective appointment

management, and overall better healthcare for pets. This theory suggests that using

web-based solutions in online booking appointments enables the pet shop records to be
maintainable and easily accessible that can be accessed by both customers and

employees.

Multiformat communication theory. It is proposed by Varsha Verma & Rob

Palmatier in the year 2016, refers on how individuals navigate the information landscape

in an era characterized by information overload. The theory also delves into the

cognitive aspects of multiformat communication, exploring how individuals process

information when presented in different formats. It considers the implications of diverse

communication formats on cognition, perception, and the interpretation of meaning. By

examining the synergies and tensions between different formats, the theory provides a

framework for optimizing communication strategies in a rapidly changing media

environment.

The foundation of Multiformat Communication Theory lies in acknowledging the

dynamic interplay between different communication formats and the impact they have

on message reception, interpretation, and overall effectiveness. It emphasizes the need

to consider the synergistic relationship between various modalities, recognizing that

individuals engage with information through a combination of visual, auditory, and

textual channels. (Verma & Palmatier, 2016)

Furthermore, Multiformat Communication Theory explores how technological

advancements and evolving media landscapes contribute to the complexity of

communication processes. This involves examining the role of emerging platforms, such

as social media, virtual reality, and other interactive technologies, in shaping the way

messages are created, disseminated, and consumed. It considers factors like cognitive
load, attention allocation, and the potential for synergy or redundancy between formats.

By doing so, the theory aims to provide insights into optimizing communication

strategies to enhance comprehension and retention across diverse audiences. (Verma

& Palmatier, 2016)

The integration of the Uses and Gratifications Theory and the Multiformat

Communication Theory provides a comprehensive understanding of the dynamics

involved in communication strategies within a veterinary clinic context. These theories

offer insights into the motivations behind media consumption and the impact of diverse

communication formats on message reception and interpretation.

Conceptual Framework

The PetCrossing Veterinary Clinic, like many modern healthcare facilities, faces a
myriad of challenges in its day-to-day operations. These challenges encompass
appointment scheduling, patient record management, and efficient client
communication. To address these issues and enhance the overall quality of care
provided to our furry companions, a conceptual framework is essential. This framework
aims to provide a structured foundation for the development and implementation of a
comprehensive clinic management system, while integrating Gmail and SMS
notifications into our existing communication channels.

This conceptual framework outlines the key components, functionalities and variables of
the PetCrossing Management System, integrating Gmail and SMS notification services
to enhance user communication and experience in managing pet care appointments
and services.

System Functions and Components:

A. User Registration and Authentication:

Users can create accounts and log in securely.

B. Pet Profile Management:

Pet owners can create and manage profiles for their pets.

C. Appointment Scheduling:

Pet owners can schedule appointments with available services and veterinarians.

Admin and Staffs can accept or decline appointments.

D. Notification System:

Integrates with Gmail to send email notifications for appointment updates.

Integrates with SMS services to send text message notifications for important updates.

E. Payment Processing:

Handling payment for pet care services. The receipt and payment should be paid
personally for other diagnosis.

F. Reporting and Analytics:

Generate reports on appointments, payments, and other relevant data.

G. Data Flow:

Pet owners create and manage pet profiles.

Pet owners schedule appointments with pet caretakers.

Admin, Staffs and Veterinarians can accept or decline appointments.

The system generates email and SMS notifications for appointment updates, payment
reminders, and other important information.

H. Gmail Integration:

PHP Mailer Library will be used to provide a simple way for sending email notifications.
This will notify users for their appointment confirmations, cancellations, and reminders.

I. SMS Notification Integration:

Send SMS notifications for appointment updates, urgent pet care needs, and payment
reminders. Twilio will be used to Integrate with an SMS gateway service.

J. Security and Privacy:

Implement robust security measures to protect user data and payment information.

Ensure compliance with data protection regulations.

K. User Experience:

The researchers will create a user-friendly interface for both pet owners and staffs.

The PetCrossing Veterinary Clinic and Management system will ensure and easy
navigation and accessibility of features.

L. Feedback and Improvement:

Collect user feedback for system improvements.

Regularly update and enhance the system based on user needs and technological
advancements.

Variables:

A. Appointment Scheduling Variables: Appointment date and time, Veterinarian

availability and Client Preferences.

B. Patient Record Variables: Patient medical history, Vaccination records and

Treatment plans.

C. Client Communication Variables: Appointment reminders, Health updates and Pet

information.

D. Gmail and SMS Integration Variables: Notification templates, Data privacy and
security measures and Communication log.

This framework is informed by a deep understanding of the challenges faced by the

PetCrossing Veterinary Clinic. By, integrating modern technology and efficient

management practices, we aim to address the clinic's challenges in appointment

scheduling, patient record management, and client communication. Our ultimate goal is

to provide a seamless and client-centered experience, while also enhancing the quality

of pet care services offered by the PetCrossing Veterinary Clinic.

Paradigm of the Study

The study paradigm for the PetCrossing Animal Clinic and Pet Shop

Management System with Gmail and SMS notification, is depicted in Figure 3 using the

Input-Process-Output (IPO) model. The input phase involves gathering essential data

including the demographic profiles and preliminary survey responses. For clinic staff,

this includes information such as their roles in the department. For pet owners, details

like preferences in pet health concerns, and their appointment preferences.

For the Process, Employing a preliminary survey method. Survey questionnaire

is designed to assess the current state of the Animal Clinic and Pet Shop Management

System, including user satisfaction, system efficiency, and preferences for

communication and appointment. Statistical analyses are also applied to interpret the

survey results and address specific aspects of the system's performance.

After the following assessment, the output involves the formulation of an

improvement plan aimed at enhancing the overall functionality and user experience of

the PetCrossing Animal Clinic. This includes addressing identified issues, optimizing

communication channels like Gmail and SMS, and aligning the system with the

expectations and preferences of both staff and pet owners. The ultimate goal is to

ensure the seamless operation of the clinic and pet shop while leveraging effective

communication tools.
 Input of the Study Process of the Study Output of the Study

Demographic profile of We have received

the respondents: responses from 4 males
and 6 females with the
a. Name
ages raging from 20-30,
b. Age
who are staff and clients
c. Position
in Pet Crossing Animal
Level of We collected the Clinic. Based on the
implementation for the data through a result is for enhancing
pet shop management preliminary the overall functionality
system at PetCrossing survey and user experience of
Animal Clinic with G- questionnaire. the PetCrossing
mail and SMS Animal Clinic.
Notification.

Problems

encountered by

the PetCrossing
Animal Clinic

Feedback

Figure1. Paradigm of the Study

 Statement of the Problem

The current PetCrossing Veterinary Clinic lacks efficient communication and

notification mechanisms, hindering the timely and effective handling of pets. The system

will primarily rely on manual processes on the clinic which result in delays,

miscommunication, streamlined management system for scheduling appointments,

maintaining patient records, and notifying clients of important information for high-quality

pet care services. Based on the assembly with the veterinary clinic’s staffs, the

researchers had to come up with the following problems being faced by the system.

RQ1: What is the demographic profile of the respondents in terms of.

a. Name

b. Gender

RQ2: Does the PetCrossing Animal Clinic Management System with g-mail and SMS

Notification is easy to access?

RQ3: How does the implementation of a PetCrossing Animal Clinic and PetShop

Management System with G-mail and SMS Notification impacts the user satisfaction of

pet owners/clients?

RQ4: How does the integration of Gmail and SMS notifications measures the efficiency

of pet care management in terms of timely reminders, emergency alerts, and overall

communication?

RQ5. How can a PetCrossing Management system effectively utilize Gmail and SMS

notifications to enhance communication between pet owners and caregivers?

RQ4: How can the PetCrossing Animal Clinic and PetShop Management System with

G-mail and SMS Notification help the user to book an appointment easier?

The goal is to develop a comprehensive Veterinary Clinic Management System that

addresses these issues by streamlining appointment scheduling, improving patient

record management, enhancing client communication through Gmail and SMS

notifications, and ensuring the security and integrity of data. This system will ultimately

lead to better patient care and improved client satisfaction.

Hypothesis

Implementing a PetCrossing Management System with Gmail and SMS notification

capabilities will result in improved efficiency, better pet care, and increased customer

satisfaction. This hypothesis suggests that the integration of Gmail and SMS

notifications into the PetCrossing Management System will lead to the following

outcomes:

RQ3:How does the implementation of a PetCrossing Animal Clinic and PetShop

Management System with G-mail and SMS Notification impacts the user satisfaction of

pet owners/clients?

Null Hypothesis (H0): The implementation of a PetCrossing Animal Clinic and PetShop

Management System with G-mail and SMS Notification functionalities does not

significantly affect the user satisfaction of pet owners and animal shelters.

Alternative Hypothesis (H1): The implementation of a PetCrossing Animal Clinic and

PetShop Management System with G-mail and SMS Notification functionalities

significantly improves the user satisfaction of pet owners and animal shelters. The ability

to receive instant updates about their pets' status and appointments will enhance the

overall experience for pet owners. This increased satisfaction may lead to greater

customer loyalty and positive word-of-mouth referrals. Timely notifications will ensure

that pets receive prompt medical attention, vaccinations, and other necessary care,

leading to improved health and well-being.

RQ4: How does the integration of Gmail and SMS notifications measures the efficiency

of pet care management in terms of timely reminders, emergency alerts, and overall

communication?

Null Hypothesis (H0): The integration of Gmail and SMS notifications has no significant

impact on the efficiency and effectiveness of pet care management, and there is no

noticeable improvement in timely reminders, emergency alerts, or overall

communication. There will be no significant difference in the response time to pet

crossing incidents between the new pet crossing management system with Gmail and

SMS notification and the current manual system.

Alternative Hypothesis (H1): The integration of Gmail and SMS notifications significantly

improves the efficiency and effectiveness of pet care management, resulting in more

timely reminders, quicker emergency alerts, and enhanced overall communication.

Implementing a pet crossing management system with Gmail and SMS notification will

significantly reduce the response time to pet crossing incidents compared to the current

manual system.
RQ5: How can a PetCrossing Management system effectively utilize Gmail and SMS

notifications to enhance communication between pet owners and caregivers?

Null Hypothesis (H0): The utilization of Gmail and SMS notifications in the PetCrossing

Management system does not significantly enhance communication between pet

owners and caregivers.

Alternative Hypothesis (H1): The utilization of Gmail and SMS notifications in the

PetCrossing Management system significantly enhances communication between pet

owners and caregivers. The system will streamline communication between pet owners,

veterinarians, and pet care providers. Real-time notifications will reduce delays and

enhance the overall efficiency of pet care services.

The hypothesis can be tested through data collection and analysis to determine if these

expected outcomes are achieved with the implementation of the PetCrossing

Management System with Gmail and SMS notification features.

Scope and Delimitation

The scope of this project is to design, develop and implement a veterinary clinic a

secured management system that enables clients to appoint a schedule online and by

receiving reminders to their given schedules. The system will provide the clinic’s staff

with a centralized and streamline platform for managing appointments, recording

patient’s information, evaluating and monitoring the points of sales for existing animal

pharmaceutical products.
 The project involves analyzing and improving current manual methods used in

the clinic by evaluating technology solutions. Based on analysis, the team will develop a

set of functional requirements for the management system including online booking,

payment requirements, appointment reminders, and over all patient and clinic

information status management.

The study is limited only for the current development of PetCrossing animal clinic

management system to improve its daily operation based on the results of pilot test

identified through the analysis using technology solutions. The system will be pilot

tested at PetCrossing animal clinic to evaluate its effectiveness and identify any

technical solutions for improvement. Based on the results of the pilot test, before

implementing the system more broadly, the researchers will be in charge of making any

necessary modifications.

While other functional requirements that may be identified in the future, the team

will not be responsible for maintenance and no longer addressed as part of this project.

Furthermore, the researchers will not be responsible for the maintenance or ongoing

operation of the online appointment system beyond the initial implementation and pilot

test phase. This delimitation will help ensure the capstone project stays focused on its

goals and objectives while acknowledging the limitations of the project scope.

Significance of the Study

The development and implementation of management can have significant benefits to

the clients, staffs, patients/pets and researchers. The benefits will be discussed further

below.
Clients. The system provides convenience to the clients for them to be able to save

time and money by personally going to the clinic. They are assured to have a correct

data in the records of their pets.

Patients / Pets. Pet care clinics are now striving to serve and save as many animals as

possible by monitoring the pet’s medications and consultation schedules. This will

benefit not just the caretakers but also the animals by ensuring and keeping their health

and safety.

Staff. The automation and managing of the clinic’s records will be very beneficial and a

great opportunity to help the business through an accurate income sales report and

information records that will give the clients an assurance for their pet’s medicine in

takes and health safety. This will also reduce the manual workloads in managing the

PetCrossing animal clinic.

Pet shop Owner. With the help of this study, scheduling consultation and buying goods

and services, the store owner will be able to accomplish this in a way that is more

accessible, fast, and effective.

Researchers. This project helped us in a way we realized we can contribute to the

society especially in a medical institution that concerns about the animal’s health and

safety. This helped us to analyze what are the possible need we can provide and

improve in a particular business.

Definition of Terms

To facilitate the understanding of this study, the following terms are conceptually and

operationally defined by the researchers to have a better understanding of these terms

in the present study.

Admin - A person responsible for managing and overseeing the PetCrossing

Animal Clinic Management System with g-mail and SMS Notification. The admin has the

access to all system functionalities, including creating, removing, and managing staff

and clients accounts, updating clinic information, and monitoring system performance.

Appointment Verification - A notification that the patients will receive after

successfully scheduling their appointments.

Calendar View - This term refers to a graphical representation of the

PetCrossing Veterinary Clinic's appointment schedule. The calendar view allows the

admin and staff to see all scheduled appointments for a particular day, week, or month,

making it easier for them to manage their schedules.

Cancellation - The act of canceling a scheduled veterinary service appointment

by the clients. The clients may receive a notification of the cancellation through SMS.

Hostinger - In the context of the PetCrossing Animal Clinic Management System

with g-mail and SMS Notification, Hostinger will be used to host the website and

manage the server infrastructure for the management system.

Patient - A patient refers to an animal under the care and treatment of the clinic's

veterinary professionals. This encompasses a wide range of domestic pets, including

dogs, cats, birds, and other companion animals, that may require medical attention,

preventive care, or diagnostic services.

PetCrossing Animal Clinic and Petshop Management System with g-mail

and SMS Notification - Is a web-based platform that enables patients to book

appointments online, and once confirmed, the users will receive notifications via SMS

and email.

PHP Mailer Library - The PetCrossing Animal Clinic Management System with

g-mail and SMS Notification will use PHP Mailer Library that will provide a simple way to

send emails in PHP. This will be used to send emails safely and easily for email

verification.

Staff - Refers to individuals who work at PetCrossing Veterinary Clinic and are

responsible for managing patient appointments, updating clinic information and

providing veterinary services. Staff members have limited access to the online

appointment system, and their access is determined by the admin.

Twilio - In the context of the PetCrossing Animal Clinic Management System

with g-mail and SMS Notification, Twilio will be used to send SMS notifications to

patients about their appointment details.

User account - A personal account that the clients create when they register

with the PetCrossing Animal Clinic Management System with g-mail and SMS

Notification.
 CHAPTER II

REVIEW OF RELATED LITERATURE AND STUDIES

This chapter will focus on the different literature and studies that best fits and relates the

present study to be created. It will discuss about the concept of the veterinary clinic

management system with gmail and sms notification. All of them as well help to assist in

learning existing studies that correlate to what the client is requesting for the said system. On

the other hand, the rest are existing projects that aid in creating specific functions.

Related Literature

Veterinary Clinic Management System with Gmail and SMS Notification Worldwide

Related Studies

Foreign

Today, there are different challenges faced by veterinary clinic to provide efficient

healthcare services and analyze veterinary clinic data to formulates future better future plans.

Furthermore, the complexity of healthcare processes and the autonomy of healthcare

independent practitioners blended with the stringent needs to provide a patient centered care.

The development of Medical management strategies are designed to modify consumer and

provider behavior to improve the quality and outcome of healthcare delivery.

In recent years, the use of technology has become a trend in different industries,

including healthcare. One of the technological advancements in the healthcare industry is the

development of online appointment systems.

 (Kadam, 2016) proposed a study about Clinic Shop Management System to combat the

manual processing of their chosen client, the 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.

In Addition, (Egwunyenga, 2009) stated that the computerized system is better than

manual system in keeping record of the patients. Hence, using the computerized system has so

many advantages than the manual system. One of the advantages using a computerized

system is that it is not only easy, but it also saves the time to search the clinic’s record. If they

use the manual keeping record, they have a hard time to find for it. The computerized system

will give the opportunity for the companies to do work more effective and efficiently if the

company use. Thus, by using the computerized system, the staff scan store as much details of

the patient information in the database given. From this statement, the computerized system

also helps in saving cost from buying papers and files for the documentation of patients. By

using the computerized system, the target is to create a paperless office, which will turn into

reality.

However, (Anuar, 2006) created the Clinic Management System to improve clinic

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

encountered was mostly data retrieval. There was always redundancy of patient data if the

patient forgets if they have already come to the clinic before. There is more room for human

error than there should be in recording data. Another is the inventory. It is recorded manually

which in turn makes checking for medicine inventory take more time. The main purposes were
to make patient recording easier for the staff; view history record of patient; and lastly for

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

Aniket Teke, Saurabh Londh, Piyush Oswal, Prof.S.S Malwade. Teke et al., (2019)

stated that as people become more educated, hence people become more aware of the quality

of their life especially something that is related to their health. Teke proposed some modules to

combat the problem which is how to make a clinic faster in this day and age. These modules

define the necessities of which the main functions of a clinic. The elements involved are the

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

introduced. This handles the processing and recording of patient information like personal

details, contact information, symptoms, and health parameters. The next module is for the

doctors and in this area the module, Doctor Registration Module. This module deals with the

same thing as per the previous module, but instead of patients, it deals with the enlistment of

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

proposed; the Appointment Scheduling Module and the Patient Appointment Scheduler. The

former deals with scheduling the appointment for the patient and is based on the time of

registration to the clinic. This will be based on the first in first out principle. The latter deals with

scheduling the appointment for patients. The appointment is allotted by the scheduler based on

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

Local

According to Dr. Rocel S. Cantila-Sanogal (November 10, 2018), one of the owners and

a veterinarian, they are experiencing difficulties collected and stored records for their clients'

pets. The next appointment or check-up for the pet is written in the pet's record form and

manually notified by front desk personnel via text message. The monitoring of their patients and

inventories is done manually; they used a piece of paper to list down their items inside the clinic,
which included medicines, dog food, and grooming items. They do have their own receipts with

two copies, one for the client and one for their own records, at their point of sale.

Ian Weidenman conducted a study titled Parkview Pet Hospital: Veterinary Practice

Management System Development to centralized a system for recording and tracking key

business processes including they create, as well as storing data regarding the company’s

inventory, employees, clients, client’s pets, and critical organizational actions. The hospital lacks

a robust system for storage of data, as well as templates for data entry, and reporting services

that reliably produce the properly formatted data that serves both employees and clients alike.

Therefore, there is a need for a well-designed, modern website that allows for easier customer

interaction, as well as a portal for staff to quickly execute queries on patient and client records

Jan (2011) conducted a study titled Online Sales Monitoring and Inventory System. The

problem of the conducted research is about the company’s sales monitoring and inventory

system. Keeping records of sales and inventories manually are the current method used by the

company. Due to this current method of inventory system, the company has encountered

several problems regarding the monitoring and stocks checking. Jan also stated that Manual

method is very hassle and time-consuming process of inventory. It has many drawbacks as

there are many mistakes while recording large data and it disturb some important transaction

sometimes.

According to the thesis of Carlo Magno there was a ground swell to move from paper

signature and documents because the task of record management was huge. They had file

cabinets full of backup materials. By converting from manual process, Carlo Magno would be

able to eliminate a lot of paper. The clinic could go further with the automation of manual

process and remove manual paperwork if people trusted the technology.

All of these intertwine with the researchers' objective into making a management

system for an animal clinic. Furthermore, these studies obviously provide evidence of the
effectiveness the computerized management system is better than the manual one, by reducing

the number of missed appointments and inaccurate monitoring in veterinary clinics. The studies

also highlight the importance of a patient-centered approach in the development of pet care

services, which includes the use of technology to improve patient satisfactions and outcomes.

Synthesis

CHAPTER III

METHODOLOGY

This chapter outlines the study design, data sources or respondents, sampling

technique, research locale, and the instruments utilized for data gathering. Furthermore,

it elucidates the procedures undertaken in the pursuit of achieving the objectives of the

study.

This chapter delin1eates the comprehensive methodology employed in the development

and implementation of the PetCrossing Animal Clinic and Pet Shop Management

System with Gmail and SMS notification. A well-structured methodology is imperative

for the success of any research or system development project, as it serves as the

blueprint for the entire process.

Research Design

The PetCrossing Animal Clinic and Pet Shop Management System aims to streamline

operations and to enhance customer communication through the integration of

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quantitative-descriptive research methods and a correlational design in data collection.

This innovative approach combines numerical analysis and correlation studies to gather

valuable insights into the performance and relationships within the system.

According to Herbert Spencer, Descriptive research is a method that aims to describe

the characteristics of a phenomenon or populiation. It does not involve manipulating

variables or establishing cause-and-effect relationships. Instead, it focuses on

observing, recording, and reporting on what exists.

Therefore, the quantitative-descriptive method and correlational design are essential

components in the data collection process for the PetCrossing Animal Clinic and Pet

Shop Management System with Gmail and SMS notification. The quantitative-

descriptive method involves systematically collecting and analyzing numerical data to

provide a clear and concise summary of the characteristics or behaviors under

investigation.

In the context of the PetCrossing system, this method could be employed to quantify

various aspects of the clinic and pet shop operations, such as the number of

appointments, types of services provided, and inventory levels. Additionally, the

correlational design would be instrumental in examining relationships between different

variables, helping to identify patterns and connections within the data. For instance, it

could explore the correlation between appointment scheduling efficiency and customer

satisfaction.
By incorporating quantitative-descriptive research methodology into the data collection

process, the PetCrossing management syste2m can gain valuable insights into the

effectiveness of its operations, allowing for informed decision-making and improvements

in customer service. The integration of Gmail and SMS notifications further enhances

communication channels, ensuring timely updates and notifications to both clients and

staff, contributing to a streamlined and efficient pet care management system.

Sources of Data

Locale of the Study

This study was conducted in the province of Pangasinan as seen in Figure 4.

Particularly, among the city health units of the four cities in Pangasinan: San Carlos

City, Alaminos City, Urdaneta City, and Dagupan City.

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