BACOLOD DISASTER RISK REDUCTION AND MANAGEMENT OFFICE

MANAGEMENT INFORMATION SYSTEM

Kurt Raul L. Dela Torre, Alkaid Joel Y. Lamig, Keith Peterson S. Sacayle
Alvin P. Mananquil, MSCS, and Elmer T. Haro, Ph.D.
College of Information Technology
University of Negros Occidental – Recoletos
{kurtdelatorre10, coldvrs, masterworks00}@gmail.com

ABSTRACT

Bacolod Disaster Risk Reduction and Management Office

(BDRRMO) is a local government organization responsible for
setting direction, development, implementation and coordination
of disaster risk management programs in Bacolod City. With the
theme safety and security, the team chooses the emergency
medical services (EMS) of BDRRMO that provides pre-hospital
care and patient assessment in responding to emergencies. To
improve the manual processes of EMS, the team developed
management information system entitled, Bacolod Disaster Risk
Reduction and Management Office Management Information
System. This system provides the recording of calls received,
dispatch of ambulance, patient assessment, monitoring of medical
supplies used during emergency, and scheduling of request for
transport. With the use of the system, the emergency medical
services are able to manage and organize patient and dispatch
records and be able to provide a solution for the current manual
operations they are dealing. The system also provides statistical,
detailed, and filtered reports that can be easily produced by the
system. One of the examples of reports is the number of patients
assessed per month, quarterly, and year. The system is hosted
online for the specific user to use the system in responding to
emergencies with stable internet connectivity. Rapid Application
Development (RAD) is the system development model used to
emphasize user involvement in evaluating and improving the
system functionalities.

Keywords: Emergency Medical Services, BDRRMO, Patient

Assessment, Emergency Management, Emergency Response.
INTRODUCTION
Emergency Response includes
any systematic response to an
unexpected or dangerous occurrence.
The goal of an emergency response
procedure is to mitigate the impact of
the event on people and the
environment (Effective and Safe
Emergency Response, 2018).
Emergency medical services (EMS), is
a system that provides emergency
medical care. Once it is activated by an
incident that causes serious illness or
injury, the focus of EMS is emergency
medical care of the patient. Emergency
medical technician (EMT) get respect
for high-risk care they give under
frequently distressing conditions. In
this generation, EMSs use advance
technology in the field that takes
advantage in gathering real-time
information during an accident and
transmitting more massive amounts of
data electronically. Innovation in
EMS has given emergency service
providers new tools to work with and
offers the best quality of service in
responding to emergency situations
(When patient profiling gets personal,
2018).
The Bacolod Disaster Risk
Reduction and Management Office
(BDRRMO) is responsible for setting
the direction, development,
implementation and coordination of
disaster risk management programs of
Bacolod City. Emergency Medical
Services (EMS), is one of the services
provided by the BDRRMO to the
people of Bacolod. The organization
envisions that, they shall endeavor to
build, strengthen, and enhance
Bacolod’s economic fundamentals,
infrastructure, social services, human
resource, and public governance.
BDRRMO has four major functions
for emergency medical services – the
receiving of emergency calls,
ambulance dispatch, patient
assessment, and the request for
transport. The system is designed
based on the major transactions of
BDRRMO, which is recording of call
details, dispatch details, patient
assessment, monitoring of medical
supplies, request transport for the
ambulance, and generate various
reports. In line with the theme safe and
security, the project team provided
functions and features that helps the
organization secure all information
and data stored in the system. The
project team aims to help the
organization to solve problems that
they encounter on with their manual
processing. Due to manual
processing, problems such as
inaccuracy of patient information,
data redundancy, security of patient
information, and longer retrieval of
data. Forms used may lead to data loss
due to urgent responding of incidents.
PROJECT OBJECTIVES
This study aims to provide an
emergency medical services management
information system for BDRRMO. The use
of the system is to provide the organization
the capability to manage and organize the
patient record properly. The system helps
BDRRMO in managing of patient records
during emergency medical response and
keeps track of patient assessment and
medical supplies used during emergency
response. In line with this, the system
eliminates the manual process and securely
stores patient data. The most important
objective of the team is to make the system
a reliable source of data, especially during
accident emergency response (Bently &
Whitten, 2007).
BDRRMO is currently using a
manual process to record the patient that is
responded by emergency medical services.
Each response requires the emergency
medical technician to fill out the form that
includes the details of the patient. Manual
recording of such information may lead to
human error, and unwanted
circumstances may occur in managing
those patient records. The team wants to
create a reliable system to help
BDRRMO retrieve patient data
accurately and to avoid data loss as what
typically happens in the manual process.
The current manual operation of the
organization takes time to extract
particular information needed due to
manual storing of data. The team
implements a system that classifies data
and generates report for the organization.
One of the objectives is to avoid
redundancy of the information gathered
during and after accident emergency
response. In minimizing data redundancy,
it ensures the organization about the
accuracy on statistical reports that can be
used in the future. The project team
decides to develop online access to the
management information system for real-
time recording during an accident to
avoid data anomaly while recording on
hard copy form. In this manner, it
improves the speed in filling out the form
(Mobile Medical Service System, 2008).
PROJECT SCOPE
The system is a web-based
management information system
designed for emergency medical
services of BDRRMO. The web-
based system can be accessed by
portable device such as tablet to
record the accidents in real-time.
Also, the website provides a live
record of patients and accidents
happen for a more precise data
recording (What is the use of patient
assessment, 2018). It minimizes errors
in executing their systematic way of
helping and responding to the
accidents. Lastly, the system focuses
on significant functions such as
patient profiling, monitor treatment
progress of the patient, and activities
tracking of the organization.
The possible users of the system
are the BDRRMO support staff and
emergency response paramedics. The
BDRRMO support staff acts as the
administrator of the system. They are
responsible for registration, updating
patient records and generating
accident case reports. On the other
hand, the paramedics during response
registers patient details in the system,
records all the treatment conducted
during response and circumstances of
the particular accident. All the
information that the paramedics
registered is reflected by the support
staff (What is Project Scope, 2018).
PROJECT VISION
The automation of the current EMS
procedures of BDRRMO helps and
maximizes the use of technology to
manage each process and transaction
efficiently and effectively. With the help
of the system, BDRRMO monitors and
regulates the activity in the organizational
processes, especially during emergency
response. The primary goal of the system
is to have an improvement in responding
emergency accident in a more precise
manner (What is Project Vision, 2018). In
automating the emergency medical
response operation of BDRRMO, it
ensures optimization of operation in
managing patient records and providing
accurate reports. The data management
are faster and accurate that benefits the
organization in such a way that there is
less effort for maintaining patient records,
but generates more outputs. Finally, the
execution of the automated system
enables the EMS staff to perform patient
data searching faster and more effective.
PROJECT STRATEGY
The project team conducted several
interviews and discussions in BDRRMO
and listed down all the processes,
transactions and necessary data. Using
the gathered data, the team was able to
figure out of the operation of BDRRMO
in emergency medical services is being
done. With these data at hand, the team
was able to come up with the major
functions of the system. The project team
also identified and analyzed the current
problems in the manual processes of
BDRRMO-EMS. The project team used
Rapid Application Development (RAD)
as approach to system development
because this methodology stressed out the
involvement of the user in the progressive
development of the system. RAD is
designed in a parallel approach, and the
developments are time-boxed which
gives quick feedback from the user for
every output (Bitnner, 2006). Software
can significantly improve the quality of
their output if they have a defined and
documented software process, together
with the appropriate techniques and tools
to measure its effectiveness (Coleman &
Vebrugen, 1998). All the information is
used as basis to develop entity
relationship diagram (ERD) – a model to
represent the data storage. The team also
done the use case diagram in order to
determine the functions and activity
diagram for the process of user
interaction to the system. The team
arranged the system functionalities based
on the processes and functions of
BDRRMO. For project scheduling, the
team provided a Gantt Chart in which the
all project activities were plotted and
defined based on the sequence of system
development lifecycle phases. Another
project scheduling technique used by the
team was the Program Evaluation and
Review Techniques (PERT) table and
diagram. In developing the system,
documentation played a vital role in
monitoring and managing resources of
the project. Communication was a
primary factor in coding the system.
RECOMMENDATION
The need to automate on today’s
generation is a must. Information
Technology solutions are advantageous
to organizations by simply taking out
complex and redundant steps from the
manual processes. The primary goal of
the project is to automate specifically the
records of the patient during emergency
medical responses of BDRRMO-EMS.
For an improved version of the system,
the panel members recommend to include
and improve the following: activity
calendar for the schedule of request for
transport; accuracy of location for the
ambulance; tablet version for the EMT
side; and filtering of patient assessment
report. With all recommendations
mentioned, this will help improve and
enhance the functions and features of the
system.
 REFERENCES

Bently, L. D., & Whitten, J. (2007). System Analysis And Design for Global
Enterprise. In L. D. Bently, & J. Whitten, System Analysis And Design.

Bitnner, K. (2006). Managing Iterative Software Development.

Coleman, G., & Vebrugen, R. (1998). A Quality Software Process for Rapid
Application Development. Rapid Application Development.

Effective and SAfe Emergency Response. (2018, July 18). Retrieved from National
Center for Biotechnology Information: https://www.ncbi.nlm.nih.gov

Mobile Medical Service System. (2008, August 2). Retrieved from Explore Digital
Library: ttps://ieeexplore.ieee.org

What is EMS. (2019, March 18). Retrieved from EMS:

https://ems.gov/whatisems.html

What is Project Scope. (2018, November 23). Retrieved from Tech Target:
https://searchcio.techtarget.com/definition/project-scope

What is Project Vision. (2018, August 16). Retrieved from Agile Software
Development: https://www.agileconnection.com

What is the use of patient assessment. (2018, November 23). Retrieved from
Columbia Center for Teaching and Learning: http://ccnmtl.columbia.edu

When patient profiling gets personal. (2018, November 23). Retrieved from
Medium: ttps://medium.com