Meditrack: A Gui-Based Clinic Appointment and Patient Record Management System with MYSQL Storage and Excel Backup

Manual management of clinic appointments and patient records can cause delays, misplaced files, duplicate entries, inaccurate information, and difficulty in retrieving patient data. To address these problems, this study developed MediTrack, a GUI-based Clinic Appointment and Patient Record Management System designed to help clinic staff manage patient information and appointment records in a faster, more organized, and more reliable manner. The system was developed using Python as the main programming language, Tkinter for the graphical user interface, MySQL for permanent database storage, and OpenPyXL for automatic Excel backup. MediTrack includes important features such as secure login, adding patient records, viewing records, searching patient information, updating appointment status, deleting records, clearing input fields, and safely exiting the system. It also applies input validation to prevent common errors, such as blank fields, duplicate patient IDs, invalid names, incorrect age input, and contact numbers that do not contain exactly eleven digits. Patient data are stored in a MySQL database while a duplicate copy is automatically saved in an Excel file for backup and reporting purposes. The results of system testing showed that MediTrack successfully performed its intended functions and prevented invalid information from being saved. Overall, MediTrack provides a practical, user-friendly, and efficient solution for improving clinic appointment scheduling and patient record management.

MediTrack, Clinic Management System, Patient Record System, Appointment System, Python, Tkinter, MySQL, Excel Backup

1. Asih, H., & Indrayadi, I. (2024). Transformation from manual medical records to electronic medical records: A phenomenological study. Contagion: Scientific Periodical Journal of Public Health and Coastal Health, 6, 25. https://doi.org/10.30829/contagion.v6i1.19188 [Google Scholar] [Crossref]

2. MySQL. (n.d.). MySQL documentation. Oracle. OpenPyXL. (n.d.). OpenPyXL documentation. [Google Scholar] [Crossref]

3. Python Software Foundation. (n.d.). Python documentation. [Google Scholar] [Crossref]

4. Python Software Foundation. (n.d.). Tkinter — Python interface to Tcl/Tk. Tkinter Python. (n.d.). Tkinter Python tutorials [YouTube channel]. YouTube. [Google Scholar] [Crossref]

5. Xhafa, F., Li, J., Zhao, G., Li, J., Chen, X., & Wong, D. S. (2015). Designing cloud-based electronic health record system with attribute-based encryption, 3441–3458. [Google Scholar] [Crossref]

6. ABOUT THE AUTHORS [Google Scholar] [Crossref]

7. Jhasfer Moi Ambrad is a first-year college student at Eulogio "Amang" Rodriguez Institute of Science and Technology (EARIST). He is currently studying for his Bachelor of Science in Computer Engineering (BSCpE). He has already learned foundational skills in C++ programming, Object-Oriented Programming (OOP), and Computer-Aided Design (CAD). He is dedicated to building strong technical and engineering skills at EARIST to design and develop smart technologies in the future. [Google Scholar] [Crossref]

8. Joel Jr. D. Bluza is a first-year student taking a Bachelor of Science in Computer Engineering at the Eulogio "Amang" Rodriguez Institute of Science and Technology (EARIST). He is very interested in technology, computers, and learning how software works. As a freshman, he is currently focusing on his basic engineering courses, mathematics, and programming logic. Aside from his college studies, he also enjoys creative digital work and content creation. Joel hopes to use what he learns at EARIST to build helpful tech projects, improve his skills in coding and computer systems, and become a successful computer engineer in the future. [Google Scholar] [Crossref]

9. John Fred A. Bandoy is a Computer Engineering student at the Eulogio “Amang” Rodriguez Institute of Science and Technology. He is passionate about technology and interested in learning more about computers and programming. He is a responsible and hardworking student who continues to improve his skills and knowledge in his studies. Despite challenges, he remains focused on achieving his goals and completing his education. He dreams of becoming a successful computer engineer in the future. [Google Scholar] [Crossref]

10. Chzian Eric D. San Juan is currently pursuing a degree in Computer Engineering at Eulogio "Amang" Rodriguez Institute of Science and Technology. He is trying his best to learn more about coding and other languange and willing to explore everything about coding, he’s willing to learn and improve his knowledge about computer engineering fields, he’s also passionate about coding, he’s amaze how coding works and how different things work in fields of computer engineering, he’s determined to finish this course and pursue this career to become a successful computer engineer. [Google Scholar] [Crossref]

11. Kyla Mae Broncano is a first-year college student at Eulogio "Amang" Rodriguez Institute of Science and Technology (EARIST). She is currently studying for her Bachelor of Science in Computer Engineering (BSCpE). She has already learned foundational skills in C++ programming and system logic. She is dedicated to building strong technical and engineering skills at EARIST to design and develop smart technologies in the future. [Google Scholar] [Crossref]

12. Ma.Janelle T. Dongon is currently pursuing a degree in Computer engineering at Eulogio "Amang" Rodriguez Institute of Science and Technology. She is dedicated to achieving academic excellence and continuously improving her knowledge and skills in the field of technology and innovation. Known for being hardworking, responsible, and determined,she always strives to overcome challenges and reach personal and professional goals. She enjoys learning new things, exploring ideas, and developing abilities that can contribute to future success. Through perseverance, discipline, and continuous self-improvement, she aspires to become successful in her chosen career in the future. [Google Scholar] [Crossref]

13. Engr. Meshelle N. Fabro is a licensed Professional Computer Engineer and educator at the Eulogio “Amang” Rodriguez Institute of Science and Technology (EARIST). She is currently pursuing a Master of Science in Computer Engineering at Bulacan State University and has professional industry experience as a Technical Engineer at Hewlett-Packard (HP) and an IT Engineer at IBM.She is also a TESDA CSS NC II and Trainers Methodology Level I (TM1) holder, demonstrating her commitment to technical excellence and competency-based education. Passionate about teaching and innovation, she is dedicated to guiding Computer Engineering students in becoming industry-ready, competent, and highly skilled individuals equipped for the evolving demands of the technology industry. [Google Scholar] [Crossref]

• Enhancing Formation Control of Multi Agent Systems Using Ann Based Technique
• Improving Sliding Mode Control with Chattering Reduction using Fuzzy Based Technique
• Cooking Quality, Fasting Blood Glucose, Glycemic Index and Load of High–Fiber Noodles Made from Wheat, Tiger Nut Residue and Cassava Flour Blends
• Matrix Rhythm Therapy Versus Interferential Therapy Combined with Lumbar Stabilization Exercises in Chronic Non-Specific Low Back Pain: A Randomized Comparative Trial
• Formulation and Sensory Evaluation of Functional Cake Prepared from Sweet Potato Powder