PREREQUISITES
  1. MS/HF In-charge to identify DHIS focal person
  2. MS/HF In-charge should be trained in understanding and use of DHIS tools
  3. MS/HF In-charge to ensure training of focal person and staff on understanding and use of DHIS tools
  4. DHIS procedures manual available at the health facility
  5. Applicable DHIS tools available at health facilities, two months stock
  6. MS/HF In-charge to ensure that duty is assigned to qualified and trained staff (medics/paramedics only) at all data collection points
  7. HF In-charge to prepare and display catchment area population chart and set HF targets by end of January in consultation with DHO
DATA RECORDING
  1. Receive new/referred patient at CRP, conduct registration using CRP register and direct to OPD, EPI room, Maternal Health Clinic, or Family Planning Clinic
  2. Use OPD ticket and Medicine Slip for prescribing treatment and advising investigations, and record data in OPD Register (clearly record diagnosis - disease/trauma name and do not write symptoms, e.g. headache, fever, swelling etc.)
  3. Prepare OPD Abstract Form on daily basis
  4. Use EPI Card and Permanent EPI Register for recording data of clients visiting EPI room for vaccination and outreach vaccination data
  5. Use ANC Card and Maternal Health Register for recording data of clients visiting Maternal Health Clinic
  6. Use FP Card and Family Planning Register for recording data of clients visiting Family Planning Clinic
  7. Provide medicines from dispensary retaining Medicine Slip and recording data in DME Register
  8. Provide report after Laboratory Test(s), X-rays, USG, or ECG and record data in Laboratory Register, Radiology Register, USG Register or ECG Register respectively
  9. Admit patient in ward using OPD Ticket, and record data in Indoor Patient Register, and maintain DBS Register and Indoor Abstract Form on daily basis
  10. Receive client at labor room for obstetric services, and record data in Obstetric Register and DBS Register
  11. Receive patient at operating room for surgical procedure/C-Section using indoor treatment chart, and record data in Operation Theater Register and indoor chart
  12. Maintain Stock Register (Medicines/Supplies), and Stock Register (Equipment/Furniture/Linen) up to date
  13. Refer patient/client to higher HF using OPD Slip
DATA REPORTING
  1. Focal person to conduct daily supervision to ensure correct data recording at all data collection points
  2. Focal person to ensure preparation of daily abstract at all data collection points
  3. MS/In-charge to conduct at least weekly supervision at data collection points
  4. Focal person to compile data by the second of every month
  5. MS/In-charge to conduct monthly DHIS review meeting on fourth of every month, and record minutes in Facility Staff Meeting Register
  6. DHIS focal person to finalize the facility monthly report and submit to MS/In-charge by fifth of every month
  7. MS/In-charge to conduct quality assessment using LQAS technique before submission of report
  8. MS/In-charge to sign and arrange submission of monthly DHIS report to the district M&E cell, along with minutes of DHIS review meeting, by the fifth of every month
ACRONYMS
ANC
ANTE-NATAL CARE
CRP
CENTRAL REGISTRATION POINT
DBS
DAILY BED STATEMENT
DHIS
DISTRICT HEALTH INFORMATION SYSTEM
DHO
DISTRICT HEALTH OFFICER
DME
DAILY MEDICINE EXPENSE
ECG
ELECTRO CARDIOGRAM
EPI
EXPANDED PROGRAM ON IMMUNIZATION
FP
FAMILY PLANNING
HF
HEALTH FACILITY
LQAS
LOT QUALITY ASSURANCE SAMPLING
M&E
MONITORING AND EVALUATION
MS
MEDICAL SUPERINTENDENT
OPD
OUT-PATIENT DEPARTMENT
USG
ULTRA SONOGRAPHY
PATIENT/CLIENT PATIENT/CLIENT PATIENT/CLIENT SKILLS TRAINING FOR CHECKING DATA QUALITY: • COMPLETENESS • TIMELINESS • ACCURACY HOSPITAL WARD 1, 2.. LABOR ROOMOB/GYN WARD CONTACT POINT AT THE FACILITY DHIS INSTRUMENTS USED MEDICINE SLIP OUTREACH STAFF MONTHLY DATA COLLECTION AT HFBY 2ND OF EVERY MONTH MONTHLY HF REVIEW MEETINGBY 4TH OF EVERY MONTH • CHECKING DATA • TIMELINESS • ACCURACY • COMPLETENESS • MONTHLY REPORT SENT BEFORE 5TH OF EVERY MONTH MS/HEALTH FACILITYIN-CHARGE GENERAL OPD REGISTEROPD REGISTER 1, 2...OPD REGISTER AT EM. DEPT.FP REGISTERMATERNAL HEALTH REGISTER FP CARD ANC CARD D. M. E. REGISTERSTOCK REGISTER (MED.) LAB REGISTERS RADIOLOGY REGISTER INDOOR REGISTER 1, 2...DAILY BED STATEMENTREGISTEROBSTETRIC REGISTERINDOOR REGISTERDAILY BED STATEMENTREGISTER OT REGISTER PERMANENT EPI REGISTER EPI CARD CENTRAL REGISTRATION POINT OPERATION THEATRE MONTHLY REPORT SENTTO DISTRICT M&E CELL BY 5THOF EVERY MONTH GENERAL OPDOPD 1, 2...EMERGENCY DEPT.FP CLINICMATERNAL HEALTH CLINIC DISPENSARY LABORATORY RADIOLOGYULTRASONOGRAPHY EPI POINT CENTRAL REGISTER OPD TICKET