Health Information Management & Financing – Session 10 Recording Departmental Registers
Read the complete lesson in an organized slide-by-slide format. This topic contains 15 learning sections from the source presentation.
LESSON CONTENTS — 15 SECTIONS
Learning Objectives
By the end of this session, students are expected to be able to:
- Describe recording of departmental registers (Laboratory, Blood bank, Physiotherapy, Pathology, X-ray, and Mortuary)
Filling Laboratory Registers
Each facility providing laboratory services will require a laboratory register for recording services rendered
Every section of the laboratory will have its own register depending on the type of tests done. Important data from the registers will be recorded as follows
Filling Blood Donor Registers
Health facilities with blood bank services should keep records concerning this service
There will be not less than two registers in this department
Register for blood donors
Register for blood recipients
Components of the Register for Blood Donors
Column (1): Date
Date blood donated
Column (2): Serial number
This will be the serial number of the blood donor
It will begin with 001 each month
Column (3): Name
Name of blood donor
Write the name accurately
Column (4): Age
Age of blood donor in completed years
Column (5): Sex
Write sex of blood donor
Write ‘KE’ if female and ‘ME’ if male
Column (6): ABO
Blood group of blood donor
Column (7): Rh-Rhesus status of blood donor
Column (8): Serology
Serology for HIV/VDRL
Write results of the test as follows (+ HIV/+VDRL) or (- HIV/-VDRL)
Use codes if provided by the hospital
Column (9): Hb
Write the haemoglobin of the blood donor
Column (10): Amount
Write amount of blood donated in millilitres
Column (11): Bottle number
Write the number indicated on the bottle
Column (12): Patient’s name
Write the name of patient donated for
If the blood donor is not donating for any particular patient then write (-)
If more than one donor donate blood for a patient then a patient name should appear under each donor
Column (13): Ward
Number or name of the ward where they patient is admitted
Column (14): Relationship
Write the relationship between patient and blood donor, e.g. uncle, husband, wife, sister or (–) if not related
Blood Recipients Register
Used to collect information on blood group and cross matching results of both the patient and donor.
It will enable to obtain information on patients who require blood transfusion from wards, departments or other health facilities.
If recorded correctly, it will also enable to obtain information on patients who require blood transfusion but could not get.
Components of the Blood Recipients Register
Column (1): Date
Date when blood sample was received in the Laboratory e.g. 20 Feb
Column (2): Serial number
Each sample should be given a number starting from 001 at the beginning of each month
Column (3): Health facility number
Health facility number as shown on the patient’s file
Column (4): Patients name
Write patient’s name accurately and neatly
Column (5): Age
Age of the patient
If the patient is below one year then write age on twelve months basis e.g. for a child aged five months write ‘5/12’
If a patient is aged one year or more then enter age in complete years
Column (6): Sex
Write sex of patient
Write ‘KE’ if female and ‘ME’ if male
Column (7): Ward
Write number or name of the ward where the patient is admitted
Column (8): ABO
Patient’s blood group
Column (9): Rh
Status of Rhesus e.g. (+) or (-)
Column (10): X-match
Fill in cross matching results
Column (11): Amount given
Write amount of units given to the patient
Column (12): Bottle number
Write the number shown on the blood bottle given to the patient.
Column (13): Name of technician
Column (14): Name and signature of blood collector
Should fill in name and signature
Column (15): Remarks
Write if reaction has occurred and blood was returned, and any other comments
Filling Physiotherapy Services Register
Each health facility providing physiotherapy services should use a register to collect all-important data concerning the services provided.
This register is used to record patients attending as both outpatients and inpatients. This will help in following up of patients attended in the department throughout the year.
Patients who are not admitted should pass through the OPD before being attended at the physiotherapy department.
The total number of diagnosis from physiotherapy services should be recorded in the departmental data book.
Total number of attendances and re-attendances should be recorded.
Filling Pathology and Mortuary Register
Pathology Register
Health facility with pathology services need to have registers to collect information on activities occurring in the department.
Laboratories will continue to use the existing registers.
The following are to be included in the register
Identity number
Date specimen received
Patients name
Patient’s sex, address and patient age
Clinical diagnosis
Histo-pathological findings
Date when specimen results were sent to originating office
Additional Study Notes
This section is separated from the source slides to make the lesson easier to revise.
Supplementary learning: For health information topics, follow the information cycle from data collection and recording to checking, compilation, analysis, interpretation, reporting, storage and use for decision-making. Data quality depends on completeness, accuracy, timeliness and consistency. Patient information must also be handled confidentially.
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