Utilization of HMIS (MTUHA) Database in Capturing and Managing Pharmaceutical Data
Session 10: Utilization of HMIS (MTUHA) Database in
Capturing and Managing Pharmaceutical Data
Learning Tasks
By the end of this session, students are expected to be able to:
2 Software
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HMIS/MTUHA
• MFUMO WA TAARIFA ZA UENDESHAJI WA HUDUMA ZA AFYA
The system is categorized into two parts
The purposes of HMIS
MTUHA have 20 books were specific are 16 and 4 additional
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Explanation for Part one on BOOKS/ DEPARTMENTS
BOOK 1; GUIDELINES
It contains the following contents
o Definition of HMIS
o The background of HMIS
o Source of HMIS data
o Key issues in HMIS
o HMIS Tools
o Challenges in HMIS
o Explain the five groups of HMIS books
Definition of HMIS
Background of HMIS
countrywide
countrywide
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Source of MTUHA data
HMIS data will be extracted from the following main areas:
Key Issues in HMIS
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Explanation of Key Issues
Confidentiality
handled by or exposed to unauthorized person.
Mention the Audiences of MTUHA Data.
Authorized persons include the following groups:
require the handling of patient/client records.
programmes.
of Tanzania (e.g., Government, Parliament, the judiciary and executives)
confidentiality is on the administrative authority of the facility in question.
Serious disciplinary steps will be taken where there is proof of negligence on this
issue of confidentiality.
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Health Facility Management
HMIS facilitates good management of a health facility through:
available and disbursements for service improvement, maintenance and repairs of
buildings, equipment and salaries are made
meetings and further actions as needed
Information on Tools and equipment
Tools and equipment in the context of the HMIS are used to meet the following goals:
Quality of Health Care
HMIS facilitates improvement of the quality of health care provided through:
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HMIS Tools
HMIS uses three main tools in collection, analysis, storage, management, and reporting of
data:
HMIS books/register
o Book 1: HMIS Guidelines
o Book 2: Health Facility information Book
o Book 3: Community book
o Book 4: Ledger book
o Book 5: Out-patient register
o Book 6: Antenatal care register
o Book 7: Child register
o Book 8: Family planning register
o Book 9: Diarrhoea treatment corner
o Book 10: Facility annual Report book
o Book 11: Dental and oral health register
o Book 12: Labour & Delivery book
o Book 13: Postnatal Register
o Book 14: In-patient Department Register
o Book 15: Human Resource Register
o Book 16: Eye Register
Currently HMIS (MTUHA) has added other registers which are yet to be numbered, these
are:
o Malaria laboratory investigation register
o Dispensing register
o Monthly Tracer medicine register
o Death notification form/register
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o Laboratory register
o Physiotherapy register
o Mortuary register
Explanation of HMIS books groups.
o This is Book No. 1. It is used as an instruction manual and reference to other
books/registers, i.e., Books No. 2–16.
o Each facility should have at least one copy.
o The HMIS Programme will ascertain that each division in each health service delivery
facility obtains at least one copy.
o These books are used to collect data on different aspects of health (Books No. 2, 3, 4, 5,
6, 7, 8, 9, 11, 12, 13, 14, 15 and 16).
o New books and registers have been added to this list.
They include the malaria laboratory investigations register, dispensing register, monthly
tracer medicine register and death notification form/register.
o These forms are used to track data for analysis.
o This is then used in report writing.
o Each HMIS register/book should have a tally sheet which will be used jointly with
some register/book for collecting data
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o The HMIS uses monthly report forms to collect data each month.
o These forms are in duplicate: one copy is sent to the district while the other is kept at
the health facility
o The HMIS annual book is used to summarize data from the Facility health information
register (book 2) and community register (book 3)
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BOOK 2; HEALTH FACILITY
By the end of this session, participants are expected to able to:
Introduction of Health Facility Information Book
The Ministry of Health, Community Development, Gender, Elders and Children, through this
book describes health areas required to be reported annually apply: supervision visits
meetings, staff absences, procurement of buildings, transport facilities, fixed assets, building
renovation or maintenance, transport facilities and fixed assets repairs/ maintenance, unit
number of blood in the blood bank, radiology services and pathology services.
This book is divided into eight main sections.
The sections are:
Section 1: Reports of supervision visits meetings information
Section 2: Reports information of staff absences at work
Section 3: Reports of purchase/ procurement of building, transport facilities or fixed
assets
Section 4: Reports of information for construction or rehabilitation of buildings
Section 5: Reports of information on maintenance of transportation facilities or fixed
assets
Section 6: Reports of information of blood bank
Section 7: Reports of information of radiology services
Section 8: Report of information of pathology services
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BOOK 3; COMMUNITY HEALTH
Learning Objectives
By the end of this session, participants are expected to able to:
Background information
nearest health facility using the official laid down procedures of the MoHCDGEC for
further analysis and action
community which surrounds the health facility
Importance of Community Health Book
the health facility in order to lay strategy on how to intervene health problems.
village/street
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BOOK 4; HMIS LEDGER REGISTER
Learning Objectives
By the end of this session, participants are expected to able to:
Introduction to ledger Register
This ledger is intended mainly for store keeper and any other staff who is responsible for
keeping, monitoring and issuing of medicines and medical supplies from the store.
all medicines available in the medicine kit, vaccines, family planning commodities,
different client’s cards, HMIS forms and medicines and medical supplies available through
other channels apart from medicine kit and supplies.
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BOOK 5: HMIS OUT-PATIENT REGISTER TOOL
Learning Objectives
By the end of this session, students are expected to able to:
Parts of OPD register
OPD register has two important parts
notifiable disease is at the end of the register
of immunization
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Out Patient Department (OPD) Important Terminologies
o The visit by a patient to the OPD for the first time is referred to as ‘First Attendance’.
Each first attendance is given a number beginning each month with number ‘1’. The
total number of first attendances determines the workload at the OPD.
o “Diagnosis” is the problem identified by a doctor from the patient whether confirmed
in the laboratory or not. This problem may be an actual disease or related to another
disease.
o A patient’s visit to a facility for the first time in a year, even with a long illness,
should be regarded as first attendance. Subsequent visits, in that year, are referred to
as return visits.
o Patients carrying on with long term treatment (for example for management of
tuberculosis or hypertension, chronic diarrhoea or Diabetes mellitus)
All return-visits will be tallied in the tally sheet as return visit
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Out Patient Department (OPD) Tools
information for OPD patients, which is reported at higher levels, is classified correctly
and summed-up easily for purposes of reporting.
NB: The register should be filled out concurrently with the Tally Sheet Forms for
accuracy of data. Start with the Tally Sheet Form.
following the reporting month. It is sent to the district but a copy remains at the facility.
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BOOK 6; HMIS ANTENATAL CARE (ANC) TOOLS
Learning Objectives
By the end of this session, students are expected to able to:
HMIS ANC Tools
Services provided to pregnant women are recorded in three tools:
for pregnant women required to be reported at higher levels is classified correctly and
later totalled in an easy manner to aid report-writing.
first day at the clinic to the day of delivery.
with the Tally Sheet Form.
month following the reporting month. The original form is sent to the district while the
copy remains at the facility.
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BOOK 7;REPRODUCTIVE AND CHILD HEALTH TOOLS
Learning Objectives
At the end of this session, participants will be able to:
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Reproductive and child health Services
Reproductive and Child Health (RCH) has been defined as a state in which “People have the
ability to reproduce and regulate their fertility; women are able to go through pregnancy and
childbirth safely, the outcome of pregnancy is successful in terms of maternal and infant
survival and wellbeing; and couples are able to have sexual relations free of the fear of
pregnancy and contract diseases”.
Different sources of data/information from RCH Services
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Different types of information cards used in RCH Services
It is used to track development and growth of the infant until the age of 5 years. The
card has information on weight, height, vaccination/immunisation and diseases.
to the clinic. It is used to track development of the woman during pregnancy, during
delivery and after delivery.
women who receive the vaccine for the first time, for records of tetanus vaccines
received by the woman.
receives FP services. It contains all counselling and information provided to the client
with respect to FP services. The card is maintained at the clinic.
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BOOK 8; HMIS FAMILY PLANNING TOOLS
Learning Objectives
By the end of this session, participants are expected to able to:
HMIS Family Planning tools
information required at higher levels on clients seeking family planning services is
classified correctly and later totalled easily.
each visit to the clinic.
month following the reporting month. The original is sent to the district while the copy
remains at the facility
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BOOK 9; HMIS DIARRHOEA TREATMENT CORNER (DTC) TOOLS
Learning Objectives
By the end of this session, participants are expected to able to:
Identify three DTC tools
Describe the structure of DTC Tools
Describe how to fill the DTC Tools
DTC tools
information on patients with diarrhoea, which needs to be reported at higher levels, is
classified accordingly and totalled easily.
under 5 years of age.
of the month following the reporting month the original is sent to the district while the
copy remains (in the book) at the health facility.
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BOOK 10; HMIS FACILITY ANNUAL REPORT BOOK
Learning Objectives
By the end of this session, participants are expected to be able to:
Introduction of Health Facility report book
related data and HMIS book 3 which captures data from the community
served by the health facility, health facility administration data, other health services
practitioners in the village/street, report on deaths occurred in the village/ street,
environmental sanitation data in the village/street and occupational diseases and
accidents
to enable a copy to remain in the book. This book should be filled every first week of the
New Year and sent immediately to the DMO.
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BOOK 11; DENTAL AND ORAL HEALTH TOOLS
Learning Objectives
By the end of this session, participants are expected to able to:
Dental and oral health Tools
Dental and oral health services are captured in three tools:
to ensure that information for Dental patients, which is reported at higher levels, is
classified correctly and summed-up easily for purposes of reporting.
oral health Department.
o Note: The register should be filled out concurrently with the Tally Sheet Forms
for accuracy of data. Start with the Tally Sheet Form.
following the reporting month. It is sent to the district but a copy remains at the facility
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BOOK 12; HMIS LABOUR AND DELIVERY TOOLS
Learning Objectives
By the end of this session, participants are expected to be able to:
Labour and Delivery tools
Labour and delivery services are recorded in 3 tools
information for pregnant women, which is required at higher levels, is classified
correctly and later totalled easily.
women and child during and after delivery. It has been designed to be useable at both
maternity wards and in smaller delivery rooms.
week of the month following the reporting month. The original is sent to the district
while the copy remains (in the book) at the health facility
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BOOK 13; HMIS POST NATAL TOOLS
Learning Objectives
By the end of this session, participants are expected to able to:
Post natal tools
Postnatal services are captured in three tools:
information for postnatal mothers, which is reported at higher levels, is classified
correctly and summed easily.
mother and the new-born child from the day of delivery up to 6 weeks or 42 days.
o NB: The register should be filled out concurrently with the tally form for
accuracy. Begin with the Tally Sheet Form.
month following the reporting month. The original form is sent to the district and a
clean copy remains at the facility
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BOOK 14; IN PATIENTS DEPARTMENT (IPD) TOOLS
Learning Objectives
By the end of this session, participants are expected to be able to:
In patient department tools
In-patient Department services are recorded in three tools
information on in-patients that needs to be reported at higher levels is classified
correctly and later totalled easily for purposes of reporting.
up to that of discharge (whether by discharge, death, referral or absconding from
facility).
NB: Fill out the Register concurrently with the Tally Sheet Form for accuracy
of data. Begin with the Tally Sheet Form.
month following the reporting month. The original form is sent to the district
while a copy remains at the facility.
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BOOK 16; EYE DEPARTMENT TOOLS
Learning Objectives
By the end of this session, participants are expected to be able to:
Eye department tools
Eye Department services are recorded in three tools:
ensure that information on Eye service that needs to be reported at higher levels is
classified correctly and later totalled easily for purposes of reporting.
daily basis. It is also called HMIS book 16
NB: Fill out the Register concurrently with the Tally Sheet Form for
accuracy of data. Begin with the Tally Sheet Form.
following the reporting month. The original form is sent to the district while a copy
remains at the facility.
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HMIS TRACER MEDICINE FORMS
By the end of this session, participants are expected to be able to:
Identify HMIS Tracer Medicine forms
Describe the structure of Tracer Medicine forms
Tracer Medicine Forms
This form is used to monitor indicator on availability of essential health commodities
(Essential Medicines, Medical devices, Vaccines and Laboratory commodities) at
facility.
For each tracer line, ‘availability’ is defined as continuous supply of the specified item
or therapeutic equivalent. If the required service or treatment was provided to clients
and patients of all age groups throughout the month, then the tracer line is defined as
available
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PART TWO; DATABASE PART
In Database also its Divided into two parts
I. MTUHA PART
Definitions of Different Terminologies
information.
o It can be used by the managers to perform effective and successful operations of
management.
o It provides a view of past activities related to performance of an organization or
activity (e.g. research or evaluation) and it enables the user to make better decision
for future.
o Data is very useful for generating reports, graphs and statistics.
o The manipulated and processed form of data is called information.
o § For example: Data collected from census may be used to generate different types
of information. The government can use some of it to determine the literacy rate in
the country. This information is very important in decision making on how to
improve literacy rate.
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data with the goal of highlighting useful information and suggesting conclusions.
relevant structure or circumstances.
o It is the power to internalize analyzed data quarrel in relation to the real pertaining
situation.
improvement and or just getting informed on an existing event or situation.
directly from a patient/client, a person in a community or from a health facility itself
Importance of data analysis
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Methods of Summarizing HMIS (MTUHA) Data
used to summarize data from HMIS (MTUHA) books and registers. It may be used to
capture data directly from the primary site
series of observations. The importance of it is to show trends in data
of each value.
in continuous bars. It shows a pattern of events into each of the categories. Diagram
which represents the class interval and frequency in the form of a rectangle. There will
be as many adjoining rectangles as there are class intervals
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Capture and Process Data Using HMIS (MTUHA) Database Software
In order to get Access to the system there are kind of applications that you might apply
namely
Service Applications: They are used to collect data, validate, analyze and report
processed information
Maintenance Applications: They're used for system maintenance such as revision of
paper tools, indicators, changes in organization units, improving system performance
and other operations
NOTE: after you Get access to Use either MTUHA or DHIS 2 Software the Password
for the first time is GUEST
Figure 15: Logging Out
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List the Requirements for Accessing DHIS 2 Software for data entry process
Figure 11: Components of DHIS 2 Software
DHIS 2 User Account
Mention 6 six features of DHIS
• GIS
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Data Set: DHIS 2 Data Entry Procedures
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Vertical programs integrated into DHIS 2
Data elements
Explains what we collect and analyse
o For example, "Malaria new cases", "Total Population", "1st ANC visits", "Measles
doses given“; Idadi ya Wajawazito Waliotegemewa wa umri chini ya miaka 20 (ANC
form)
o In DHIS 2 data elements and indicators are not the same
designed to meet predictable information needs: Such as Total OPD cases / total delivery
in a month.
time (say annually) as compared with routine health data. For example, data on
population in a district
Generation of Reports from HMIS (MTUHA) Database Software
Reporting Periods are organized by types/frequencies;
o Monthly, Quarterly, Six-monthly, Yearly
o Most data is collected monthly
o IDSR weekly, HR quarterly, Population yearly
o Reports can be monthly or aggregated to
o Bi-Monthly, Quarterly, Six-monthly, or Yearly (and cumulative throughout the year)
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DHIS 2 Software Indicators
ratio factions, percentages etc.
HMIS (MTUHA) Data Feedback Mechanism/ Ministry of Health Organization
Units.
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HMIS (MTUHA) Reports
including health delivery unit, facility level, district level, regional level or national level
o A good report describes levels of performances
o Includes success or failure, strength and constraints, recommendation for
solutions on problems observed and advocates for the way forward
The audiences of HMIS (MTUHA) report are
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Components of HMIS (MTUHA) Reports
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II. MICROSOFT ACCESS PART
At the end of the lesson student must understand
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Definition of Terms
a database.
information hence to make them accessible and secure
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The database objects/the components of Database
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Explanation for Each Object
the specific task
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the database.
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Database Models
permitted.
List four (4) Models of database
Explanations for Models of Database
match.
store certain types of data easily.
revise or edit.
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field.
The terminologies in Database/The general properties in Database
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Explanation on the Properties of Database
1. Field
It describes the kind of data to be filled in a table.
s/n Name Signature
1 Mkuu Br
2. List Five Data type Found in Spreadsheet
It illustrate the kind of data with the corresponding field to be filled in a table
Number Number
Alphabets Text
Date or time Date/Time
Comments or alphabets and number all Memo
at once
Automatic numbering Auto number
Money Currency
Dropdown list Lookup wizard
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3. Description
Is the explanation of the abbreviation.
DOB Date of Birth
KW Kula wali
5. Primary key
Is the unique key identifier.
s/n
id
Patient number
Views displays
There are two kind Views
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DESIGN VIEW
The View that displays when you design a Table.
DATASHEET VIEW
The View thus Display already designed Table ready for feeling data.
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Advantages of Databases
Various application of database in the real world
What are the five (5) functions of Database
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Introduction to
Microsoft Access 2007 (PRACTICAL)
Creating a Database
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Microsoft Access automatically creates a new table in the database called
Table1. This is a temporary name until the table is saved.
Microsoft Access Work to Transform the data or Information that its in Paper mode to
a computer mode, So how its created will perform the as your using a paper method to
record your Data or Information.
When you open Microsoft Access i.e Database on the Menu Bar you will find the
following items below
One of the Items it says Create means to design what we want in the Database.
Comparing to Paper based method Lets take Example the new office its opened and in
that office there is Gate that if someone want to enter must pass through that gate and
on the Gate there is a Police man standing there in order to Enter you must register
yourself there. On the first day the Police man be given a new Exercise Book were will
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be given a task by the owner of the office to Design a book for people to register before
they enter to the office in order to know how many people enter and they come for
what purpose.
So the First Work of the police man is to Design the Book by drawing the Lines and
writes the Fields he want anyone who came to write Example Name, Date, Signature
etc Thus Why in Computer there is one Item Called Create means to Design and the
First thing to Design is Table.
When you click Create you will find all the Objects of Database then you must Start
with Table.
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A. TABLE
After clicking Table Design will reach to a Design View where here you will design
your Table with Fields and Corresponding Data Types
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Before proceeding, it is important to understand common Microsoft Access Data
Types. (Explained in the table below)
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To Enter Fields in a Table:
Continue this until all necessary fields have been entered into the table.
Note: The order that you enter the field names is the order the fields will
appear in the table and on a form.
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To View the Datasheet:
Click the View button on the Ribbon
Setting a Primary Key
The Primary Key is the unique identifier for each record in a table. Access will
not allow duplicate entries in a Primary Key field. By default, Access sets the first
field in the table as the Primary Key field. An example of a Primary Key would be
your Social Security Number. This is something unique about you and should
not be duplicated.
To Set a Primary Key:
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To View the Datasheet:
Click the View button on the Ribbon
Setting a Primary Key
The Primary Key is the unique identifier for each record in a table. Access will
not allow duplicate entries in a Primary Key field. By default, Access sets the first
field in the table as the Primary Key field. An example of a Primary Key would be
your Social Security Number. This is something unique about you and should
not be duplicated.
To Set a Primary Key:
To Switch Back to Datasheet View to Enter your Records:
Click the View button on the Ribbon.
Entering Data in a Table
Once you have entered the fields and set the data types it is now time to enter
the records in a table.
To Enter Data in a Table:
to another
When inputting data into the table, Access automatically saves the data after
each new record.
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Navigating Records
Use the arrows at the bottom of the table to navigate among records.
You are able to navigate from the first record, previous record, next record, last
record, and create a new record (as shown in the picture below).
Notice that the total number of records in the table is shown at the right end of
the navigation arrows.
Sorting Records in a Table
By sorting your records in a table, you are easily able to view/locate records in
your table.
To Sort Records in a Table:
record in that field.
Notice, the table above has been sorted by the Last Name field in ascending
order.
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B. FORM
Creating a Form Using the Forms Wizard
A form is a database object that is used to enter or display data in a database.
To Create a Form Using the Wizard:
You are able to navigate using the navigation arrows at the bottom of the form.
Note: The form feeds the table. If you edit a record on the form, or create a
new record, that data will be passed to the table it is associated with.
To Enter a Record on the Form:
View
to the next field
This will send the record to the table.
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C. QUERIES
You use Queries to view, change, and analyze data in different ways. You can
also use them as a source of records for forms and reports.
To Create a Query:
The table(s) will now be displayed in the upper part of the Query Design Screen
by boxes containing the tables’ fields.
like to include in the Query
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Defining Criteria in the Query
In order to control which records are displayed, you must define criteria in a
Query. The most common type of Query is the Select Records Query which will
be discussed below.
To Define Criteria for your Query:
define the criteria for
Example: To find all people it the table who live in Edison:
Below is a picture of the results of the above query:
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The result of a query is called a record set. A record set can be sorted, printed or
filtered in the same manner as a table.
To Save the Query:
Note: When saving a select Query, you are saving the question that you are
asking, not the results that you see when you run the Query.
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D. REPORTS
Reports can be based on tables or queries and can be made with the Report
Wizard.
To Create a Report Using the Report Wizard:
on them
group by double clicking on it (Example: City)
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To Print a Report
To Adjust the Orientation:
Click the portrait or landscape icon on the Print Preview Ribbon
To Adjust the Margins
To Print the Report
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Evaluation Questions
HMIS is a decentralized, integrated and functional system.
BOOK NUMBER ONE
BOOK NUMBER 10
modes.
DHIS 2 Software
analysis, but the contents of the database.
For example:-
What to collect,
Who should collect it
On what format; it depends on the context of use
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