PST05209 Health Information Management

NTA Level 5 • Semester 2 • PST05209 Organization of Health Related Data Using Computer Health Information Management • Source Session/Topic 1 Full source-text version: all educational wording from the extracted learning source is retained; only presenter/tutor metadata and web-layout noise are removed, while formatting is improved for readability. Session 1: Organization of Health Related Data Using Computer Packages Learning Tasks By the end of this session students are expected to be able to: • Explain concepts of electronic data storage and arrangement • Demonstrate electronic filing and application of security to electronic data • Explain the methods of summarizing data What is Data Storage • Data storage Data storage is the recording (storing) of information (data) in a storage medium. Numerate four (4) storage media i. Handwriting ii. Phonographic recording iii. Magnetic tape iv. Optical discs List four (4) electronic Data storage formats i. Music ii. Video iii. Document iv. Pictures HMIS NOTES B.Boy List five (5) storage devices i. CD ii. DVD iii. Internal Hard disk iv. External Hard disk v. Flash vi. FDD vii. Memory card Numerate Three (3) common type’s data storage i. Hard drive ii. USB flash drive iii. Memory card. Explanation of each type of Storage • Hard drive (HD) o The term "hard drive" is actually short for "hard disk drive." o The term "hard disk" refers to the actual disks inside the drive. o The hard drive is a non-volatile memory hardware device that permanently stores and retrieves data on a computer.  Non-volatile memory is a term used to describe any memory or storage that is saved regardless if the power to the computer is on or off.  The best example of non-volatile memory and storage is a computer hard drive, flash memory, and ROM. HMIS NOTES B.Boy o A hard drive is a secondary storage device that consists of one or more platters to which data is written using a magnetic head, all inside of an air-sealed casing. o A typical hard drive is only slightly larger than a human hand and can hold over 100 GB of data. • USB flash drive o A USB flash drive is a device used for data storage that includes a flash memory and an integrated Universal Serial Bus (USB) interface. o Most USB flash drives are removable and rewritable. o Physically, they are small, durable and reliable. o The larger their storage space, the faster they tend to operate. o USB flash drives are mechanically very robust because there are no moving parts. o They derive the power to operate from the device to which they are connected (typically a computer) via the USB port. o A USB flash drive may also be known as a flash drive or USB drive. • Memory card o A memory card is a type of storage device that is used for storing media and data files. o It provides a permanent and non-volatile medium to store data and files from the attached device. Define the Term Memory Card Memory cards are commonly used in small, portable devices, such as cameras and phones. List five (5) most popular forms of memory cards are: i. Secure Digital (SD) card ii. Compact Flash (CF) card iii. Smart Media iv. Memory Stick v. Multi Media Card (MMC) HMIS NOTES B.Boy In the healthcare system, data are store in the electronic systems, and these systems are called electronic health records (EHR) and electronic medical records (EMR) Define the following Terms • Electronic Health Records o An electronic health record (EHR) is a digital version of a patient’s paper chart. o It contains a patient’s medical history, diagnoses, medications, treatment plans, immunization dates, allergies, radiology images, and laboratory and test results in electronic format. o It is health information that is created and managed by authorized providers in a digital format capable of being shared with other providers across more than one health care organization. • Electronic Medical Records o Electronic medical records (EMRs) are a digital version of the paper charts in the clinician’s office. o EMR contain medical information used by clinicians mostly for diagnosis and treatment.. o An EMR contains the medical and treatment history of the patients in one practice. o Information in EMRs cannot easily be shared out of the medical practice. o The patient’s record can easily be printed out and shared with other members of the care team. HMIS NOTES B.Boy ELECTRONIC FILLING Filling A filing system is a plan or method of arranging documents in a prescribed order. The purpose of filing documents is to enable a quick retrieval of complete information Whenever it is required. Requirements of a good filing system o Simplicity-The filing method must be easy to understand and simple to operate. o Easy access-Documents should be easily identified and located to enable speedy pulling and filing. o Security-Documents should be safely kept and well preserved. o Tracer system-The whereabouts of documents removed from the storage must be known. Methods of Filing in Medical Records There are four common methods of filing patient records used in health facilities o Alphabetical o Chronological o Geographical o Numerical HMIS NOTES B.Boy Explanation of each method Alphabetical Filing System • Alphabetical filing is a very commonly used method for filing in general. • Examples of alphabetical filing system are, Abdallah, followed by Bakari, then Charles. Chronological Filing System Chronological filing means filing in time order. • It is used in combination with another method. • Letters for example are usually filed alphabetically according to name or subject and within each group in date order. Example of chronological filing system is, those patients who are expected to be admitted on 14th February 2010, Abdallah/14, Bakari/14, Charles/14. The 14 is a filing position in filing waiting list. • The waiting list is having filing position from 1 up to 31 according to dates. Geographical Filing System Geographical filing is based on geographical units like countries, regions, and town. • Very often it is

NTA Level 5 • Semester 2 • PST05209 Creation of Table from Health Data Using Health Information Management • Source Session/Topic 2 Full source-text version: all educational wording from the extracted learning source is retained; only presenter/tutor metadata and web-layout noise are removed, while formatting is improved for readability. Session 2: Creation of Table from Health Data Using Spreadsheet Learning Tasks By the end of this session students are expected to be able to: • Explain the structure of Microsoft Excel spreadsheet • Use Microsoft Excel procedures to open spreadsheet • Use Microsoft Excel procedures to formatting data • Use Microsoft Excel procedures to create borders • Use Microsoft Excel procedures to print a table The Structure of Microsoft Excel Spreadsheet Microsoft Excel • Microsoft Excel is a spreadsheet program that is used to record and analyse numerical data. • Spreadsheet is a collection of columns and rows that form a table. • Alphabetical letters are assigned to columns. • Numbers are usually assigned to rows. • The point where a column and a row meet is called a cell. • The address of a cell is given by the letter representing the column and the number representing a row. HMIS NOTES B.Boy Parts of Microsoft Excel/ Elements of Microsoft Excel/ Elements of Excel Window HMIS NOTES B.Boy From the Diagram above Explanations on the Elements found in Excel i. Cell Is the Intersection of Row and Column Each contains the unique value called Address i.e A1, B1 CELLS ii. Column Is the Vertical Stock of data or values. Each column is represented by Alphabets as A, B, C etc COLUMNS HMIS NOTES B.Boy iii. Row Is the Horizontal Stock of data or values. Each column is represented by Alphabets as A, B, C etc ROWS iv. Worksheet Is the collection of sheets that contains data or Information. By default Office 2007 Spreadsheet comes with 3 sheets SHEETS HMIS NOTES B.Boy v. Workbook Is the collection of Worksheet. It displays on Top As Book means if contains data in sheet thus is Workbook. Workbook vi. Active Cell Is the cell ready for use. By default when you open Excel its located at cell A1 Active Cell HMIS NOTES B.Boy vii. Range Is the collection of Cells. The separate is (:) between one cell and another i.e A2:G2 viii. Name box Is a space that is used to show the name of the active cell.  The active cell is A1.  The name box can also be used to rename an active cell. Active Cell HMIS NOTES B.Boy ix. Formula bar It shows the cell contents including formulas or text  This space shows the contents of a cell.  It is preceded by the fx symbol as it is also used to search for mathematical functions that are inbuilt the excel itself. Formula Bar HMIS NOTES B.Boy Microsoft Excel Ribbon • The ribbon provides shortcuts to commands in Excel. • A command is an action that the user performs. • An example of a command is creating a new document, printing a documenting. • Ribbon start button o It is used to access commands i.e. creating new documents, saving existing work, printing, accessing the options for customizing Excel. • Ribbon tabs o The tabs are used to group similar commands together. The home tab is used for basic commands such as formatting the data to make it more presentable, sorting and finding specific data within the spreadsheet. • Ribbon bar o The bars are used to group similar commands together. As an example, the Alignment ribbon bar is used to group all the commands that are used to align data together. HMIS NOTES B.Boy Worksheet and Workbook • A worksheet is a collection of rows and columns. o When a row and a column meet, they form a cell. o Cells are used to record data. o Each cell is uniquely identified using a cell address. o Columns are usually labelled with letters while rows are usually numbers. • A workbook is a collection of worksheets. o A workbook has three cells in Excel. o Sheet can be added or deleted to suit the requirements. o The sheets are named Sheet1, Sheet2 and so on and so forth. o The sheet can be rename to more meaningful names i.e. Daily Expenses, Monthly Budget, etc. Ms Excel data formats • Number – Stores data as a number • Currency – Stores data in the form of currency • Date – Data is stored as dates • Percentage – Stores numbers as a percentage • Text Formats – Stores data as string of texts HMIS NOTES B.Boy The Procedures for Opening Microsoft Excel Spreadsheet Procedures for open Microsoft Excel • Click on start menu • Point to all programs • Point to Microsoft Excel • Click on Microsoft Excel Add, Subtract, Multiply, divided in Excel • Create a folder on computer in my documents folder and name it HIM Excel. • Open Excel. • Enter the data in the worksheet. • Perform the calculations using the respective arithmetic operators. • When performing calculations in Excel, start with the equal (=) sign. • Start with the one for addition. • Write the following formula in E2 Excel (Result column) = C2+D2 o "=" tells Excel to evaluate whatever follows after the equal sign o "C2" is the cell address of the first number given by C representing the column letter and 2 representing the row number o "D2" is the cell address of the second number given by D representing the column letter and 2 representing the row number HMIS NOTES B.Boy STEP 4: The Procedures for Formatting Microsoft Excel Data (30 minutes) Formatting data in Microsoft Excel table • Use data formatting arithmetic operations o Bold o Align serial numbers to the left, center or right Procedure for make column names bold • Highlight the cells that have the column names by dragging them. • Click on the bold button

NTA Level 5 • Semester 2 • PST05209 Creation of Chart from Health Data Using Health Information Management • Source Session/Topic 4 Full source-text version: all educational wording from the extracted learning source is retained; only presenter/tutor metadata and web-layout noise are removed, while formatting is improved for readability. Session 4: Creation of Chart from Health Data Using Spreadsheet Learning Tasks By the end of this session students are expected to be able to: • Define a chart as applied in Ms Excel • Explain types of Ms Excel charts • Create a chart using Ms Excel principles • Format data using condition formatting CHART AS APPLIED IN MICROSOFT EXCEL • A chart is a visual representative of data in both columns and rows. • Charts are usually used to analyse trends and patterns in data sets. • For example, the district hospital pharmacist have been recorded the malaria drugs inventory figures in Excel for the past three years; using charts, the pharmacist can easily tell which year had the most consumption of Malaria drugs and which year had the least. • Charts are used to compare set targets against actual achievements. • Use the following data for chart practice. Table 4: Sales of Computer Appliances at AB Computer Shop Item 2012 2013 2014 2015 Desktop Computer 20 12 13 12 Laptops 34 45 40 39 Monitors 12 10 17 15 Printers 78 13 90 14 HMIS NOTES B.Boy A chart is a tool you can use in Excel to communicate data graphically. Charts allow your audience to see the meaning behind the numbers. The Types of Microsoft Excel Charts Types of charts • Different scenarios require different types of charts. • Excel provides a number of chart types • The type of chart depends on the type of data that used during chart design. • To help simplify things for the users, Excel has an option that analyses data and makes a recommendation of the chart type used. List Excel Chart Types i. Pie ii. Column iii. Line iv. Bar v. Combo vi. Scatter HMIS NOTES B.Boy Explanation with Diagrams The following table shows some of the most commonly used charts S/N CHART WHEN SHOULD EXAMPLE TYPE USE IT? 1 Pie Chart When user want to quantify items and show them as percentages. 2 Bar Chart When user want to compare values across a few categories. The values run horizontally HMIS NOTES B.Boy 3 Colum When user want chart to compare values across a few categories. The values run vertically 4 Line chart When user want to visualize trends over a period of time i.e. months, days, years, etc. 5 Combo When user want Chart to highlight different types of information HMIS NOTES B.Boy The Scatter Chart The purpose of a Scatter Chart is to observe how the values of two series compares over time or other category. HMIS NOTES B.Boy PARTS OF EXCEL CHART i. Chart area ii. Data marker iii. Data series iv. Axis v. Tick mark vi. Plot area vii. Gridlines viii. Chart text ix. Legend HMIS NOTES B.Boy Explanation of Each part of the Graph  Chart area: Everything inside the chart window, including all parts of the chart (labels, axes, data markers, tick marks, and other elements listed here).  Data marker: A symbol on the chart that represents a single value in the worksheet. A data marker (or data point) may be a bar in a bar chart, a pie in a pie chart, or a line on a line chart. Data markers with the same shape or pattern represent a single data series in the chart.  Data series: A group of related values, such as all the values in a single row in the chart. A chart can have just one data series (shown in a single bar or line), but it usually has several.  Axis: A line that serves as a major reference for plotting data in a chart. In two- dimensional charts there are two axes — the x-axis (horizontal/category) and the y-axis (vertical/value).  Tick mark: A small line intersecting an axis. A tick mark indicates a category, scale, or chart data series. A tick mark can have a label attached.  Plot area: The area where Excel plots your data, including the axes and all markers that represent data points.  Gridlines: Optional lines extending from the tick marks across the plot area, thus making it easier to view the data values represented by the tick marks.  Chart text: A label or title that you add to the chart. Attached text is a title or label linked to an axis such as the Chart Title, Vertical Axis Title, and Horizontal Axis Title that you can’t move independently of the chart.  Legend: A key that identifies patterns, colors, or symbols associated with the markers of a chart data series. The legend shows the data series name corresponding to each data marker (such as the name of the blue columns in a column chart). HMIS NOTES B.Boy The Procedures of Creating a Chart Using Microsoft Excel Procedures for creating charts in Excel • Open Excel • Enter the data from the sample data table above (Table 4) • The workbook should now look as follows • To get the desired chart the user should follow the following steps HMIS NOTES B.Boy • Select the data you want to represent in graph • Click on INSERT tab from the ribbon • Click on the Column chart drop down button • Select the chart type you want • The user can able to see the following chart HMIS NOTES B.Boy • When you select the chart, the ribbon activates the following tabs: • Try to apply the different chart styles, and other options presented in your chart. HMIS NOTES B.Boy The Procedures of Using Conditional Format in Microsoft Excel Conditional Formatting • Conditional formatting refers to formatting that is only applied when the specified condition is true.

NTA Level 5 • Semester 2 • PST05209 Creation of Histogram from Health Data Using Health Information Management • Source Session/Topic 5 Full source-text version: all educational wording from the extracted learning source is retained; only presenter/tutor metadata and web-layout noise are removed, while formatting is improved for readability. Session 5: Creation of Histogram from Health Data Using Spreadsheet Learning Tasks By the end of this session students are expected to be able to: • Define Histogram • Explain Histogram data used in Ms Excel • Create Histogram using Ms Excel HISTOGRAM • A histogram is a column chart that shows frequency data. • A histogram is "a representation of a frequency distribution by means of rectangles whose widths represent class intervals and whose areas are proportional to the corresponding frequencies." The Histogram Data Used in Microsoft Excel • To create a histogram in Excel, the designer should provide two types of data: o The data that required to analyze o The bin numbers that represent the intervals by which it measures the frequency. • The user must organize the data in two columns on the worksheet. o These columns must contain the following data: List two Types of Data required to create Histogram  Input data: This is the data that used to analyze by using the Histogram tool.  Bin numbers: These numbers represent the intervals that the Histogram tool is used for measuring the input data in the data analysis. • When user uses the Histogram tool, Excel counts the number of data points in each data bin. • A data point is included in a particular bin if the number is greater than the lowest bound and equal to or less than the greatest bound for the data bin. HMIS NOTES B.Boy • If the user omits the bin range, Excel creates a set of evenly distributed bins between the minimum and maximum values of the input data. • The output of the histogram analysis is displayed on a new worksheet or in a new workbook and shows a histogram table and a column chart that reflects the data in the histogram table. The Procedures for Creating Histogram in Microsoft Excel Creating Histogram using Ms Excel i. First, enter the bin numbers (upper levels) in the range C3:C7. HMIS NOTES B.Boy ii. On the Data tab, in the Analysis group, click Data Analysis. NOTE: If you can't find the Data Analysis button; click here to load the Analysis ToolPak add- in. iii. Select Histogram and click OK. iv. Select the range A2:A19. v. Click in the Bin Range box and select the range C3:C7. vi. Click the Output Range option button, click in the Output Range box and select cell F3. viii. Check Chart Output. HMIS NOTES B.Boy viii. Click OK. • Click the legend on the right side and press Delete. • Properly label your bins. • To remove the space between the bars, right click a bar, click Format Data Series and change the Gap Width to 0%. • To add borders, right click a bar, click Format Data Series, click the Fill & Line icon, click Border and select a colour. • Result: HMIS NOTES B.Boy Evaluation Questions • What is histogram? A histogram is a column chart that shows frequency data. A histogram is "a representation of a frequency distribution by means of rectangles whose widths represent class intervals and whose areas are proportional to the corresponding frequencies." • What is a bin in Excel? Bin numbers: These numbers represent the intervals that the Histogram tool is used for measuring the input data in the data analysis. • What is frequency distribution in Excel? Frequency Distribution in Excel is an array function used to give an impression of how the data is spread out. HMIS NOTES B.Boy • Explain the merits and demerits of using Histogram in healthcare data presentation. The main advantages of a histogram are its simplicity and versatility. It can be used in many different situations to offer an insightful look at frequency distribution. For example, it can be used in sales and marketing to develop the most effective pricing plans and marketing campaigns Demerits are: 1) Cannot read exact values because data is grouped into categories. 2) More difficult to compare two data sets. 3) Use only with continuous data • Explain the different between Ms Excel 2013 and 2016 in creation of Histogram. o On a worksheet, type the input data in one column, and the bin numbers in ascending order in another column. Click Data > Data Analysis > Histogram > OK. Under Input, select the input range (your data), then select the bin range. … For more information, see Create a histogram. o Before creating a histogram chart, there is one more preparation to make – add the bins in a separate column. Bins are numbers that represent the intervals into which you want to group the source data (input data). The intervals must be consecutive, non-overlapping and usually equal size HMIS NOTES B.Boy ← Previous TopicNext Topic →View all Health Information Management topicsOpen Complete Full Notes PDF / OFFLINE NOTES Unataka kutumiwa notes hizi kupitia WhatsApp?Kwa notes zilizopangiliwa vizuri kwa kusoma offline au PDF, bonyeza kitufe hapa chini. Ujumbe wenye Level, Semester, Module na Topic utaandaliwa moja kwa moja.TUMIWA NOTES WHATSAPP WhatsApp: 255620339260

NTA Level 5 • Semester 2 • PST05209 Report and Presentation of Health Related Health Information Management • Source Session/Topic 6 Full source-text version: all educational wording from the extracted learning source is retained; only presenter/tutor metadata and web-layout noise are removed, while formatting is improved for readability. Session 6: Report and Presentation of Health Related Information Using Computer Packages Learning Tasks By the end of this session students are expected to be able to: • Explain principles of report writing REPORT • Report o The report is a practical document that describes deals or analyses a situation such that the reader can take specific actions about the situation. o The report as a whole asks if there is a problem. o The conclusion draws the various elements of this question together, typically acknowledging that there is a problem and breaking it down into its component parts. o The recommendations suggest the range of options available to solve the problem. Describe three (3) Types of report i. Factual report: gathering information that explain or define a situation ii. Instructional report: gathering information that explain a problem and offer a range of solutions iii. Persuasive report: gathering information that explain a problem and recommend a solution. HMIS NOTES B.Boy Explain the six (6) Basic Principles of Good Report Writing • Accuracy o Report factual information, for example “I saw.” o Report information gained from the physical senses, for example, sight, smell, taste, auditory, and touch. o Be aware of feelings that may destroy objective descriptions. Strong feelings can cause the writer to seek evidence to support her feelings and reject evidence that does not support them. o Make distinctions between fact and hearsay, fact and opinion, and fact and conclusions. o Be clear about the meaning of words; avoid jargon. o Clarify all abbreviations, such as SOB for shortness of breath. o Proofread the report and rewrite as needed. • Completeness o Completeness is achieved by reporting all the facts discovered during the course of an investigation or data collection. o Information that appears irrelevant to the investigator may be relevant to the reviewer. o In most cases, the only information the reader will have will be the information in the report. o Partially stated facts can be misleading and misinterpreted. o Explain why certain information is lacking or incomplete. o Provide a detailed explanation of the possible source of additional information and undeveloped leads. • Conciseness o Avoid unrelated, extraneous, incidental, and nonessential information and detail. o Pay attention to grammar. o Avoid adjectives, wit, sarcasm, flowery expressions, and repetition. A report is not a literary or creative writing exercise. o Use singleness of thought and purpose. A good report will give the reader a clear idea or picture of the investigation or the information collected. HMIS NOTES B.Boy o Use headings, paragraphing, sentence structure, indentations, underlining, and capitalization to emphasize and give weight and/or visibility to information the investigator deems more important. • Impartiality/Objectivity o The investigator is a fact finder. Report the material and evidentiary facts without addition or subtraction. o Do not conceal or withhold information. o Do not assume. o Do not conclude. o Maintain an unbiased and open mind about the case. o Avoid formulating preconceived ideas about the guilt of the accused. o Avoid becoming emotionally involved in the process of seeking information. • Clarity and Report Formatting o Arrange the contents of the report in discrete sections to facilitate the reader’s review and understanding of the report. o Write in chronological order. o Avoid ambiguous sentences and vague statements. o Additional parts of the complete report may include the title page, information on undeveloped leads, investigator’s conclusions, witness list, and exhibit/evidence list. • Summarize Succinctly • The reader should be able to look in both your introduction and your discussion to find a summary of your report, including the main focus, or problem, and the results of your investigation. • While your introduction should include a thorough explanation of the topic and the reason why your report is important, you may also include a brief description of your findings. This summary should only be a general statement, without any detail or explanation. While your introduction should include a thorough explanation of the topic and the reason why your report is important, you may also include a brief description of your findings. This summary should only be a general statement, without any detail or explanation. Once you have explained your results, begin your discussion section with a reminder of the main topic of your report. Remind the reader of what and why you were originally investigating before launching into your interpretation of the results. HMIS NOTES B.Boy Methodological of Report Writing • Typical report structure: Title page ▼ Contents ▼ Introduction ▼ Methodology ▼ Findings ▼ Conclusion ▼ Recommendations ▼ Bibliography ▼ Appendices ▼ Glossary HMIS NOTES B.Boy Numerate eight (8) Points to consider during report writing: o Read journals for your subject. o Remember that each finding should have a conclusion. o Think about what a report does. o Check department style and use that. o Clarify your aims before you start. o Consider who the reader is. o Gather information to explain or define a situation. o Swap with a friend; proof-read each other’s reports. o Consider what you will need to tell your reader to get them there. o Proof-read from end to beginning; this disrupts expectations. HMIS NOTES B.Boy Evaluation Questions • What is report? The report is a practical document that describes deals or analyses a situation such that the reader can take specific actions about the situation. • What are the types of report? o Factual report: gathering information that explain or define a situation o Instructional report: gathering information that explain a problem and offer a range of solutions o Persuasive report: gathering information that explain a problem and recommend a solution. • What are the principles of report writing? i. Accuracy ii. Completeness iii. Conciseness

NTA Level 5 • Semester 2 • PST05209 Utilization of Computer Packages in Ordering, Health Information Management • Source Session/Topic 8 Full source-text version: all educational wording from the extracted learning source is retained; only presenter/tutor metadata and web-layout noise are removed, while formatting is improved for readability. Session 8: Utilization of Computer Packages in Ordering, Invoicing, Dispensing, Selling and Inventory Management Learning Tasks By the end of this session, students are expected to be able to: • List common inventory management applications • Demonstrate procedures for electronic ordering • Demonstrate procedures for electronic invoicing • Demonstrate procedures for electronic dispensing • Demonstrate procedures for electronic selling • Carry out inventory management functions using computer (PRACTICAL) HMIS NOTES B.Boy Terminologies Found in Electronic – Commerce • Electronic Inventory Management Software/Application (EIMS) o It is software installed on the computer systems that enables a firm (in this case a pharmacy) to keep a check on the inventory levels by performing the automatic counting of inventories, recording withdrawals and revising the stock balance. • Electronic Invoicing(e-Invoicing ) o This is an act of electronically exchanging of the invoice document between supplier and a buyer in an integrated electronic format. Enlist two types of formats Allowed for an e-Invoice i. Structured invoice data issued in Electronic Data Interchange (EDL) or XML formats ii. Structured Invoice data Issued using standard Internet based web forms Note: true definition of an electronic invoice is that it should contain data from the supplier in a format that can be entered (integrated) into the buyers Account Payable (AP) system without requiring any data input from buyers AP administrator. • Ordering o Give an authoritative direction or instruction to do something o Any of a number of categories of relations that permit at least some members of their domain to be placed in order o Request (something) to be made, supplied, or served HMIS NOTES B.Boy Demonstrate Procedures for Electronic Ordering and Invoicing Electronic Ordering Captured from eLMIS • The first step is to login • Enter role of Buyer supply chain planner o Click order management menu , from the order management menu click create order o Click inside the ship to my site box and type the first few characters of your site. The system will automatically match the ship to sites, selected and list of that site will appear in the box below. Then select your site from the list. o Using the procedure described in step2, select vendor, ship from, vendor site o Using the date button and the time button, select the req. delivery date and req.ship date • Add lines HMIS NOTES B.Boy o Click adds line to add lines to the purchase order. o Chose product group o Click on product group button, select product group and click search. Select your product then click ok. o Click save option or submit option. o Click on approve for order and for confirmation order will go to a new status. • Electronic Dispensing o A good example is that of an Electronic Dispensing Tool (EDL) for which is a software program that helps pharmacy staff efficiently manage both patients and their antiretroviral. o it contains fields in which you fill relevant data that is used to monitor patient adherence, trace dispensing history, show therapy regimen and status changes also appointment keeping, inventory management, and early indicators of HIV medicine resistance to antiretroviral. o After a patient is identified it takes less time to attend to them. HMIS NOTES B.Boy • Electronic Selling o Also referred to as e-commerce is the buying and selling of goods and services over an electronic network, primarily the internet. o Types of transactions that occur o Business to business (B2B) o Consumer to consumer (C2C) o Business to Consumer (B2C) o Consumer to Business (C2B) HMIS NOTES B.Boy List Common Inventory Management Applications Software • What are examples of inventory management software o Electronic Logistic Management Information System (eLMIS) Is a revolutionary and cost-effective system of health data management that ensures greater commodity security and better health outcomes for people in a given locality like say Tanzania. o District Health Information Software 2 (DHIS2) is a free and open source health management data platform used by multiple organizations, and governments worldwide. Since DHIS2's release in 2006, NGOs and national governments in 60 countries have deployed DHIS2 for health-related projects, including patient health monitoring, improving disease surveillance and pinpointing outbreaks, and speeding up health data access. o Zoho Inventory Popular inventory management solution for small and large companies, used to automate their order and inventory management, and to keep track of delivery in order to make smarter business decisions. It also includes a powerful analytic and reporting kit, and out-of-the-box features such as inventory replenishment for avoiding stock-outs. o Cin7 A complete, automated point-of-sales package and inventory management suite created to cater to the needs different business sizes and industries. Completely cloud-based, this platform offers top-of-the-line features that let you sell and distribute your products more quickly and efficiently. o TradeGecko A top-listed inventory specialists’ choice for cloud based and automated delivery of asset management services. Ideal for multi-channel and multiregional wholesalers and distributors who find it handy to manage sales, supply chains, and customer relationships from a single location. HMIS NOTES B.Boy o Brightpearl Another recommended multi-channel retail management system that is a solid TradeGecko alternative and helps businesses handle orders, inventory, customer data, accounting and reporting. It offers an advanced sales management kit, and integrates with all popular marketplaces and payment gateways. o SellerCloud An eCommerce and inventory management solution used to manage the full scope of multi-channel selling. From inventory and warehouse management, publishing listing to marketplaces, to order processing and shipping, as well as accounting integration, this Zoho Inventory alternative does all the work needed. o Logiwa A cloud-based warehouse management software that caters specifically to small and medium-sized businesses in the retail and e-commerce industries, giving them a user-friendly platform that comes with all

NTA Level 5 • Semester 2 • PST05209 Components of WHO Health Management Health Information Management • Source Session/Topic 9 Full source-text version: all educational wording from the extracted learning source is retained; only presenter/tutor metadata and web-layout noise are removed, while formatting is improved for readability. Session 9: Components of WHO Health Management Information System Learning Tasks By the end of this session, students are expected to be able to: • Define health management information system • List components of the WHO health management information system • Explain the importance of health management information system • List key performance indicators of health management information system HMIS NOTES B.Boy World Health Organization (WHO) is the Organization that deals with giving the Guidelines to all Health Institutions and Hospitals on different ways to deals with diseases the medications for different disease the way to handle Physiotherapy issues the Foods required for different patients and billing for medications. Terminologies Found in World Health Organization (WHO) • System A collection of components that work together to achieve a common objective. • An information system (IS) is an organized system with interrelated components used for the collection, organization, storage and communication of information. • Health information systems (HIS) capture, store, manage, or transmit information related to the health of individuals or the activities of an organization that work within the health sector • Health information management (HIM) deals largely with patient or individual health-related data. • Health Management Information System (HMIS) Is a data collection system specifically designed to support planning, management, and decision making in health facilities and organizations. HMIS NOTES B.Boy When WHO Guideline Book Sent to any Country Example Tanzania will reach to the Department of Heath for Check up and other decision making, during their checkups the factors or kind of Information that they will be looking are as follows • Health planners and decision-makers need different kinds of information including: o Health determinants: In this part they look for the following issues Socioeconomic factors For social Economic Factor means Availability of resources to meet daily needs as  Job Opportunities  Living wages  Health Foods  Poverty  Quality of Schools  Transportations Environmental factor  Exposure to Toxic or Hazards  Physical barriers for people with disabilities Behavioural factors  Diet  Physical Activities  Alcohols  Cigarette  Hand washings Genetic Factors  Heritage diseases  Age  Sex  HIV Status  Haemophilic and the contextual environments within which the health system operates. HMIS NOTES B.Boy o Inputs to the health system and related processes  Policy and organization  Health infrastructure  facilities and equipment  Costs  Human and financial resources  and health information systems. o The performance or outputs of the health system  Availability  Accessibility  Quality and use of health information and services  Responsiveness of the system to user needs  And financial risk protection. o Health outcomes  Mortality  Morbidity  Disease outbreaks  Health status  Disability  And wellbeing. o Health inequities  Determinants  Coverage of use of services  Health outcomes  And including key stratifies such as sex, socioeconomic status, ethnic group  And geographical location. • A good health information system brings together all relevant partners to ensure that users of health information have access to reliable, authoritative, usable, understandable and comparative data. HMIS NOTES B.Boy Components of WHO Health Management Information System • There is clear value in defining what constitutes a health information system and how its components interact with one another to produce better information for better decisions and better health. • HMIS is build-up with six components and these components are further grouped into three elements which are: inputs, processes, and outputs. • Inputs refer to resources. • Processes touch on how indicators and data sources are selected and data are collected and managed. • Outputs deal with the production, dissemination, and use of information. Describe the six components of a health information system / WHO The main components are three (Input, processing and Output) Explanation of the Components • Inputs In the Input Component of WHO it deals with Resources of Health Information System Define Health information system resources It’s one of the Component of WHO that deals with regulatory, planning frameworks required to ensure a fully functioning health information system, and the resources. List five (5) kind of Health information system resources i. Personnel ii. Financing iii. Logistics support iv. Information and communications technology (ICT) v. And coordinating mechanisms within and among the six components. HMIS NOTES B.Boy • Processes In the Processes Component of WHO it deals with Indicators, Data sources and Data Managements. o Indicators. • A core set of indicators and related targets for the three domains of health information is the basis for a plan and strategy for a health information system.  Indicators need to encompass determinants of health; health system inputs, outputs, and outcomes; and health status. o Data sources Mention two main categories of Data Sources: i. Population-based approaches: censuses, civil registration, and population surveys ii. Institution-based data: individual records, service records, and resource records. o Data management. • This covers all aspects of data handling: collection, storage, quality-assurance, flow, processing, compilation, and analysis. • Outputs o Information products. • Data must be transformed into information that will become the basis for evidence and knowledge to shape health action. o Dissemination and use. • The value of health information can be enhanced by making it readily accessible to decision makers (giving due attention to behavioural and organizational constraints) and by providing incentives for information use. HMIS NOTES B.Boy List six Components of HMIS/ WHO/ HMS i. Health information system resources ii. Indicators iii. Data sources iv. Data management. v. Information products vi. Dissemination and use. List five (5) Key performance indicators of health management system/ WHO/ HMIS i. Output indicator ii. Input indicator iii. Efficient Indicator iv. Process indicator v. Agency level indicator List eight

NTA Level 5 • Semester 2 • PST05209 Utilization of HMIS (MTUHA) Database in Capturing and Managing Pharmaceutical Data Health Information Management • Source Session/Topic 10 Full source-text version: all educational wording from the extracted learning source is retained; only presenter/tutor metadata and web-layout noise are removed, while formatting is improved for readability. 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: • Define HMIS (MTUHA) • List commonly used HMIS (MTUHA) tools • Capture and process data using (HMIS) MTUHA database software (PRACTICAL)-DHIS 2 Software • Generate reports from (HMIS) MTUHA database (PRACTICAL)- DHIS 2 Software HMIS NOTES B.Boy HMIS/MTUHA • MFUMO WA TAARIFA ZA UENDESHAJI WA HUDUMA ZA AFYA The system is categorized into two parts i. The Books parts and the departments that are involved in filling MTUHA ii. The database part or the system usage part The purposes of HMIS • To gain the knowledge on how to use HMIS • How to store data • How to report data • How to access • How to share • How to use data available in HMIS MTUHA have 20 books were specific are 16 and 4 additional HMIS NOTES B.Boy 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 • HMIS is a decentralized, integrated and functional system. Background of HMIS • Introduction to HMIS started mid 1980s. By 1994 first version of HMIS was full role out countrywide • In 1997 HMIS there were major revision whereby the second version was role out countrywide • The third version was revised in 2010 and piloted in Pwani region in 2011 • By 2013 it was role out countrywide HMIS NOTES B.Boy Source of MTUHA data HMIS data will be extracted from the following main areas: • Outpatient department (including dental and eye clinics) • Inpatient department (IPD) • Diagnostics services (laboratory and Radiology) • Reproductive and Child Health (RCH) services • Pharmacy • Pathology department • Medical records department • Administration • Accounts • Information from the Community as per Book 3 • Procurement and supplies department Key Issues in HMIS • Confidentiality • Health facility management • Tools and equipment • Quality of health care HMIS NOTES B.Boy Explanation of Key Issues Confidentiality • All service providers using HMIS are subjected to confidentiality regarding HMIS data. • All health facility Patients/Client records are strictly confidential and should not be handled by or exposed to unauthorized person. Mention the Audiences of MTUHA Data. Authorized persons include the following groups: i. Health personnel who is under employment in the hospital and whose duties require the handling of patient/client records. ii. Health personnel of the District Medical Office. iii. Health personnel of the Regional Medical Office. iv. Health personnel of Ministry of Health and Social Welfare institutions and programmes. v. Officials of the MoHCDGEC headquarters. vi. Any other person officially designated by the Government of the United Republic of Tanzania (e.g., Government, Parliament, the judiciary and executives) vii. The MoHCDGEC emphasizes that the Responsibility of maintaining patient/client 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. HMIS NOTES B.Boy Health Facility Management HMIS facilitates good management of a health facility through: • Monitoring the staff: Number of staff, work stations, and work schedule • Monitoring workloads: Determining proper allocation of the staff based on workloads • Monitoring income and expenditure of resources to ensure appropriate provisions are available and disbursements for service improvement, maintenance and repairs of buildings, equipment and salaries are made • Monitoring and discussing problems, ideas for improvement, special events in staff 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: • To meet the cost of trainings and repair of essential equipment • To ensure availability of medicine and supplies used routinely Quality of Health Care HMIS facilitates improvement of the quality of health care provided through: • Improving coverage and quality of preventive services • Lowering the morbidity and mortality in served population • Improve community services such as outreach activities HMIS NOTES B.Boy HMIS Tools HMIS uses three main tools in collection, analysis, storage, management, and reporting of data: • Books/registers • Tally sheet forms • Monthly report forms 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 HMIS NOTES B.Boy • HMIS (MTUHA) Departmental registers used to collect data at hospital level: o Laboratory register o Physiotherapy register o Mortuary register • HMIS books are subdivided into five (5) main groups: i. HMIS Guideline ii. Data Collection Books iii. Tally Sheet Forms iv. Monthly Report Forms v. Annual Report Book Explanation of HMIS books groups. • HMIS Guideline 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

NTA Level 5 • Semester 2 • PST05209 Analysis of Data Using HMIS (MTUHA) Database Health Information Management • Source Session/Topic 11 Full source-text version: all educational wording from the extracted learning source is retained; only presenter/tutor metadata and web-layout noise are removed, while formatting is improved for readability. Session 11: Analysis of Data Using HMIS (MTUHA) Database (PRACTICAL) Learning Tasks By the end of this session, students are expected to be able to: • Establish trends of pharmaceutical services from HMIS (MTUHA) database • Identify pharmaceutical services problems from analyzed data • Prepare reports Establish Trends of Pharmaceutical Services from HMIS (MTUHA) Database List three trends of Pharmaceutical Service while using inventory program tools i. HMIS ii. LMIS iii. DHIS Explanation of Pharmaceutical trends using Inventory Tools HMIS • Health management information systems (HMIS) collect, aggregate, and use service data from health facilities • Logistics management information systems (LMIS) collect and use commodity supply data from health and storage facilities • A HMIS collects and reports program information, such as incidence of disease, client/patient information, and health services rendered. • HMIS data can be used to determine disease patterns or to track health services use, as well as to monitor and evaluate health service delivery. • DHIS2 is the most widely used application in LMISs, and is optimized for data reporting. HMIS NOTES B.Boy LMIS • A LMIS is a system that is used to collect, organizes, and present logistics data gathered from all levels of the health system. • An LMIS enables logisticians to collect the data needed to make informed decisions that will ultimately improve product availability and patient treatment. • One immediate decision that is made based on logistics data is the quantities of products that should be resupplied to health facilities. • An LMIS provides data needed to operate a supply chain. o It collects data about health products such as quantities consumed, stock on hand, losses and adjustment. o It collects data from stores, dispensing records area. DHIS 2 • The Tanzania HMIS (MTUHA) database software is called DHIS 2 • DHIS 2 is platform independent • DHIS 2 can run on both on-line (with the internet) and offline (without the internet) modes. DHIS 2 Software • DHIS2 provides a powerful set of tools for data collection, validation, reporting and 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 • it is used for Capturing, managing, and analysing of data • Highly flexible and configurable platform with a wide variety of use cases • Free and open source software • Extensible through Web APIs and other applications HMIS NOTES B.Boy LMIS A LMIS is a system that is used to collect, organizes, and present logistics data gathered from all levels of the health system. It’s the system used by Pharmacists to order medicines to MSD it uses the Database called eLMIS (Electronic Management Information System) Who created eLMIS? • The electronic Management Information System (eLMIS) is an ordering and reporting system built by Ministry of Health Community Development, Gender, Elderly and Children (MOHCDGEC) in Tanzania • eLMIS is a web-based application which computerizes existing paper-based logistics management information systems (LMIS) and it collects, organizes and manages, logistics data. The goal of eLMIS is to improve health logistics data collection, aggregation and presentation. HMIS NOTES B.Boy In eLMIS the form thus its used to do requesting and Reporting its called R&R Form In eLMIS medicines are order after every 3 months The Categories to Order Medicine are as follows • ILS • ARV/ IO • Lab Supplies • TB/ IVD Where do R&Rs go? HMIS NOTES B.Boy HMIS NOTES B.Boy HMIS NOTES B.Boy Features and functionality of LMIS in relation to pharmaceutical services Explanation for features of LMIS • Requisitions and Ordering o Create, authorize, approve report and requisitions, both regular, based on configured processing periods, and emergency. o Supports offline data capture on key screens. o Executes complex and configurable approval hierarchies. o Calculates order amounts based on average consumption and max policies. o Complex data validations to support quality data capture. o Generate orders for external fulfillment based on approved requisitions. • Setup and Customization o Manage system users, role assignments, programs, facilities, orderable and associations with bulk upload and administrative screens. o Configure the system to match your processing and reorder periods, policies and facility hierarchy. • Stock Management o Record transactions and view electronic stock cards (supports lot info) o Perform physical inventory & adjustments o Track ins/outs of stock – send and receive stock HMIS NOTES B.Boy Linking HMIS and LMIS in Tanzania HMIS LMIS System used DHIS 2 eLMIS Data collected Services (Patient, Product used for cases) that service Where data comes Services records Stores and from dispensing records area Frequency of data Monthly Quarterly reporting from facilities Who enters data District HMIS focal District pharmacist electronically in person the system Differentiate between the following Pull system Push system Request order Receive order Customer demands Supplier demands Good communication Poor communication Consume much time Consume less time HMIS NOTES B.Boy Evaluation Questions • What are the common trends for data collection? Establish Trends of Pharmaceutical Services from HMIS (MTUHA) Database List three trends of Pharmaceutical Service while using inventory program tools i. HMIS ii. LMIS iii. DHIS • What is data analyzing? Data analysis: It is a process of inspecting, cleaning, transforming, and modeling of data with the goal of highlighting useful information and suggesting conclusions. • What is the importance of data analyzing? • Helps in decision making • Set strategies to achieve certain goal • Staff workload reduce • Management commodities • Disease outbreak REDUCES • Characteristics of population served I.E Morbidity and Mortality. HMIS NOTES B.Boy ← Previous TopicNext Topic →View all Health Information Management topicsOpen Complete Full Notes PDF / OFFLINE NOTES Unataka kutumiwa notes hizi kupitia WhatsApp?Kwa notes zilizopangiliwa vizuri kwa kusoma offline