The Study on Improvement of Management Information Systems in Health Sector in the Islamic Republic of Pakistan Dhis Manual
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JAPAN INTERNATIONAL COOPERATION AGENCY (JICA) MINISTRY OF HEALTH, ISLAMIC REPUBLIC OF PAKISTAN THE STUDY ON IMPROVEMENT OF MANAGEMENT INFORMATION SYSTEMS IN HEALTH SECTOR IN THE ISLAMIC REPUBLIC OF PAKISTAN DHIS MANUAL FEBRUARY 2007 NATIONAL HEALTH INFORMATION RESOURCE CENTER HM SYSTEM SCIENCE CONSULTANTS INC. JR 06-46 Japan International Cooperation Agency Ministry of Health, Islamic Republic of Pakistan THE STUDY ON IMPROVEMENT OF MANAGEMENT INFORMATION SYSTEMS IN HEALTH SECTOR IN THE ISLAMIC REPUBLIC OF PAKISTAN FINAL REPORT DHIS MANUAL February 2007 System Science Consultants Inc PART I PROCEDURES MANUAL Procedures Manual For District Health Information System (DHIS) Pakistan The Study on Improvement of Management Information Systems in Health Sector in the Islamic Republic of Pakistan National Health Information Resource Center, Ministry of Health, Pakistan Japan International Cooperation Agency (JICA) Systems Science Consultants, Inc. Contents Table 1 List of DHIS Instruments......................................................................................1 Table 2 When and Who Fills the DHIS Instruments.........................................................2 Table 3 Source of Data for DHIS Monthly Reports ........................................................82 Table 4 Detail Description of Data Source for DHIS Monthly Report ...........................83 Procedures Manual 1. Central Registration Point Register .................................................................................4 2. OPD Ticket ....................................................................................................................8 3. Outpatient Department Register....................................................................................11 4. OPD Abstract Form.......................................................................................................18 5. Laboratory Register.......................................................................................................20 6. Radiology/ Ultrasonography Register...........................................................................24 7. Indoor Patient Register ..................................................................................................27 8. Indoor Abstract Form ....................................................................................................30 9. Daily Bed Statement Register........................................................................................32 10. Operation Theater (OT) Register...................................................................................35 11. Family Planning Register ..............................................................................................38 12. Family Planning Card....................................................................................................43 13. Maternal Health Register...............................................................................................45 14. Antenatal Card...............................................................................................................52 15. Obstetric Register..........................................................................................................55 16. Daily Medicine Expense Register .................................................................................63 17. Stock Register (Medicine/ Supplies) .............................................................................64 18. Stock Register (Equipment/ Furniture/ Linen) ..............................................................66 19. Community Meeting Register........................................................................................68 20. Facility Staff Meeting Register......................................................................................69 21. PHC Facility Monthly Report Form..............................................................................72 22. Secondary Hospital Monthly Report Form....................................................................76 23. Catchment Area Population Chart.................................................................................87 Procedures Manual Vol.2 Organizational Structure of DHIS management.................................................................105 Description of the Monthly Feedback Report.....................................................................112 Appendix 1. Run and Control Charts ..................................................................................................128 2. Use of DHIS Information by Health Manager................................................................131 TABLE 1: LIST OF DHIS INSTRUMENTS DHIS Instrument No. DHIS Instrument Page No. DHIS – 01 (R) Central Registration Point Register 4 DHIS – 02 (F) OPD Ticket 8 DHIS – 03 (R) Outpatient Department Register 11 DHIS – 04 (F) OPD Abstract Form 18 DHIS – 05 (R) Laboratory Register 20 DHIS – 06 (R) Radiology/Ultrasonography Register 24 DHIS – 07 (R) Indoor Patient Register 27 DHIS – 08 (F) Indoor Abstract Form 30 DHIS – 09 (R) Daily Bed Statement Register 32 DHIS – 10 (R) Operation Theater (OT) Register 35 DHIS – 11 (R) Family Planning Register 38 DHIS – 12 (C) Family Planning Card 43 DHIS – 13 (R) Maternal Health Register 45 DHIS – 14 (C) Antenatal Card 52 DHIS – 15 (R) Obstetric Register 55 DHIS – 16 (R) Daily Medicine Expense Register 63 DHIS – 17 (R) Stock Register (Medicine/Supplies) 64 DHIS – 18 (R) Stock Register (Equipment/Furniture/Linen) 66 DHIS – 19 (R) Community Meeting Register 68 DHIS – 20 (R) Facility Staff Meeting Register 69 DHIS – 21 (MR) PHC Facility Monthly Report Form 72 DHIS – 22 (MR) Secondary Hospital Monthly Report Form 76 DHIS – 23 (MR) Tertiary Hospital Monthly Report Form - DHIS – 24 (YR) Catchment Area Population Chart 87 DHIS – 25 (YR) Health Institute Database (HIS) Report Form - 1 Table 2: When and Who Fills the DHIS Instruments Who uses/fills the DHIS INSTRUMENT When the instrument is filled? instrument? 1. CENTRAL REGISTRATION The CRP Staff at RHC, At the time of patient /client POINT REGISTER THQH & DHQH registration at CRP 2. OPD TICKET i. The CRP staff At the time of patient registration at CRP ii. The service provider at During OPD consultation to the OPD patient 3. OUTPATIENT DEPARTMENT The service provider at OPD At the time of consultation at REGISTER or Emergency Department OPD/Emergency Department. 4. OPD ABSTRACT FORM Service provider or assistant At the end of the day after completing the OPD consultations 5. LABORATORY REGISTER Laboratory staff i. At the time a patient comes to the laboratory for tests, and ii. After the complication of tests, to note test results 6. RADIOLOGY/ Radiology Department Staff i. At the time a patient comes to ULTRASONOGRAPHY the radiology/ultrasound REGISTER department for investigations, and ii. After the completion of investigations, to note the results 7. INDOOR PATIENT On-duty Nurse (Charge- i. At the time of admission of the REGISTER Nurse/Head Nurse) in the patient in the ward and ward ii. At the time of discharge from the ward 8. INDOOR ABSTRACT FORM Charge-Nurse/Head Nurse At the end of the month 9. DAILY BED STATEMENT On-duty Nurse (Charge- At the end of the day, i.e., at REGISTER Nurse/Head Nurse) during midnight the evening shift in the ward 10. O.T. REGISTER OT Nurse ( Charge- i. Before the operation to note Nurse/Head Nurse) basic data on the patients to be operated, and ii. After the operation to note operation procedure and result 11. FAMILY PLANNING WMO, LHV, FHT, or any At the time of Family Planning REGISTER other service provider service delivery to FP clients 2 Who uses/fills the DHIS INSTRUMENT When the instrument is filled? instrument? 12. FAMILY PLANNING CARD WMO, LHV, FHT, or any At the time of Family Planning other service provider service delivery to FP clients 13. MATERNAL HEALTH WMO or LHV During consultation to pregnant REGISTER women for ANC or PNC services 14. ANTENATAL CARD Obstetrician, WMO, LHV During ANC check-up 15. OBSTETRIC REGISTER WMO, Nurse in i. Basic data filled at the time of Obstetric/female ward and admission of the pregnant WMO/Nurse/LHV woman/patient in the ward/labor managing the labor room room ii. Outcome data filled after delivery iii. Discharge/death/referral data on discharge/death/referral 16. DAILY MEDICINE EXPENSE Dispenser At the end of the day REGISTER 17. STOCK REGISTER Store-keeper or dispenser At every transaction of (MEDICINE/SUPPLIES) medicines and other supplies made in or out of the facility- store 18. STOCK REGISTER Store-keeper or dispenser At every transaction of (EQUIPMENT/FURNITURE/ equipment/furniture/linen made LINEN) in or out of the facility-store 19. COMMUNITY MEETING Facility in-charge or person After holding the community REGISTER holding the community meeting meeting 20. FACILITY STAFF MEETING Facility in-charge or After facility staff meeting REGISTER assistant 21. PHC FACILITY MONTHLY Designated person in the At the beginning of each month REPORT FORM facility 22. SECONDARY HOSPITAL Designated person in the At the beginning of each month MONTHLY REPORT FORM facility 23. TERTIARY HOSPITAL Designated person in the At the beginning of each month MONTHLY REPORT FORM facility 24. CATCHMENT AREA Facility in-charge or Every year in January POPULATION CHART assistant 25. HID REPORT FORM Designated person in the Every year in January facility 3 1. Central Registration Point Register DHIS – 01 (R) This register is maintained by the