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CHMIS Register Manual Community Health Services Division Ministry of Health and Social Welfare Monrovia, Liberia Health Management Information System (HMIS) Community Health Management Information System (C-HMIS) Standard Operations Manual August 2014 Table of Contents Acknowledgments ..............................................................................................3 Acronyms and abbreviations ..............................................................................4 Introduction and Background .............................................................................6 Chapter 1: Community Health Information System Design .................................7 What is the health management information system? ................................................................... 7 What is the Objective of the Community Health Management Information System (C-HMIS)? .... 8 Role and responsibilities in C-HMIS management ........................................................................... 8 Liberia C-HMIS Information flow .................................................................................................... 10 Chapter 2: Constructing the Community Profile ................................................ 11 Household Listing Form .................................................................................................................. 11 Community Profile Form ................................................................................................................ 17 Chapter 3: The gCHV Ledger ............................................................................. 23 gCHV Ledger Form-1: Birth Registry ............................................................................................... 24 gCHV Ledger Form-2: Death Registry ............................................................................................. 29 gCHV Ledger Form-3: gCHV Medication Guide .............................................................................. 34 How to use gCHV Medication Guide? ............................................................................................ 34 gCHV Ledger Form-4: gCHV Consultation Register ........................................................................ 38 gCHV Ledger Form-5: Health Education ......................................................................................... 50 gCHV Ledger Form-6: Drug & Commodity Accountability Form .................................................... 59 gCHV Ledger Form-7: Maternal and Child Health Drug & Commodity Distribution Tracking ....... 66 gCHV Ledger Form-8: Drug & Commodity Accountability Form (Family health) ........................... 71 gCHV Ledger Form-9: Maternal and Child Health Mass Drug Distribution Tracking ..................... 72 gCHV Ledger Form-10: Meeting Schedule...................................................................................... 74 gCHV Ledger Form-11: Supervision Register .................................................................................. 76 gCHV Ledger Form-12: Monitoring & Evaluation (Performance Indicators) ................................. 78 gCHV Ledger Form-13: Family Planning Commodity Accountability Form .................................... 84 gCHV Ledger Form-14: Drug & Commodity Distribution Tracking (Family Planning Commodities) ................................................................................................................................. 87 gCHV Ledger Form-15: Family Planning Distribution Tally ............................................................. 89 Chapter 4: TTM Ledger .................................................................................... 91 TTM Ledger Form-16: Pregnant Women Listing Form ................................................................... 91 C-HMIS Standard Operations Manual Page 1 TTM Ledger Form-17: TTM Monthly Performance Tally Form ...................................................... 98 TTM Ledger Form-18: TTM Supervision Form .............................................................................. 103 TTM Ledger Form-19: TTM's Drugs and Commodity Inventory Form ......................................... 106 Chapter 5: Data Reporting and Computerized Data Entry ............................... 110 Instructions for completing the C-HMIS Monthly CHV Report .................................................... 111 Data entry with DHIS 2 ................................................................................................................. 130 Chapter 6: Data quality and Use of Information .............................................. 132 Data quality assurance ................................................................................................................. 133 Use of information for decision making ....................................................................................... 133 Chapter 7: C-HMIS Management .................................................................... 135 Organizations rules ....................................................................................................................... 135 Management of resources ........................................................................................................... 136 Annex 1. C-HMIS CHV Monthly Report ........................................................... 138 This manual is made possible by the generous support of the American people through the United States Agency for International Development (USAID). The contents are the responsibility of JSI and do not necessarily reflect the views of USAID or the United States government. C-HMIS Standard Operations Manual Page 2 Acknowledgments The Ministry of Health and Social Welfare (MOHSW), on behalf of the Government of Liberia, wishes to whole-heartedly extend thanks and appreciation to all the institutions and individuals who participated in the development of this Community Health Management Information System (C- HMIS) Operations Manual, which is an essential part of the Community Health System in Liberia. The process of creating the Community Health Management Information System (C-HMIS) Operations Manual has been led jointly by the Community Health Services Division and Health Management Information System Unit at the MOHSW, and with the involvement of other vertical programs and MOHSW departments, who have provided inputs and contributed to the development of the document. We thank the staff of various units and directorates at the MOHSW for their invaluable time and contributions. In addition, our special recognition and appreciation go to the following health partners who tirelessly provided technical support to the development of this Operations Manual: 1. United States Agency for International Development (USAID) 2. UNICEF 3. Rebuilding Basic Health Services (RBHS) 4. EQUIP- Liberia 5. Samaritan’s Purse 6. Tiyatien Health 7. Plan Liberia We hope that the Technical Working Group (TWG) who has created this Operations Manual will continue to assist with the rollout process of the Community Health Information system to the communities in Liberia as part of the MOHSW HMIS. Let us work together to further institutionalize the National Community Health System so that it will contribute to the service delivery system and the health of the population of Liberia. C-HMIS Standard Operations Manual Page 3 Acronyms and abbreviations ABC Abstinence, Being Faithful, Condoms ACT Artemisinin-based combination therapy AIDS Acquired immune deficiency syndrome ANC Ante-natal care ARI Acute Respiratory Infection ART Anti-retroviral therapy CDD Community Directed Distributor CH Community Health CHC Community Health Committee CHDC Community Health Development Committee CHEST Community Health Education Skill Tools C-HMIS Community Health Management Information System CHO County Health Officer CHSD Community Health Services Division CHSS Community Health Service Supervisor CHT County Health Team CHV Community health volunteer CM Certified midwife DHO District Health Officer EPI Expanded Program on Immunization EPHS Essential Package of Health Services FP Family planning gCHV (General) community health volunteer HH Household HHP Household Promoter HIS Health information system HIV Human immunodeficiency virus HMIS Health management information system IPT Intermittent preventive treatment of malaria (in pregnancy) HBMNC Home-based maternal, neonatal and child health care IPT2 Intermittent preventive treatment of malaria (in pregnancy), 2nd dose IR Intermediate result IRC International Rescue Committee IRS Indoor residual spraying (of anti-malarial insecticide) ITN Insecticide-treated net LLITN Long Lasting Insecticide Treated Net M&E Monitoring and evaluation MOHSW Ministry of Health and Social Welfare NGO Non-governmental organization NHPP National Health Policy and Plan 2007-2011 NHSWPPNHPD National Health andPromotion Social WelfareDivision Policy and Plan 2011-2021 NN Neonatal OIC Officer in charge ORS Oral rehydration salts/solution PCM Paracetamol C-HMIS Standard Operations Manual Page 4 PPC Postpartum Care PS Peer Supervisor RBHS Rebuilding Basic Health Services RDT Rapid Diagnostic Test RH Reproductive health SOPs Standard operating procedures TB Tuberculosis TBA Traditional Birth Attendant TOT Training of trainers TM Traditional midwife TTM Trained traditional midwife USAID United States Agency for International Development C-HMIS Standard Operations Manual Page 5 Introduction and Background The Liberia National
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