e-health Records in a Public Hospital: Kapkatet District Hospital Leadership, Management & Governance: Technology Innovation for Better Health Management e-health Records in a Public Hospital: Kapkatet District Hospital Presenter: Dr. Kenneth Sigilai Medical Superintendent
KAPKATET DISTRICT HOSPITAL Location: Bureti district, Kericho county, Rift Valley province.
In The Beginning All our Medical records were Manual: Patients carried OPD Books. (OPD Card system collapsed long ago) Patients Registered Manually as they came Multiple registers maintained at every point MR Receipt books used to collect cost-sharing revenue.
Medical Files archives
The Problem with manual system OPD Book : Got lost, torn & tattered. Easily Landed on the wrong hands Registers Got torn Difficult to trace Records Consumed lots of stationary MR receipts: Money Disappeared
Our Solution Hospital commissioned an integrated Hospital Management system. ( year 2006) Tasked local vendors to develop a system tailored to GOK-MOH Data capture, clerkship and accounting norms Development phased depending on funding ability. Funded largely using cost-sharing funds. Currently covers the whole of Outpatient services and part of in-patient services
OPD Registration Desk
What Does It Do? Register Patients Used by outpatient clinicians for clerkship Used by diagnostic services to post results Used by pharmacy staff to dispense Revenue collection Generates reports for sectional heads & hospital managers
System modules Out patient: Registration Clinic Officer Laboratory Payments Pharmacy In patient: Admission Ward Attendance Discharge Revenue Receipts and payments Laboratory laboratory test, results and reports Pharmacy Purchases, stock control & dispensing Maternity maternity information Reports MOH standard reports
INFORMATION FLOW CHART OUT PATIENT PROCESS IN PATIENT PROCESS Reg. CO. Lab Admission. Patient-File. Revenue. Pharmacy. Pharmacy. Billing. Dismissed Discharge.
Milestones OPD fully functional Learning curve complete: most staff members now conversant and compliant Over 50 computer terminals active Future plans: Roll out the system to cover all in-patient services
Paperless OPD
Impact Waiting time drastically reduced in Medical records trace-able OPD Reception/Registration area (2 minutes) OPD Clinics (7 minutes) Pharmacy (4 minutes) Revenue office. (5 minutes) Medical records trace-able OPD reports instant and real time Increased demand for service (more clients) Revenue has increased 10 times (from 0.5 million in 2006 to 4.5 million, 2012 / month)
Lessons learnt Its possible to apply technology in resource constraint settings E-records significantly assist hospital management Increased work-load and reduced revenue leakages leads to more resources for improving hospital environment, infrastructure and services It requires visionary leadership to innovate
Recommendations MOH should embrace IT, e-records & electronic HMS There is need of standardization Central sourcing of software could greatly cut cost and allow smaller facilities access e-records