1. 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

2. KAPKATET DISTRICT HOSPITAL
Location: Bureti district, Kericho county, Rift Valley province.

3. 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.

4. Medical Files archives

5. 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

6. 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

7. OPD Registration Desk

8. 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

9. 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

10. INFORMATION FLOW CHART
OUT PATIENT PROCESS
IN PATIENT PROCESS
Reg.
CO.
Lab
Admission.
Patient-File.
Revenue.
Pharmacy.
Pharmacy.
Billing.
Dismissed
Discharge.

11. 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

12. Paperless OPD

13. 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)

14. 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

15. 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