Federal Democratic Republic of Ethiopia

OCCUPATIONAL STANDARD

Health Information Technique

MOE MOH
NTQF Level IV

Ministry of Education
June, 2011

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 Introduction

Ethiopia has embarked on a process of reforming its TVET-System. Within the

policies and strategies of the Ethiopian Government, technology transformation – by
using international standards and international best practices as the basis, and,
adopting, adapting and verifying them in the Ethiopian context – is a pivotal element.
TVET is given an important role with regard to technology transfer. The new
paradigm in the outcome-based TVET system is the orientation at the current and
anticipated future demand of the economy and the labor market.

The Ethiopia Occupational Standards (EOS) is the core element of the Ethiopian
National TVET-Strategy and an important factor within the context of the National
TVET-Qualification Framework (NTQF). They are national Ethiopian standards,
which define the occupational requirements and expected outcome related to a
specific occupation without taking TVET delivery into account.

This document details the mandatory format, sequencing, wording and layout for the
Ethiopia Occupational Standard which comprised of Units of Competence.

A Unit of Competence describes a distinct work activity. It is documented in a

standard format that comprises:
 Occupational title and NTQF level
 Unit title
 Unit code
 Unit descriptor
 Elements and Performance criteria
 Variables and Range statement
 Evidence guide

Together all the parts of a Unit of Competence guide the assessor in determining
whether the candidate is competent.

The ensuing sections of this EOS document comprise a description of the

occupation with all the key components of a Unit of Competence:
 chart with an overview of all Units of Competence for the respective level (Unit of
Competence Chart) including the Unit Codes and the Unit titles
 contents of each Unit of Competence (competence standard)
 occupational map providing the technical and vocational education and training
(TVET) providers with information and important requirements to consider when
designing training programs for this standards and for the individual, a career
path

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UNIT OF COMPETENCE CHART
Occupational Standard: Health Information Technique IV
Occupational Code: HLT HIT4 0611
NTQF Level IV
HLT HIT4 01 0611 HLT HIT4 02 0611 HLT HIT4 03 0611
Organized and Medical records Collect Daily Activity and
maintain medical documentation, Enter Data into Formats
record room arrangement,
transportation and
tracing

HLT HIT4 04 0611 HLT HIT4 05 0611 HLT HIT4 06 0611

Clients / Patient Implement & monitor Apply Principles of Health
Privacy Right and Admission/ Discharge Information for Health
Confidentiality filing procedure. Service Delivery

HLT HIT4 07 0611 HLT HIT4 08 0611 HLT HIT4 09 0611

Assist in Health Care Deliver Service and Use Information
Planning and Disease Reports Communication
Administration Technology to Produce
Coded Clinical Data

HLT HIT4 10 0611 HLT HIT4 11 0611 HLT HIT4 12 0611

Design, Produce and Prepare Health Care Monitor Health Record
Manage Mid-sized Statistics Documentation
Database

HLT HIT4 14 0611 HLT HIT4 15 0611

HLT HIT4 13 0611
Manage and Maintain Apply and Promote
Establish and Manage
Small/Medium Effective
Quality Standards
Business Operations Communication Skills

HLT HIT4 16 0611 HLT HIT4 17 0611 HLT HIT4 18 0611

Complete Database Monitor Implementation
Lead small teams of Work plan/Activities
Back-Up and Recovery

HLT HIT4 19 0611

Demonstrate Work
Values

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Occupational Standard: Health Information Technique Level IV
Unit Title Organize and maintain Medical Record Room
Unit Code HLT HIT4 01 0611
Unit Descriptor The unit provides brief history of the development Medical
record room and the way it could be organized and
maintained explaining the importance of record keeping
insuring proper arrangement of record room and free- dirt
documents by applying basic sanitation principles to insure
provision of good working environment.

Elements Performance Criteria

1. Apply health 1.1 Health record documentation is maintained at all
records to document times.
patients care 1.2 Patients health record documentation system is
ensured.
1.3 Methods used for daily data handling procedure is
Reviewed.
1.4 Routine maintenance is carried out in the record room
as per Standard Operational Plans (SOP’s) of the
institution ensured.
[Link] medical 2.1 Procedure of data maintenance is identified.
record keeping 2.2 Systems used to collect and record health data is
investigated.
2.3 Health information needs gaps and filing within the
intended time frame is assessed.
[Link] easy tracing 3.1. Documents cataloging procedure application is
mechanism ensured.
3.2. Documents numbering is ensured.
3.3. Documents arrangements in alphabetical order is
ensured.

4. Assess the working 4.1. The filing system for easy identification is ensured.
procedures. 4.2. Data timeliness and completeness is assessed.
4.3. Quality of data handling procedure is ensured based
on organization standard.
5. Apply proper 5.1. Arrangement of documents in chronological order is
documentation ensured.
system 5.2. Return of patient medical record on daily basis
ensured.
5.3. Completeness of daily registration formats is ensured.

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Variables Range
Health record and May include but not limited to:
documentation system
 Identifying first or repeat visit
 Ask for availability of tracer card to identify patient’s
record in case of repeated visit.
 Daily Register patients in the record book and document
as per organization standards.
 Provide tracer card to the patient if the visit is new.
 Distribute the patient records to examination rooms.
 Daily collect patient health record data from the OPD’S.
 Talley the daily visits.
Appropriate personnel May include:
 Janitor
 Health record officer
 Supervisor
Tools and equipments May include but not limited to:
 Formats
 Computer
 Tracer card
 Policies and Guide lines for free treatment procedures
 Shelves to archive
 Daily Record book or log book
 Card registration book for porters

Evidence Guide
Critical Aspects of Assessment requires that the candidate provide evidence
Competence of:
 Applied basic principles of Patient record keeping
procedures.
 Maintaining patient information confidentiality
procedures.
 Implementation of daily reporting mechanism in place.
 Clean handling of patient records.
 Data categorization and archival systems.
 Principles and procedures of clean data handling.
Underpinning Demonstrate knowledge of:
Knowledge and Attitudes  Basic clean data handling

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 Basic communication principles.
Legible and clean hand writing.
Documentation
Reporting
English and local language
The Basic principles of clean handling of patient
records.
 The basic principles of data categorization and archival
system used by the institution.
Underpinning Skills Demonstrate:
 Basic communication skill
 Writing skill
 Proper documentation skill
 Local Language and English writing skill
 Reporting skill
 Basic computer skill
 Clean handling of patient records.
 Data categorization and archival
Resource Implications Resource requirements include:
 All the relevant resources commonly provided in the
health service setting.
 Specific tools may include listed in the tools and
equipment section

Methods of Assessment Competence may be assessed through:

 Practical assessment by direct observation of
tasks through simulation/Role-plays
 Written exam/test on underpinning knowledge
 questioning or interview on underpinning
knowledge
 project-related conditions (real or simulated) and
require evidence of process
 Portfolio Assessment (e.g. Certificate from training
providers or employers)
Assessment methods must confirm the ability to access
and correctly interpret and apply the essential
underpinning knowledge
Context of Assessment Competence may be assessed in the work place or in a
simulated work place setting. This competence standard
could be assessed on its own or in combination with other
competencies relevant to the job function.

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Occupational Standard: Health Information Technique Level IV
Medical records documentation, arrangement,
Unit Title transportation and tracing
Unit Code HLT HIT4 02 0611
Unit Descriptor This unit defines the competency required to ensure standard
health records arrangement transportation patient medical
record observing confidentiality documentation, tracing and
maintenance as per the standard and the concepts of retrieving
records for various purposes use in health care facilities.

Elements Performance criteria

1. Ensure proper 1.1 Patient needs are identified by interviewing patient or
client reception accompanying person according to set guidelines.
and registration 1.2 Availability of previous medical record in the same facility
is identified.
1.3 Referred patients are checked to verify for possession of
referral document.
1.4 Patients are registered according to registration guidelines
1.5 New medical records are prepared with standardized forms
1.6 Tracer card is issued
1.7 Master Patient Index (MPI) card is produced and
catalogued during registration.
1.8 Service identification card is issued to patients
2. Apply basic 2.1. Basic principles of medical record transportation to and
principles of from the medical record room to the outpatient and inpatient
medical record departments are applied.
transportation 2.2. Patient’s record confidentiality is ensured
2.3. Arrangements of medical records to be sent to the OPD
are ensured in accordance with applicable rules and
regulations.

3. Confirm Medical 3.1. Return of Medical records to the medical record room is
records are ensured.
returned 3.2. Availability and use of control mechanisms are identified.
3.3. Ensure daily records are filled appropriately.
4. Implement 4.1. Medical records are checked for completion according to
retrieval and standard
tracing methods 4.2. Use of service identification card is explained to clients
for individual 4.3. MPI catalogue is maintained
client records
5. Client record 5.1. Medical records are checked for completion according to
keeping and standard
maintenance 5.2. Records are reviewed for proper registration

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 5.3. The collected data are entered into patient’s medical record
5.4. Use of service identification card is explained to the client
6. Ensure 6.1. Medical record maintenance directives is applied
compliance to 6.2. Application of standardized record filing procedures are
record ensured and verified
Technique 6.3. Accuracy and completeness of each medical record is
standards maintained according to policies and procedures
6.4. Compliance of record Technique standards are ensured.
7.1. Disclosure of patient’s information to another person is
7. Protect individual
prevented.
medical records
7.2. Patient’s information not able to communicate in case of
from
emergency or other condition confidentially is handled.
unauthorized
7.3. Patient-specific data released only to the authorized person
access and
is ensured.
disclosure

Variables Range
Service Is issued to each client on registration and has information
Identification card about
 Name of facility
 Date of registration
 Medical record number
 Name of client
 Age
 Sex
 Address
Is filed in each clients medical record, and has information
Tracer Card
about
 Clients name
 Client’s medical record number
 Destination of medical record
 Date record moved from medical record department
Master Patient Index card with information about
Index Card  Facility identifier
 Medical record number
 Registration date
 Client’s full name
 Date of birth
 Gender
 Client’s address
Data tracking tool May includes but not limited to:
 Appropriate use of data tracking tools on day to day
activities.
 Assess functionality of the data tracking tools.
 Ensure mechanism of applicability of procedures.

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Data May include but not limited to:
 Dates
 Numbers
 Images
 Symbols that represent basic facts and observations about
people, processes, measurements and conditions.
Tools and May include but not limited to:
equipment  Health Record Forms, templates
 Computer
 Printer
 Database Technique Systems
 Master Patient Index card
 Service Identification card
 Guide line
 Tracer book
 Working uniform
 Trolley

Evidence Guide
Critical Aspects of A person who demonstrates competency in this unit must be
Competence able to provide evidence of:
 Ensured proper client reception and registration
 Client record keeping maintained
 Retrieval and tracing methods for individual client records
Implemented
 Ensured compliance to record Technique standard
 Applied basic principles of medical record transportation.
 Applied principles of keeping confidentiality of patient
information.
Underpinning Essential knowledge that required includes:
Knowledge and  Information Security and patient privacy legislations
Attitudes  Documentation requirements and use and function of
health record
 Development and maintenance of health record system
 Obtaining assistance to resolve difficulties
 Organization’s systems for arranging material
 Correcting sequencing errors without delay
 Identifying relevant subject matter of record
 Importance to maintain the integrity of the medical record
keeping system
 Store, retrieve and archive information effectively and
efficiently.
 Accessing patient record using the Master Patient Index

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  Availability of tracer mechanisms for cards sent to OPD’s
and returns.
 Arrangements made based on first come first serve basis
Underpinning Skills Demonstrate skill of required include:
 Communication skill
 Local and working Language skill
 Proper Documentation and retrieval
 Proper handling of patient medical record
 Trace and return documents to its proper place.
Resource Resource requirements include access to:
Implications  Working uniform
 Folders
 Tracer book
 Trolley
Methods of Competence may be assessed through:
Assessment  Practical assessment by direct observation of tasks
through simulation/Role-plays
 Written exam/test on underpinning knowledge
 questioning or interview on underpinning knowledge
 project-related conditions (real or simulated) and require
evidence of process
 Portfolio Assessment (e.g. Certificate from training
providers or employers)
Assessment methods must confirm the ability to access and
correctly interpret and apply the essential underpinning
knowledge
Context of Competence may be assessed in the work place or in a
Assessment simulated work place setting. This competence standard could
be assessed on its own or in combination with other
competencies relevant to the job function.

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Occupational Standard: Health Information Technique Level IV
Unit Title Collect Daily Activity and Enter Data into Formats
Unit Code HLT HIT 4 03 0611

Unit Descriptor This unit defines the competency required to work the process
and importance of Data collection and entry into formats,
retrieval and provision of complete data documentation and
identification of incomplete records.

Elements Performance Criteria

1. Apply basic skill 1.1 Data collected on daily basis using the appropriate formats
of computer are ensured.
application 1.2 Data coded/entered to the prepared formats or computer
soft ware is applied.
1.3 Data as per the need is retrieved.
1.4 Incomplete records are easily Identified
2. Proper data 2.1 Data Collection from the different units of the facility is
collection and ensured.
handling from the 2.2 Completeness and timeliness of the data is verified.
source
2.3 Proper handling of the collected data is ensured.
3. Record keeping 3.1. Medical records are completed
3.2. Use of service identification card is explained to the patient.
3.3. Catalogue is used for MPI
Variable Range
Data tracking tool May includes but not limited to:
 Standard format for data collection
 Summary or Talley sheet
 Daily, weekly, monthly/quarterly reporting format
Tools and May includes but not limited to:
equipments  Format
 Tally sheet
 Record book
 Computer

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Evidence Guide
Critical Aspects of Demonstrates skills and knowledge in:
Competence  Data collection
 Data coding
 Data cleaning
 Data entry
Underpinning Working knowledge of :
Knowledge and  The Importance of health record keeping.
Attitudes
 Use and function of health record
 Information security
 How to obtain assistance to resolve difficulties whenever
needed
 Methods used to collect required information
Underpinning Skills Demonstrate skills to:
 Clean handling of patient records.
 Data categorization based on classification
 Data retrieval system application
Resource Resource requirements include:
Implications  Access is required to appropriate workplace or simulation of
realistic workplace setting where assessment can be
conducted.
 Access to equipment and resources normally used in the
workplace
Methods of Competence may be assessed through:
Assessment  Practical assessment by direct observation of tasks
through simulation/Role-plays
 Written exam/test on underpinning knowledge
 questioning or interview on underpinning knowledge
 project-related conditions (real or simulated) and require
evidence of process
 Portfolio Assessment (e.g. Certificate from training
providers or employers)
Assessment methods must confirm the ability to access and
correctly interpret and apply the essential underpinning
knowledge
Context of Competence may be assessed in the work place or in a
Assessment simulated work place setting. This competence standard could
be assessed on its own or in combination with other
competencies relevant to the job function.

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Occupational Standard: Health Information Technique Level IV
Unit Title Client/patient Privacy right and confidentiality
Unit Code HLT HIT 4 04 0611
Unit Descriptor This unit defines the competency required to ensure the
implementation of patient privacy rights, related to medical
records and keeping confidentiality of information.

Elements Performance Criteria

1. Apply ethical 1.1 Ethical standards related to patient’s privacy rights are
guidelines related implemented.
to patient medical 1.2 Patient’s rights to access care, transfer and continuity of
record handling care are respected.
1.3 Policies and procedures for access and disclosure of
personal health information are implemented.
1.4 Patients' access to own information and to clear and
concise explanation of all proposed medical procedures
are ensured.
1.5 Record keeping during acceptance and refusal of treatment
by the patient is ensured.
2. Promote 2.1 Ethical standards related to patient privacy rights are
patients rights publicized.
2.2 Assessments are conducted and solutions on privacy
issues/problems recommended.
2.3 Training programs for health care providers and other staff
on privacy and confidentiality of patient information are
conducted.
3. Protect 3.1. Confidentiality of individual’s record is ensured.
individual medical 3.2. Disclosure of patient’s information to another person
records from without patient’s consent is prevented.
unauthorized 3.3. Patients who are not able to communicate in case of
access and emergency or other conditions are handled.
disclosure 3.4. Patient-specific data are released to only authorized
users.

Variable Range
Type and Source of May include but not limited to:
Information  Assessments about knowledge, attitude, behavior and
practice (KABP) of clients and health staff, towards patients'
privacy rights
 Exit interview of clients
 Suggestion boxes of the institution
 Civil service reform desks
 Text books

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Patient privacy May include but not limited to:
rights  Respect and Dignity, confidentiality, access to own medical
record, care, transfer, and continuity of care, information,
consent,
 Sanctity, dignity, culture, values, beliefs and rights of
patients are respected.
Confidentiality of May be ensured by:
client information  Adherence to Privacy Act /or law
 Information disclosed to an appropriate person consistent
with the responsibility of this position
 Legal and ethical requirements
 Secure location for written records
 Privacy of work area
Records  Used broadly to apply to all types of physical records that
are kept within the health sector (including health records).
Tools and May include but not limited to:
equipment  National legal codes (Criminal and Civil)
 Patient's Right Regulations
 Ethiopian health law regarding patient rights
 Information release policies and guidelines
 Proclamations on health issues
 Regional/local rules and regulations
 Medico- legal issues

Evidence Guide
Critical Aspects of Demonstrates skills in:
Competence  Application of ethical guidelines related to patient medical
record handling
 Promotion of patients rights
 Protection of individual medical records from unauthorized
access and disclosure
Underpinning Demonstrates a working knowledge of:
Knowledge and  Organization’s policy and procedures for usage and
Attitudes protection of information
 What schedules and policies exist for routine authorization
 How to deal appropriately with individual users
 Why it is important to explain security procedures to the user
 What the requirements of the system are for details
 What data protection issues may be involved
 Legislative and regulatory processes
 Legal terminology
 Health information/record laws and regulations (such as
retention, patient rights/advocacy, advanced directives,
privacy)
 Confidentiality, privacy, and security policies, procedures,

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 and monitoring.
 Release of information policies and procedures
 Professional and practice-related ethical issues
Underpinning Skills Demonstrates skills to:
 Documentation
 Data handling
 Data protection
 Data dissemination
Resource Access is required to real or appropriately simulated situations,
Implications including work areas, materials and equipment, and to
information on workplace practices and OHS practices.

Methods of Competence may be assessed through:

Assessment  Practical assessment by direct observation of tasks
through simulation/Role-plays
 Written exam/test on underpinning knowledge
 questioning or interview on underpinning knowledge
 project-related conditions (real or simulated) and require
evidence of process
 Portfolio Assessment (e.g. Certificate from training
providers or employers)
Assessment methods must confirm the ability to access and
correctly interpret and apply the essential underpinning
knowledge
Context of Competence may be assessed in the work place or in a
Assessment simulated work place setting. This competence standard could
be assessed on its own or in combination with other
competencies relevant to the job function.

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Occupational Standard: Health Information Technique Level IV
Implement & Monitor Admission/ Discharge Filing
Unit Title
Procedures
Unit Code HLT HIT 4 05 0611
Unit Descriptor This unit covers the competence required to implement
accurate procedures during patient admission, hospital stay,
discharge and clearance.

Elements Performance Criteria

1. Implementation 1.1 Patients admission are carried out as instructed
of admission 1.2 Proper patient admission is conducted
procedure 1.3 Admitted patients’ record is delivered to appropriate
destination.
1.4 Admission/ discharge reports are compiled.
2. Patients record 2.1 Location of admitted patient is recorded.
during hospital 2.2 Patient record must be returned in the record book
stay 2.3 Length of stay is compiled and reported.
3. Discharge and 3.1 Discharge summaries are completed according to
clearance guidelines.
procedures 3.2 Information from discharge summary is recorded for
scheduling of follow up appointment
3.3 Documentation of discharged patient’s disposition is
ensured.
3.4 Patient’s records is verified for complete filing of all
documents before returning to record room
3.5 Completeness of all required clearance processes before
patient discharge is ensured.

Variable Range

Admitting the client May include but not limited to:

 Checking client identity with details on admission referral
 Explaining the admission procedure to the client
 Preparing inpatient documentation
Discharging the May include but not limited to:
client  Documentation of discharged patient’s disposition
 Verify Patient’s records completeness
 Filing documents before keeping in the record room
 Ensure completeness of all required clearance processes
Tools and May include but not limited to:
equipment  Recording and reporting formats
 log books
 Table and seats
 Writing pads,

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  Pen and pencils
 Computer with accessories,

Evidence Guide
Critical Aspects of Demonstrates skills and knowledge in:
Competence  Implementation of admission procedure monitoring and
supervision
 Patients hospital stay record completeness, monitoring and
supervision
 Discharge and clearance procedures implementation,
monitoring and supervision
Underpinning A Working knowledge of:
Knowledge and  Policies, procedures and systems relevant to admission and
Attitudes discharge of patients
 Use and function of Health records
 Client requirements in relation to information, appointment
scheduling, available support services and specific service
delivery issues
 Appointment scheduling and client follow up systems and
procedures
 Importance to maintain the integrity of the admission
discharge system
 Keeping records tidy, handling records safely
 Protecting records from accidental damage
 Organization’s policy on the return of records
 Patient privacy legislations
Underpinning Skills Demonstrates skills to:
 Admission and discharge procedures
 Recording and documentation
 Return and placement of documentation
Resource Access is required to real or appropriately simulated situations,
Implications including work areas, materials and equipment, and to
information on workplace practices and OHS practices.
Methods of Competence may be assessed through:
Assessment  Practical assessment by direct observation of tasks
through simulation/Role-plays
 Written exam/test on underpinning knowledge
 questioning or interview on underpinning knowledge
 project-related conditions (real or simulated) and require
evidence of process
 Portfolio Assessment (e.g. Certificate from training
providers or employers)
Assessment methods must confirm the ability to access and
correctly interpret and apply the essential underpinning
knowledge

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Context of Competence may be assessed in the work place or in a
Assessment simulated work place setting. This competence standard could
be assessed on its own or in combination with other
competencies relevant to the job function.

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Occupational Standard: Health Information Technique Level IV

Apply Principle of Health Information for Health

Unit Title
Service Delivery System
Unit Code HLT HIT4 06 0611
Unit Descriptor This unit defines the competency required to work within health
service institution or facility, by applying the principles of health
care delivery system.

Elements Performance Criteria

1. Apply basic 1.1 Current health care delivery system is applied as
principles of appropriate to facility level/institution
healthcare 1.2 Utilization of basic principles of health care delivery
delivery systems system is ensured in relation to health information
1.3 Health information flow is channeled and monitored based
on the relationship among federal, regional and woreda
health service organizations
1.4 Health information needs are identified through
assessments
2. Follow regulations 2.1 Healthcare organization structure and operational
of health service regulations are identified
organizations and 2.2 Regulations applicable to health service organization level
programs are followed
2.3 Health service development programs are implemented
based on the respective strategy document
3. Apply monitoring 3.1. Appropriate monitoring and evaluation reporting format is
and evaluation developed.
systems 3.2. The application of monitoring and evaluation tools are
ensured
3.3. Proper evaluation system for implementation process is
maintained.
4. Develop and 4.1. Health service planning is developed annually
monitor health 4.2. Health service planning is implemented based on the
service planning developed plan.
4.3. Monitor the health service planning is achieved and
reported accordingly.

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Variable Range

Occupational Health May include but not limited to:

and Safety  Safe working practices’ include day-to-day observation of
safety policies and procedures, legislative requirements
and professional requirements.
 Specific hazard policies and procedures
 Occupational health and safety information
 Occupational health and safety record keeping
Tools and May include but not limited to:
equipment  Formats
 Budget
 Computer, printer
 Brochures
 policies and Guide lines
 Strategic plan
Type and Source of May include but not limited to:
Information  Relevant Ethiopian codes of practice
 Supervison & review meeting guide
 Relevant workplace guidelines
 Relevant local/state/federal legislation
 Ethiopian Health Policy
 Current Ethiopian Health Sector Development Program
 Program Implementation Manual
 The Health Care Financing implementation guideline
 The National Strategy for Child Survival;
 Policy and Strategy for Prevention and Control of HIV/AIDS;
 The National Health Communication Strategy;
 Health Human Resource Development Plan;
 The National Drug Policy;
 The National Population Policy;
 Policy and Strategy on Democracy, Good Governance and
Decentralization;
 The Capacity Building Strategy and Program
 The Rural Development Policy and Strategy
Regulations applying to the health facility:
Operational
Regulations  Client reception & handling
 Admission & Discharge
 Payment & reimbursements
 Current health information related initiatives from the
national, regional; woreda and local facility level are applied
at all level.
 Information system policies and procedures are followed to
implement national health information initiatives on the

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 healthcare delivery systems.
 Health & other related polices, strategies & guidelines are
followed
Health Service Health service programs are implemented for improving
Development maternal, child health/PHC the health service program are
Programs implemented for combating HIV/AIDS, Malaria, Tuberculosis,
and other diseases.
Context Includes Statutory framework within which work takes place:
 HIM to context of work, e.g. changing attitudes to
environmental health, changing approaches to public health
 Changing social context of work, e.g. changing government
and societal views of environmental health, health
promotion and disease prevention aspects of primary health
care
 Political context, e.g. government policies and initiatives
affecting environmental health and public health work
 Economic context, e.g. the current economic situation as it
relates to and affects environmental health and the
subsequent impact on individual and community needs
Examples of local, Establishments that provide primary health care:
regional and federal  Health post
organizations, and  Local public health centre
initiatives supporting  Federal and Regional Health departments
public health work  Professional and industry associations
include  Non-government organizations
 International health organizations
National  Health for All by the Year 2015 E.C.
charters/declarations  Health Promotion: Bridging the Equity Gap
include
Primary health care  Levels of health care in Ethiopia
delivery  Models of primary health care
includes:  Principles of social justice
 Community participation
 Equity and access to health care
 Responsiveness to needs of local populations
 Philosophical frameworks for primary health care
 Roles of health team members in primary healthcare
Hospitals  Has an organized medical staff
 Provides permanent inpatient beds
 Offers round the clock nursing care
 Provides diagnostic and therapeutic services

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Evidence Guide

Critical Aspects of Assessment requires evidence that the candidate:

Competence  Applied basic principles of health care delivery system
 Followed Regulations of health service organization and
program
Underpinning Demonstrates knowledge of:
Knowledge and  Organizations involved in population health in Ethiopia
Attitudes  Basic knowledge of recent public health strategies, and
Federal, Regional and local health initiatives and priorities
 Millennium Development Goals (MDG’s)
 English language & local language
 Plan for Accelerated and Sustained Development to End
Poverty (PASDEP)
 Equity issues in population health
 Reflection on HIM to context of Ethiopian healthcare system
 Identification of current health service models and delivery
 Overall structure of Ethiopian healthcare system
 Current issues which impact the development of the health
policies
 Framework of Primary Health Care
Underpinning Skills Demonstrate skills required on:
 writing Local and English language
 Use of formats
 ICT equipments and materials
Resource Access is required to real or appropriately simulated situations,
Implications including work areas, materials and equipment, and to
information on workplace practices and OHS practices.
Methods of Competence may be assessed through:
Assessment  Practical assessment by direct observation of tasks
through simulation/Role-plays
 Written exam/test on underpinning knowledge
 questioning or interview on underpinning knowledge
 project-related conditions (real or simulated) and require
evidence of process
 Portfolio Assessment (e.g. Certificate from training
providers or employers)
Assessment methods must confirm the ability to access and
correctly interpret and apply the essential underpinning
knowledge
Context of Competence may be assessed in the work place or in a
Assessment simulated work place setting. This competence standard could
be assessed on its own or in combination with other
competencies relevant to the job function.

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Occupational Standard: Health Information Technique Level IV
Unit Title Assist in Health Care Planning and Administration
Unit Code HLT HIT4 07 0611
Unit Descriptor This unit covers the competency required to assist in
healthcare service planning and administration, and promote
the establishment of optimal and effective service

Elements Performance Criteria

1. Promote data use 1.1. Technique team members are familiarized in information
for planning and utilization for evidence based decision making
decision making 1.2. Importance of HRIS, LMIS, and FMIS in healthcare
administration is promoted
1.3. periodic self assessment and review is conducted to
promote data use for decision making
1.4. Periodic performance reports or bulletins are disseminated
for the Technique to facilitate decision making
2. Provide 2.1 Decision makers are provided with health service
appropriate data performance reports
for planning and 2.2 Information on available resources are provided for
decision making healthcare planning and decision making
2.3 Assistance is provided in the process of institutional
planning
3. Assist in ensuring 3.1 Feedback from clients is collected through appropriate
institutional feedback collection methods.
effectiveness of 3.2 Health information is provided for organizational
service delivery performance improvement and effective health service
and client delivery.
satisfaction 3.3 Ensured reports sent timely, completed and based on
standard institutional formats.
4. Administer and 4.1 Developed Health information system operational plan
plan health based on institutional plan, using standard formats
information system 4.2 Established Co-workers' ownership of operational plan
through full participation in the planning process
4.3 Operational plan is implemented.
4.4 Team and individuals are monitored and evaluated, based
on performance criteria.
4.5 Performance is reported, based on institutional reporting
formats and timely.

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Variable Range
Type and Source of  HSDP
Information  Harmonization Manual
 base line data
 Health indicators
Key principles to a  Public health focus
public health  Preventive focus with stress on building
approach individual/community’s capacity to control health
determinants for a better quality of life
 Sensitivity to access and equity issues
 Sensitivity to cultural differences
 Health as a result of complex interaction among
determinants
 Shared responsibility of health
 Educational-Ecological approach
 Evidence-based approach
 Principles of equity and non-discriminatory practice
Administrative  A category of healthcare information system that supports
Information human resource Technique , financial Technique , etc.
System:
Definition of HRIS - Human resource information system
variables LMIS:- Logistic Technique information system
FMIS:- Financial Technique information system
HSDP:- Health Sector Development Program
Tools and May include but not limited to:
equipment  Formats
 Budget
 Computer, printer
 Brochures
 Policies and Guide lines

Evidence Guide
Critical Aspects of Demonstrates skills and knowledge in:
Competence  Data use for planning and decision making promoted
 Appropriate data for planning and decision making Provided
 Ensuring institutional effectiveness of service delivery and
client satisfaction assisted
 Planed and administered health information system
Underpinning A working knowledge of:
Knowledge and  Healthcare funding in Ethiopia, and constraints in resource
Attitudes allocation
 Roles of government and non-government health services
 Health Indicators

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  Woreda Planning
 Priority setting
 Monitoring and evaluation
Underpinning Skills Demonstrate skills required on:
 Planning
 Steps of monitoring and evaluation
 Risk Technique
Resource Access is required to real or appropriately simulated situations,
Implications including work areas, materials and equipment, and to
information on workplace practices and OHS practices.

Methods of Competence may be assessed through:

Assessment  Practical assessment by direct observation of tasks
through simulation/Role-plays
 Written exam/test on underpinning knowledge
 questioning or interview on underpinning knowledge
 project-related conditions (real or simulated) and require
evidence of process
 Portfolio Assessment (e.g. Certificate from training
providers or employers)
Assessment methods must confirm the ability to access and
correctly interpret and apply the essential underpinning
knowledge
Context of Competence may be assessed in the work place or in a
Assessment simulated work place setting. This competence standard could
be assessed on its own or in combination with other
competencies relevant to the job function.

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Occupational Standard: Health Information Technique Level IV
Unit Title Deliver Service and Disease Reports
Unit Code HLT HIT4 08 0611
Unit Descriptor This unit covers competences required to deliver service and
disease reports by applying basic principles of epidemiology
and disease surveillance

Elements Performance Criteria

1. Prepare reports 1.1 Types of health service and disease reports are identified,
based on reporting procedures
1.2 Reports are prepared, collected and compiled regularly
1.3 Surveillance reports are prepared as per the standard
format
2. Deliver reports 2.1 Periodic reports are delivered regularly
2.2 Epidemic reports are reported promptly
2.3 Reports are delivered based on disease threshold criteria
2.4 Completeness, timeliness and accuracy of delivered
reports are ensured, through monitoring and evaluation
mechanisms.
3. File & Document 3.1 Copy of disease report are saved both electronically and
disease reports hard copies
3.2 Retrospective data is provided as per the request.
3.3 Charts are produced to show annual trend analysis.

Variable Range
Type and Source of May include but not limited to:
Information  Relevant guidelines, standards and procedures
 WHO surveillance guidelines
 Text books
 Surveillance software
May include but not limited to:
Tools and
equipment  Relevant guidelines, standards and procedures
 WHO surveillance guidelines
 Text books
 Surveillance software

Evidence Guide
Critical Aspects of Demonstrates skills and knowledge in:
Competence  Report preparation
 Report delivery
 Report dissemination

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Underpinning A working knowledge of:
Knowledge and  Application of descriptive and analytical epidemiology
Attitudes  A working knowledge of the process, uses, and evaluation
of public health surveillance
 Steps of an outbreak investigation
 Concepts of surveillance
 Difference between active, passive, and sentinel
surveillance
 Ethical and legal considerations in health surveillance
problems to supervisor
Underpinning Skills Demonstrate skills on:
 Steps of early case detection and analysis
 Updated information on disease distribution pattern in the
community.
 Identify sign and symptoms and minimum case detection
principles of new emerging disease.
 Cross border surveillance issues.
Resource Access is required to real or appropriately simulated situations,
Implications including work areas, materials and equipment, and to
information on workplace practices and OHS practices.

Methods of Competence may be assessed through:

Assessment  Practical assessment by direct observation of tasks
through simulation/Role-plays
 Written exam/test on underpinning knowledge
 questioning or interview on underpinning knowledge
 project-related conditions (real or simulated) and require
evidence of process
 Portfolio Assessment (e.g. Certificate from training
providers or employers)
Assessment methods must confirm the ability to access and
correctly interpret and apply the essential underpinning
knowledge
Context of Competence may be assessed in the work place or in a
Assessment simulated work place setting. This competence standard could
be assessed on its own or in combination with other
competencies relevant to the job function.

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Occupational Standard: Health Information Technique Level IV
Use information communication technology use to
Unit Title
produce Coded Clinical Data
Unit Code HLT HIT4 09 0611
Unit Descriptor This unit of competence describes the skills and knowledge
required to produce coded clinical data

Elements Performance Criteria

1. Identify and 1.1 Clinical data are identified and extracted accurately based
evaluate clinical on health records within appropriate timeframe
data maintaining confidentiality at all times
1.2 Relevance of health records is evaluated to establish the
primary diagnosis and co-morbidities
1.3 Evaluation of recorded procedures, interventions and
investigations is carried out to establish the primary
procedure and secondary procedures
1.4 Level of detail of clinical data is established to meet national
standards
1.5 Information is recorded clearly, accurately and completely
2. Assign codes to 2.1 Clinical data are coded in accordance with approved rules
clinical data and conventions, using the appropriate coding tools,
within appropriate timeframe
2.2 Sequence of codes is established related to a single
episode in accordance with national standards
2.3 Coded data is recorded clearly, accurately and completely
2.4 Coded data are entered into the appropriate system
2.5 Classification system is selected in accordance with
national rules and standards
3. Promote 3.1 Healthcare providers, colleagues and other staffs are
utilization of oriented and sensitized on the uses of coded clinical data
disease coding 3.2 Trainings are conducted to facilitate utilization of coded and
and classified clinical data
classification 3.3 Researchers are provided with coded clinical data
4. Monitor 4.1. All coded clinical data is ensured to comply with national
compliance of and international disease classification and coding
coding and 4.2. All staff at different levels are engaged in coding and
disease disease classification monitored, according to coding
classification guidelines
4.3. Gaps in coding compliance to standards are monitored,
identified and resolved.
5. Utilize software 5.1. Relevant software is applied
applications 5.2. Database Technique software is applied
5.3. Relevant Healthcare software are identified and applied

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6. Identify and 6.1. Internet/intranet services are identified and executed
utilize internet 6.2. Resources are searched, identified and retrieved on the
and intranet internet
services 6.3. Reports are sent to the next level using e-mail services
and received feed back

Variable Range
Type and Source of May include but not limited to:
Information  Ethiopian Coding Standards
 Disease Classification and coding manual
 Medical reference books/ software
 Browse internet dawn load updates
Clinical data May include but not limited to:
 Diagnosis
 Disease and related health problems
 Symptoms
 Interventions
 Procedures and treatments
 Episodes of care
Health Record May include but not limited to:
 paper based
 electronic
Classification May include but not limited to:
system  International Classification of Disease (ICD-10)
 HMIS disease classification system
Organization May include but not limited to:
requirements may  Clinical practice guidelines
include but are not  Protocols
limited to:  Organization policies and/or procedures

Coding tools May include but not limited to:

 Coding manuals
 medical reference books/software
Materials May include but not limited to:
 ICD codes
 International disease classification code
 HMIS disease classification
Tools and May include but not limited to:
equipment  Ethiopian Coding Standards
 Disease Classification and coding manual
 Medical reference books/ software
 Browser internet dawn load updates

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Evidence Guide
Critical Aspects of Demonstrates skills and knowledge in:
Competence  Identified and evaluated clinical data
 Assigned codes to clinical data
 Promoted utilization of disease coding and classification
 Monitored compliance of coding and disease classification
Underpinning A working knowledge of:
Knowledge and  Current legislations, policies, procedures, codes, and
Attitudes guidelines in relation to clinical coding
 Understanding of the use and meaning of medical
terminology
 Basic anatomy and physiology
 Disease processes and how they are investigated and
treated
 Application of professional ethics in clinical coding
 Understanding and use of medical terminology
 Nature of disease processes and how they are treated
 Basic anatomy and physiology
 Understanding of the ways in which Ethiopian rules and
conventions are applied to clinical data to achieve the correct
clinical codes.
 Ways in which clinical data is indexed, stored and cross
mapped from clinical terms to classifications
 Understanding of the importance of the sequence of codes
and the primary diagnosis and procedures/interventions
 Understanding of the type and level of detail which is required
for clinical coding
 Understanding of the ways in which health records are
assembled and used, and where the best sources of
accurate and reliable clinical data may be found
 Understanding of situations in which particular aspects of the
patient’s condition will have a bearing on the required clinical
data
 Understanding of where and who to go to in the event of
unclear or inaccurate clinical data and the importance of
clinician involvement
 Timescales within which clinical coding must take place and
its relation to the patients overall plan of care
 Use of relevant software applications
 Future interface between clinical coding, electronic health
records and electronic patient records and clinicians
Underpinning Skills Demonstrates skills on:
 Basic computer application
 Data entry using different software
 Simple Data analysis

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  Data retrieving when need arise
 ICD code classification and categorization
 Epidemic prone disease index case identification
 Coding based on HMIS classification
Resource Access is required to real or appropriately simulated situations,
Implications including work areas, materials and equipment, and to
information on workplace practices and OHS practices.
Methods of Competence may be assessed through:
Assessment  Practical assessment by direct observation of tasks
through simulation/Role-plays
 Written exam/test on underpinning knowledge
 questioning or interview on underpinning knowledge
 project-related conditions (real or simulated) and require
evidence of process
 Portfolio Assessment (e.g. Certificate from training
providers or employers)
Assessment methods must confirm the ability to access and
correctly interpret and apply the essential underpinning
knowledge
Context of Competence may be assessed in the work place or in a
Assessment simulated work place setting. This competence standard could
be assessed on its own or in combination with other
competencies relevant to the job function.

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Occupational Standard: Health Information Technique Level IV
Unit Title Design, produce and manage mid-sized database
Unit Code HLT HIT4 10 0611
Unit Descriptor This unit defines the skills and knowledge required to use the
basic principles of database design and use field characteristics
in a simple database and understand how to maintain data
integrity and it‘s importance.

Elements Performance Criteria

1. Analyze, design 1.1 Mid-sized database is designed on the basis of client
and produce a requirement.
mid-sized 1.2 Data characteristics is identified on the basis of user
relational requirement
database 1.3 User friendly form is designed
1.4 Queries are written to generate reports to a mid-sized
database.
1.5 Report layout is designed on the basis of client’s
requirement.
1.6 Orientation is given to the client about the developed mid-
level database.
2. Determine and 2.1 Back-up methods are identified and implemented on the
implement basis of organizational and database backup standards
database 2.2 Possible failure scenarios are identified and recovery plans
backup and are implemented on the basis of organizational and
recovery database restoration standards.
methods 2.3 On-line file back-ups are determined by organizational and
security standards and with minimal down time completed
2.4 Complete full off-line back-ups according to organizational
and security standards with minimal down time is ensured.
3. Ensure entry, 3.1 Application of data entry procedure is checked, based on
security and institutional guideline/manual
confidentiality of 3.2 Data is checked for completeness and accuracy
data. 3.3 Data security, confidentiality and integrity mechanisms are
identified and implemented on the basis of organizational
and database security and confidentiality standards

Variable Range
Occupational May include but not limited to:
Health and Safety  Physical safety considerations such as general
electricalsafety and cabling, power supply and lead as they
apply to computer and peripheral installations.
Type and Source of May include but not limited to:

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Information  Organizational rules,
 Organizational policies,
 Organizational documents, and other secondary sources
 Manufacturer manuals
Database systems May include but not limited to:
 State disease surveillance system
 Health registries created for different health issues
 Data warehouse
 Patient/Client record database
 HMIS database
Prescribed policy May include but not limited to:
and  Log-on procedures
procedures  Password protection
 Storage/location of data
 Standard formats
 Author's instructions
 Use of templates
Checking May include but not limited to:
 Proofreading
 Accuracy of data
 Outcome of sorting/filtering
 Ensuring instructions with regard to content and format have
been followed
 Timeliness of data entry
 Checking data for completeness, accuracy and security using
automated facilities and on-line help
 Using automated facilities for checking data and reports,
such as spell checking and sorting data
Data May include but not limited to:
 Numbers or text
 Raw, intermediate or processed
 Storage in electronic folders/sub-folders
Storage of data May include but not limited to:
 Storage on hard/floppy disk drives, CD ROM, tape backup
 Organization policy for backing up files
 Organization policy for filing hard copies of databases
 Filing locations
 Security
 Authorized access
Sources May include but not limited to:
 Routine, ad-hoc, local, national, individual
Tools and May include but not limited to:
equipment  Computers
 DBMS software
 Geographic information system

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Processing  Data entry
 Validation
 Production of report
Features  Essential, desirable, acceptable range
Entering data  Techniques for entering data into databases
 Accessing database files
 Inputting data appropriately, such as to update fields or
create new records
 Dealing appropriately with data that does not fit within pre-set
parameters, such as the set number of lines, additional
personal details or details of service required
 Saving database files
 Creating fields for entering data with the required field
characteristics, such as name, type, size and format
Modifying database  Modifying databases to meet user requirements
 Modifying field characteristics within a simple (e.g. Single-
table, non-relational) database while maintaining the integrity
of existing data, such as name, type and size
Formatting  Techniques for formatting fields and database structures
database  Using appropriate tools and techniques to format data that is
text and numbers
 Formatting reports from simple (e.g. single-table, non-
relational) databases using appropriate tools and techniques
for page layout, such as page size, page orientation, page
numbering, headers and footers and margins
Database queries  Types of queries and ways to carry them out
 Using simple queries to query data, such as single criteria
and ‘sort’
 Saving data retrieved from the database appropriately
 Creating and using multiple queries to extract data
Data characteristics  Data types, field name, field size and field format

Evidence Guide
Critical Aspects of Demonstrates skills and knowledge in:
Competence  Analyzed, designed and produced a mid-sized relational
database
 Determined and implement database backup and recovery
methods
 Ensured entry, security and confidentiality of data.
Underpinning A working knowledge of:
Knowledge and  Efficient input of data with minimal duplication of datasets
Attitudes  Function and features of data types and data structures
 Encryption and authentication as they apply to database
security features

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  Current legislation, policies, procedures, codes of practice
and guidelines in relation to information Technique
 Accepted standards regarding data and information (e.g.
sources, validity, reliability, completeness, terminology,
acronyms, purpose and conventions)
 Health sector context for data and information processing
(e.g. clinical impact, patient safety issues)
 Professional codes of ethics in your area of practice
 Audience requirements for data and information
 Identify the characteristics of data and information
 Structure of data and information
 Understanding of the purpose for which the data and
information is intended
 Standards, conventions and templates for analysis
 Importance of checking the sources of data and information
 Different types of data and information sources
 Appropriate methods of data and information collection
 Various tools and techniques for data and information
collection in your area of practice
 Nature and sources of the data and information to be
collected
 Importance of backing up data and good housekeeping of
data
 Validation principles for the data and information in question
 Importance of the quality of data and information (including
timeliness, accuracy, completeness, appropriate for purpose
and accessibility)
Underpinning Skills Demonstrates skills on :
 Numeracy application in relation to creating simple queries
using simple formula
 Efficient input of data with minimal duplication of datasets
 Importance of backing up and good housekeeping of data
 Data and information collection process.
Resource Access is required to real or appropriately simulated situations,
Implications including work areas, materials and equipment, and to
information on workplace practices and OHS practices.

Methods of Competence may be assessed through:

Assessment  Practical assessment by direct observation of tasks
through simulation/Role-plays
 Written exam/test on underpinning knowledge
 questioning or interview on underpinning knowledge
 project-related conditions (real or simulated) and require
evidence of process
 Portfolio Assessment (e.g. Certificate from training
providers or employers)
Assessment methods must confirm the ability to access and

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 correctly interpret and apply the essential underpinning
knowledge

Context of Competence may be assessed in the work place or in a

Assessment simulated work place setting. This competence standard could
be assessed on its own or in combination with other
competencies relevant to the job function.

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Occupational Standard: Health Information Technique Level IV
Unit Title Prepare Healthcare Statistics
Unit Code HLT HIT4 11 0611
Unit Descriptor This unit of competency specifies the outcomes required being
able to interpret data and the skills and knowledge required to
prepare basic health care statistics.

Elements Performance Criteria

1. Create data 1.1 Appropriate variables are identified.
and information 1.2 Details required for the specification are recorded in a
specifications structured and logical way
1.3 All abbreviations and technical terminologies used in the
specification are explained
1.4 Customized manuals for data route is used
1.5 Reporting relationships, frequency and types of reports
should be identified and submitted.
1.6 Required resources, costs, limitations, and assumptions
are identified, to facilitate selection of specifications
2. . Collect data 2.1 Data components are identified to facilitate collection and
storage.
2.2 Appropriate method of data collection is selected
2.3 Data collection tools are developed
2.4 Data collection is conducted
3. Organize and 3.1 Data is generated organized into categories
store data 3.2 Strategy for data flow is determined
3.3 Medium of data storage is identified
3.4 Structures and formats for storing and managing data is
established
3.5 Interval for data of categorical nature is provided based on
standards
3.6 Characteristics in database are organized to suit for
required analysis
4. Analyze data 4.1. Healthcare indicators; are identified and recorded
4.2. Data analysis methods are selected, based on
relevance, applicability and resource requirement
4.3. Data is analyzed, by applying selected methods
4.4. Assumptions made and degrees of uncertainty in the
data and information clearly stated
4.5. Justifiable conclusions are drawn from analysis
5. Disseminate 5.1 Summarized result are compiled, packaged and reported
information according to organizational and legal requirements.
5.2 Target audiences are identified
5.3 Presentation and dissemination methods suitable for
identified audiences are selected

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 5.4 Information is disseminated according to the needs of
audience based on organizational and legal requirements
5.5 Receipt of output are verified and feedback
acknowledged

Variable Range
Type and Source of May include but not limited to:
Information  Textbooks
 Hospital census data/statistics
 National vital statistics
 Publications and reports
 Specifications and manuals
 Benchmarks
Data, information May include but not limited to:
and knowledge  Determinants of health
 Health status
 Ongoing surveillance and prediction
Analytical methods  Association, trend, differences/similarities
Healthcare May include but not limited to:
indicators:  Disease prevalence, incidence, service utilization, patient
census data, bed-occupancy, length of stay, mortality,
morbidity
Measures of central May include but not limited to:
tendency  Frequency distribution-
 Mean,
 Median,
 Mode
 Standard deviation and
 Variance
Categories May include but not limited to:
 Nominal,
 Ordinal,
 Discrete, and
 Continuous
Descriptive statistic: Describes:
 Illness,
 Births
 Deaths for a specific period of time, as:
o Rates,
o Ratios and proportions.
Data may include May include but not limited to:
 Numbers or text
 Raw, intermediate or processed
 Storage in electronic folders/sub-folders

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Hospital statistics May include but not limited to:
 Storage on hard/floppy disk drives, CD ROM, tape backup
 Organization policy for backing up files
 Organization policy for filing hard copies of databases
 Filing locations
 Security
 Authorized access
Vital Statistics May include but not limited to:
 Refers to crucial events in life:
o Births,
o Deaths,
o Marriages,
o Divorces.
Tools and May include but not limited to:
equipment  Calculator
 Computer
 Medical dictionary
 Health related statistical software
 Health Information System Application package
 Record Book

Evidence Guide
Critical Aspects of Demonstrates skills and knowledge in:
Competence  Created data and information specifications
o Collected data
o Organized and stored data
o Analyzed data
o Disseminated information
Underpinning Demonstrates knowledge of:
Knowledge and  Measure of central location and dispersion
Attitudes  How to calculate and interpret :
o Mean,
o Mode,
o Range ,
o Variance,
o Standard deviation, and
o Confidence interval
 Prepare tables:
o Graphs and
o Charts
 Basic understanding of statistical analysis
 Accessing: interpreting, applying
Synthesizing data and information on:
o Community and population view of health
o Relationship between the environment and health
o Reproduction, disability, morbidity, and mortality

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  Census data: direct and indirect standardization
 Quantitative and qualitative methodologies to the
assessment of health population, recognizing validity,
reliability, and cost-effectiveness of different methods
 Interpretation of health data
 Analyze data using spreadsheet and database skills
 Framing research questions for the collection and analysis
of data and information about health
 Standards regarding data and information (e.g. sources,
validity, reliability, completeness, terminology, acronyms,
purpose and conventions)
 Understand the health sector context for data and
information analysis (e.g. clinical impact, patient safety)
 Different ways in which data and information used in the
health care services.
 Data and information analysis, and structure of data and
information
 Characteristics of data and information, and the importance
of checking the source documents or data
 Importance of the quality of data and information (including
timeliness, accuracy, completeness, appropriate for
purpose and accessibility)
 Different methods of validating and verifying the quality of
data and information, and how to use them
 Audience requirements for data and information, levels of
complexity and audience skills
 Available tools and techniques to analyze and clearly
present data and information relevant to work, and how to
use these tools and techniques for the analysis of data and
information
 Types of anomalies that may occur and how these can be
identified
 Standards, conventions and templates for analysis
 How to present outputs of analysis
 Presentation methods to display and report data and
information analysis
 Limitations of the presentation methods
 Reporting structures that exist within your organization
 Reasons why it is important to check that the audience has
received the data and information
Underpinning Skills Demonstrates skills to:
 How to calculate and interpret mean, median, mode, range,
variance, standard deviation, and confidence interval
 Prepare tables, graphs and charts
 Basic Application of statistical analysis
 Interpret, apply and synthesize data and information
 Interpretation of health data

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  Data analysis using spreadsheet and database.
Resource Access is required to real or appropriately simulated situations,
Implications including work areas, materials and equipment, and to
information on workplace practices and OHS practices.

Methods of Competence may be assessed through:

Assessment  Practical assessment by direct observation of tasks
through simulation/Role-plays
 Written exam/test on underpinning knowledge
 questioning or interview on underpinning knowledge
 project-related conditions (real or simulated) and require
evidence of process
 Portfolio Assessment (e.g. Certificate from training
providers or employers)
Assessment methods must confirm the ability to access and
correctly interpret and apply the essential underpinning
knowledge
Context of Competence may be assessed in the work place or in a
Assessment simulated work place setting. This competence standard could
be assessed on its own or in combination with other
competencies relevant to the job function.

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Occupational Standard: Health Information Technique Level IV
Unit Title Monitor Health Records Documentation
Unit Code HLT HIT4 12 0611
Unit Descriptor This unit defines the competency required to ensure standard
health records documentation and maintenance.

Elements Performance Criteria

1. Ensure proper 1.1. Patient needs are identified by interviewing patient or
client reception accompanying person according to set guidelines
and registration 1.2. Availability of previous medical record in the same facility
is identified.
1.3. Referred patients are checked to verify for possession of
referral document
1.4. Patients are registered according to registration guidelines
1.5. New medical records are prepared with standardized
forms
1.6. Tracer card is issued.
1.7. Master Patient Index (MPI) card is produced and
catalogued during registration.
1.8. Service identification card is issued to patients
2. Implement 2.1. Medical records are checked for completion according to
retrieval and standard
tracing methods 2.2. Records are reviewed for proper registration
for individual 2.3. Data are collected and entered into patient’s medical
client records record
2.4. Use of service identification card is explained to the
clients
2.5. MPI catalogue is maintained
3. Monitor client 3.1. Medical records are checked for completion according to
record keeping standard
and maintenance 3.2. Records are reviewed for proper registration
3.3. Data are collected and entered into patient’s medical
record
3.4. Use of service identification card are explained to clients
3.5. MPI catalogue is maintained
4. Ensure 4.1. Medical record maintenance directives are applied
compliance to 4.2. Application of standardized record filling procedures are
record ensured and verified
Technique 4.3. Accuracy and completeness of each medical record are
standards maintained according to policies and procedures
4.4. Compliance to record Technique standards are monitored
and supervised at all levels.

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Variable Range
Type and Source of May include but not limited to:
Information  Integrated Health Record
 Guidelines for health record Technique
 Documentation Standards
 Data dictionary
 Clinical data ware house
 Electronic health record
Tracer card  Filed in each clients medical record, and has information
about:
o Clients name
o Client’s medical record number
o Destination of medical record
o Date record was removed from medical record
department
Service  Is issued to each client on registration and has information
Identification card about
o Name of facility
o Date of registration
o Medical record number
o Name of client
o Age
o Sex
o Address
Data May include but not limited to:
 Dates, numbers, images, symbols, that represent basic facts
and observations about people, processes, measurements
and conditions

Data warehouse May include but not limited to:

 Database that makes it possible to access data from
multiple databases and combine the results into a single
query and reporting interface
Verify May include but not limited to:
 Verify the filing of a record by carefully checking that it has
been allocated to an appropriate place in the filing system.
 Random sample, regular checks to verify maintenance of
medical record department
Master Patient Index  Index card with information about:
Card o Facility identifier
o Medical record number
o Registration date
o Client’s full name
o Date of birth
o Gender
o Client’s address

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Tools and May include but not limited to:
equipment  Health Record Forms, templates
 Computer
 Printer
 Database Technique Systems
 Master Patient Index cards
 Service Identification cards

Evidence Guide

Critical aspects of Demonstrates skills and knowledge in:

Competence  Ensured proper client reception and registration
 Monitored client record keeping and maintenance
 Implemented retrieval and tracing methods for individual
client records
 Ensured compliance to record Technique standards
Underpinning A working knowledge of:
Knowledge and  Patient privacy legislations
Attitudes  Content of health record in various healthcare setting
 Documentation requirements
 Formats used for health records
 Use and function of health record
 Information Security
 Development and maintenance of health record system
 Concept and evolution of electronic health record
 Federal initiatives to support HMIS
 Keeping records tidy, handling records safely
 Protecting records from accidental damage
 Organization’s policy on the return of records
 Action to take when records are not returned
 How to deal with the return of damage or disordered records
 Obtaining assistance to resolve difficulties
 Organization’s systems for arranging material
 Correcting sequencing errors without delay
 Identifying relevant subject matter of record
 Why it is important to maintain the integrity of the medical
record keeping system
 Store, retrieve and archive information effectively and
efficiently
 The methods you can use to collect required information
 Accessing patient record using the Master Patient Index
 Unique documentation requirements and information
Technique issues in each are setting.

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Underpinning Skills Demonstrates skills to:
 Documentation requirements
 Application Formats used for health records
 Use and function of health record

Resources Access is required to real or appropriately simulated situations,

Implication including work areas, materials and equipment, and to
information on workplace practices and OHS practices.
Methods of Competence may be assessed through:
Assessment  Practical assessment by direct observation of tasks
through simulation/Role-plays
 Written exam/test on underpinning knowledge
 questioning or interview on underpinning knowledge
 project-related conditions (real or simulated) and require
evidence of process
 Portfolio Assessment (e.g. Certificate from training
providers or employers)
Assessment methods must confirm the ability to access and
correctly interpret and apply the essential underpinning
knowledge
Context of Competence may be assessed in the work place or in a
Assessment simulated work place setting. This competence standard could
be assessed on its own or in combination with other
competencies relevant to the job function.

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Occupational Standard: Health Information Technique Level IV
Unit Title Establish Quality Standards
Unit Code HLT HIT 4 13 0611
Unit Descriptor This unit covers the knowledge, attitudes and skills required to
monitor quality of work, establish specifications for work
outcomes, participate in maintaining, improving quality at work,
identify hazards, critical control points in the production of
output, assist in planning and implementation of quality
assurance procedures and report problems.

Elements Performance Criteria

1. Establish quality 1.1 Market specifications are sourced and legislated
specifications requirements identified.
for service 1.2 Quality specifications are developed and agreed.
1.3 Quality specifications are documented and introduced to
organization staff / personnel in accordance with the
organization policy
1.4 Quality specifications are updated when necessary

2. Identify hazards 2.1 Critical control points impacting on quality are identified.
and critical 2.2 Degree of risk for each hazard is determined.
control points 2.3 Necessary documentation is accomplished in accordance
with organization quality procedures

3. Assist in 3.1 Procedures for each identified control point are developed
planning of to ensure optimum quality.
quality 3.2 Hazards and risks minimized through application of
assurance appropriate controls are ensured.
procedures 3.3 Processes to monitor the effectiveness of quality
assurance procedures are developed.

4. Monitor quality of 4.1. Quality requirements are identified

work outcome 4.2. Inputs are inspected to confirm capability to meet quality
requirements
4.3. Work should be focused on producing the required
outcomes.
4.4. Work processes are monitored to confirm quality of output
and/or service
4.5. Work process is adjusted to maintain outputs within
specification.
5. Participate in 5.1 Work area, materials, processes and product routinely
maintaining and monitored to be ensured compliance with quality
improving quality requirements
at work 5.2 Non-conformance in inputs, process, product and/or
service is identified and reported according to workplace
reporting requirements

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 5.3 Corrective action is taken within level of responsibility, to
maintain quality standards
5.4 Quality issues are raised with designated personnel
6. Ensure Quality May include but not limited to:
Report problems 6.1 Potential or existing quality problems are recognized
6.2 Instances of variation in quality from specifications or work
instructions are identified
6.3 Variation and potential problems to supervisor/manager
according to enterprise guidelines are reported
6.4 Ensured that the data are documented against
specifications.
6.5 Final output visually and verbally are ensured
7. Quality May include but not limited to:
standards  Materials
 Components
 Process
8. Quality May include but not limited to:
parameters  Standard specifications
 Procedures
 Materials

Variable Range
Source  End-users
 Customers or stakeholders
Legislated  Verification of service quality as part of consumer
requirements legislation or specific legislation related to service content
or composition.

Evidence Guide
Critical Aspect of Assessment requires evidence that the candidate:
Competence  Monitored quality of work
 Established quality specifications for service
 Participated in maintaining and improving quality at work
 Identified hazards and critical control points in the
production of quality service
 Assisted in planning of quality assurance procedures
 Reported problems that affect quality
 Implemented quality assurance procedures
Underpinning A working knowledge of:
Knowledge and  Monitoring quality of work
Attitudes  Quality specifications for product
 Maintaining and improving quality of work
 How to assist in planning of quality assurance procedures
 Identify reporting problems that affect quality
 How to Implement quality assurance procedures

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Underpinning Skills Demonstrates skills on:
 Establishing quality specifications for service
 Maintaining and improving quality at work
 Assisting in planning of quality assurance procedures
 Identifying problem associated with reporting system that
affect quality
 Implementing quality assurance procedures
 Monitoring
Resource The following resources must be provided:
Implications  Workplace or fully equipped environment with necessary
tools and equipment as well as consumable materials
Methods of Competence may be assessed through:
Assessment  Practical assessment by direct observation of tasks
through simulation/Role-plays
 Written exam/test on underpinning knowledge
 questioning or interview on underpinning knowledge
 project-related conditions (real or simulated) and require
evidence of process
 Portfolio Assessment (e.g. Certificate from training
providers or employers)
Assessment methods must confirm the ability to access and
correctly interpret and apply the essential underpinning
knowledge
Context of Competence may be assessed in the work place or in a
Assessment simulated work place setting. This competence standard could
be assessed on its own or in combination with other
competencies relevant to the job function.

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Occupational Standard: Health Information Technique Level IV
Manage and Maintain Small/Medium Business
Unit Title
Operations
Unit Code HLT HIT4 14 0611
Unit Descriptor This unit covers the operation of day-to-day business activities
in a micro or small business. The strategies involve
developing, monitoring and managing work activities and
financial information, developing effective work habits, and
adjusting work schedules as needed.

Elements Performance Criteria

1. Identify daily 1.1 Work requirements for a given time period are identified
work taking into consideration resources and constraints
requirements 1.2 Work activities are prioritized based on business needs,
requirements and deadlines
1.3 Appropriate work is allocated to relevant staff or
contractors to optimize efficiency.
2. Monitor and 2.1 People, resources and/or equipment are coordinated to
manage work provide optimum results.
2.2 Staff, clients and/or contractors are communicated within
a clear and regular manner, to monitor work in relation to
business goals or timelines
2.3 Problem solving techniques are applied to work
situations to overcome difficulties and achieve positive
outcomes
3. Develop effective 3.1 Work and personal priorities identified and a balance is
work habits achieved between competing priorities using appropriate
time Technique strategies
3.2 Input from internal and external sources are sought and
used to develop and refine new ideas and approaches
3.3 Business or inquiries are responded to promptly and
effectively
3.4 Information is presented in a format appropriate to the
industry and audience
4. Interpret financial 4.1 Relevant documents and reports are identified
information
4.2 Documents and reports are read and understood for any
implications discussed with appropriate persons
4.3 Data and numerical calculations are analyzed, checked,
evaluated, organized and reconciled
4.4 Daily financial records and cash flow are maintained

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 correctly and in accordance with legal and accounting
requirements.
4.5 Invoices and payments are prepared and distributed in a
timely manner and in accordance with legal requirements
4.6 Outstanding accounts are collected or followed-up on
5. Evaluate work 5.1 Opportunities for improvements are monitored according
performance to business demands
5.2 Work schedules are adjusted to incorporate necessary
modifications to existing work and routines or changing
needs and requirements
5.3 Proposed changes are clearly communicated and
recorded to aid in future planning and evaluation
5.4 Relevant codes of practice are used to guide an ethical
approach to workplace practices and decisions

Variable Range
Resources May include but not limited:
 Staff
 Money
 Time
 Equipment
 Space
Business goals May include but not limited:
 Budgetary targets
 Team and individual goals
 Production targets
 Reporting deadlines
Problem solving May include but not limited:
techniques  Gaining additional research and information to make better
informed decisions
 Looking for patterns
 Considering related problems or those from the past and
how they were handled
 Eliminating possibilities
 Identifying and attempting sub-tasks
 Collaborating and asking for advice or help from additional
sources
Time Technique  Prioritizing and anticipating
strategies may  Short term and long term planning and scheduling
include:  Creating a positive and organized work environment
 Clear timelines and goal setting that is regularly reviewed
and adjusted as necessary
 Breaking large tasks to smaller.

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  Getting additional support if identified and necessary
Internal and external  Staff and colleagues
sources may  Technique , supervisors, advisors or head office
include:  Relevant professionals such as lawyers, accountants,
Technique consultants
 Professional associations

Evidence Guide
Critical Aspects of A person must be able to demonstrate:
Competence  Ability to identify daily work requirements and allocate work
appropriately
 Ability to interpret financial documents in accordance with
legal requirements
Underpinning Essential knowledge and attitudes include:
Knowledge and  Federal and Local Government legislative requirements
Attitudes affecting business operations, especially in regard to
occupational health and safety (OH&S), equal employment
opportunity (EEO), industrial relations and anti-
discrimination
 Technical or specialist skills relevant to the business
operation
 Relevant industry code of practice
 Planning techniques to establish realistic timelines and
priorities
 Identification of relevant performance measures
 Quality assurance principles and methods
 Relevant marketing, Technique , sales and financial
concepts
 Methods for monitoring performance and implementing
improvements
 Structured approaches to problem solving, idea Technique
and time Technique
Underpinning Skills Essential skills includes:
 Literacy skills to interpret legal requirements, company
policies and procedures and immediate, day-to-day
demands
 Communication skills including questioning, clarifying,
reporting, and giving and receiving constructive feedback
 Numeracy skills for performance information, setting targets
and interpreting financial documents and reports
 Technical and analytical skills to interpret business

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 documents, reports and financial statements and
projections
 Ability to relate to people from a range of social, cultural
and ethnic backgrounds and physical and mental abilities
 Problem solving skills to develop contingency plans
 Using computers and software packages to record and
manage data and to produce reports
 Evaluation skills for assessing work and outcomes
 Observation skills for identifying appropriate people,
resources and to monitor work
Resource The following resources should be provided:
Implications  Access to relevant workplace documentation
 Financial records, and
 Equipment
Methods of Competence may be assessed through:
Assessment  Practical assessment by direct observation of tasks
through simulation/Role-plays
 Written exam/test on underpinning knowledge
 questioning or interview on underpinning knowledge
 project-related conditions (real or simulated) and require
evidence of process
 Portfolio Assessment (e.g. Certificate from training
providers or employers)
Assessment methods must confirm the ability to access and
correctly interpret and apply the essential underpinning
knowledge
Context of Competence may be assessed in the work place or in a
Assessment simulated work place setting. This competence standard could
be assessed on its own or in combination with other
competencies relevant to the job function.

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 Occupational Standard: Health Information Technique Level IV
Unit Title Apply and promote effective communication skills
Unit Code HLT HIT 4 15 0611
Unit Descriptor This competency unit describes knowledge, skills and attitude
required for effective communication in healthcare delivery setting.

Elements Performance Criteria

1. Identify 1.1 Personal skills in communication process used for priority
relationship with to address organization standards to be developed, and
in the reviewed.
organization 1.2 Routinely apply work place protocols and procedures in all
internally and workplace communication to support accuracy and
externally understanding of information are provided and received
1.3 Recognize individual and cultural differences and make
any adjustments needed to facilitate the achievements are
identified.
1.4 Conduct interpersonal communication with team and client
in a manner that enhances a staff and stakeholders centre
within organization standards are ensured.
1.5 Take appropriate measures to resolve conflict and
interpersonal differences in the workplace are ensured.
2. Exercise 2.1 Special needs of staff and stakeholders are identified and
effective responded
communication 2.2 All communication with staff and stakeholders are
techniques within ensured to reflect an understanding and respect for
work individual differences and needs
environment and 2.3 Clear communication and relevant to situation, context and
follow routine activities are undertaken ensured.
instructions
2.4 Seek advice about communication difficulties with staff and
stakeholders or client from supervisor or other appropriate
person are implemented.
2.5 Adjust own style to incorporate advice that addresses
performance issues to maintain the agreed standard of
effective communication are ensured.
2.6 Work place instructions are interpreted correctly and
carried out within agreed timeframes ensured
2.7 Seek clarification of work instructions, tools and
equipment are required understanding.
2.8 Refer any difficulties in carrying out instructions to
supervisor or appropriate person required work outcomes
are ensured

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 3. Identify and 3.1 Practice evaluation to maintain a high standard of staff and
provide effective stakeholders service is ensured.
response to staff 3.2 Identification and acknowledge enquirer’s expectations is
and stakeholders ensured.
enquiries 3.3 Provision of feedback for staff and stakeholders are
ensured according to workplace guidelines and ethics

Variable Range

Unit Scope This competency required at Health post, Health Centre and
hospital. It needs basic communication skills,
assessment and evaluation materials, equipment and tools
Type and Source of  Communication skills course module,
Information  National &Organizational guidelines
 Organizational principles and policies
 Quality standards and guidelines
 Performance Improvement tools
 Clinical protocols
Special needs May include but not limited to:
 Disability
 Communication difficulties
 Language difficulties
Communication May include but not limited to:
 Appropriate language
 Communication aids
 Modes of communication
 Questioning
 Clarifying
 Advising, providing appropriate and accurate information
 Honesty and integrity.
Individual May include but not limited to:
differences  Developmental
 Cultural
 Physical
 Emotional
 Behavioral
 Intellectual
Tools and equipment May include but not limited to:
 Telephone
 Fax
 Computer

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 Evidence Guide

Critical Aspects of Demonstrates skills and knowledge in:

Competence  Applied effective communication skills in healthcare
Setting
 Delivered information and promote information sharing
 Identified and address actual and potential constraints
to communication
 Feedback for performance improvement provided and
received.
 Principles and processes of open specified essential
knowledge as well as skills as specified in elements and
performance criteria practiced.
Underpinning A working knowledge of:
Knowledge and  Medical terminology,
Attitudes  Organizational communication,
 Components and
 Elements of communication
 Techniques of technical report writing
 Basic Technique
 Effective communication strategies
 Principles and practices of services provided
 Organization policies, procedures and guidelines
 Legal and ethical issues relating to practitioner — staff
and stakeholders relations
 Confidentiality principles
 Potential constraints to effective communication
 Practice of informed consent
 practice processes and practices of open disclosure
 Risk assessment in critical and non-critical clinical
Situations
 Legal implications of documentation/duty of care
 Issues and needs of clients taking into account differing
cultures, religious practices, languages,
 Physical disabilities and emotional disorders
Underpinning Skills Demonstrates skills to:
 Verification of technical data and documents
 Good communication
 Principles and practices of communication
Resources Access is required to real or appropriately simulated situations,
Implication including work areas, materials and equipment, and to
information on workplace practices and OHS practices.

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 Methods of Competence may be assessed through:
Assessment  Practical assessment by direct observation of tasks
through simulation/Role-plays
 Written exam/test on underpinning knowledge
 questioning or interview on underpinning knowledge
 project-related conditions (real or simulated) and require
evidence of process
 Portfolio Assessment (e.g. Certificate from training
providers or employers)
Assessment methods must confirm the ability to access and
correctly interpret and apply the essential underpinning
knowledge
Context of Competence may be assessed in the work place or in a
Assessment simulated work place setting. This competence standard could
be assessed on its own or in combination with other
competencies relevant to the job function.

Occupational Standard: Health Information Technique Level IV

Unit Title Complete Database Back-Up and Recovery

Unit Code HLT HIT4 16 0611

Unit Descriptor The unit defines the competency required to back-up and recover a
database.

Elements Performance Criteria

1. Review 1.1 Identify the building of a database file system are identified
database and consequently, determined the most appropriate methods for
architecture back-up and recovery
1.2 Risks and failure scenarios that are likely or possibly identified
and examined
2.1 A range of back-up, restoration methods based on
2. Determine
organizational and security standards on the assessment of
back-up methods
likely possible failure scenarios are evaluated.
appropriate to
2.2 Complete full off-line back-ups according to organizational and
database
security standards with minimal down time is ensured.
requirements
2.3 On-line file back-ups as determined by organizational and
security standards and with minimal down time is completed
2.4 Disk mirroring and redundant array of inexpensive disks(RAID)
hard disk configurations to keep copies of files are employed

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 2.5 Off-site copies of back-up file are arranged

3.1 Database recovery points based on the back-up arrangements

3. Establish
according to organizational guidelines is determined
recovery points
3.2 The restoration process tested to ensure that the database can
and disaster
be restored to a given recovery point, with minimal down time
recovery
3.3 Complete the restoration of the database to the point of failure,
procedures
without loss of committed transactions
4.1 Create or set up a standby database to meet organizational
4. create and
guidelines
deploy standby
4.2 Standby database to support critical business functions are
database
Implemented
4.3 Documentation for standby database are prepared

Variable Range
Architecture May include but is not limited to:
 Operating system: Novell NetWare 5 or above or operating system
that has multi-user ability; Linux, Mac OS , Windows 2003 or
above.
 Database software: Oracle, Sybase, Microsoft SQL server,
Microsoft Access, My SQL
 Configuration: small memory model, large memory model,
requests per second.
Database May include but are not limited to:
 Relational databases,
 Object-relational databases, and
 Proprietary databases, commercial off the shelf (COTS)
database packages.
Standards May include:
 ISO/IEC standards,
 Organizational standards,
 Project standards
Back-up May involve:
 Single or multiple tape units or DVD or CD back-up to more
comprehensive and complex back-up facilities across the
network or the internet.
Organizational  Personal use of emails and internet access, content of emails,
guidelines downloading information and accessing particular websites,
opening mail with attachments, virus risk, dispute resolution,
document procedures and templates, communication methods and
financial control mechanisms

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 Documentation May follow:
 ISO/IEC standards,
o Audit trails,
o Naming standards,
o Version control,
o Project Technique templates and
o Report writing, maintaining equipment inventory;
client training and satisfaction reports

Evidence Guide
Critical Aspects  Assessment must confirm the ability to implement back-up and
of Competence recovery procedures, with minimum disruption to the business
and if necessary, to introduce contingency plans.
Underpinning  General knowledge of structured query language
Knowledge  Detailed knowledge of database administration
 Basic knowledge of tuning methodologies
 General knowledge of the principles of databases
 Broad knowledge of diagnostic tools
 Detailed knowledge of back-up and recovery methods
 Detailed knowledge of database security
Underpinning  Analysis skills in relation to non-routine work processes
Skills  Project planning skills in relation to set benchmarks and identified
scope
 Report writing skills for business requiring depth in some areas,
analysis and evaluation of information in a defined range of areas
 Problem solving skills in non-routine work processes
 Open file back-up procedures and restore operations
 Research skills for identifying , analyzing and evaluating broad
features of a particular business domain and best practice in
back-up and recovery strategies
Resource The following resources must be provided:
Implications  Workplace or fully equipped location with necessary tools and
equipment as well as consumable materials
Methods of Competence may be assessed through:
Assessment  Practical assessment by direct observation of tasks through
simulation/Role-plays
 Written exam/test on underpinning knowledge
 questioning or interview on underpinning knowledge
 project-related conditions (real or simulated) and require
evidence of process
 Portfolio Assessment (e.g. Certificate from training providers
or employers)
Assessment methods must confirm the ability to access and correctly
interpret and apply the essential underpinning knowledge
Context of Competence may be assessed in the work place or in a simulated

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 Assessment work place setting. This competence standard could be assessed on
its own or in combination with other competencies relevant to the job
function.

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 Occupational Standard: Health Information Technique Level IV
Unit Title Lead small teams
Unit Code HLT HIT4 17 0611
Unit Descriptor This unit covers the skills, knowledge and attitudes required to
determine individual and team development needs and facilitate the
development of the work group.

Elements Performance Criteria

1. Provide team 1.1 Learning and development needs are systematically identified
leadership and implemented in line with organizational requirements.
1.2 Learning plan to meet individual and group training and
developmental needs is collaboratively developed and
implemented.
1.3 Individuals are encouraged to self evaluate performance and
identify areas for improvement.
1.4 Feedback on performance of team members are collected from
relevant sources and compared with established team learning
process.
2. Foster 2.1 Learning and development program goals and objectives are
individual and identified to match the specific knowledge and skills requirements
organizational of competency standards.
growth 2.2 Learning delivery methods are appropriate to the learning goals,
the learning style of participants and availability of equipment and
resources are identified.
2.3 Workplace learning opportunities and coaching/ mentoring
assistance are provided to facilitate individual and team
achievement of competencies.
2.4 Resources and timelines required for learning activities are
identified and approved in accordance with organizational
requirements.
3. Monitor and 3.1 Feedback from individuals or teams used to identify and implement
evaluate improvements in future learning arrangements.
workplace 3.2 Outcomes and performance of individuals/teams are assessed and
learning recorded to determine the effectiveness of development programs
and the extent of additional support.
3.3 Modifications to learning plans are negotiated to improve the
efficiency and effectiveness of learning.
3.4 Records and reports of competency are maintained within
organizational requirement.

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 4. Develop team 4.1 Open communication processes to be obtained and shared
commitment information used by team
and 4.2 Decisions are reached by the team in accordance with its agreed
cooperation roles and responsibilities
4.3 Mutual concern is developed in the team
5. Facilitate 5.1. Team members actively are participated in team activities and
accomplishme communication processes
nt of 5.2. Teams members are developed individual and joint responsibility
organizational for their actions
goals 5.3. Collaborative efforts are sustained to attain organizational goals

Variables Range
Learning and  Coaching, mentoring and/or supervision
development  Formal/informal learning program
needs
 Internal/external training provision
 Work experience/exchange/opportunities
 Personal study
 Career planning/development
 Performance appraisals
 Workplace skills assessment
 Recognition of prior learning
Organizational  Quality assurance and/or procedures manuals
requirements  Goals, objectives, plans, systems and processes
 Legal and organizational policy/guidelines and requirements
 Safety policies, procedures and programs
 Confidentiality and security requirements
 Business and performance plans
 Ethical standards
 Quality and continuous improvement processes and standards
Feedback on  Formal/informal performance appraisals
performance  Obtaining feedback from supervisors and colleagues
 Obtaining feedback from clients
 Personal and reflective behavior strategies
 Routine and organizational methods for monitoring service
delivery
Learning delivery  On the job coaching or mentoring
methods  Problem solving
 Presentation/demonstration

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  Formal course participation
 Work experience
 Involvement in professional networks
 Conference and seminar attendance
 Induction

Evidence Guide
Critical Aspects of Assessment requires evidence that the candidate:
Competence  Identify and implement learning opportunities for others
 Give and receive feedback constructively
 Facilitate participation of individuals in the work of the team
 Negotiate learning plans to improve the effectiveness of learning
 Prepare learning plans to match skill needs
 Access and design learning opportunities
Underpinning A working knowledge of:
Knowledge and  Coaching and mentoring principles
Attitudes  Understanding how to work effectively with team members who
have diverse work styles, aspirations, cultures and perspective
 Understanding how to facilitate team development and
improvement
 Understanding methods and techniques for eliciting and
interpreting feedback
 Understanding methods for identifying and prioritizing personal
development opportunities and options
 Career paths and competency standards in the industry
Underpinning Demonstrates skills to:
Skills  Read and understand a variety of texts, prepare general
information and documents according to target audience; spell
with accuracy; use grammar and punctuation effective
relationships and conflict Technique
 Receiving feedback and reporting, maintaining effective
relationships and conflict Technique
 Planning to organize required resources and equipment to meet
learning needs
 Coach and mentoring to provide support to colleagues
 Reporting to organize information; assess information for
relevance and accuracy; identify and elaborate on learning
outcomes
 Facilitation to conduct small group training sessions
 Ability to relate to people from a range of social, cultural, physical
and mental backgrounds

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 Resource Access to relevant workplace or appropriately simulated environment
Implications where assessment can take place
Methods of Competence may be assessed through:
Assessment  Practical assessment by direct observation of tasks through
simulation/Role-plays
 Written exam/test on underpinning knowledge
 questioning or interview on underpinning knowledge
 project-related conditions (real or simulated) and require
evidence of process
 Portfolio Assessment (e.g. Certificate from training providers
or employers)
Assessment methods must confirm the ability to access and correctly
interpret and apply the essential underpinning knowledge
Context of Competence may be assessed in the work place or in a simulated
Assessment work place setting. This competence standard could be assessed on
its own or in combination with other competencies relevant to the job
function.

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Occupational Standard: Health Information Technique Level IV
Unit Title Monitor Implementation of Work Plan/Activities
Unit Code HLT HIA 4 18 0611
Unit Descriptor This unit deals with the skills and knowledge required to oversee
and monitor the quality of work operations within an enterprise.
This unit may be carried out by team leaders, supervisors or
managers.

Elements Performance Criteria

1. Monitor and 1.1 Efficiency and service levels are monitored on an ongoing
improve basis.
workplace 1.2 Operations in the workplace support overall enterprise
operations goals and quality assurance initiatives are achieved.
1.3 Quality problems and issues promptly identified and
adjustments are made accordingly.
1.4 Procedures and systems are changed in consultation with
colleagues to improve efficiency and effectiveness.
1.5 Colleagues are consulted about ways to improve efficiency
and service levels.
2. Plan and 2.1 Current workload of colleagues is accurately assessed.
organise 2.1 Work is scheduled in a manner which enhances efficiency
workflow and customer service quality.
2.2 Work is delegated to appropriate people in accordance with
principles of delegation.
2.3 Workflow is assessed against agreed objectives and
timelines.
2.4 Colleagues are assisted in prioritisation of workload.
2.5 Input provided to appropriate Technique regarding staffing
needs.
3. Maintain 3.1 Workplace records are accurately completed and submitted
workplace within required timeframes.
records 3.2 Where appropriate completion of records are delegated and
monitored prior to submission.
4. Solve 4.1 Workplace problems are promptly identified and considered
problems and from an operational and customer service perspective.
make decisions 4.2 Short term action in initiated to resolve the immediate
problem where appropriate.
4.1 Problems analysed for any long term impact and potential
solutions are assessed and actioned in consultation with

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 relevant colleagues.
4.2 Where problem raised by a team member, they encouraged
to participate in solving the problem.
4.3 Follow up action taken to monitor the effectiveness of
solutions in the workplace.

Variables Range
Workplace
records May include but not limited to:
 Staff records
 Regular performance reports.

Evidence Guide
Critical Aspects of  Ability to effectively monitor and respond to a range of
Competence common operational and service issues in the workplace
 Understanding the role of staff involved in workplace
monitoring
 Knowledge of quality assurance, principles of workflow
planning, delegation and problem solving.
Underpinning
Knowledge and Knowledge in the following areas required:
Attitudes  The roles and responsibilities of those involved in
monitoring work operations
 Overview of leadership and Technique responsibilities
 Principles of work planning
 Typical work organisation methods appropriate to the
industry sector
 Quality assurance principles
 Time Technique
 Principles of delegation
 Problem solving and decision making processes
 Iindustrial and/or legislative issues which affect short term
work organization as appropriate to industry sector

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 Underpinning Demonstrate skills to:
Skills  Monitor and improve workplace operations
 Plan and organize workflow
 Maintain workplace records
 Solve problems and make decisions
Resource  Access to relevant workplace or appropriately simulated
Implications environment where assessment can take place
 Materials relevant to the proposed activity or task
Methods of Competence may be assessed through:
Assessment  Practical assessment by direct observation of tasks
through simulation/Role-plays
 Written exam/test on underpinning knowledge
 questioning or interview on underpinning knowledge
 project-related conditions (real or simulated) and require
evidence of process
 Portfolio Assessment (e.g. Certificate from training
providers or employers)
Assessment methods must confirm the ability to access and
correctly interpret and apply the essential underpinning
knowledge
Context of Competence may be assessed in the work place or in a
Assessment simulated work place setting. This competence standard could
be assessed on its own or in combination with other
competencies relevant to the job function.

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Occupational Standard: Health Information Technique Level IV
Unit Title Demonstrate Work Values
Unit Code HLT HIT 4 19 0611
Unit Descriptor This unit covers the knowledge, skills, and attitude in
demonstrating proper work values.

Elements Performance Criteria

1. Define the 1.1 One’s unique sense of purpose for working and the ‘whys’ of
purpose of work work are identified, reflected on and clearly defined for one’s
development as a person and as a member of society.
1.2 Personal mission is in harmony with organization values
(mission, Vision, goal).
2. Apply work 2.1 Work values/ethics/concepts are classified and reaffirmed
values/ethics in accordance with the transparent company ethical
standards, policies and guidelines.
2.2 Work practices are undertaken in compliance with industry
work ethical standards, organizational policy and guidelines
2.3 Personal behavior and relationships with co-workers and/or
clients are conducted in accordance with ethical standards,
policy and guidelines.
2.4 Company resources are used in accordance with
transparent company ethical standard, policies and
guidelines.
3. Deal with ethical 3.1 Company ethical standards, organizational policy and
problems guidelines on the prevention and reporting of unethical
conduct are accessed and applied in accordance with
transparent company ethical standard, policies and
guidelines.
3.2 Work incidents/situations are reported and/or resolved in
accordance with company protocol/guidelines.
3.3 Resolution and/or referral of ethical problems identified are
used as learning opportunities.
4. Maintain 4.1 Personal work practices and values are demonstrated
integrity of conduct consistently with acceptable ethical conduct and company’s
in the workplace core values.
4.2 Instructions to co-workers are provided based on ethical,
lawful and reasonable directives.
4.3 Company values/practices are shared with co-workers using
appropriate behavior and language.

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Variable Range
Work values/ethics/ May include but are not limited to:
concepts  Commitment/ Dedication
 Sense of urgency
 Sense of purpose
 Love for work
 High motivation
 Orderliness
 Reliability and Dependability
 Competence
 Goal-oriented
 Sense of responsibility
 Being knowledgeable
 Loyalty to work/company
 Sensitivity to others
 Compassion/Caring attitude
 Balancing between family and work
 Sense of nationalism
Work practices Quality of work
 Punctuality
 Efficiency
 Effectiveness
 Productivity
 Resourcefulness
 Innovativeness/Creativity
 Cost consciousness
 5S’s
o Sort
o Stabilize
o Shine
o Standardize
o Sustain/Self discipline
 Attention to details
Violent/intense dispute or argument:
Incidents/situations  Gambling
 Use of prohibited substances
 Pilferages
 Damage to person or property
 Vandalism
 Falsification
 Bribery
 Sexual Harassment
 Blackmail

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Company  Consumable materials
resources  Equipment/Machineries
 Human
 Time
 Financial resources
Instructions  Verbal
 Written

Evidence Guide Description

1. Critical Aspects Assessment requires evidence that the candidate:
of Competency  Defined one’s unique sense of purpose for working
 Clarified and affirmed work values/ethics/concepts
consistently in the workplace
 Demonstrated work practices satisfactorily and
consistently in compliance with industry work ethical
standards, organizational policy and guidelines
 Demonstrated personal behavior and relationships with co-
workers and/or clients consistent with ethical standards,
policy and guidelines
 Used company resources in accordance with company
ethical standard, policies and guidelines.
 Followed company ethical standards, organizational policy
and guidelines on the prevention and reporting of unethical
conduct/behavior
2. Underpinning Occupational health and safety:
Knowledge  Work values and ethics
 Company performance and ethical standards
 Company policies and guidelines
 Fundamental rights at work including gender sensitivity
 Work responsibilities/job functions
 Corporate social responsibilities
 Company code of conduct/values
 Balancing work and family responsibilities
3. Underpinning Demonstrate:
Skills  Interpersonal skills
 Communication skills
 Self awareness, understanding and acceptance
 Application of good manners and right conduct
4. Resource The following resources must be provided:
Implications  Workplace or assessment location
 Case studies/Scenarios

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Methods of Competence may be assessed through:
Assessment  Practical assessment by direct observation of tasks
through simulation/Role-plays
 Written exam/test on underpinning knowledge
 questioning or interview on underpinning knowledge
 project-related conditions (real or simulated) and require
evidence of process
 Portfolio Assessment (e.g. Certificate from training
providers or employers)
Assessment methods must confirm the ability to access and
correctly interpret and apply the essential underpinning
knowledge
Context of Competence may be assessed in the work place or in a
Assessment simulated work place setting. This competence standard could be
assessed on its own or in combination with other competencies
relevant to the job function.

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 Acknowledgement

We wish to extend thanks and appreciation to the Ministry of Health, partners,

academe and government agencies who donated their time, expertise and resource

to the development of this occupational standard.

We would like also to express our appreciation to the Experts of Ministry of

Education (MoE) and Engineering Capacity Building Program (ecbp) who made the

development of this occupational standard possible.

This occupational standard was developed on June 2011 at Adama, Ethiopia

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