CHAPTER FOUR

PREPARE AND SUBMIT REPORTS

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Tekleweyni B (BSc., MPH)
1
 Chapter Outline

Recording and reporting

Recording/Reporting formats

 Reporting times

Health management information system/HMIS/

Family folder

Report preparation

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 Recording and reporting

Introduction

• The reformed HMIS reporting process at health facility level starts with
entering the data in to report form from registers and tallies of services
and administrative functions/departments that exist in that facility (health
center, hospital etc.).

• After filling the report form, data quality is checked and self assessment is
done at facility level and report is submitted to the next higher level.

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 Recording and reporting …
The process of recording and reporting at the Woreda health office level
starts with receiving, collecting and aggregating (compiling) curative and
preventive service report from all facilities (district hospital, health centre,
health post, clinics etc.) under its catchment.
The Woreda office adds its own administrative and technical functions data.

Conducts self assessment and performance review of the catchment, and

sends the report to zonal health department.
Similar approach applies for regional health bureau
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 Purpose of Recording and reporting

• To improve patient care

• To monitor disease epidemiology

• For equitable resource allocation

• Performance monitoring and evaluation

• For informed policy making

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 Purpose of Recording and reporting

• For research and development

• Community engagement

• Health education and awareness

• Strengthen health system

• International reporting compliance

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 Recording/Reporting formats
• All the information recorded during the encounter between Health Workers
(HWs) and the family will create the basic information at the grass root level.

• This will be supplemented by information captured in the profiling formats,

service and disease tally sheets, and additional administrative and personnel
records.

• These standardized family health information recording formats are developed

according to international standards and best practices, and through
consultation with technical programs and care providers.
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 Recording/Reporting formats at Health Post level

Resident profiling formats

 Demographic profile

 Resource mapping

 household environmental sanitation profile

 Basic health indicators format

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 Recording/Reporting formats at Health Post level

Family/household health information recording instruments

A. Family folder

B. Health card

C. Integrated Maternal and Child Care card

D. Master Family Index (MFI)

E. Field Book

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 Recording/Reporting formats at Health Post level

Tallies

A. Service delivery tally

B. Disease information tally

C. Tracer drug availability tally

D. Family planning method dispensed count

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 Reporting times

a. Immediately

b. Weekly

c. Bimonthly

d. Monthly

e. Quarterly

f. Annual

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 Reportable diseases
Immediate reportable disease Weekly reportable disease
Cont.….
immediate reportable disease
Diseases/conditions under Surveillance in Ethiopia
Immediately Reportable Weekly Reportable
1. Acute Flaccid Paralysis
2. Anthrax
3. Avian Human Influenza 1. Dysentery
4. Cholera 2. Malaria
5. Dracunculiasis/Guinea warm 3. Meningitis
6. Measles 4. Relapsing
7. Neonatal tetanus 5. Typhoid Fever
8. Pandemic Influenza A(H1N1) 6. Typhus
9. Rabies 7. Severe Acute Malnutrition
10. Smallpox
11. SARS
12. Viral Hemorrhagic Fever(VHF)
13. Yellow Fever
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Diseases requiring monthly or quarterly summary reporting

• Acute viral hepatitis • Malaria

• AIDS (New Cases) • Malnutrition in children under 5 years
• Buruli ulcer • Mental health (Epilepsy)
• Diabetes mellitus • Noma
• Diarrhoea with severe dehydration • Onchocerciasis
in children under 5 years of age • Severe pneumonia in children under 5
• HIV (new detections) • years of age
• Hypertension • Sexually transmitted diseases (STIs)
• Influenza-like illness • Trachoma
• Injuries (Road Traffic Accidents) • Trypanosomiasis
• Leprosy (quarterly) • Tuberculosis (quarterly)
• Lymphatic Filariasis • Underweight Newborns (less than 2500 g)
 Cont.….
• Each week ,month ,Quarter or year, the health facility calculates the total
number of :

• cases /incidence or prevalence /

• deaths due to priority diseases and events seen in the health facility.
Separate and totals are calculated for outpatient cases and inpatient cases
accordingly
 Health Management Information System/HMIS/
• HMIS Is a routine systematic collection, aggregation, analysis, presentation and
utilization of health and health related data for evidence-based decisions for health
workers, managers, policy makers and others.

Purpose of HMIS

• Routine collection and aggregation of quality health information

• Availing accurate, timely and complete data

• Provide specific information support to health decision making process

• Strengthening the use of locally generated data for evidence-based decision making
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 Family Folder

• Family Folder is a tool or package designed to be used for data collection and
documentation to meet the necessary information needs for providing family-
focused promotive, preventive and environmental health services at
community level.

• Family Folder is a family-centered tool designed to manage and monitor the

work in educating households and delivering integrated package of
promotive, preventive and basic curative health service to families.

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 Family Folder …

• The Family Folder is a pouch provided to each family.

• Information on household identification, data on family members and

household characteristics in terms of environmental sanitation (Latrine, Hand
washing facility, Waste disposal, and Drinking water source) and malaria
prevention is recorded.

• Health Cards and Integrated Antenatal, Delivery, Postnatal and Newborn Card
are kept inside the Family Folder.

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 Family Folder …

• Every member of the family who is ≥5 years of age is issued a Health Card; for
those <5 years, their records are kept in their mother‘s Health Card.

• The Health Cards, blue coloured for male members and yellow coloured for
female members, is used for recording information about individual household
members on:
Follow up and home based care and support of HIV/AIDS, tuberculosis, and
other diseases

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 Family Folder …
Referral -Family planning services - Immunization services

Orphan support (if the individual is an orphan)

The Integrated Maternal and Child Care Card is issued to every woman when
she becomes pregnant; it is used to document the pre-pregnancy status,
pregnancy follow up, delivery, post delivery care of the mother with
immunization and growth monitoring of the child.

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 Report preparation

• Most HMIS data are generated at health facility level.

• Facilities produce, check and use data, then send it to the higher level.

• The administrative health office aggregates the data it receives from the
facilities under its administration, adds its own administrative service data,
uses to monitor its own performance and forwards the HMIS report to the
next level.

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 Report preparation…

• The administrative level that receives data from facilities aggregates the data
by facility type and ownership.

• This type of aggregation of data is maintained throughout the reporting chain

so that even at the federal MOH, it is possible to disaggregate data by facility
type and ownership.

• The HMIS reporting formats collect and transfer the data required to calculate
the indicators used in performance monitoring.

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 Report preparation…
• Reports flow into health institution through HMIS in-charge, who disseminates
compiled information to responsible officer.

• These officers review and may provide feedback or additional processing.

• At the facility, HMIS reports cover a single month, according to the Ethiopian
calendar.

• Monthly results, along with quarterly totals, are forwarded onwards each quarter.

• Annual reports cover the Ethiopian Fiscal Year (EFY), which begins in Hamle and
ends in Sene of the next year.
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 YO U ! ! !
T H A N K

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