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Module 3 PPT Session 1

This document provides an overview of data management standards for routine health information systems (RHIS). It discusses the importance of good data management practices and describes data management needs at different levels of the health system. It also covers key topics like the four domains of RHIS data management, data collection and storage methods, ensuring data confidentiality, and the role of governance in establishing standards and policies. The overall aim is to explain how adopting standardized approaches to data management can improve RHIS performance and support data-driven decision-making.

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24 views19 pages

Module 3 PPT Session 1

This document provides an overview of data management standards for routine health information systems (RHIS). It discusses the importance of good data management practices and describes data management needs at different levels of the health system. It also covers key topics like the four domains of RHIS data management, data collection and storage methods, ensuring data confidentiality, and the role of governance in establishing standards and policies. The overall aim is to explain how adopting standardized approaches to data management can improve RHIS performance and support data-driven decision-making.

Uploaded by

bboninter
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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ROUTINE HEALTH INFORMATION SYSTEMS

A Curriculum on Basic Concepts and Practice

MODULE 3:
Data Management Standards for Routine Health Information Systems

SESSION 1:
Introduction to RHIS Data Management
The complete RHIS curriculum is available here:
https://www.measureevaluation.org/our-work/ routine-health-information-systems/rhis-curriculum
Learning Objectives and Topics Covered
Learning Objectives
• Appreciate the importance of good RHIS data management practices
• Describe data management needs at the three RHIS management
levels
• Describe data management standards
• Understand how a standards-based approach to RHIS data
management can improve RHIS performance (and help create a
culture of information)

Topics Covered
• Introduction to RHIS data management
• Data-management needs of the different RHIS management levels
• Overview of data management standards, themes, and guidelines
Importance of Data Management

• Good data management practices ensure that data are of high quality
(reliable, consistent, and complete) as well as readily available to
stakeholders.
• Data management entails putting personnel, policies, procedures, and
organizational structures in place to ensure that data are accurate,
consistent, secure, and available.
RHIS Data Management: Four Domains

Management & Governance


4 DOMAINS

Data & Decision Support Needs

Data Collection & Processing

Data Analysis, Dissemination, & Use


Data Needs are Different at Different Levels

Beneficiary-Level Use
• Clinical practitioners need clinical data on a daily basis during primary care
encounters and ward rounds and they use local laboratory and other
diagnostic data to monitor patients’ health improvement (preventive,
curative, and promotional)

Facility-Level Use
• Facilities managers regularly need data to improve facility infrastructure,
equipment, commodities, and human resources

Systems-Level Use
• From the district level to the national level, system managers need data to
monitor and plan for health service delivery: data on health status, on
services provided, and on management of resources such as personnel,
equipment, supplies, transport, drugs and vaccines, and finances.
Data Needs at Different Levels
Data Management at Different Health System Management
Levels

• Beneficiary Management Level


 Provision of healthcare

• Health-Facility Management Level


 Health facility functions

• System Management Level


 Planning; M&E
 Governance
 Public health interventions
Information Needs and Indicators

Step 1: Conduct an Analysis of Management Functions

• Participative analysis of management functions and decision-making processes


of all levels of the health system. The analysis should take into account:
• Priority health problems and national goals and strategies, addressing them in
national health policies and strategic plans
• The essential package of health services defined for prevention, promotion,
and management of these priority problems
• Health resources (e.g., manpower, materials, and money) available for carrying
out these essential services
• Management processes to plan, monitor, and control the services and resources
• Existing indicators and their current use in management and M&E
Information Needs and Indicators

Step 2: Identify Information Needs and Select Indicators


• Information should be identified to be relevant to managing and
monitoring RHIS functioning.
• Indicators should be SMART (Specific, Measurable, Agreed upon,
Relevant, Time-Bound).
• Indicators should be balanced and economical, improve the quality of
routine data, be operationally feasible, and meet national needs.
• Indicators should be extensively used to monitor and evaluate plans
and must be closely aligned to the planning process.
Data Collection and Storage

• Health records, reports, registers, and other data collection


instruments should be archived at health facilities after their
use and preserved typically for five to 10 years, depending on
the policy established by a country’s health ministry.
• These data and records are useful for documenting medical
histories, maintaining continuity of care, monitoring and
evaluating service delivery, resolving legal disputes, and
performing data quality assessments and audits.
Types of Data Storage

• Decision as to whether to allow clients to keep their


own record cards (e.g., child health program), or
Paper Storage whether to build and maintain appropriate facility
filing and archiving systems

• Collection of individual electronic health records


Electronic (EHRs) and ranges from storage on simple Excel
spreadsheets to storage on standard servers or
Storage sophisticated servers in the cloud

• A server is a system comprising software and


Server suitable computer hardware that responds to requests
across a computer network to provide, or help to
Hosting provide, a network service (such as data storage)
Pros and Cons: Data Storage by Type

TYPE PROS CONS

Paper Storage • Stimulate patients to take • Patients can lose their cards, or forget to
(Client-Held responsibility for their own bring them when visiting a facility.
Records) healthcare • Cards get wet and deteriorate.
• Enable clients to go to the • Follow-up of chronic patients is more
facility of their choice difficult.

Paper Storage • Keep all patients’ • Storage systems need to be well-designed


(Storage information in the facility and properly maintained, or patients will
System) for treatment and follow-up suffer delays while records are retrieved.
Pros and Cons: Data Storage by Type

TYPE PROS CONS


Electronic Storage • Widely available and • Not suitable for continuous regular entry of
(Excel) simple to use. data from multiple sources. Applications in
Access, Oracle, etc. should be used.

Server Hosting • Perform better than • If fails, have to build a new server, reinstall
(Conventional ) most cloud servers the operating system, and restore data.
• High monthly costs

Server Hosting • Cost-efficient • Technical issues


(Cloud) • Almost unlimited • Security in the cloud
storage • Susceptible to attack
• Backup and recovery
• Quick deployment
Data Confidentiality Principles

• Health data must be kept confidential at service delivery


sites to ensure that sick people are treated fairly and with
the respect they deserve.
• Ensuring data confidentiality should be prioritized when
data are collected, transmitted, and stored.
• Clear guidelines and policies specific to each level
should be observed.
Data Confidentiality Rules

• Data should be kept in a secure location.


• Access permissions must be controlled.
• Where paper records can be taken must be limited. For example,
rules should prescribe where they can be accessed and removing
them from secure locations should be prohibited.
• Electronic records and files should be password-protected.
• Only aggregate data should be transmitted, because patient-level data
serve little purpose at higher levels.
• A confidentiality agreement must be signed, and renewed annually,
by all staff members who access confidential records.
Data Management Governance

• Definition: The development and implementation of administrative


policies, procedures, and processes that define workflow, program
inputs and outputs, management structure, and the methods and
frequency of performance evaluation
• Dictates how different levels and components of the RHIS work
together to achieve a common goal: high-quality health data for
decision making
• Ensures that data are high-quality—reliable, consistent, complete,
and timely—as well as readily available to stakeholders
• RHIS governance is mainly addressed in Module 7
Information Culture and Demand for Data

The most visible outcome of a successful information culture is


that information is in demand, valued as an important resource,
and used at all levels to:

Improve service delivery to Strengthen facility


clients management

Manage systems at that level


Plenary Discussion

Q/A
ROUTINE HEALTH INFORMATION SYSTEMS
A Curriculum on Basic Concepts and Practice

This presentation was produced with the support of the United States Agency for International
Development (USAID) under the terms of MEASURE Evaluation cooperative agreement AID-OAA-
L-14-00004. MEASURE Evaluation is implemented by the Carolina Population Center, University of
North Carolina at Chapel Hill in partnership with ICF International; John Snow, Inc.; Management
Sciences for Health; Palladium; and Tulane University. The views expressed in this presentation do not
necessarily reflect the views of USAID or the United States government.

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