Maryam Bibi

DHIS2 REPORTING TOOLS: GUIDE FOR END USERS TABLE OF CONTENT Facility Identification (DHIS2- Daily- Sec. I) 04 Indoor Services Register (DHIS2- Daily- Sec. II) 04 Cases Attended Indoor Register (DHIS2- Daily- Sec. III) 05 Surgeries (from OT register) (DHIS2- Daily- Sec. IV) 06 Outpatient Department (OPD) Register (DHIS2- Daily- Sec. I& II) 07 Cases Attending OPD (From Abstract Form) (DHIS2- Daily- Sec. V) 09 Maternal and Newborn Health Register (DHIS2- Daily- Sec. II) 10 Referral Through Ambulance Services (DHIS2- Daily- Sec. VI) 10 Newborn Indicators (From KMC Register) (DHIS2- Daily- Sec. VII) 11 Babies Initiated with KMC Services 11 Diagnostic Services (From Lab register/ TB Lab Register/ Radiology Register) (DHIS2- Monthly- Sec. II) 12 Laboratory Investigation for Communicable Diseases and Non-Communicable Diseases (DHIS2- Monthly- Sec. III) 13 Stock report: Stock position of drugs (From Stock register for Medicine/Supplies) (DHIS2- Monthly- Sec. II) 14 Stock report: Stock position of Vaccines (DHIS2- Monthly- Sec. III) 15 Family Planning Commodities (From FP Register) (DHIS2- Monthly- Sec. IV) 16 Human Resource Data (From Facility Record) (DHIS2- Monthly- Sec. II) 16 Revenue Generated (DHIS2- Monthly- Sec. III) 17 Financial Report for the Current Fiscal Year (DHIS2- Monthly- Sec. VI) 18 02 ABBREVIATIONS OPD.......................................Out Patient Department LA.......................................................Local Anesthesia Hb..............................................................Hemoglobin ANC.......................................................Antenatal Care PNC........................................................Postnatal Care MO........................................................Medical Officer WMO.......................................Woman Medical Officer LHV.................................................Lady Health Visitor FHT.......................................Family Health Technician IUCD.....................Intra Uterine Contraceptive Device EDD.........................................Expected Delivery Date EPI................Expanded Programme on Immunization BCG...........................Bacillus Calmette–Guérin for TB OPV.........................................Oral poliovirus vaccines PCV.........................pneumococcal conjugate vaccine Penta Vaccine............Diphtheria, Pertussis, Tetanus, Hepatitis B and Hib (Haemophilusinfluenzae type B) TT and TD...Tetanus Toxoid and Tetanus-Diphtheria MR Vaccine..................................Mumps and Rubella IPV.............................................Inactive Polio Vaccine MTB...............................Mycobacterium Tuberculosis AFB..................................................Acid-Fast Bacteria MP.....................................................Malaria Parasites TB DOT............Tuberculosis Direct Observe Therapy HBV, HCV............Hepatitis B Virus, Hepatitis C Virus 03 FACILITY IDENTIFICATION (DHIS2- DAILYSEC. I) Who will fill: Data entry operator and District user after validation of the dataset. INSTRUCTION FOR FILLING THE REGISTER: Row 1. Facility ID: Facility ID will be Auto-generated by the system Row2. Facility name: Write the full name of the health facility Row3. Signature of Facility In-charge: The Facility In-charge must sign this row to verify and authenticate the data entered in the form. Row4. Designation: Mention the designation of the health facility in-charge INDOOR SERVICES REGISTER (DHIS2- DAILYSEC. II) The Indoor Register is maintained indoors of the facility for recording the total beds capacity, LAMA, admissions, and discharge in the inpatient departments (indoors) of the hospital. When filled: At the end of each day Who will enter the Data: The reporting tool (DHIS-2 Application) will be filled by Health facility focal person 04 Column 1: Specialty This column lists the names of medical specialties. Column 2: Allocated Write the number of beds allocated to each listed specialty or ward. This shows the bed capacity of each department. Column 3: Admission Enter the total number of new patient admissions in the respective specialty during the reporting period. Columns 4 & 5: Discharge / DOR: Record discharges and Discharge on Request (DOR) cases as follows, column 4 write the total number of discharges or DOR not on the same day of admission and column 5 write the total number of discharges or DOR on the same day of admission. Columns 6–8: LAMA, Referred, and Death Column 6 (LAMA): Number of patients who Left Against Medical Advice. Column 7 (Referred): Number of patients who were referred to another facility. Column 8 (Death): Number of inpatient deaths recorded during the reporting period. Column 9: Total Daily Patient Count (Old and New Admission) Enter the total number of patients present in the ward, including both new admissions and previously admitted (old) patients. Column 10: Bed Occupancy Write the bed occupancy rate (%) for each specialty. Column 11: Average Length of Stay (ALS) Enter the average number of days patients stayed in the ward before discharge. CASES ATTENDED INDOOR REGISTER (DHIS2DAILY- SEC. III) Reporting Tool for CAI: The case attended indoor Register is maintained indoors of the facility for recording all the admissions and deceased patients in the inpatient departments (indoors) of the ward or facility. 05 When filled: At the end of each day. Who will enter the Data: The reporting tool (DHIS-2 Application) will be filled by Health facility focal person. Column 1: Priority health problem: This column lists the priority health problems identified by the health Dept. Column 2: Total admission; These sub-columns are to record the age group of the admitted patient according to his/her sex (Male/Female/Transgender). Write the total number in the appropriate sub-column according to the patient’s age and sex. Column 3: Total Deaths. the sub-columns are to record the age group of the deceased patient according to his/her sex (Male/Female/Transgender). Write the total number the in appropriate sub-columns according to the patient’s age and sex. SURGERIES (FROM OT REGISTER) (DHIS2DAILY- SEC. IV) When filled: Daily after compiling all OT registers in the health facility Who will enter the data: The reporting tool (DHIS-2 Application) will be filled by Health facility focal person 06 Column 1: Specialty This columnlists the types of anesthesiaunder which surgeries were performed, operations under GA (General Anesthesia), operations under Spinal Anesthesia, operations under LA (Local Anesthesia), operations under Other Type of Anesthesia. User donot need to fill in this column—it ispre-filledto categorize surgeries by anesthesia type. Columns 2–15: Surgical Departments These columns list the different surgical specialtieswhere procedures are conducted, and Others Surgeries (for any surgeries not covered under the specified departments) In each column, enter the number of surgeries performed under each type of anesthesia (rows) for that specific specialty. Column 16: Total For each row (type of anesthesia), add the numbers across all surgical departments (columns 2–15) and write the total number of surgeries in Column 16. OUTPATIENT DEPARTMENT (OPD) REGISTER (DHIS2- DAILY- SEC. I& II) Who with enter the Data: The reporting tool (DHIS-2 Application) will be filled by Health facility focal person. 07 Instructions for filling the columns of the OPD register There are 23columns in the OPD Register that are spread over two adjacent pages. During interactions with the patients, entries are made in Columns No. 2-17, 19, 20 and 23 depending upon whether the patient is a new patient[1] or a follow-up case[2]. For new cases, entries are required to be made in all the columns except Column No. 21. Daily Reporting: Column 1: Specialty This column lists reportable diseases categorized by medical specialty (e.g., respiratory, gastrointestinal, pediatrics). Each OPD records data only for conditions relevant to its specialty. Columns 2–17: New Cases (Sex/Age Category) Use these columns to record new patient cases by age group and sex (Male/Female). Column 18: Total Enter the total number of new cases recorded that day for the specialty. Column 19: Transgender Record the number of transgender patients attending that OPD on that day. Column 20: Disability Note the number of new or follow-up patients with any form of disability. Column 21: Follow-up Case Record the number of patients returning for follow-up visits in that specialty. Column 22: Grand Total Sum of new cases (including transgender), follow-ups, and patients with disabilities for the day. Column 23: Evening OPD Enter the number of patients who visited the OPD in the evening session for the specific specialty. [1]A new case is the one who is coming for the first time to the facility, or is revisiting the facility for a different disease or asking for a different type of service from the facility. [3]Follow-up case is a patient/client who comes for the same episode of a disease (e.g., diarrhea, hypertension) or for same type of service (e.g. maternal health check-up during the same pregnancy). 08 CASES ATTENDING OPD (FROM ABSTRACT FORM) (DHIS2- DAILY- SEC. V) Who with enter the Data: The reporting tool (DHIS-2 Application) will be filled by Health facility focal person. Column 1: Specialty This column lists selected diseases grouped by specialty. The diseases shown here fall under respiratory and communicable diseases. Each OPD (e.g., respiratory OPD) fills only the rows relevant to its area. Columns 2–17: New Cases (Sex/Age Category) These columns are divided into Male and Female categories, each broken down by age groups: Male: <1 Month, 1–2 Month, 3–5 Month, 6–12 Month, 1–4 Year, 5–14 Year, 15–49 Year, 50+ Year Female: <1 Month, 1–2 Month, 3–5 Month, 6–12 Month, 1–4 Year, 5–14 Year, 15–49 Year, 50+ Year Use these columns to record the number of new patients by sex and age group for each disease listed under the respective specialty. Column 18: Total This column is for auto sum up all new male and female cases across the age groups for each disease on a daily basis. 09 MATERNAL AND NEWBORN HEALTH REGISTER (DHIS2- DAILY- SEC. II) When filled: Daily, after compiling all the data from maternal health register at the end of the day. Who will enter the data: The reporting tool (DHIS-2 Application) will be filled by Health facility focal person Column 1: Indicator This column lists specific maternal and newborn health services and outcomes tracked daily. These indicators focus on antenatal care (ANC), maternal conditions, and birth outcomes. Column 2: Value Entry Field This column is used to enter the daily count or number of cases for each listed indicator based on the health facility's records. REFERRAL THROUGH AMBULANCE SERVICES (DHIS2- DAILY- SEC. VI) When filled: Daily, after compiling all the data from maternal health register at the end of the day. Who will enter the data: The reporting tool (DHIS-2 Application) will be filled by Health facility focal person 10 Column 1: Description This column defines the type of referral or patient transfer activity through ambulance services. Column 3: Total This column is used to enter the total number of patients for each referral indicator for the day. Row 1: No. of Patients referred from the Health Facility This row captures the total number of patients who were transferred out of the reporting health facility to higher-level care centers (e.g., district hospitals, tertiary care) using ambulance services. Row 2: No. of Patients received in Health Facility through Referral This row records the total number of patients received at the facility from another health facility via ambulance. NEWBORN INDICATORS (FROM KMC REGISTER) (DHIS2- DAILY- SEC. VII) When filled: Daily, after compiling all the data from KMC register at the end of the day. Who will enter the data: The reporting tool (DHIS-2 Application) will be filled by Health facility focal person Babies Initiated with KMC Services Column: Total Enter the total number of babies for each indicator. Row 1: Record the number of babies initiated with KMC services on the reporting day (regardless of birth location). Row 2: Record the number of babies born inside the facility who were initiated on KMC services. Row 3: Record the number of babies born outside the facility who received KMC services after admission. 11 Information on KMC Outcome Column: Total Enter the total number of babies for each KMC outcome. Row 1: Record the number of babies who received KMC and were discharged as per protocol (healthy discharge after completion of care). Row 2: Record the number of babies who received KMC but were discharged upon caregiver’s request (early discharge). Row 3: Record the number of babies whose KMC was referred or discontinued due to medical complications. Row 4: Record the number of babies who died during KMC care within the facility. Information on KMC Follow-up Column: Total Enter the total number of babies who returned for each respective follow-up visit after being discharged from KMC. Row 1: Record the number of babies who came for the 1st follow-up after KMC discharge. Row 2: Record the number of babies who came for the 2nd follow-up. Row 3: Record the number of babies who came for the 3rd follow-up. Row 4: Record the number of babies who came for the 4th follow-up. DIAGNOSTIC SERVICES (FROM LAB REGISTER/ TB LAB REGISTER/ RADIOLOGY REGISTER) (DHIS2MONTHLY- SEC. II) When filled: Monthly, after the compilation of all the data from the recording tool. Who will enter the data: The reporting tool (DHIS-2 Application) will be filled by Health facility focal person Instructions for filling data in the diagnostic services register 12 Services provided at the facility OPD (Number): The total number of OPD patients who have availed of the services provided at the facility. Indoor (Number): Mention the total number of indoor patients who have availed of the services provided in the facility. LABORATORY INVESTIGATION FOR COMMUNICABLE DISEASES AND NONCOMMUNICABLE DISEASES(DHIS2- MONTHLYSEC. III) When filled: Monthly, after compiling all the data from the recording tool. Who will enter the data: The reporting tool (DHIS-2 Application) will be filled by Health facility focal person Section III: Laboratory Investigation for Communicable Diseases Column 1: Viral Hepatitis & HIV Name of the tests are listed (e.g., Hepatitis B, Hepatitis C, HIV). ·Write down the number of tests performed each month against the particular test. Also indicate the number of positive and negative cases, and the number of RDT kits used. 13 Column 2: Tuberculosis (T.B.) Indicators include registered TB cases, presumptive cases tested, and Gene Xpert results. Write down the number of cases and tests conducted for each indicator monthly. Column 3: Malaria Includes slide preparation, examination, and positive cases. Write down the number of slides prepared and examined, and the results by species (e.g., P. falciparum, P. vivax, or mixed). Also record the number of RDT tests done and results. Column 4: Acute Watery Diarrhea / Suspected Cholera Lists screening, testing, and sample-related indicators. Write down the number of tests conducted, samples collected and sent, and RDT kits used for cholera each month. Column 5: Dengue Screening Dengue-related indicators (not filled in screenshot but reserved for future data). Write down the number of dengue tests performed and number of positive cases each month. Column 6: Measles Includes sample collection, dispatch, and positive cases. Write the number of samples collected, dispatched to labs, and those confirmed positive. Section IV: Laboratory Investigation for Non-Communicable Diseases Columns in this section include the following indicators: Glucose Test Strips Hb Test Strips Urine Pregnancy Test Kits (UPT) PCR (TB Contact Screen) PCR (TB Contact Positive) For each indicator, write down the total number of tests performed during the month. STOCK REPORT: STOCK POSITION OF DRUGS (FROM STOCK REGISTER FOR MEDICINE/SUPPLIES) (DHIS2- MONTHLY- SEC. II) When filled: Monthly, after compiling all the data from the recording tool. Who will enter the data: The reporting tool (DHIS-2 Application) will be filled by Health facility focal person 14 Opening Balance: Mention the quantity of each medicine available at the store at the start of each month Received From any Source: Mention the quantity of each medicine received from any source. Dispense During the Month: Mention the total no. of each medicine dispensed during the month. Closing balance: Closing balance will be calculated automatically. This closing balance will be the opening balance for the next month. STOCK REPORT: STOCK POSITION OF VACCINES(DHIS2- MONTHLY- SEC. III) When to fill: At the end of each month Who will enter the data: The reporting tool (DHIS-2 Application) will be filled by Health facility focal person Opening Balance: Mention the quantity of each vaccine available at the store at the start of each month Received From any Source: Mention the quantity of each vaccine received from any source. 15 Dispense During the Month: Mention the total no. of each vaccine dispensed during the month. Closing balance: Closing balance will be calculated automatically. This closing balance will be the opening balance for the next month. FAMILY PLANNING COMMODITIES (FROM FP REGISTER) (DHIS2- MONTHLY- SEC. IV) When filled: At the end of each month Who will enter the data: The reporting tool (DHIS-2 Application) will be filled by Health facility focal person Opening Balance: Mention the quantity of each FP commodities available at the store at the start of each month Received From any Source: Mention the quantity of each FP commodities received from any source. Dispense During the Month: Mention the total no. of each FP commodities dispensed during the month. Closing balance: Closing balance will be calculated automatically. This closing balance will be the opening balance for the next month. HUMAN RESOURCE DATA (FROM FACILITY RECORD) (DHIS2- MONTHLY- SEC. II) When filled: At the end of each month Who will enter the data: The reporting tool (DHIS-2 Application) will be filled by Health facility focal person 16 Instructions for filling data in the HR Data register Columns 1 and 7: post name/category Columns 2-6 and 8-12: Fill in the appropriate column according to the post position columns 2 and 8 for Sanc. = total sanctioned posts, columns 3 and 9 forV= total number of vacant posts, columns 4 and 10 for C= total number of Contracted posts, columns 5 and 11 for G-In= number general duty in the facility, and columns 6 and 12 for Gout=General duty out of the facility. REVENUE GENERATED (DHIS2- MONTHLY- SEC. III) When filled: At the end of each month Who will enter the data: The reporting tool (DHIS-2 Application) will be filled by Health facility focal person Instructions for filling the revenue-generated register Column 2: Total receipt Write down the number of total receipts received at the end of each month. Column 3: Deposited Write down the total amount received from each procedure in a particular row and the grand total in the last row 17 FINANCIAL REPORT FOR THE CURRENT FISCAL YEAR (DHIS2MONTHLY- SEC. VI) When filled: At the end of each month Who will enter the data: The reporting tool (DHIS-2 Application) will be filled by Health facility focal person Instructions for filling data in the financial report register Column 2: Total Allocation for the Fiscal Year Write the total budget in rupees allocated for the current fiscal year. Column 3: Total Budget Released to-date Write the total budget released till to date for the facility in rupees Column 4: Expenditure to date Write the expenditure in rupees Column 5: Balance to date Write the remaining balance available in rupees 18 Thank You-www.hisp.org.pk