ICT & Records Department

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ICT & Records Department

JOOTRH has embraced ICT in service delivery. The ultimate goal is for the hospital to go paperless.

Our Health Management Information system currently has modules for:

  • Electronic Medical Records – registration and admission of patients
  • Biometric clocking machine-for staff in and out times
  • Clinical (out-patients)– for clerking by clinicians and triaging/taking vitals by nursing staff
  • Financial – Billing, receipting, and monitoring of cash collection
  • Stock and Inventory – Stock control, requisitions, receiving items and drugs
  • Pharmacy – dispensing medicines to the wards and individual clients
  • Management reports – accounting, stock, and diagnostics
  • Through Laboratory Information System (LIMS), samples are recorded, processed, and results transferred to HMIS system Digitization
  • We have a Heavy-duty scanner and document management system for the digitization of paper-based records Tele-conferencing
  • Project ECHO (Extension for Community Healthcare Outcomes) Hub offers long-distance training on medical education and care management that is patient-centered to clinicians across geographic borders.
  • The ECHO model prepares front-line clinicians in rural and underserved areas with the knowledge and support they need to manage patients with complex conditions.

HMIS

  1. Funsoft
  2. LIMS(labware)- Laboratory Information Management System
  3. Methameasure
  4. ADT(Admission Discharge Transfer)
  5. KHIS(Kenya Health Information System)
  6. IRCare

Local Area Network
The project was funded by the national government, Ministry of ICT, Innovation and Youth Affairs at a cost of over Kshs. 30 million in the year 2020. The project covered;

  • Infrastructure connectivity (local area network)
  • Installation of 60 wireless access points
  • CCTV Surveillance System

We have a CCTV Control Room, manned 24 hours by security personnel and over one hundred surveillance cameras installed to cover most of the hospital workplaces and environs.

Future Plans

  • Upgrading the current HMIS system to an integrated health management information system software (to have in-patient modules, Customer Queuing system, geographical information system component, picture/image archiving communication system)
  • Installation of additional video conferencing equipment for e-health and learning
  • Off-shore data backup facilities
  • Procurement of more computing devices (desktops computers, laptops, android tablets, IP phones)
  • Development and use of hospital ICT policy

RECORDS DEPARTMENT:
Headed by the Health Records Information officer(Tom Murike), assisted by Johannes Simiyu(ICT and Records), Asenath Ayoo (OPD and Cancer registry). Audry Patroba and Linda(Central records), Heilem Mbaja(Central Records), Shem(Maternity and casualty records)

Duties and Responsibilities

  • Analyzing trends and communicating these to management.
  • Compile and maintain patients’ medical records to document condition and treatment and to provide data for research or cost control and care improvement efforts.
  • Participate in the preparation of outpatient and inpatient monthly reports.
  • Scanning onto the system and safe storage of hard copy consent forms.
  • Filing i.e. patients’ files, reports, birth notification forms, and other key correspondences.
  • Process patient admission and discharge documents.
  • Review records for completeness, accuracy, and compliance with regulations.
  • Collection and filing, including electronic reports of other departments on a daily, weekly, and monthly basis.
  • Extract and analyze hospital and maternity data and statistics.
  • Release information to persons and agencies according to regulations.
  • Preparation of quarterly/ monthly meeting minutes.
  • Extracting from the electronic Health Records, hospital and maternity monthly reports.
  • Maintaining hospital surveillance reports.
  • Maintain confidentiality and privacy of all medical records.