Upgrading Amana Hospital's medical record system to enhance patient origin Tracking

Small but mighty tweaks to a major hospital’s electronic health information system (eHIS) are helping clinical staff to more accurately track where patients come from—making it easier to locate disease outbreaks and manage care.

In May 2018, a working relationship between Amana Hospital and Data Zetu was established and the HOT/OMDTZ team met Dr Mahiza at Amana and eventually conducted a week-long embedment exercise, where HOT staff were stationed in different hospital departments to simply observe processes and behaviors. There, the team isolated the opportunity to more systematically recording patient location data into the eHIS. Drawing from HOT’s existing citizen-generated data,1 GPITG (IT consulting firm) added the names of all 31 wards and 148 subwards within the hospital’s catchment area to the eHIS. The team also conducted mapping efforts of shina boundaries across all the entire catchment area—as well as the mjumbe for each—for GPITG to add into the system. Once the updates were deployed, HOT returned to Amana Hospital to provide stand-by support to nurses and registry staff as they began using the system to record patient location data more systematically using the new fields, features and data. Simultaneously, the Data Zetu team designed and delivered training sessions to registry staff and nurses at Amana Hospital about the value of maps and location data to enhance population health, such as a role-play exercise for participants to highlight and discuss the challenges and barriers hospital staff face during the registration process when asking for a patient’s details. The final step (in progress) is to deploy and embed a dashboard into the existing eHIS that will enable clinical staff to monitor and track patient data in real time.