Expansion of HIV/AIDS Data Management System:

Transcription

1 Expansion of HIV/AIDS Data Management System: Experience Sharing on Introducing OI/ART Database

2 Background Prior to 2005, the Health Information System Department of Ministry of Health was responsible for collecting all health related information. NCHADS, on the other hand, collected information related to HIV/AIDS & VCCT mainly via active surveillance. At NCHADS, different aspect of information related to HIV/AIDS was collected by different technical units and the analysis on these data was not or merely performed

3 Background (Con t..) In 2005, some national hospitals also set up their own OI/ART data management system At the end of 2005, Data Management Unit (DMU) was established at NCHADS DMU staff (4 data management officers, 1 computer programmer) were supported by WHO. In 2006, data management teams (each team including 2 staff from PAO and 2 contract staff) were recruited to work in Provincial Aids Office (PAO) of 11 provinces to assure the quality and timeliness of data collection and reporting from the provincial level. NCHADS plans to expand to another 9 teams by 2009.

4 Responsibility of Data Management Unit Collects and manages patients data from STI, VCCT, OI/ART,HBC Works with relevant NCHADS s units to review, design and update data collection tools Provides technical support to provincial teams Provides timely feedback to the concerned NCHADS s units, provinces, partners Links with other programs (TB, PMTCT,..etc) for sharing data Compiles quarterly comprehensive HIV/AIDS reports documenting progress towards M&E indicators targets

5 Responsibility of Provincial Data Management Team Collect STI, VCCT/PMTCT, OI/ART and HBC data in their provinces Enter data into the designed databases Analyze the collected data Compile quarterly, annual and other reports Provide support to health facilities on data collection Provide feedback to health facilities

6 Existing Database Database for VCCT: developed in 1996, last revised in 2005 Database for STI clinics: developed in 2000, last revised in 2005 Databases for OI/ART for OI/ART sites: developed in 2005

7 Flow of Data

8 OI/ART, VCCT, STI, HBC National aggregated quarterly report tables National quarterly HIV/AIDS progress reports; Passive surveillance reports Data management unit (NCHADS) ARV drug/patient data Logistic Unit PAO PAO PAO PAO Paper-based quarterly reports: OI/ART, VCCT, STI Electronic data files: OI/ART, VCCT, STI (not all facilities) Facilities Facilities Facilities Facilities

9 Patient Forms Register Counting tool Facility report Electronic database Data Management Office at PAO

10 Main Features of Electronic Databases All data entry screens were designed in KHMER language User friendly interface (mostly Point & click) Using a format consistent with the paper-based patient form Automatically generated required reports (Quarterly Report, Patient transfer (for OI/ART) etc) snñisitelikti2enapñmebjsþibikarbgáaremerakegds_ Patient appointment daily nig kareftam report Büa)alCMgWeGds_

11 Main Features of Electronic Databases (Con t ) Multi-user (each user have their own credential) Backup/Restore feature to avoid data loss Easily exported (can select the desired variables or All variables) to spreadsheet format which can be used later on to import into statistical package (SAS,STATA,SPSS, etc)

12 OI/ART Database

13 Adult Initial Visit Adult Initial Visit Detail Date first Visit Patient transfer In

14 Adult Initial Visit Detail Adult Initial Visit You can show patient s information about adult initial visit All or None on page Detail.

15 Adult Initial Visit Date first Visit All the patients register in database must be inputted date first visit and date must be less then or equal to Current date.

16 Patient transfer In Adult Initial Visit When the patient transfer in you must select radio button Yes then you have to provide the clinic that transfer from, the date of start ART, and nine digits of ART number.

17 Adult Visit Search ART Number Date of Visit WHO Stage/CD4 Drug (Quantity) Date of Appointment

18 Adult Visit Search ART Number You can search ART number in Adult Visit.

19 Date of Visit Adult Visit The date of visit can not less then initial date visit and can not greater then current date.

20 Adult Visit WHO Stage/CD4 The patient can Eligible for ART have WHO stage 4 or CD4< 250.

21 D rug Adult Visit Drug ARV can input quantity 3 digit.

22 Adult Visit Date of Appointment The date of appointment can not appoint greater then 6 months if patient OI and if ARV 3 month.

23 Patient Test The Date of patient test can not input less then initial date visit. But patient transfer in can input less then initial date visit.

24 Lost Patient This function use for generate lost patient that not come visit 3 month or 6 month.

25 Dead Patient Register for dead patient.

26 Patient Appointment Patient Appointment Patient Attend Report Appointment

27 Appointment You can input Clinic ID only then you select meet which doctor.

28 Appointment You can make sure that patient Attend or not!, you check Attend then click button save.

29 Appointment Appointment Report You can show Report appointment patient.

30 Report Appointment

31 Admin Backup R estore Export

32 Backup This function use for backup date to prevent data lost.

33 Restore When the data have problem you can recovery data.

34 Export You can export the variables from database to Microsoft Excel format for further analysis

35 OI/ART Database Report O I/ART Regimen Transfer Out

36 OI/ART Database Report Report OI/ART You can report patient in database.

37 OI/ART Database Report

38 OI/ART Database Report Regimen Report Patient use drug ARV.

39 OI/ART Database Report Transfer Out Report information patient.

40 Achievements of the HIV/AIDS Data Management Standardization of reporting across facilities Completeness and quality of reporting Timeliness of reporting Until now there are 15 OI/ART with database functioning (with complete data) Confidentiality and anonymity ensured National aggregated reports and indicators performance posted into NCHADS website

41 Lessons learnt In order to ensure quality, completeness and timeliness, keep it short and simple! Electronic databases are attractive, but ensuring the good quality data is crucial. Good communication with doctor is the key to ensure the completeness and good quality data Staff motivation is vital to ensure the quality of the data and the timeliness of the report. Paper-base tools is still needed for validate and keep as backup.

42 Thank you for your valued time!