Digital HealthNews Letter

Health Facility Survey Management System, Ministry of Health

Retrospective

Overview
The web-based system, Health Facility Survey was started with the intention of automating the planning process that is being carried out by the Programming and Planning department under the Health Information Unit attached to the Ministry of Health. The relevant idea first emerged as a result of identifying the importance of having accurate data and information readily accessible that is needed for making official decisions such as determining health indicators, allocations for hospitals etc. The system was designed and developed in a way that would cover the main functionalities that would assist the decision-making process in planning focusing mainly on the facts namely accuracy, consistency and timely management of data and information.

Objectives

  1. Data Maintenance: Updating the system with data in a continuous and consistent manner assuring the accuracy of data.
  2.  Generating Reports: Generating reports that are needed for the process of planning and decision making utilizing the data within the system.
  3.  Decentralizing Data Collection Process: The data is entered into the system by the officials appointed by relevant medical institutions instead of centrally collecting and entering data.
  4.  Creating public awareness about the services given by each category of hospitals: This is the future goal of the system, to add a module that would convey the health services and facilities provided by particular hospitals to create public user awareness. For example, some special medical services that might be provided by a nearby base hospital that people are aware of been provided by the National hospital only

Specification
In accordance with the hierarchy of the hospitals that are governed by the ministry of health, there are 49 hospitals that consist of Teaching hospitals, District General hospitals, Base hospitals and special hospitals that fall under the line ministry and rest of the hospitals are mainly governed
under the Provincial level and district level. The Ministry of Health and Indigenous Medicine has the authority to make the final decisions on the requests done by the hospitals via their relevant governance unit after considering all the data and information regarding those requests.
The process of identifying, evaluating and concluding the data regarding those requests are carried out by the planning that functions under the Health Information unit. The main purpose of HFSM is to assist the planning process by collecting and maintaining the data about health facilities provided by health institutions all over Sri Lanka.
The current system, Health Facility Survey consist of nine main modules,
1. Dashboard
2. Administration Module
3. Hospital Profile Module
4. MoH Profile Module
5. District Profile Module
6. Province Profile Module
7. National Profile Module
8. Report Generation Module
9. General Public View

The above-mentioned modules fall under different user access levels. But the ultimate goal of the system is to collect, store and update and maintain data regarding the health facilities in health institutions effectively and efficiently. The main intention of this is to have accurate data at hand
once requirements arise to arrive at decisions utilizing those data for an example to decide on the indicators that represent the conditions of Sri Lanka Health system that would be published in the Central Bank Report that would be released each year. Generating reports based on the data
collected via the system is one of the vital features that is included in the system that would assist in carrying out the planning process more efficiently.

Milestones
1. Facility Survey Form
The data that was needed for the planning process was first collected via the hard copies of the Facility Survey form.

2. Health Facility Survey System – Experimental launch
The development was first started in 2012 and was first launched in 2015 to identify the operability of the system.

3. Health Facility Survey System – Launching the live system
The system was first launched in 2016 as a live site that is operational and the training was given to the stakeholders of the system by the developers.


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