Effective date: 15 th January 2017 Review date: 1 st May 2017

Transcription

1 Title: Standard Operating Prcedures (SOP) fr Rutine Registry Operatins- Implementatin, Establishment and Maintenance f Mther & Child Health (MCH) Registry Sub-title: Training and User Supprt Effective date: 15 th January 2017 Review date: 1 st May 2017

2 Cntent Aim... 3 Descriptin f prcess... 3 Preparatin... 4 Training... 4 Stakehlders targeted in training and meetings... 4 Types f training wrkshps and meetings cnducted:... 4 Users supprt... 7 Training and User supprt fr newly recruited system users:... 9 Appendixes attached... 10

3 Aim T ensure that the training prgram fr MCH eregistry: Gives care prviders and staff at the Primary Health Centers (PHCs) in the West Bank an pprtunity t learn hw t d their jbs prperly, t bring new ideas int the wrkplace, reinfrce existing ideas and practices, which will help t put ur prgram int actin. Helps in preparing staff fr great challenges during develping & adpting the new prgram (MCH e- registry). Benefits all system users thrugh increasing knwledge while changing attitudes and cmpetences in gd manner. Builds and strengthens skills in the specific tasks t be cmpleted fr efficient functining f the MCH e Registry. Imprves wrk behavir, s that peple functin better at assigned activities and fulfill their ptential. Decreases system malpractice, reduces stress, and imprves mrale. Helps practices avid setbacks, errrs and ther general frustratins while facilitating a smth transitin frm paper t an electrnic system. The training f system users intrduced as a prcess f assisting a persn fr enhancing his/her efficiency and effectiveness t a particular wrk area. Hereby specific skills, abilities and knwledge are established thrugh learning and practicing. Descriptin f prcess Training is an essential cmpnent fr MCH e registy t assure that the data cllected is accurate, cnsistent, and cmplete. MCH e Registry team at the Palestinian Natinal Institute f Public Health (PNIPH) and the Nrwegian Institute f Public health (NIPH) shuld: Develp training materials t ensure that trained system users have the resurces needed (Appendix 1). Print and distribute training materials t system users s when they return back t their PHCs can use these materials as guidance when start t implement the system. Develp evaluatin sheet in rder t evaluate each training sessin and btain feedback t be taken int accunt t enrich and imprvme further trainings (Appendix 2).

4 Preparatin Training plan fr MCH e Registry was develped as initial step f preparatin fr cnducting needed training targeting all related levels and users (Appendix 3) Strenuus effrts frm PNIPH, NIPH, University f Osl (UIO) and Ministry f Health (MOH) have been wrking cllabratively t attain neccessary requirements befre starting the districts training, addressing the fllwing requirments: Internet availability & accessibility at the participating clinics. Hardware (PCs + Server). Hsting f the Registry data. Training package and materials. Sftware: DHIS2, an pen surce infrmatin system, used as the sftware platfrm fr the MCH eregistry. The fllwing link fr the MCH e Registry: upladed n the PNIPH website t prvide free dem & mre infrmatin abut the features f the MCH e Registry. Invlvement f the cmputers & infrmatin technlgy(it) staff at MOH. Cmmunicatin plan. Implementatin plan. Training Fllwing t the develped and agreed upn training plan we cnducted several types f training wrkshps and meetings targeting related stakehlders and users. Stakehlders targeted in training and meetings MOH high fficials: Deputy f MOH, General directr f Primary Health Care(PHC), General directr f Public health, Directr f Wmen s health & Develpment, IT General directr. PNIPH staff. MOH related staff: IT staff, statisticians, cmmunity health department s staff, Primary Health Infrmatin Center s (PHIC) staff. MOH related staffs at districts level: Districts Health directrs, MCH supervisrs, MCH dctrs, Nursing directrs & IT staff. Clinics level: Nurses, Midwifievs, Cmmuity health wrkers and Dctrs at each clinic (System users at participated clinics). Types f training wrkshps and meetings cnducted: Briefing meetings. Sensitizatin meetings.

5 Administratr training (DHIS 2 Tracker Administratr training). MCH e Registry Data Users wrkshp. Simulatin Exercise. Training f trainers (TOT)wrkshp. Districts training : See belw: table as Summary f Districts training Full reprt f MCH training reprt develped and is attached t ur dcument ((Appendix 4).

6 Table: Training f the Districts training level District Number f clinics Number f system users trained Number f training day/ sessins Venue f the training Cmments 1 Ramallah days Ramallh System users trained at each district 2 Bethlehum days Bethlehum divided int grups with average f participants per grup with 1 day 3 Nablus days Nablus training fr each grup, whereas flexibility fr user wh missed the 1 st day 4 Salfit days Salfit t jin the 2 nd day based n wellrganized 5 Jenin days Jenin training schedule Ttal days District 3 rd Week May nd week August Mnth May June July August Day Ramallah 2 Bethlehum 3 Nablus 4 Salfit 5 Jenin Ttal 5 Days 2 Days 4 Days 2 Days 4 Days

7 Users supprt The MCH eregistry is a web-based infrmatin system (internet based registry), s internet cnnectivity and cmputer availability are crucial items. Tls that facilitate system users wrk have been develped t empwer them in case f internet and/r cmputer prblems. The tls include: A pster describing what t d when there are cmputer and/ r internet prblems, t be placed n the wall next t each cmputer at PHCs. The cntent f the pster as fllws: What t d if yur cmputer is suddenly stpped wrking/ Nt functining well while yu are entering wman s r Newbrn s data? Press (Ctrl + Alt + Delete), a list f all prgrams that are under cnstructin, will be shwn, click the prgram name fllwed by the wrds (Nt Respnding) and then click (End Task) buttn and by this way yu can clse the prgram that causes the prblem. Press (Ctrl + Alt + Delete) again t shut dwn the prgram that has the prblem. If the cmputer s (Windw system) stp cntinued: press (Ctrl + Alt + Delete) and then click (Shut Dwn) buttn this leads t restart Windws again. If the previus steps did nt wrk, press the Pwer key at yur cmputer device t turn ff the cmputer and then press the pwer key again t turn n the cmputer. What t d if yu lst internet access t cmputer: (N Internet/internet Malfunctin) Click n (ON / Off) Pwer key lcated in yur Internet ruter fund at yur clinic which will turn ff the internet then again press n same key t turn the ruter and internet. Wait a little bit t make sure internet re cnnectin int yur cmputer. T request any technical supprt in case f Technical malfunctin at cmputer r Internet at clinic, OR if cmputer at yur clinic suddenly stps wrking and yu cannt repair r fix: Please cntact IT emplyee assigned t yur district Phne number fr the IT emplyee is available fr each district Paper back-up file similar t the electrnic MCH Registry has been printed and distributed t clinics t be used in case f cmputer shutdwn due t electricity r internet r cmputer prblems.

8 Apster with clear instructins n when & hw t deal with back-up files, t be placed n the wall next t each PHC cmputer. The cntent f the pster as fllws: Imprtant Instructins Related t Back up file fr the MCH e Registry Please, Take the fllwing issues int accunt when using paper frm f the MCH e registry back up file: Specify a special file t save the unfilled backup files in an easily accessible place t MCH e Registry s users. Fill/ use the MCH e registry back up file when the access t the electrnic regiestry denied as in case f internet OR electrisity is ff and keep using it till the netwrk is back When netwrk is back (internet OR electrisity): Re Enter the filled wman s back up file in the MCH e Registry wmen s file, within a perid nt later than 3 days f malfunctin s repair and/ r the return f the electrnic registry int wrk, taking int accunt t enter the date f actual visit and nt the date f entering the data f visit int the electrnic registry. When Re Enter the filled wman s back up file in the MCH e Registry file, and there was a managment prpsed by the registry and nt been implemented in the paper back up files as well, s use the NOTE bx n the electrnic recrd t explain and dcument that. The filled back up files shuld be saved in a special file bx separated frm the ther clinic's files, and the unfilled back up files, taking int accunt t arrange each visit separated frm ther visit using paper breaks between visits, The filled back up file shuld be kept, saved and just destryed (Get rid) accrding t the used MOH s rules specified fr paper patient file. (After at least 5 years). When pregnant wman has been referred t a hspital r ther clinic and the referral data was filled n the backup file, please Keep the backup file in the riginal clinic and D Nt send it with the wman t the ther hspital r clinic. When the unfilled backup files are almst finished (at least half f the received amunt), please cntact the MCH Supervisr in yur directrate within a perid nt later than a week t prvide yur clinic with the necessary back-up files.

9 Training and User supprt fr newly recruited system users: It is imprtant t ensure that the new persnnel using the MCH e registry trained apprpriately. If new emplyee started his wrk at any clininc, the MCH e registry staff / MOH team shud prvide training n the registry which culd be dne thrugh the fllwing steps: When a new persnnel assigned t new clinic at any district, the addministrative directr at that district infrms the nursing directr and MCH supervisr abut this new assignment(name f persnel, qualificatins and wrking tittle). The MCH supervisr will: Sensitize the new persnel regarding the MCH e registry during the mnthly meeting cnducted regularly every mnth per district. Visit the new persnnel at the clinic and prvide the neccessary n jb training. Prvide the new persnnel with a cpy f the training resurces materials used during previus district training. Intrduce the supprting materials and instructins related t backup file, Cmputer and internet available in the clinic. Prvide mre supprt thrugh fllw up visits t the clinic with the new persnell mre frequently than thers (at least nce per mnth during the first six mnths f emplyment). Cnduct fllw up visits whenever needed (accrding t needs, upn request) The MCH e registry staff ( TOT team) will cnduct ne day training wrkshp if the number f the new staff exceeds 5 persnnel at central level.

10 Appendixes attached Appendix 1: Training materials used during training. Appendix2: Evaluatin Sheet used at the end f each training day. Appendix 3: Training plan fr MCH e Registry Appendix 4: Reprt f MCH e Registry training Appendix 5: Back Up file instructins and Hw t deal with Cmputer and r internet prblems and when and Hw t ask IT technical supprt