Systems & the Data Clerk Role

Transcription

1 Systems & the Data Clerk Role CLAUDINE HENNESSEY & THEUNIS HURTER

2 Role of Data Clerk 2 What does the Data Clerk do? Pull Folders Data Entry in paper system Traffic Control Clinic Organization (files where they should be) Maintaining appointment system how many patients are booked daily? Tracking of patients for outcomes RIP s, TFO, LTF s Sending Stats to province monthly and quarterly Other duties???? Part of an integrated health systems team Data Clerk, counsellors, nurses, doctors, clinic managers, facility managers, HAST Coordinators, Provincial Staff Question: Whose job is more important???????

3 Who should do what?

4 Monitoring Roles 4 FACILITY SUB-DISTRICT DISTRICT Data capturer: HAST Coordinators: HAST Coordinator: transfer data support sites Train the trainers extract reports train new staff Maintain most up-to-date installation version report back at MDT meetings validate data Keep tight record of people with installation CDs chase reports Submit a district quarterly dataset Facility Manager submit a quarterly dataset sign off on every report Information Officer: keep record of reports IT Health: Maintain up to date District Dataset on TIER.net monitor anti-virsus updates Validate data hardware support Analyse 24 hour response Feedback

5 Role of the Data Clerks Capture all data from folder into TIER.net daily Run monthly and quarterly reports Provide dispatch to FM and HAST CO s * Feedback to FM and Programming staff in weekly MDT meeting Provide monthly report and quarterly dispatch to province Track LTF, missed appt lists Maintain current filing system Filing of ALL blood results in pt folder Ensure all folders are prepped and ready for pts on appt day Train fellow staff Provide traffic control Complete RMR data Keep registry clean Treat patients with respect

6 Role of the Data Clerks Data Clerks should not be: Phoning for blood results Triaging patients Acting as counsellors DOT supporters Excluded from ARV programming meetings 6 Pulled from ARV clinic for general side when clinic is busy or when capturing is not up to date Having to guess data from patient folder Asked to do personal things for Dr s, Nurses, facility managers

7 Role of Data Clerk? Question: Whose job is more important??????? 7

8 Importance of Data Capturers Submission of reports Defaulter lists Daily appt lists Ongoing filing of results Entering of new patients Clinic kept clean and organized Pt Arrives at Clinic Green Cards collected Folder pulled and ready with latest results traffic control Patient goes home Role of the Data Clerk Pt sees Dr/Nurse Counsellor Folders collected Pt visit entered into register & folder filed Patient picks up their medication at Pharmacy Folders filed Filing of blood results PreART patients filed

9 TIER.net & the health facility Filing of blood results Folder filed LTF reports Folders pulled for next day appointments DC s check for new blood results Patient goes home 9 Patient arrives at clinic Patient to clinician Tracking down missed appointment patients Dc s pull unbooked folders Traffic control Monthly and quarterly stats to province Folder captured in e-register Patient to Pharmacy Next appointment date recorded * Ongoing clinic organization Folders collected from pharmacy Facility data (RMR) MDT meeting prep

10 Questions/Comments T H A N K S!!

11 Role Play B R E A K I N T O 3 G R O U P S T O D I S C U S S A N D T H E N P R E S E N T T H E F O L L O W I N G S C E N A R I O S Y O U C A N B E A S C R E A T I V E A S Y O U W A N T P R E S E N T, A C T I T O U T.... I T S Y O U R C H O I C E. 1 0 M I N U T E S T O P R E P A R E 3 0 M I N U T E S T O P E R F O R M!

12 12 Scenario You are a data clerk who has just been told they have to stop what they are doing by a dr, to look for blood results, they have told you that if you don t find them, you have to call the lab and write down the results what do you do? The clinicians are not entering the correct information on the clinical stationery, you approach the doctor in charge and explain to her that it is a National Standard and you have stationery in stock, she refuses what do you do? The registry staff is refusing to create a folder to a patient without ID, what do you do?

13 TIER.net HIV Electronic Register Training Guide BACK CAPTURING OF DATA INTO TIER.NET CLAUDINE HENNESSEY & THEUNIS HURTER